Sending Call Sheets by Email

The Email CS for Day button opens the send dialog for the day you are on. The list starts with the crew, cast and background scheduled on that day's call sheet, plus the reps you keep on the distribution. Every tab works on the same day.

The subject fills itself in with the show name, the day number and the shoot date. Change it if the day needs flagging. Crew, Cast and Background are separate groups with their own checkboxes, and Select All takes everyone who has an email. Anybody scheduled without an address is listed in a warning above the groups, with a link to the record that needs it.

Reps are people who get every call sheet but do not print on it: a union rep, studio counsel, the bond company. Keeping them here keeps them out of the crew list and off the back page. Each rep is a name, a union or company, and an email address, edited right in the row.

• The list belongs to the production. You type a rep once and they are there for every day of the show
• The checkbox beside each rep is for this send only, for the day somebody should be skipped
• From this show offers reps already in the crew list, reps on the cast list, and reps from your other shows
• A row with a bad address cannot be ticked until the address is fixed

Mail goes out from callsheets@gcasper.com. Replies go to the Reply-To you pick from the ADs and producers on the crew list. It starts on the 2nd AD when there is one. The CS Front and CS Back sit on the right as thumbnails with their version number. Click one to open the PDF and check it before it goes. Add Extra Attachment takes PDF, PNG, JPG, DOC and DOCX files: sides, maps, shot lists. Each file has to be under 8 MB and the extras together under 10 MB. Every extra shows a thumbnail, so you can spot last week's sides before they go.

The Prelim tab sends the day to the people who sign off on it before the unit sees it. Approval Recipients fills in from the producers, UPMs and ADs on the Crew tab who have an email. Search to add anyone else, and Reset to defaults puts the list back. Tick Email, SMS or both. The email half carries the same attachments as the full send: both call sheet sides and every extra. The text half carries only a link. The approver's email has a PRELIM FOR REVIEW banner across the top and [APPROVAL] at the front of the subject.

Nothing leaves when you press Send. A card comes up over the dialog showing who it is going to, how many emails and texts, the subject, and a thumbnail of each attachment. A bar fills over seven seconds. Undo cancels the send outright. Nothing has reached the server yet.

A red banner at the top of the dialog means the email provider cannot be relied on right now, usually because the sending account has run out of credits. In that state the provider accepts messages and delivers none, so the dialog can show everything as sent when nothing arrived. The banner gives a support number to call. It is checked every minute while the dialog is open.

The confirmation names everyone it went to, with a mail or message icon for the channels each person got, and the count split into emails and texts. The same state then shows beside each name in the Crew and Cast lists.