Distribution lists

Distribution lists allow you to create a group of recipients that you can use periodically to distribute schedules, scripts, crew lists, special communications, call sheets, starting paperwork, risk assessments, etc.

MANUAL LIST

Recipients you can add to the manual lists:

• Cast members.
• Crew members.
• Staff members from companies.
• Full departments.
• External recipients, entering name and email of a person who is not in willco. 

AUTOMATIC LIST

Automatic lists allow you to take advantage of contracts’ details in the Credit Roll section, to update your distribution lists automatically. 

For example, by using the "working tomorrow" filter for the distribution of the call sheet, you can ensure that the call sheet will be sent to all the daily crew hired for the next day, but will not be sent to people, e.g. Stunts, who will no longer be shooting tomorrow.  This is a very efficient way to update the daily distribution lists.

To create them you should use FILTERS.

Distribution lists > New List > List type (Automatic) > Add a new filter 

Think which filter best suits your needs and remember that you can combine several filters:

-Job: filter by job title or department

Examples: you want to create a list to distribute information only to the Art Department, or communicate with all the drivers. Once this automatic list is created, if new drivers are hired, they will not have to be entered into this list manually, the list will be updated automatically.

-Deal dates: filter out people who start or finish, or work on a certain date.

Here you can use the exact dates/days (Thursday September 12th ) or relative dates (today, tomorrow, this week, last week).

Examples: You can use the Working > Tomorrow filter to create a call sheet distribution list, with all the people on-boarded the next shooting day.

The Starting > This week filter will sellect all the new-starters of the current week, allowing you to send them onboarding paperwork such as: shooting schedule, crew list, memos, etc.

-Deal status: you can use this filter to restrict the sending of certain confidential documents to people who have been firmly confirmed as joining the project. Combining the date filter, e.g. Starting Tomorrow, with a contract status filter, e.g. Approved & DM Ready & DM Signed. 

This combination of filters will allow you to exclude from the distribution people who may still fall out of the project.

-Payroll status: this filter allows you to restrict the distribution only to people already registered with the social security, or the opposite, those already discharged or pending.

-Working groups: this filter allows you to identify a group that you have created in your project, e.g. on-set crew, for catering menu delivery, etc. You can create the working groups in the Personal Details tab of each person in Cast and Crew sections.

-Unit: this filter allows you to restrict the distribution to a certain Unit. 

NOTE: use this filter if you want to exclude actors from the automatic distribution lists. If your project ha a single unit, the Main Unit will be added by default to all crew members.

You can create hybrid lists to complete the list created  automatically with filters with manually entered people, to ensure that documents reach all the individuals you need.

Once you have created distribution lists you can use them to distribute the documents from the Boxes of the Production Folder.