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PRS v1.20 Manual

1. Previewing and Printing a Report In the Main Menu select Reports Role Position Name Lists by Role Number When the Preview dialog box appears select YES to create an on screen preview of the report NOTE If you press NO the report is sent directly to your printer so don t press NO if what you really want to do is CANCEL 49 After a few seconds the preview of your character roles list will appear in role number order formatted to print You will notice that in the far right column are displayed the ID names of the cast members who have been cast in the parts amp Repon Preview Canon Bubble Jet BJC 4200 on LPT1 B m pon pan ars l Pay p di E Pogos to Print y q E x E Character Part Names Listed By Character Role Number A Midsummer Night s Dream zi Role Par Name Description Type Performer ID 1 Oberon King of the Falrles Actor Samuels Mark A 2 Titania Queen of the Fairies Actor Daniel Carrie 3 Puck Oberon s Helper Actor Morely Darcy 4 Theseus Duke of Athens Actor 5 Hippolyta The Duke s Betrothed Actor Adams Pamela L 6 Lysander Youth in love with Hermia Actor 7 Demetrius Youth in love with Helena Actor 8 Hermia Girl in love with Lysander Actor Grumman Irene 9 Helena Girl in love with Demetrius Actor Workman Sarah E 10 Egeus Hermia s Father Actor Charles Jason B 11_ Philostrate The Duke s Steward Actor 12 Peter Quince Lead
2. If you wish you can try entering some fitting information at this point just to become more familiar with 1t The next tab contains list boxes for addresses and phone numbers You can view or edit these items here as well as from the browse form The fourth and final tab contains Picture File information It allows you to link various picture files to the person and one of these files can be chosen for use as an ID picture 41 Add Personnel MA El Person Info Fitting Data Address and Phone Pictures ID Pix File Name I Browse Personnel Pix Type Pix Filename gt i e Y Use for ID Picture M Auto Display Display Adding a Link to a Picture File While we re here let s add a picture CLICK on the Insert button near the bottom of the window below the list box This opens the Add an Actor or Crewmember Picture window Of course Pamela s Name ID is already entered in the appropriate field What we are now going to do is choose a picture filename to link to Pamela Note PRS neither captures nor stores pictures You must use other image acquisition cameras and programs to do this Once you have your images in bmp gif jpg pcx or wmf format you can use PRS to link your images to cast or crewmembers as well as props wardrobe etc When PRS is installed several subdirectory folders are created for you to use for storing your picture files Though you are not required to use these
3. This opens the Change an Activity Time edit update form filled in with the information from the specified activity Now CLICK on the Magnifying Glass Button A Text Search Options dialog box opens with brief instructions on how to perform a search We remember that at one of the meetings we wanted to hand out lists but aren t sure which one so type Lists into the Text to Search For entry field 63 A Text Search Options x Text to Search For lists All text fields will be searched for the text entered above Partial matches will also be found If you wantto keep searching without coming back to this window press CtrlS M Ignore Case OK Cancel Make sure that Ignore Case is checked and press the OK button Our edit form changes to show the first activity which contains the word Lists in any of its fields Press CONTROL S to search for the next occurrence of Lists and a No Match Found window appears to inform us that there are no further matches No Match Found x No more matches have been found for the Search String LISTS Press OK to clear the No Match Found window and exit the Change an Activity Time and Activity Time Schedule List windows We re finished entering new activities for now but before moving on we ll take a look at the Scenes File Browser and see how the rehearsals list box changes as you select different scenes From the main menu select Breakdown Scenes Browser to op
4. however in which you will need to deal with these conversions yourself Until you go through this upgrade process the related browses for these three files may perform erratically so we recommend doing this as soon as possible If you have copied the PRS11 INI file you will have to rename it to be recognized by PRS 1 20 The three data files you will be upgrading are Music Vendors Sources and Cast amp Crew Without becomingly overly technical each entry in these files needs to be updated with an identifier indicating the file it belongs in These identifiers are required in newly added features and involve their relationships with child files such as addresses and phone numbers After looking at ways of 166 possibly automating the upgrade we decided that the most foolproof error resistant way to perform the update would be a manual process The good news is that the process should be both easy and fairly painless and should take only a few minutes to perform Re Naming the PRS32 INI or PRS11 INI File PRS 1 00 used a file called PRS32 ini to save its configuration information PRS v1 10 uses a similar file but it is called PRS11 ini If you want to keep your old configuration information you need to re name the file to PRS12 ini If you have already run your new PRS installation the program has created a PRS12 ini file If this file already exists delete it Then you will be able to rename PRS32 ini Updatin
5. oicccccccccsesscsccececessscssceeececssssseeececeesensees 158 Same version of PRS on all COMPputeTS oooocnncnoncnonnnonnnonacnnonnnonn nono nena nonnn nano nana nc nn cn neon ne cn neon nora nena nena ncnnnns 158 Set up the same drive directory structure On both computers ooooccccncncnonnconanonocnnonnncnnncnno nono rn nora nonnncnn cons 158 BACKUP IA LAS O A TN 158 MAKE SURE THAT THE PRS VERSIONS ON BOTH COMPUTERS ARE THE SAME cococoooccnooonnncnoonnnnccnnnnnnnonnnnccnnnos 158 CLOSE PRS IF IT IS RUNNING ANYWHERE ON YOUR NETWORK ccessssceeeesececeseeececseseecsesaeeecsaeaeeessneeeenenes 158 USING PRSBACK TO MOVE YOUR FILES E EE A EEEN E EN a a E 159 COPYING DATA FILES METHOD 5935 E E E a pont 159 COPY EVERYTHING METHOD E ET E E saseteees 159 APPENDIX G NETWORK SYSTEM NOTES essssssssssssssssssssssssssssssssssssssssssssnsssssesssesssunsees 160 RESOLVING NETWORK AND OTHER FILE PROBLEMS cocococincnconincocononncncononncncononncncnccninoss 160 APPENDIX H UPGRADING FROM AN EARLIER VERSION OF PRS ssssssssssssssssssssse 166 INSTALLING TO A NEW DIRECTOR Vito ao dd ves Aes Havre Aoi BWR AS 166 UPGRADING YOUR EXISTING PRS FILES TO THE NEW VERSION ccssssseceessececseseeeecsuseecesaeeecseeaeeeenneeeeneaee 166 Backup your data files before you StArte sccccsccsssccssssscesecssesecssesscsseeccesecseesecseecesseesesaecseesecaeeseenaeeeseaeeeeeas 166 Copy your TPS files to the new director ooooooocnccnoncnonnnonnnnncnnn cono c
6. 106 Alphabetical 55 Alphabetically Sorted 130 ALT Key 73 Anamorphic 84 Aperture 84 124 Apple 13 172 Archive 153 Area Code 113 Area Name 26 111 Arrange Icons 145 Arrow Cursor Key 73 Aspect Ratio 84 Author 19 77 Auto complete 46 Auto Display Picture 20 78 82 83 92 97 98 99 101 106 113 Backup 11 12 71 76 152 158 168 170 creating 152 managing 153 PrsBack 11 restore 154 Backup Log 153 Birth Date 107 Blocking 12 51 82 90 131 Blocking Diagrams 88 92 Blocking Notes 90 Blocking Pix 51 82 92 Blocking Pix Button 88 Blocking Pix Type 83 92 Bookmarks in electronic manual 13 Boot Camp 13 Breakdown 31 35 50 51 80 88 92 93 94 131 Breaking Down the Script 30 Browse 15 21 71 72 170 blank display 73 list box 72 73 74 Browse Box 13 Browse Form 72 Browse Tabs 72 colored 72 limiting 72 Browse Window 39 72 88 145 Bug Reports 148 Button add 74 add role 56 add remove 71 backup 152 blocking pix 88 browse 15 cancel print preview 126 change 23 73 clear 78 clear selections 116 close 24 copy activity 63 copy scene info 51 89 delete 23 73 display picture 83 filename lookup 92 97 98 100 101 113 help 14 insert 47 73 74 mouse right click 73 new address 45 no default costume 37 94 no understudy 37 94 OK 74 147 print 128 restore 154 select 72 select all 61 116 select all cast
7. CFG TPS CHARNAM TPS CHARTYP TPS CHSETCHG TPS COSPIX TPS COSTUME TPS CTBOXCTL TPS CTPAPERS TPS CTRPTS TPS CTSTYCTL TPS CTSTYLES TPS CTTITLES TPS DAYS TPS DYNALBLS TPS EFXQ TPS EFXQTYP TPS FORMAT TPS GENERAL TPS LIGHTQ TPS Activity Personnel Notes Action Cue Categories Action Cue Names Descriptions Activity Categories Cast and Crew Picture Filenames All Addresses Cast Crew Suppliers Address IDs Address Categories Cast and Crew Picture Types Used internally by PrsBack backup program should not be copied Used internally by PrsBack backup program should not be copied Blocking Diagram Picture Filenames Blocking Picture Categories Used internally by PrsBack backup program should not be copied Character Role Position Names Character Role Position Categories Role numbers associated with set change events Costume Picture Filenames Costume ID Names Internal Use Report Grids Internal Use Report Grids Internal Use Report Grids Internal Use Report Grids Internal Use Report Grids Internal Use Report Grids Internal Use Internal Use Effects Cue Names Descriptions Effects Cue Categories Format data for Lens Projection Calculator Internal Use Lighting Cue Names 149 LITOTYP TPS LTRANTYP TPS O1QTYP TPS OITHERQ TPS OWNTYP TPS PEOPLE TPS PERSTYPE TPS PHONES TPS PHONETYP TPS PONUMS TPS PROPPIX TPS PROPS TPS QTRANS TPS QTYP TPS REHTIME TPS
8. Hermia and Lysander plan to elope Pg 28 6 Lysander 8 Hermia Grumman Irene 5 00 PM Act 1 Scene 1 3 5 00 PMto 5 25PM Hedgeworm101 All Cast Helena s plan to win Demetrius Pg 32 6 Lysander 8 Hermia Grumman Irene g Helena Workman Sarah E October 03 2002 Thursday 4 00 PM Act 2 Scene 1 4 00 PMto 4 45PM Bostwick Stage All Cast Puck introduces himself Pg 46 3 Puck Morely Darcy 18 Fairy This list also includes the Name ID s of cast members playing or understudying the roles as well as the one line description of each scene As you may have noticed the preview screen shown above is not the first page of the preview Including the character list for the initial meeting fills much of the first page with the opening Pre Set meeting and so we are showing you the top of the second page to get a better picture of the output By the way the little magnifying glass cursor a button makes the preview larger while the one with the minus sign makes the preview image smaller When the cursor is positioned over the preview area it becomes a magnifying glass with a combined sign This allows you to enlarge or reduce the preview image by LEFT or RIGHT CLICKING CLICK on the full height icon 0 to display the entire page height on screen To get a listing by character choose Reports Activities Schedules by Character Number Continuous List 67 Activities Listed by Character Role A Misinmner N
9. Internal Use keeps track of file versions and enables automatic file definition updates MUST BE COPIED 168 VENUE TPS Locations for Activities VENUETYP TPS Categories of Specific Locations VENUGRP TPS General Location Areas VENUPERS TPS Location Personnel VGTYP TPS Categories for General Location Areas Other files which you might want to copy since they represent categories and presets which you may have customized to your liking ACTIVITY TPS Activity Categories BPIXTYP TPS Blocking Picture Categories CHARTYP TPS Character Role Position Categories FORMAT TPS Format data for Lens Projection Calculator OWNTYP TPS Ownership Categories SCENETYP TPS Scene Type Categories SCOPTYP TPS Categories for Script Copied UPG TPS Internal Use keeps track of file versions and enables automatic file definition updates MUST BE COPIED PRS11 INI or PRS32 INI Configuration settings info for PRS see instructions above After Copying After copying your old files you should make sure that everything works Open the program and then open the scenes browser The program will make automatic file conversions at this point if necessary If you are copying from PRS 1 00 files you will need to update your Cast amp Crew and Vendor Source files as outlined in Appendix H If you copied a PRS32 INI file for your window settings you must rename it to PRS12 INI after deleting the current PRS12 INI if it exists Double check and make sure t
10. The list of persons that you choose from contains all those in your cast and crew personnel file and is not limited to those who are specifically in the scene 118 Xtra Script Check In Out The Script Check In Out browse provides a convenient way to keep track of the various scripts copies being used by your production Each time an actor musician or crewmember receives a copy of the script you check it out to them just as you would a library book When you receive the script back from them you check it back in At any point you can check and see who still has scripts outstanding and even figure out the dollar value of those scripts still needing to be returned The browse window shows the Name ID of the person who checked the script out the script reference number Script type Received checked out date a Returned OK reference field Return Date and Description There are several sorting limiting tabs to help you quickly find the information you are looking for lt Actor Crewmember Name ID Default Sorts the list by the Actor Crewmember s Name ID Script Reference ID Sorts by the Script Reference ID number o 2e e 2e e Date Received Sorts by the contents of the Date Received field Date Returned Sorts by the contents of the Date Returned field 2e e 2e e Selected Actor or Crewmember ID Limits the list to scripts checked out or in by the currently selected Actor
11. The notes field is seldom printed in reports A separate tab provides a large text box area where you can keep directions if desired Telephone Numbers This is the file containing all telephone numbers for cast and crew as well as for sources Normally you would have input phone numbers from the browse or update forms of the associated person or company but this is another way to enter telephone numbers directly You must be 112 careful to enter the Name field exactly as the Name ID field is entered in the Cast amp Crew or Sources files e File Category This entry lets the program know which file the person company or place belongs in If you are adding a new entry you must first select the file category This then loads the appropriate file list from which to make your selection for the Name ID If you are editing an existing entry you are locked out from changing either the File Category or Name ID e Name ID A name ID as found in the associated file see File Category above e Phone Type Category name for a type of phone number home work fax etc as listed in the Phone Number Types file e Country Code Country Code international code dialing prefix if necessary or appropriate e Area Area Code e Phone Telephone number The phone number field is not formatted for any specific number groupings or length so it can handle international numbers e Extension Extension if applicable If you
12. by date 143 by role individual pages 143 listing character roles 141 continuous list 141 limit by character group 141 limit by group and date 142 new page daily 141 quick list by date 141 Rehearsals 62 88 115 Related Data 88 Relational Database 71 Remove 73 Remove Data Files 155 Renaming PRS 156 Report 71 75 126 date printed 129 footer 129 name of play 129 page of pages 129 pre defined 129 preview 75 126 Quick Activities List by Date 65 title 129 Report End Date 20 68 77 78 Report Footer 19 77 Report Preview exiting 50 Report Start Date 20 68 77 78 Reports Globals 19 Rereading Browse Data 59 Restore from backup file 154 select files to 154 Restore Files 11 Return By 85 Returns List 136 137 Right Click 29 Ring Size 107 108 Role 93 94 Role Name 93 Role Position Number 35 Role Type 36 Role Position Name List 131 by category 132 by performer ID 132 by role name 131 by role number 132 Room Name 111 Sample Data Files 15 Sample Version 10 Scene 88 89 94 129 131 adding a character 57 character roles in scene 94 file browser 51 55 88 89 for activity 116 number 89 on selected set 35 order 89 timing 52 90 91 type 89 types browser 80 Scene Breakdown adding data 50 Scene Breakdown Report 131 Scene Items 131 Scene List 129 alphabetical 130 by set name 130 by type of scene 130 scene order 129 w larger notes 130 w not
13. for a person Why would you need this Well typically a person may have a home address many will also have a separate mailing address or perhaps for the run of the play they are staying in a hotel or at a friend s house Likewise we are all experiencing a proliferation of telephone numbers home home fax cell office pager office fax and often many more Program Basics What follows are descriptions of a number of the basic building blocks you will use in operating the PRS program A basic understanding of how browses update forms and reports work will allow you to make the most of the PRS program with minimal need for further assistance Browse Lists Each basic browse window starts with a list box which displays one line for each record in the data file The various columns in the browse box show the contents of the fields for each record Depending on the number of fields in the data file not all fields will necessarily be included in the browse box Notes fields and other long descriptive fields are normally not displayed in the browse box Double clicking on a record in the primary browse box will call the update form for the specified record allowing you to view and edit information in any of its fields see Update Forms Browse list boxes will typically have both a horizontal and a vertical scroll bar These scroll bars perform in much the same way as scroll bars in other Windows applications In certain browse list boxes t
14. or video there may be a number of different release formats to consider and since each of these release formats has its own characteristic technical specifications the format name must be specific enough to keep them from being confused e Medium Select film video or other This is a reference field included to provide a sorting option but has no direct effect on computations e Aspect Ratio This is a general reference selection for the ratio of the horizontal with of the frame to the vertical height of the frame This number is not used in computations since the exact computations will be based on the aperture size measurements e Stock Size The overall size of the film stock or video chip tube used in capturing the image This size includes areas of the film chip or tube not actually used as part of the image In the case of 35mm film for instance the 35mm width refers to the entire width of the film including the sprocket holes and the sound track area e Horizontal Aperture The exact horizontal width measurement of the area of the film chip or video tube actually used to create the image This measurement must be entered in inches and can contain four decimal places of accuracy 1 10 000 of an inch NOTE In the case of an anamorphic format one which has been squeezed horizontally the Horizontal Aperture measurement is not the width of the squeezed picture area but the effective width of the unsqueezed picture a
15. provide a way to keep track of pictures and drawings created with other tools by relating picture files to costume names and allowing you to view them and add descriptions and notes NOTE In order for PRS to be able to view a picture diagram file it must be in one of these formats BMP GIF JPG PCX or WMF The list box in the Costume Pictures File Browser can be sorted by costume name or picture filename It also provides the option of viewing only the pictures associated with a specific costume by choosing the Selected Costume Outfit tab and then using the Select Costume button to make your choice The Browse window also includes an Auto Display checkbox whose initial setting is taken from your User Preferences a Display Picture button to manually display the selected picture or redisplay after a window resize and an Image Editor button to open the image editor on your computer associated with the image s file type NOTE Resizing the window will not affect the size of the displayed picture e Costume ID The costume ID name as found in the Costumes file e Pix File Name The filename of the picture or drawing s picture file This filename includes the entire directory file path e Filename Lookup Button l Press this small button found just to the right of the Pix File Name field in the Costume Pix entry update form to launch a standard windows style file selection window to move through your file structure
16. using the electronic version of the manual you will notice that using the Acrobat bookmarks feature displays a table of contents in the navigation pane available on the left side of your Acrobat window PRS works only under the Windows operating systems We recommend using a Windows version at least as recent as Win98 SE The program works with all versions of Windows released since 1998 and may even work under Win95 as well though we no longer have Win93 machines for testing it PRS and the MAC To run PRS on an Intel Processor Mac computer Apple started using these in 2006 you need to have Windows installed and install and run PRS in the Windows partition At time of writing users we have talked to seem to prefer the Parallels program over Boot Camp for operating system flexibility but compatibility is rapidly improving and new Windows options are being offered by Apple For older MAC computers using the Power PC G series processor you must use one of the Windows emulation programs such as Virtual PC now from Microsoft formerly from Connectix Though we have not fully tested all versions of the emulation programs users have reported that PRS runs well under Virtual PC 2004 Virtual PC 5 0 or Virtual PC 3 0 Win 98 as well as both earlier and more recent versions of the program NOTE Virtual PC 4 0 has certain compatibility issues which keep it from running PRS and many other programs so we are recommending e
17. 138 Quick Activities List Dy Date int A aa eed BOs 138 Quick Activities List by Date LOCA ON isernia ana cnn cono crec ne conc on nora conan ran cnn e neo 138 New Page Daily w Character Roles sicciscesscivccssceses s eR A ER E 139 Characters Dy DAYS cid e a od a E R ol ia is da 139 IRALA A A RE RN 139 DTM sas 139 by Character Role Number Continuous LliSt ooocnnnnoninoninonnnannonnnnnnnnnnan cnn onn cano cono cn neon no on nora nc nnnrnn crac 139 by Character Role Number Individual Pages cc ccsssscssssssesecsseeseuseescesecaeesecueeenesseeseesesseeeeesecaseseoneeens 139 Date Limited Activity Schedule Reports ooonocninonnninonnnoncnnnnonanonannncnnn canon nono no ono rn conan cnn crac EAN Eai 140 Activities by Date Date Limited ninen eeir ees ees Ea Eri ccoo nono EE E TEA EEE nn corn E 140 By Location Dat Limited as 140 by Character Individual Pages Date Limited coconconncnnnnncnncnoncononononocnnonannnonncn nono no no nononc cnc rnnancnnnnnos 140 Daily Activities w Characters Date Limited cceeeeceeecesecesecececeeecneeeseeeeceseeeeenseceseenseenaeeaeeass 140 REHEARSALS ON A aa 141 Rehearsal Date Schedule w NOtes ssccssccsseesseesseeseeeseeeseescesecusecsecesecaecseceaecaaecaaecacecaeenseeeseeeseeeeeeeeeeaees 14 Quick List Dy Date rre eink Sota e seh ohn is 141 W Character Roles m SCONE ac 14 New Page A ee ae aea ouenteexsapunets A A Eaa dee cuscoae SE hank cobans do Eo ecg ESTNE 141 Full T
18. 20 0 02 45 Woods Human Helena chases Demetrius int mjam of 143 Al w KiE Ja Copy Scene Info Insert Delete Character Roles Positions in Selected Scene Activities for Selected Scene Costume ID Date Day Time End Activity Oberon Samuels Mark A Titania Daniel Carrie Ml Puck Morely Darcy Theseus Hippolyta Adams Pamela L Lysander Demetrius biwni a gt Add Role Edit Remove Ins Help Close After checking your work close out of the Scenes File Browser You have now entered the characters into 9 of the scenes We are ready to schedule a rehearsal NOTE If an actor is playing several parts you will only want to place the initial role number in Pre Set Also you may want to define group scene numbers that represent an entire section of the play for longer rehearsals such as All Act 1 The program is flexible enough to meet your scheduling needs Scheduling an Activity Now we will schedule the first rehearsal week In the main menu CLICK on Schedule and then CLICK to Activity Times The Activity Time Schedule List comes up empty nothing has been scheduled yet with sorting tabs for Schedule Activity Type Time Selected Scene Only Location Selected Location and Selected Activity Type There is also a text box at the bottom of the window that displays the Notes field for the selected activity Plus a list of individual personnel notes related to the selected a
19. 28 PRS User s Manual v1 20 Scene Category Names AE Type of Scene Category Description Curtain Call Intermission Musical Number a Insert Delete You can see that this Browser has a second list box which will show all the scenes of the selected scene type This is a useful way of organizing the script so that you can call up similar types of scenes for rehearsal Currently the box is empty because the scenes will be entered later For your convenience we have listed several Types Categories of Scenes Curtain Call Dance Dialogue Intermission Musical Number Narration Overture We will now add another category Musical Transitions Place the pointer anywhere in the Type of Scenes list box and CLICK the right mouse button A menu pops up with Insert Change Delete Use the left mouse button to CLICK on Insert The Adding a Scene Type Category entry window appears Type Musical Transitions TAB to Description Type Music between the Scenes ETE Type Category of Scene Scene Type Musical Transitions Description Musicbetweenthescenes C oC Notes Record Added x 9 This record has been added to the file Do you want to add xe another record Scenes of above ty Scene CLICK OK and then NO to Do you want to add another record to go back to the Scene Types File Browser Had you pressed Yes or your ENTER key you would have gotten a new blank Adding a Scene Type Category entry scre
20. 62 116 today 78 un cast part 37 38 94 ver 18 74 116 grayed out 74 view other related data 88 Cancel 65 71 90 153 Cancel Button 126 Cancel Print Preview 49 Cascade 145 Cascading Entries 25 26 37 74 Cast 36 39 Cast and Crew 106 110 adding 39 file browser 39 fitting data 107 Cast and Crew List 132 by City 133 by last first middle name 134 by Performer ID 134 by State 133 by Zip Code 133 personnel info 132 Cast and Crew Pix 83 Casting 48 Categories defining 22 Change 23 24 29 73 Character Appearances in Scene 68 Character Group Limits 20 78 Character List 141 142 Character Number 35 Character Role 48 81 139 140 Character Role Position update form 37 Character Role Appearances 130 by character role number 130 separate pages 130 by scene number 130 Character Role Number 94 Character Role Number 93 Character Role Position Type 93 Character Role Position Types 81 Character Roles 88 173 in scene 55 Character Roles in Scene 49 94 Character Roles In Scene 57 Character Roles Position Names 93 Characters 88 Characters in Scene 56 Check Box 20 170 Chest Size 107 Child Browse Window 88 Child Form 74 Chorus 93 116 Circle of Confusion 84 123 City 112 Class 106 CleanFil exe 70 155 CleanFile Password 155 Clear Button 78 Clear Selections 116 Close 76 Close Window 24 Collapse Tree 74 92 Column Width 72 resizing 35 Company 1
21. Brief description of the PO which can be used to help differentiate it from others Vendor Name ID of Vendor Attn If the PO goes to someone s attention at the vendor s location enter that here This entry is not based on a drop down or pulled from another file Address ID You may select the address ID of one of the vendor s addresses if they have been defined Once a vendor has been selected above the entries in this list box are limited to those related to the selected vendor Street Address First line of vendor s street address Address Line 2 Second line of vendor s street address 121 Suite Suite office or apartment number for vendor s address Since this field may be used for a variety of address types you should type Suite 1605 or Apt 1605 rather than 7605 so that the address will read properly e City Vendor s City e State Vendor s State abbreviation e Zip Code Vendor s Zip Code e Country Vendor s Country On Shipping Address Tab e Shipment Address ID Address ID for address to which shipment should be made e Shipping Address First address line of shipping address e Shipping Address 2 Second address line of shipping address e Shipping City City to which shipment is being sent e Shipping State State to which shipment is being sent e Shipping Zip Code Zip Code to which shipment is being sent e Shipping Countr
22. CLICK OK When the entry update window closes you will see the address you just entered is visible in the Addresses list box For our second entry CLICK on Siran B D to highlight this line in the upper Cast and Crew list box Move the mouse pointer down and RIGHT CLICK anywhere in the Addresses list box and CLICK New Address in the pop up menu to call the Adding an Address entry update window At Name ID you will see that Siran B D has already been entered TAB to Address Type and type or use drop down for School TAB to Street Address and type Art Department Ridgemont School TAB to Address line 2 type 27 Halcyon Way TAB to City type Mystic TAB to State type NY TAB to Zip Code type 10088 CLICK OK to accept the address and return to the Cast and Crew File Browser Check to see that the new address appears properly and then close the Cast And Crew File Browser window Take a look at the Addresses File Browser by selecting Cast Crew Co from the main menu and then CLICKING on Addresses 46 NOTE You can also get to the Adding an Address entry update window by CLICKING on the Insert button in the Addresses File Browser which you can reach from Cast Crew Co in the main menu Here you must first select the appropriate File Category for the person after which a drop combo box will appear listing names from the file being referenced We recommend adding addresses and phone numbers below from the Cast and Crew screens to eliminate p
23. Computer hangs Accessing network database files http support microsoft com default aspx scid kb en us q 148367 Possible network file damage with redirector caching http support microsoft com default aspx scid kb en us q 152186 Possible network data corruption if locking not used http support microsoft com default aspx scid kb en us q 163401 How to disable network redirector file caching http support microsoft com default aspx scid kb en us q 174371 Possible database file damage when data is appended http support microsoft com default aspx scid kb en us q219022 Improving performance of MS DOS database applications ours arent DOS but its good reading anyhow http support microsoft com default aspx scid kb en us q296264 Configuring opportunistic locking in Windows 2000 http support microsoft com default aspx scid kb en us q290757 Write caching settings for hard disk may not persist after you restart your computer Tune up your network Many of the aforementioned settings are automatically checked corrected via a utility program called Network Tune Up The program is free Note that it does change internal network settings and requires a reboot afterwards The settings changed include oplocks on Windows NT and Windows 2000 and the Windows9x WindowsMe buffering settings noted above It also checks Windows9x WindowsMe machines to be sure they dont have a buggy version of the Microsoft network driver insta
24. DOUBLE CLICK on Adams Pamela L in the list box at the upper left of the Cast and Crew File Browser This brings you back to the same form in which you entered her information originally but now it is configured to make changes CLICK on the Pictures tab to return to the picture filenames entry screen Near the top of the tab is an entry field for ID picture file name and to the right of it is a Find File button Only one ID 44 PRS User s Manual v1 20 Picture may be assigned per person We could again navigate to find an ID picture However to use a picture from the list box CLICK on a picture filename in the list box and then CLICK on the Use For ID Picture button This makes the filename the selected one to be used as the ID picture You will see its filename appear in the ID Pix File Name entry field and the picture will appear as well Change Personnel Info ME Person Info Fitting Data Address and Phone Pictures ID Pix File Name C Program Files OnSet Prs11Samp PixFiles HeadShotl jpg Find File Personnel Pix Type Head Shot C Program Files OnSet Prs11Samp PixFiles HeadShotl jpg oid gt gt Insert Change Delete Vv Display Cancel Help If you have more pictures you would like to try go ahead and do so now Use for ID Picture When you are satisfied it s time to move on press OK to return to the file browser Then press Insert to enter some more names Adding More Names For
25. Description is a title or one line description given to the scene This title is a mini descriptive and helps to quickly identify the individual scenes In preparation for your own productions you should read through the play and decide where your scenes will begin and end In the Main Menu CLICK Breakdown From the drop down selections that appear CLICK on Scenes Browser to open the Scenes window Four tabs are listed Scene Order Setting Type and Scene Alpha The column headings are Scene Scene Type Page Scene Order Timing Set Name and Description We will enter the scenes in chronological order from the beginning of the play and remember we are including overture intermission and curtain call as scenes The lower part of the window contains tabs allowing you so select lists of roles actors present in each scene once they have been assigned and the times at which activities have been scheduled for the selected scene props cues set dressing and blocking picture link information The main thing to remember here is that these lists change dynamically to remain synchronized to the scene selected in the upper list box Scenes Scene Order Setting Type Scene Alphabetical Prep Level View Other Related Data Blocking Pix Page Order Timing Prep Set Name Description KUE Aia Copy Scene Information Insert change _ Character Roles Activities Scheduled Props Cues Set Dressi
26. Green Hat Little John Green Hat Marian etc so you can keep better track of who is supplying what Then when you create lists of items by their source supplier the items will be listed properly e Quantity The total number of this wardrobe item being used by the production This is used as a reference and is not automatically generated from the number of a wardrobe item used in any given costume This is particularly useful for more generic items which you may not wish to list separately e Reference Number If you have numerous wardrobe items and keep track of them using a reference number or if they are rental items that came with a reference number you can keep track of that here e Size Can be general or specific e Ownership Type A quick reference as to whether the item is owned rented borrowed etc e Source The vendor or supplier of the item This is the reference name as stored in the vendors sources database If you are entering a new name here it will be added to the sources database file e Unit Cost This is currently included if you want to keep track of item costs Currently PRS has no budgeting functions so cost figures are for reference value only e Per Time Period of time to which the unit cost refers e Length Length in time periods that the item will be required e Description A brief up to 100 characters description of the wardrobe item which will be printed with the item
27. Link toa Picture Flex a ibid 42 Selecting a Photo ID Picture File sc cscscciuscsscasectscessugessvachstacesctansseiessedeusoaieasegsiensuaseaseasaesscednnecsseusaasseneenaes 44 Adding M re Names aio 45 Adding an Address a ia A iii 45 Adding Phone Numbers 0 ia bad de i AN ONERE ESNEA 47 CASTING THE CHARACTER ROLES AND POSITIONS sssscceessecesssscececseeecsesaececseseecesaeeecsesaececneeeeeesseeecneaaees 48 Printing a Character Roles and Positions LlSt oooononinnninninnnnncnnonnnnnnonnnono cono cn nono no nn nora nonn conan nn nn ncnnn conan 49 Selecting a Pri io 49 Previewing and Printing a Report cece eecceesceeeceseceecesecaecaecaaecseecaeeeseseeeseaseseseaeseeesseeseeeeeensees 49 ADDING SCENE BREAKDOWN INFORMATION 0 ccsssseeesssseeceesseeecesscececaeeecsesececseseecseueeeeseaaeeecseaeesesseeeeseaaees 50 Adding a New Scene aenea isaac idee tasas 52 CHARACTER ROLESIN O C N E a a seven cusensouguntsvan su deeveasuukas nea E T EES T E oa 55 SCHEDULING AN ACTIVA R TT E T 60 PRINTING ACTIVITY AND REHEARSAL SCHEDULES ocooccoccnnocnnononononnnnncnnoncnnnanaonononanoninnonaranan cono nanerononnannranenanns 65 ADDING SOME CUES FOR THE PRODUCTION o cccocccononnonnnananncnnnanenononcnnncnnoncnnncnnerononennnonnonoranan corona ne ro nonnannranenanns 69 The Cues List Window AAA O E NN 69 Creating cues without assigning them to A SCON ocoococoncnonnnnnonanonanonanonnnnnnnnnn cono canon neon neon ne one cone cane cn nena nens 70 CONTINU
28. Location Group rea 1 L Overall Location Info Personnel Address Location Areas L Overall Location ID Ridgemont School Move back through them and close them using their respective OK buttons This step finalizes your entries This may have seemed like a lot of complicated entry for not much result but what you have really done is set up several presets and entries on a number of levels which you won t need to do again for these entries and entered a great deal of information only once Setting up your database in this manner helps make your future use of PRS easier faster and simpler Setting Up Scene Types Select General from the Main Menu and this time CLICK on Scene Types General Breakdown Cast t Phone Types Address Types Location Types Location rea Types Activity Types Role Position Types Yendor Source Types Ownership Types Blocking Pix Types Personnel Pix Types Formats Script Types Q Cue Categories gt The Scene Types File Browser is where you keep definitions for the various types of scenes that will make up your performance You will use these categories as a quick way to label and organize your scenes For a drama you won t be doing much with these categories since most of them will be dialogue but the categories will come in very useful if you do a musical or a theatrical event PRS treats intermissions overtures and curtain calls as scene categories as well
29. Performance Meeting etc You may add edit or delete activity categories However as mentioned in the tutorial it is advisable to keep the category ame Rehearsal intact since many scheduler reports may look for this name The Activity Types file browser contains a list box showing activity type order and description The entries in this browse box can be sorted either by activity type name or by the contents of the order field A synchronized list box shows a basic activity information list featuring date day of week start and end times scene number and event description for events of the type selected in the primary browse These events are listed in chronological order e Activity Type Category name for a type of activity such as rehearsal meeting performance etc e Order Sort order optional in which this activity type will appear in drop down selection boxes and browse lists e Description A brief description of the what the activity type name represents e Notes A longer descriptive field for notes about this type of activity Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Character Role Position Types The Character Role Position Types Browser contains two list boxes The Character Role Types list box holds character role types and their related descriptions It s normal sort
30. Print Character Group Limits Status For now we will also leave Report Start Date and Report End Date blank and move to the final page of the form by clicking the Pictures tab CLICK in the Auto Display Pictures check box This sets the program so that browses and forms which display pictures and have a similar checkbox will automatically have the box checked when their forms are opened and thus automatically display pictures If you are accessing data over a network or have large picture or graphics files you may wish to turn off this option since opening numerous large picture files can slow your system performance considerably Let s also select a Logo Pix File to use as a logo for ID cards You could enter the filename of an image file accepted file types are BMP GIF JPG PCX or WMP including the full directory path to it or you could press the little file lookup button with the three dots on it More file types have been added starting in PRS 1 20 El This opens a standard navigation window that allows you to search your drives for the appropriate image file To help in your search you may select which file type you are looking for either a single graphics file type all allowable graphics file types or all files You will probably want to have a sense of what file s you are looking for before you start to navigate since the navigation dialog boxes don t display file contents If you don t already have a file in
31. Rehearsal If you change the Activity Type name to Reh or anything else PRS will not recognize a match and will therefore be unable to print a rehearsal schedule report and may even give you a No Records Found message Rehearsal Date Schedule w Notes This report creates a general list of scenes scheduled for rehearsal for each day including start and end times scene number script page number one line scene description and any notes related directly to that scene rehearsal day Quick List by Date This report creates a simple list of scene numbers rehearsal times and notes for each day that rehearsals are held w Character Roles in Scene New Page Each Day This report creates character lists for each scene in each rehearsal sorted by day and rehearsal time For each scene being rehearsed the scene number rehearsal times page number and scene description are displayed as well as character number part name and actor ID code for each character in the scene A new page begins for each day of rehearsals Full List Print This report creates character lists for each scene in each rehearsal sorted by day and rehearsal time For each scene being rehearsed the scene number rehearsal times page number and scene description are displayed as well as character number part name and actor ID code for each character in the scene Limited to Character Groups This report creates character lists for each scene in each rehears
32. Since we haven t defined any scenes yet this list is empty EXIT from the Set Names File Browser by pressing your ESCAPE key Before moving on take a quick look at the Set Dressing Items File Browser You will note that for each dressing item you can see the names of the sets in which it is used You also have the option of assigning a filename of a still picture to the item and having the browser display a thumbnail of the appropriate picture Role Position Numbers and Names In the Main Menu under Breakdown HIGHLIGHT Roles Position Names and CLICK to open the Character Roles Positions File Browser Scenes Browser Scenes Tree Blocking Diagrams Role Position Names ho Character Roles in Scenes Set Change Personnel Costumes Wardrobe gt Props gt Dressing and Sets gt Cues gt Here the various character roles and position names will be identified by a Role Position Number It is up to the director or stage manager to assign numbers but it is normally easiest to group the cast together followed by musicians and then group crew production together These numeric identifications 35 are used by PRS to link the various pieces of information about the cast and crew throughout the program and are required for all roles positions Normally characters with the largest parts are given the lowest numbers etc A little time may be required to get used to this numbering system We have adopted it based on the way that fil
33. The Light Transition Types file is where you define the various categories of lighting transitions used in the production e Lighting Transition Type Short descriptive name for lighting transition Remember these are category names that can be used as general descriptors for all cues e Description You may enter a short one line description of the Lighting Transition for clarification purposes e Notes You may enter notes relating to the Lighting Transition Type Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Action Cue Types The Action Cue Types file is where you define the various categories of action cues used in the production This list provides the category names found in the drop list on the Action Cues Entry Update Form e Action Cue Type Short descriptive name for action cue category e Description You may enter a short one line description of the Action Cue Category for clarification purposes e Notes You may enter notes relating to the Action Cue Type Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports 86 Effects Cue Types The Effects Cue Types file is where you define the various categories of effects cues used in the production This list provides the category
34. a list of all the props you will be using for the production For each prop you can define a source vendor or other person or company providing the prop Listing the prop source serves not only as a reference for pickups and drop offs but also provides an easy way of determining which props have yet to be found e Prop Name The identifying name for the prop e Quantity The total number of this prop being used by the production This is used as a reference and is not automatically generated from the number of this prop used in any given costume This is particularly useful for more generic items which you may not wish to list separately Reference Number If you have numerous props and keep track of them using a reference number or if they are rental items that came with a reference number you can keep track of that here e Own Rent A quick reference as to whether the item is owned rented borrowed etc 98 e Source The vendor or supplier of the prop This is the reference name as stored in the sources database If you are entering a new name here it will be added to the sources database file e Unit Cost This is currently included if you want to keep track of prop costs Currently PRS has no budgeting functions so cost figures are for reference value only e Per Time Period of time to which the unit cost refers e Description A brief up to 100 characters description of the prop which will be printed
35. among the ones you copied or if you copied files from a more recent directory to an older one You should try to re copy the files remembering to include the UPG TPS file Remember files can only be upgraded to work with more recent versions of PRS not vice versa If you have experienced this error for other reasons please contact us at support onsetsoftware com Error 801 No Bind on Variable This error message indicates an internal error in program logic that hasn t been caught in testing If you have experienced this error please send us full details including version number what you were doing and which screens were open at the time of the error Please send the report to bugreport onsetsoftware com 148 TPS Filenames Appendix B What the Data Filenames Represent The tps files created and used by PRS are your data files PRS is traditionally set up so that all the data files reside in the same directory as the program files In this way if you are working on several plays simultaneously you can create a new directory for each one and thereby be able to run several different plays simultaneously and independently See installation section for more information on this These are the tps files normally created and their descriptions ACPRNOT TPS ACQTYP TPS ACTIONQ TPS ACTIVITY TPS ACTORPIX TPS ADDRESS TPS ADDRID TPS ADDRTYP TPS APIXTYP TPS BFLOG TPS BFLSELS TPS BLOCKPIX TPS BPIXTYP TPS
36. an address type which is currently being used to describe an address entry e Address Type Category name for a type of address e Description A brief description of the phone number category e Notes A longer descriptive field for notes about this type of address Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Location Types This file holds names of categories for the specific locations at which you will be scheduling your activities You can set up these categories in any way that will be convenient for you in keeping your locations organized Typical categories might be stage rehearsal hall or classroom Locations are set up in a two tier structure in which Specific Locations such as rooms or buildings are linked as parts of larger Location Areas such as a school or theatre complex or even acity While this may not be necessary for many productions this approach can be helpful when organizing a production which is spread out across several overall locations or which has a road tour aspect The location types file browser contains a synchronized list box displaying the names of the specific locations of the type selected in the main browse box 79 e Location Type Category name for a type of location e Description A brief description of the location type category e Notes A longer descripti
37. are moving data to another computer with different drive names or directory information PRS may not be able to find these files or you may need to edit the drive directory path information of these files Copying data files method You may also use Windows Explorer or other program with copying abilities to copy your data files Essentially the files you want to copy are all the ones that have the tps file extension You will find these files in your working PRS directory There are a few exceptions DO NOT COPY THESE FILES BFLOG TPS Used internally by PrsBack backup program should not be copied BFLsels TPS Used internally by PrsBack backup program should not be copied CFG TPS Used internally by PrsBack backup program should not be copied Copy everything method While this may seem like a lot of unnecessary work in certain cases this could be the easiest method of moving PRS Because all the files needed to run PRS are included in your PRS directory making a copy of everything in your PRS directory and sub directories can be a fairly simple process and PRS should run properly on the destination computer with these files This system works best if you have numerous picture and diagram files in subdirectories below the main working PRS directory It is recommended that in copying to the destination computer you use the same directory and path structure that was on the source machine Thus if your source computer used the direc
38. backup of the files on the machine you wish to transfer to If you are the cautious type or the not so cautious type who will be more likely to actually need the backup make another backup or a different kind of backup such as copying your data to a temporary backup file on your hard drive We aren t joking and certainly don t want to have to say we told you so if you data becomes lost or unreadable Remember when you replace data on a computer by copying over it the data that is being replaced No Longer Exists Therefore any backup you have made is now the original of that data If there is a problem with the backup disk you need to have a backup of the backup Make sure that the PRS versions on both computers are the same This may seem like a no brainer but is easy enough to forget PRS forward converts data files from earlier versions to match the file structure of your latest version There is no conversion tool to backward convert the data to be read by earlier versions of the program If the PRS versions on the two computers are different then at some point your data will not be readable since it is automatically converted to the latest version and then can no longer be read on the computer with the earlier version of the program Close PRS if it is running anywhere on your network Whenever dealing with files it is most important that no one is running PRS and therefore possibly accessing
39. be held These locations are sorted by their location ID Location addresses and phone numbers are included as available Location Types This report generates a simple list of the category types you have used to describe your activity locations Overall Location Area Types This report generates a simple list of the category names you have used to describe your general location areas 143 Script Tracking by Person This report generates a list of scripts checked out and or in for each cast or crew member The report is sorted by cast or crew members name ID and lists the script type check out and check in dates by Script Reference Number ID This report generates a list of all scripts which have been checked out or in sorted alphabetically by script reference number ID and lists script type check out and check in date as well as the cast or crewmember ID Scripts which have been checked out in and out again will be listed a second time for the second check out Totals are provided for number of different script ID s number checked in and the number still needing to be checked in Because a script can be checked out and in more than once the total number of scripts may not equal the scripts checked in plus those still needing to be checked in Not Yet Returned This report generates a list of scripts not returned sorted by the name ID of the cast or crewmember who checked the script out In addition to showin
40. box lists all cast and crew pix filenames of the type currently selected in the first list box The browse window also contains an area where the Personnel picture selected in the lower personnel picture filenames list box can be displayed gt When the Auto Display Picture box is checked the selected picture should automatically display The status of this check box on opening the form is determined on the Pictures tab of the General User Preferences window Changes of the checkbox status in this window only remain in effect as long as the window is open Keeping auto display selected can slow system performance See the General User Preferences section of the manual for more information gt A Display Picture button is also provided which allows you to manually cause the selected picture to display You may wish to use this when the auto display is not selected It is also useful in redisplaying the image after the window has been re sized NOTE Re sizing the window will not make the picture area larger e Personnel Pix Type Category name for a type of cast and crew pix e Order Sort order optional in which this cast and crew pix type will appear in drop down selection boxes e Description A brief description of the cast and crew pix category e Notes A longer descriptive field for notes about this type of cast and crew pix Notes fields are capable of holding much more information than the description fields b
41. button El The Hide Show Page List button toggles whether to hide or display the Page List column to the left of the Preview Image NOTE When the Page List is hidden A small icon green check or red X appears in the upper left portion of the preview area indicating the printing status for that page Placing the mouse cursor over the icon turns it into an active button allowing selection deselection of the page to take place with a singlr mouse click button depress Preview Image Size Zoom In Out ajajana sta 20 You can zoom into or out of the document preview make the preview larger or smaller within its viewing area by using the Plus Magnifying Glass button to zoom in make the image larger or by using the Minus Magnifying Glass button to zoom out make the image smaller In addition to using the buttons for resizing the image you can use the mouse directly When the cursor hovers over the preview image you will notice that the cursor appears as a magnifying glass with both a plus and minus sign When in this mode clicking the left mouse button zooms in on the image and clicking the right mouse button zooms out of the image Zoom to Full Width Height or 100 The next three buttons to the right of the zoom in out buttons zoom the preview image to page width page height or 100 zoom respectively Zoom Step The Step field to the right of the five sizing buttons allows you to select the pe
42. cast member s costume has been broken down into individual wardrobe items these can be viewed by opening the line for that role Using your mouse s right click will give you access to editing and adding numerous layers of information through the scenes tree viewer Blocking Diagrams PRS does not provide a utility for drawing blocking diagrams It does however provide a way to keep track of pictures and drawings created with other tools by linking the blocking pix filenames to specific scenes and allowing you to add text blocking descriptions and notes NOTE In order for PRS to be able to view a picture diagram file it must be in one of these formats BMP GIF JPG PCX or WMF More formats are added in PRS v1 20 The list box in the Blocking Pix File Browser can be sorted by scene name picture name or picture type It also provides the option of viewing only the blocking pictures associated with a specific scene by choosing the Selected Scene Only tab and then using the Select Scene button to choose a scene A text area below the list box displays the contents of the Notes field for the picture selected in the list box You can copy text from this box but cannot add edit or delete text in it The Browse window also includes an Auto Display checkbox whose initial setting is taken from your User Preferences a Manual Pix Display button to manually display the selected picture or redisplay after a window resiz
43. displayed as well as phone numbers for each performer Only Cast and Crew w Phones This report prints a cast and crew telephone list sorted by the person s Name ID This is a phone list only and does not include address information NOTE This list includes only those cast and crewmembers who have phones so if someone doesn t have a phone or if you forget to enter a phone number for them they don t show up on this list Cast and Crew by Type This report creates cast and crew telephone lists for each personnel group category sorted by the person s Name ID This is a phone list only and does not include address information Telephone Lists All Basic Phone List This report prints list of all telephone numbers sorted by Name ID source ID This is a phone list only and does not include address information It lists only those persons companies which have phone numbers listed and includes extension and description by Name ID This report prints list of all telephone numbers sorted by Name ID source ID This is a phone list only and does not include address information It lists only those persons companies which have phone numbers listed and includes extension and description It contains information similar to the report above but prints with a slightly different format by Area Code This report prints list of all telephone numbers grouped by area code This is a phone list only and does not include
44. e Set Cue Type Short descriptive name for set cue category e Description You may enter a short one line description of the Set Cue Category for clarification purposes e Notes You may enter notes relating to the Set Cue Type Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Sound Cue Types The Sound Cue Types file is where you define the various categories of sound cues used in the production This list provides the category names found in the drop list on the Sound Cues Entry Update Form e Sound Cue Type Short descriptive name for sound cue category e Description You may enter a short one line description of the Sound Cue Category for clarification purposes e Notes You may enter notes relating to the Sound Cue Type Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports 87 Breakdown Scenes The Scenes file is the cornerstone of your breakdown and the key to maximizing the functionality of PRS This is the file that contains the information for the basic breakdown skeleton of the play All elements of your breakdown will relate in some way to a specific scene or scenes Selecting Scenes from the Breakdown drop down of the menu opens the Scenes File Browser window This wind
45. eee ES 132 Cast Crew Picture ID 4 Vertical tibias 132 Cast Crew Picture ID 8 Horizontal cooonconcnnnnncnnonnncononononcnnnonnonnnnnconononono nn non non nrnn conc nn cnc cacon non ncnnnss 132 Location Personnel Picture ID 8 Horizontal ooooncnicnonnnonacononcononnnnncnncnonononononnon acc cnn ono nono cn non nonnrnncnss 132 COMAS SA A IS 133 All Castand CreW monano kr a RE E E a R ES 133 Cast and Crew Dy Clinica el 133 Cast and Crew Dy State ses eiorinn A E diia 133 Cast and Crew by Zip Coden annn pil 133 Vendors SOULCES tin doi 133 Vendors Sources by City airen nir a a r a N E a RS 133 Vendors Sources by States ccccevicssscesgeccesseceace cancecscnvescessecuevaeeeaeesuseaesacevnscvasteuciscnvecdin Raa 133 Vendors Sources by Zip Code 0 ceeeesesscsseececcsseeeeesecseesecneeseesaeceesecseesecneescesaeeeesaecaeesseaesaeenaeeese 133 Location Person in 133 Phone Lists Cast and Crew e ccsccesccessceseesseesseessesneeseeeseeseeceecenseeeseceseceseceaecaecaaecaeeeaeeeaeeesecaseeeneseeeeees 134 AlECastrand OEV ai 134 by Name Dina iaa 134 Only Cast and Crew w Phones seisine ironien eeke Eepo EErEE EENE EE E EEEE SEEE ds 134 Castiand Crew Dy Type oieee egip oroke es isa 134 Telephone Lists Alli tilda 134 Basic Pho e Tisti a A EE EEEE 134 By Name Dic ia E EEEREN EE E A E E AE E E UE E E RE 134 by Arta Code a eerren ii EE EEEE RAEE ES ie 134 Vendor and Supplier Lists A a 134 Vendor and Source Phone List
46. entering the next name again MOVE CURSOR to the entry field at the right of Last Name Type Samuels TAB to First Name and type Mark TAB to Middle and type A You may TAB to E Mail Address Agent Agency and Notes and type the information you wish to record Close out of the screen by MOVING CURSOR to the bottom and CLICKING OK or CLICK the VCR Play forward triangle control to get a fresh entry form to enter the next name Add six more names Last Name First Name Middle Siran B D Charles Jason B Workman Sarah E Daniel Carrie Grumman Irene Spain Rita You ve now entered eight members of the cast and crew the beginnings of a Cast amp Crew List Let s enter a few Addresses and Phone Numbers Adding an Address Stay in the Cast and Crew File Browser and HIGHLIGHT Adams Pamela L Make sure that the Contact Info tab is selected showing address and phone info MOVE CURSOR below the Addresses list box and CLICK on the New Address button This opens the Add an Address entry form ready for you to enter address information 45 Sil Add an Address Al E Address Details Directions Name ID Adams Pamelal File Category Cast and Crew Address Type LI E Address ID Y Order 1004 Street Address Dns T No Print Address line2 SuiteorApt City State Zip Code A Country O O Care Of Poe Description ee A Email address Website UPL Po Notes The first two fields in the form are Name ID and File Category
47. have not been using the groups to include check boxes when creating your cast crew and activity data Limited by Character Groups This version of the activities tree lists only those character roles that belong to categories selected in the groups to include selection boxes for the activity If you have fully implemented your groups to include selections this tree view is for you Activity Person Notes Activity Person Notes provides a way of keeping track of notes specific to individual performers during rehearsals performances or other activities It features two note fields one for brief notes and another for longer memos The browse list uses activity data time for its default sort order Additional tabs are provided to sort the list by name or script scene order or to limit the displayed list to a single individual or activity These limited lists normallyappear empty until a person activity is selected using the SELECT button to the lower left of the browse list area At the bottom of the browse form a box displays the contents of the long note field for the selected activity person note This is a read only field and cannot be used for updating note information However you can cut and paste text from this box 117 When adding a new note start by using the button to select an activity then choose a person The notes you record are then linked to both the activity and to the person Note
48. in a new color This is not a smart fill field Birth Date Date of birth This is displayed in the standard windows short date setting style which is defined on your computer You can make entries in that format or use shortcut versions of the date for your entry such s typing only mmddyy instead of mm dd yyyy Diet Restrictions Keep notes about any dietary restrictions the individual may have Medical Keep notes about any medical conditions the individual may have Notes A memo field in which to put longer notes The notes field is seldom printed in reports Cast amp Crew Fitting Data Tab These input fields have been added to provide fitting information for cast members In the interest of not using different forms for male and female cast members certain measurements may not be necessary or appropriate for one or the other group gt Metric Check Box This check box switches the measurements back and forth between inches lbs and centimeters kg Any measurements which have been entered as inches lbs are converted to centimeters kg when the metric box is checked and measurements which have been entered as centimeters kg are converted to inches lbs when the metric box is un checked By switching back and forth you are able to enter data using either measurement system gt Height Height measurement must be in either inches or centimeters Vv Weight Weight measurement may be in ei
49. install it If you intend to use PRS for more than one production simultaneously you will need to select different directories for each install SetupPRSxxx exe also puts a shortcut to the user manual in the OnSet directory in the Start Programs menu If you plan on using PRS for numerous plays you may wish to install the dll files in your Windows directory or some other directory found in your PATH statement This requires keeping all your OnSet programs at the same release level and could be a problem if you wish to upgrade only some of your OnSet programs If you wish to do this please contact us for more information NOTE If you move your dll files you must make sure the directory in which you place them is included in or added to your computer s PATH This may require modifying your computer s PATH statement If their directory is not included in the PATH then PRS will not find them and 15 will not be able to run Additionally having PRS and any other OnSet programs run from a shared set of dll s requires keeping all your OnSet programs at the same release level which could potentially be a problem if you wish to upgrade only some of your OnSet programs If you wish to do this please contact us for more information Adding a Desktop Shortcut Icon A desktop icon can be a convenient way of starting PRS Normally the installation program will add a desktop icon automatically To add one manually open Windows Explorer
50. is not an error message as such This message occurs after you have selected Print Preview for a report if PRS can t find any records matching the criteria of the type you are trying to print 147 NOTE Ea AN Nothing to Preview Solution Check the browse for the file you want to print and make sure there are items entered in it Then check the General Preferences screen to see whether you have defined date limits different than your data If your dates present an impossible condition start date is after the end date no date limited reports will print Also review the settings of your various check boxes in your Character Role Position Update and Activity Update screens Cannot Run PrsBack Back Up Module The PrsBack program should not be run while you have PRS running If PrsBack senses an open PRS program on your computer it will not open and you will get a warning that PRS is open Cannot Run Back Up Module Ea The main program PRS is still running Please close down PRS and run the Back Up module again Note This is not foolproof On networked systems PrsBack will not sense PRS running on other machines Solution Close down PRS on all networked machines before running PrsBack Error 47 This error message occurs if PRS attempts to open a file with a different file structure than it needs This might occur if you have copied files from one working directory to another without including the UPG TPS file
51. item used in a given set Quantity How many of this item are included within this setting name Reference Number If you have numerous set dressing items and keep track of them using a reference number or if they are rental items that came with a reference number you can keep track of that here Size Size 1f applicable Ownership Type A quick reference as to whether the item is owned rented borrowed etc Source The vendor or supplier of the set dressing item This is the reference name as stored in the sources database If you are entering a new name here it will be added to the sources database file Unit Cost This is currently included if you want to keep track of costs of set dressing Items Currently PRS has no budgeting functions so cost figures are for reference value only Per Time Period of time to which the unit cost refers 100 e Description A brief up to 100 characters description of the set dressing item which will be printed with the item name in certain reports e Notes A memo field in which to put longer notes The notes field is seldom printed in reports Dressing Items Included in Set Set dressing items are the various elements that make up a set Typically they are the elements that are always included for a given set name You may find that certain set dressing items make more sense as props or vice versa Set dressing items are automatically included every time there is
52. may select an entry from the drop combo list start typing and have it smart fill your entry or if you enter a new category name you can add your new entry to the list e Contact Name This field can contain a contact person s name for reference The field is not currently linked to anything else in the program e E mail Address General e mail address If the e mail is location specific you may want to enter 1t with the appropriate address instead e Website URL Web address e Description A brief description of the vendor particularly in the case of a company e Notes A memo field in which to put longer notes The notes field is seldom printed in reports General Location Areas The General Location Areas file is used to keep track of the general areas where your activities will be scheduled Each location area name is used to represent the potentially numerous specific locations which are linked to it The location area name also is used as the main reference point for location personnel If you are using PRS to keep track of location personnel you must assign general location area names to which to link your specific locations Tabs on the main browse sort the General Location Areas by Area ID or their category or area type with a third tab restricting viewable entries in the browse to those of the currently selected area type If no areas are shown or if you wish to change the currently selected category a ne
53. nenene pentoni ereen Ees p EE EEEE EE E E E EEEE E EE AEE 134 by Contact Persia ra 135 Vendor Source HS visit mii tios 135 Vendor Source Items Individual Pages ooncnnonncnncniccnocnononacnnonnonnnnncon ono nononn non nonncnncn nono cnc rn nnn ni nccnnnss 135 COSTUME LISTS ser seviesssssevecdesoustass eunceyiesseiipes EESE E E cy eostesteantensteceedesepsavirs 135 Costume Names DASE A NN 135 Costume Names W IAN NN 135 by Character Role Number cv siesaias ss cogdecsesuees cee echese ot tas oriol DNI aan paa aaeeea e ede uapa ies 135 COSTUME PIG A A Heya nc ieesis Gas ce sein ance oete NN 135 WARDROBE ITEMS LISTS ctsei seseseiecdeasscpsesuvssnevsssevesnsenaipsketucebsesecis obese ES Eu AEN ENSEN ES EEE ESNE E EEEE aP ENERE ESS 135 Wardrobe Items Liste enie e a a eee aar o ei aeae oaee p traa pe e aest 135 Dy Costume Nameer ae aa e e e aa a EAE S Ea ea e E e e E ESEA pri 136 by Costume Quick Listan ora 136 by GOStUINE WIN OES att seen cage atone deta e des c 136 DY SOURCE OWN dd rinda 136 by Ownership Type ss sevssessscssssiscessepsaseatapsiooviossdsasteicasssaesdasasbaotboesbusiisasoasedseseassasasigatvoastussisassoneaceatesssseatants 136 Wardrobe Items Pinicrcatecsssesosciadevacsiassedicia ta sinesaseauabedseaesedasandassksavacssascavesiada vacate E E a E ESAE E AES 136 PROP LASTS A A E E E 136 List Props by Name ni ionene apearen aaeeea acia AO EARS AEST aaRS 136 List Props by Source Name 23 cics cissesiageisevsnsiagesdagescedhast
54. of the Circle of Confusion associated with it in the Formats file is automatically entered in this field If you wish to see the effect of changing the Circle of Confusion value you may do so Changes you make here are not saved in the Formats file e Lens Focal Length Enter the focal length of the lens you wish to use Focal lengths must always be entered in millimeters The feet meters radio button has no effect on this field e F stop Aperture Enter the f stop to which you are setting the lens NOTE This really is the f stop not the T stop T stops are used for setting exposure whereas f stops are used for computing depth of field If the lens is set at a given T stop its corresponding f stop will normally be a bit lower e Object Distance Distance from the film plane or video chip to the object subject If you change a computed image size either vertical or horizontal the Object Distance will change accordingly This is also the distance for which the lens focus is set for computational purposes e Hyperfocal Distance The distance to which to set your lens focus in order to make everything in focus from near focus distance to infinity This is computed based on lens focal length and f stop This is not an entry field e Vertical The vertical image size as computed based on the format lens and distance Changing the value in the Vertical Image Size field recomputes the Horizontal Image Size and computes the
55. of the computer s file system basically the same as a Directory Folders can be created and named by users and can hold either files or other folders Grayed Out When an item cannot be accessed by the user it is often displayed in a menu or entry form in a light gray color ID A reference name or number that PRS uses to differentiate persons places things etc An ID is normally used when a unique entry name is required as a reference for a combination of fields such as last first and middle names or to simplify or provide an alphabetical sort for a longer field 170 Key A field column in a data file table which has been predefined to be used for rapid sorting or to which similar fields in other data files may be related Primary key fields are those that have been set up so that no duplicate entries are allowed List Box An area of a window that displays a list of items List boxes are used in a variety of ways and displayed in a number of formats Location PRS uses Location to denote the name for a place where activities are scheduled These locations can be theatres rehearsal studios meeting places or any other kind of place You should be specific with these locations since you can use this feature to denote specific rooms or areas within a general location Location Area PRS uses Location Area to denote a general name which can be used to describe a grouping of a number of locations
56. phone types these are the categories that will appear in a drop down for you to HIGHLIGHT when you begin to enter address information In the entry field to the right of Address type Mailing Address Again this category needs no further description so close out of this form by hitting your ENTER key Your new entry is now 24 listed in the browse box To CHANGE or DELETE one of the Address Types CLICK either Change or Delete To EXIT the screen CLICK Close Setting Up Location Types and Location Area Types These two categories help organize the various locations where your activities will be held While having two separate category types for your locations may seem a bit complex category types are grouped in this manner to help organize touring productions and have the additional ability to assign contact staff location personnel to groups of locations As with most grouping concepts this may be difficult to grasp in the abstract but will hopefully become much clearer as we assign real world examples At this point the main thing to remember is that locations for your activities are specific such as a room rehearsal hall or stage and location areas are general such as a building school facility theatre complex or even city Select General from the Main Menu and this time CLICK on Location Types This brings up the Activity Location Categories file browser A few entries are already present in the list We re staging our produc
57. picture diagram file it must be in one of these formats BMP GIF JPG PCX or WMF The list box in the Prop Pictures File Browser can be sorted by prop name or picture filename It also provides the option of viewing only the pictures associated with a specific costume by choosing the Selected Prop Only tab and then using the Select a Prop button to make your choice The Browse window also includes an Auto Display checkbox whose initial setting is taken from your User Preferences a Display Picture button to manually display the selected picture or redisplay after a window resize and an Image Editor button to open the image editor on your computer associated with the image s file type NOTE Resizing the window will not affect the size of the displayed picture e Prop Name The prop name as found in the Props file e Pix File Name The filename of the picture or drawing s picture file This filename includes the entire directory file path 99 Filename Lookup Button Press this small button found just to the right of the Pix File Name field in the Prop Pictures entry update form to launch a standard windows style file selection window to move through your file structure and select the appropriate file to enter into the Pix File Name field The lookup opens in the PropPix subdirectory under the current PRS program directory Order Use the order field to determine the order in which the filenames appear in li
58. power problems are one of the biggest troublemakers we know of Yes a UPS might cost 79 to 450 depending on how big a unit you buy but how much is your computer and a day s worth of business worth Consider it much less than the time to fix a power caused mess Network setup and or configuration problems Inadvertent shutdowns Shutting down servers while workstations are still in the program Out of date network drivers even those right out of the box are sometimes a problem Improper or less than desirable network bindings settings NOTE Remember that having backups is a saving grace in the face of file network problems Network problems can corrupt your files in a heartbeat If you have no backups you are in big trouble future or present trouble will occur Having backups is a responsibility you must take VERY seriously Drivers up to date Windows networking is subject to a number of problems MANY of which can be solved simply by installing updated driver software from the manufacturer or more often Microsoft The link below will go to a web page that describes just ONE of the problems in Windows peer to peer networking yet there are several other problems referenced at the bottom of that page In particular anyone on Windows 95 needs to get their network drivers and requestor updated http support microsoft com support kb articles q174 3 71 asp and http support microsoft com support kb articles q148 3 67 asp in particular note
59. reason for this despite extended searches of Microsoft s tech database http msdn microsoft com Is your network slow Recently we have noticed that the Windows Indexing Service has a seriously negative effect on network performance Turn it off The indexing service scans your hard disk and indexes the files so that the next time you do a file search Windows can find the files more quickly Turn it off Think about how often you do searches vs how much time you waste waiting on your network Do a search and do other work while waiting for it Its just not worth waiting 99 of the time to speed up 1 of your work Why is my network slow after mapping a drive letter The reason might be this The computer has both TCP IP and NetBEUI network protocols similar to different spoken languages TCP IP for the Internet and NetBEUI for the local network TCP IP is the default protocol When connecting to a mapped drive after some idle time the computer tries to connect first over TCP IP and times out Then and only then it tries the NetBEUI connection Go to the Control Panel gt Networks gt Bindings Make NetBEUI as the default protocol We have also seen significant slowdowns at customer sites that mapped a drive letter to a shared FOLDER rather than to a shared DRIVE See also http www 911networks com where there is a great amount of network debugging information Is your Windows 2003 network slow 1 Get all the Windows 98 ma
60. rehearsal s being listed is not dependent on whether any of the roles have been cast by Scene Number This report creates a list of rehearsals for each scene This serves as a cross reference list to determine when a scene will be or was rehearsed Rehearsals scheduled without a scene number are listed at the beginning of the report by Time This report creates a list of rehearsal scenes for each time of day for which one is scheduled This report is not typically used very often but may be useful for statistical reasons Rehearsals by Character Role Individual Pages This report creates a rehearsal schedule list for each character in the play A new report page starts with each character so these reports can be distributed to individual cast members NOTE If an actor is playing several parts the character role schedule for each of the parts must be consulted Tech crew and other non actors who have been assigned character role position numbers will have schedules only if their role numbers have been related to specific scenes To print out the report for an individual character preview the report find the page s for that character and use the print selection area at the top of the preview screen to limit your print selection by Role Single List This report creates a rehearsal schedule list for each character in the play This is composed and printed as a continuous list so a new report page does not start with each new ch
61. report without either previewing or printing and shortly depending on your computer s speed the preview will appear 65 PRS User s Manual v1 20 PRS Activity Times by Date Report Preview File Pages To Print anaes Sech a 7 Activities Listed By Date T See StartTme EidTme Locator September 16 2004 Thursday Retearsal r t 330P September 20 2004 Monday adito Pre Set 200 PM S30Pm vdwarda September 29 2004 Wednesday Real Throws Pre Set 300PM 500PmM Bocelli ios OL CA rend troughand discussion of CA toy pines ad Cod FOomaynneawWne a 8 Y Y Y Y Y Y Y Y Y Y September 30 2004 Thursday Meethg Pre Set 200 PM Tech meeting E 45 PM Hindot Nats Real Throws Pre Set SDOPM S600 PM Bos till 109 Full ead through witha cast zed Got Cetober 04 2004 Monday Rehearsal Act i Soene 1 SEPM eS Pm Blocking basics Ue Blociiny tr all chmactesz begins ater genera MENEN Relearsal Pre Set HIS PM LPM y Basic blocking Tis dezeration tem ls being lenghenedto check ik Pow Get Were tov ptt toma Soching Basic bioching Tis N z being lengthenedito check it for pirt tomat Retearsal SDOPM Male Stage Zoom 60 11 pages 254 9Kb y Y y 4 The print preview selections band which is displayed above the report at the top of the window gives you various viewing and navigation options as well as allowing you to select the pages you wish to print or search the report for a
62. scene number set name page number scene timing and one line description is listed for each scene with scenes grouped by Type of Scene by Scene Number Alphabetical This report creates a list of scenes sorted by the contents of the scene number field Basic scene information scene number set name scene type page number scene timing and one line description is listed for each scene Scenes are sorted alphabetically by scene number rather than by scene order thus you may get a list with a seemingly strange order Numbers starting with 1 such as 11 12 or 19 are sorted before numbers beginning with 2 such as 2 Thus a sort of 1 10 11 12 13 14 2 20 21 22 would be the normal order Character Role Appearances in Scenes by Scene Number Provides a list of characters appearing in each scene Scenes in which there are no characters are not included in the list Included in the list are the one line scene descriptions character number and character name as well as the description field from the characters in scene file Actor names for characters are not included in this list by Character Role Number This report provides a quick list of scenes in which each character appears It is sorted by character number Actor names are included as well as the costume and description fields from character scenes file The one line scene descriptions are not included in this list by Role Number separate pages This report prov
63. scenes including overtures intermissions curtain calls etc with their one line description set name type of scene running time of the scene and cumulative running time of the show The list is sorted based on the content of the Scene Order field 129 List w Notes This report creates a slightly more in depth version of the simple scene list It generates a list of all scenes including overtures intermissions curtain calls etc displaying the scene number scene type set name page number scene length one line description cumulative running time notes and blocking notes This report is particularly useful to provide rapid access to blocking and other notes which are not displayed in other reports The list is sorted based on the content of the Scene Order field w Larger Notes This report is virtually the same as the scene list w notes described above except the notes and blocking notes are displayed in a larger font This report was requested to provide reminder printouts which were posted backstage as a reference for cast and crew The larger size of the notes made it that much easier for everyone to read These printouts are also particularly useful when photocopied onto larger paper by Setting Name Basic scene information scene number scene type page number scene timing and one line description is listed for each scene with scenes grouped by set name by Type of Scene Basic scene information
64. selecting the drive and PATH directory The button to the right of the PATH entry field opens a navigation window to allow you to select a directory Optionally you may enable the Select which files to restore check box When this option is selected CLICKING the Start button sends you to a selection window that allows you to select or de select the individual files from your backup that you wish to restore If you want to restore your data to a location different than the location from which the backup had been created CLICK on the Restore To tab to select the location where you want the restore to go NOTE If you are restoring files to their original location PRS will DELETE and replace the files currently at that location as part of the restore process CLICK the Start button to begin the restore process A message window will pop up when the process is complete 154 Appendix D Using CleanFil exe to remove your data files Most if the time you will doubtless be more interested in saving data than eliminating it but at the end of a production or after doing the tutorial you may want to clear out all your data files to start over with an empty program template in which to enter new data While it would be possible to eliminate your data by erasing the various tps files in which it resides this approach has a couple of potential drawbacks First of all this would eliminate all preset category descriptions such as phone and address
65. selection Daily Activities w Characters Date Limited This report creates a daily report of character role lists for each scene in each scheduled activity sorted by day and start time For each activity the scene number start and end times page number and scene description are displayed as well as character role number role name actor ID and understudy ID for each role in the scene A new page begins for each new day of activities This report is limited to the time period specified on the Reports tab of the User Preferences window NOTE If an activity is scheduled without a scene number the activity is still listed but with an empty box for the role information Because character roles are defined relative to scene numbers an activity with no scene number will not generate an entry in this list 140 Rehearsals Only Activities schedules and rehearsal schedules are similar they both draw from the same pool of scheduling information and data you have just entered In most cases rehearsal schedules are actually a subset of activities schedules and many of their reports have similar designs The major difference is that activities schedules create reports for all scheduled activities including meetings performances etc while rehearsal schedules create reports only for those items which have Rehearsal as their Activity Type NOTE In creating rehearsal schedules PRS looks in the field for an exact match with the word
66. some problems that can burn you Windows NT users Are you on service pack 6 instead of service pack 6a or another service pack If so expect lots of problems Microsoft has acknowledged that service pack 6 broke a lot of things network wise You can get service pack 6a at their site or you can go back to service pack 5 either of which is stable In addition do NOT mix service packs on different NT machines on your network In other words run all your NT machines on service pack 5 or on service pack 6a but not a mix of both service packs Is your network slow when using a mapped drive letter The reason is this The computer has both TCP IP and NetBEUI network protocols similar to different spoken languages TCP IP for the Internet and NetBEUI for the local network TCP IP is the default protocol When connecting to a mapped drive after some idle time the computer tries to connect first over TCP IP and times out Then and only then it tries the NetBEUI connection Go to the Control Panel gt Networks gt Bindings Make NetBEUI as the default protocol Is your network slow when using a mapped drive letter part 2 Is the drive mapped to the main computer s drive or to a folder If it is mapped to a folder you will likely see a decrease in performance often a quite noticeable decrease 160 We are not sure why this happens but mapping directly to the drive has been proven time and time again to be faster We have not discovered the
67. sorting tabs may have a different color blue and most often start with the word Selected These are limiting tabs and will display only those records which contain the selected value in a specific field This can provide a convenient way to un clutter a list so you only see the related items that interest you When you choose one of these tabs most often the browse list will become empty until you have made your selection and you will see that a selection button appears just below the list box which will normally be labeled Select item to select When you press this button a selection browse will open allowing you to select the value for the limiting field After making your selection the selection list will close and your browse list will display the items that match your selection 72 NOTE In certain cases selecting a browse tab may result in a browse box display which is blank This sometimes occurs when a tab has been selected which creates a limited key sort for a field in which you have no data entered For instance if you did a key sort by Zip Code and had not input zip code information for any of your addresses you might not see any records listed Likewise if only some of your addresses had zip codes those would be the only ones shown NOTE After selecting a tab you may need to select a record within the browse box in order for the locator function to operate Insert Change Delete Buttons The Inser
68. tabs contain lists of contact info roles played and notes related to the person for specific activities MOVE CURSOR to the bottom of the names list to CLICK Insert to open the Add Personnel entry update form We will add 6 sample names of actors and production crew but before we do a few words about the Name ID field You may have noticed that many computer systems use ID Codes to reference people or companies and this program is no different in that respect Using an ID Code or in this case a Name ID eliminates the problem of duplicate names In using the Name ID we found that instead of using some complex code to derive the ID the simplest approach is to combine the last and first name with a middle initial if necessary This has the added advantage of creating lists alphabetized by last name and this is the approach we ll take here Check and verify that the Derive Name ID box is checked If it is not CLICK on it to check it MOVE CURSOR to the entry field at the right of Last Name Type Adams TAB to First Name and type Pamela TAB to Middle and type L You ve probably noticed by now that the Name ID field has auto entered Adams Pamela L so you don t have to If you want to turn this feature off for an individual just un check the Derive Name ID box 40 PRS User s Manual v1 20 Person Info Fitting Data Address and Phone Pictures LastName Adams EirstName Pamela Middle ECO Name ID Se
69. the window and take a few minutes to stretch or relax Casting the Character Roles and Positions Now that we have both character roles and actors to perform them let s do a little casting Open the Character Roles Positions File Browser window by selecting Breakdown Roles Position Names from the main menu The various character roles are listed but only the role of Puck has a cast member assigned DOUBLE CLICK on Oberon to allow you to edit information for the character role Move directly to the Name ID field and press the down arrow at the right side of the entry field box to display a drop down list of potential performers Find Samuels Mark A and CLICK to ENTER CLICK the VCR Forward button and the entry form moves to the next character Titania CLICK in the Name ID field entry box and use your DOWN ARROW KEY to drop down and HIGHLIGHT Daniel Carrie TAB to accept and move on to the next role s 48 Press the VCR Forward button three times to move past Puck who has already been cast and Theseus a role we are not yet casting to get to Hippolyta CLICK in the Name ID field entry box and begin to type Adams Pamela As you begin to type you see that her entire name is automatically filled in so stop typing and press TAB to accept the name entry and move to the next field Go ahead and cast the following roles in the manner outlined above assuming most have not yet been cast un casting roles as necessary
70. the description fields but are normally neither displayed in browse forms nor printed in most reports Script Types The Script Types file is where you define the characteristics of the various categories of scripts you will be using during the production These categories are used primarily in organizing the script copies that have been checked in or out by cast crew and musicians e Script Copy Type The category names you will use to group or organize your script type For dramatic productions most of your scripts will be the same type For musicals you will have a variety of categories such as libretto vocal score conductor s score and instrumental parts You can be as detailed and as general as you want with the categories though creating a category for every instrument will force you to do a great deal of extra data entry if you are using PRS to track script shipments However you should definitely have different category names for scripts with different values e Value Replacement cost of this type of script e Return By Use this date as a reminder to keep track of the date by which the scripts of this type are supposed to be returned This is currently only a reminder and does not link within the program e Ownership Type Select the ownership type of the script rented owned etc e Description You may enter a short one line description of the Script Type for clarification purposes e Notes You ma
71. the show we can also enter their addresses and phone numbers After adding these names we will go back and cast the character roles with these actors Choose Cast Crew Co in the Main Menu and then CLICK on Cast and Crew in the menu that drops down General Location Areas Venues Locations Addresses Telephone Numbers Pictures This opens the Cast and Crew File Browser which contains several list boxes as well as an area for displaying a thumbnail picture of the cast or crew member but otherwise the window functions in the same way as all the other browse windows you have seen the various list boxes are all linked to the primary one to display address phone role and photo filename info related to the selected person 39 PRS User s Manual v1 20 Cast and Crew NamelD Last First Middle Name Agent Agency l Class l Name Dente MAI Address Last Name lel F Auto Display Display Picture Picture Name _ _ Pi gt E L gt 4 Email Insert f Contact info Roles Activity Notes Add Pix Addr Type Street Address Address line 2 gt New Address Intl Area Phone Type Ex PIN Description Add Tel sj Erwe The tabs on top of the primary list are Name ID Last First Middle Name Agent Agency or Class There are several heading columns in the list box but as you will see shortly far more information is accessible through the entry update form Additional
72. the sound to one or more scenes using the ADD button next to the lower Scenes in which selected sound is used list box At this point add some additional cues on your own to get a better feel for how the process works Then go back and look at them in the Cues Listed by Scene browse window Be sure and try the Selected Cue Type tab to limit your view Remember you may have to select a cue category with the SELECT CUE TYPE button before the list will display Continuing From Here Other extremely useful reports for the production are Costume and Prop lists and Sound Effects and Music Data entered for these categories creates useful organizers for the tech crew Obviously the greater the depth to which you enter your data the more comprehensive your reports will be As a basic minimum we recommend entering all scenes character roles character roles in scenes and actors PRS will help you keep organized based on just these items If your production is more complex we recommend also entering as much prop set dressing wardrobe and music information as you can Linking this with vendor names will help you be organized in creating pickup and drop off lists as well as knowing what item needs to go back to whom PRS does not yet create costing reports but future releases may venture into that realm We hope that through this tutorial you have gotten a basic idea how PRS works and can be helpful to you in your production The scope of the prog
73. thinking through your organization system which could produce complications later ADDITIONAL NOTE We anticipate that future versions of PRS will use a slightly different system for cascading entries If this system becomes part of your workflow please make sure to check for changes when upgrading to future PRS versions As mentioned above you should have already entered Classroom into the Location Type field At the bottom of the Adding a Location Type window below the empty list box that displays the names of related locations press the INSERT button Adding a Location Type olx Location Category Name Location Type Classroom Description Y Notes Location ID Location Name This brings up the Add a Location for Activities entry form We ll now start entering some information and see how far we get For Location ID type Hedgeworm101 This is the location ID name that will show up in the various reports This is the first time we have seen an ID field so a brief explanation may be in order PRS often provides identifier key name fields to use throughout its data to maintain relationships with other data For this purpose ID fields have in certain instances been set up where you provide a unique name that will be used to denote a specific person place or company These IDs can be considered mini names and should preferably be created in such a way that they make sense when sorted alphabetically A m
74. to the Adding a Scene section of the tutorial in this manual Scene Type Select a category of scene from the drop combo list box which looks at the contents of the Scene Types file Typical categories might be Dramatic Musical Dance Overture Curtain Call etc If you enter a new scene type the new entry will be 89 added to the scene types file and an OK Cancel box will appear to make sure that you wish to add a new record Page Number The page number of the beginning of the scene in the version of the script you are using Certain reports will display this page number as a convenient reference for your cast and crew Set Name The name used to identify the set setting set dressing furniture etc for each scene Select a setting name from the drop down list or add a new setting name bu typing it here This opens the Setting Name Update form where you can add additional information related to the setting name Timing The length of the scene hh mm ss The up down arrows in the entry field change the timing value in one second increments Description A brief description of the scene up to 120 characters This is used as a one line scene description in many reports and forms Notes Notes about the scene up to 2000 characters Notes fields provide additional space for scene related information but are not displayed in browse lists and because they can take up a significant amount of space are s
75. types Other files which you might want to keep such as your backup log file could be deleted in this process In addition because PRS looks for empty versions of the files at certain times and creates new versions if it can t find them the program could potentially experience a couple of GPF errors until it has rebuilt all the required files Though this problem has been virtually eliminated in PRS v1 10 and more recent versions In order to eliminate these possible drawbacks PRS includes a utility called CleanFil exe Clean File so named because its purpose is to provide you with clean versions of the files To keep you from running it by mistake and thereby potentially removing your current data it has not been installed as part of your start menu You will however find it in your PRS program directory where you can run it from Windows Explorer or from the File Run command Clean File for PRS Destination c Program Files OnSet PRS1 Refresh 3 03 OnSet M3sDemo M3sSamp C Prs035b ad E C Prs1Samp x Overwrite files Prompt y Statistics Available 36 913M Tl Display messages Ste 64K l Create error log bee eG Created with the Registered Version of PKSFX for Windows About Test Cancel Before running the Clean File program you should make one or more backups of your data files The first backup becomes your master data file for the production you are clearing and so the second back
76. word or phrase To the left of the preview display area is a list of pages generated for the report CLICK on a page number in the list to make the preview display that page The green checks indicate pages to print a red x indicates a page not to be printed DOUBLE CLICK on a page number to switch its selection status Further information on your printing options can be found in the Report Preview section of this manual YY a da oe ao la Aane ere 3 Pages torr sere Select the computer with a 1 over it to print what is on the current page only or use the plain computer icon to the far left to print the parts of the report specified in the Pages to Print selection box After being printed these pages can be posted on your customary bulletin board for rehearsal schedules For a slightly more complex report which lists character roles for each activity based on the groups you have selected use Reports Activity Schedules by Date Limit by Character Groups This again provides you with a list of activities in chronological order but this time it adds all character role names for each activity if their group matches one of the role groups selected for the activity 66 A Character Appearances List For Activities Limited by Group A Midsummer Night s Dream Role Part Name Performer Understudy 10 2 02 4 00 PM Act 1 Scene 1 2 4 00 PMto 4 45PM Hedgeworm101 All Cast
77. 132 Location Type 25 26 79 80 111 143 Locations Lists 143 by area and location name 143 by group and general area 143 by location ID 143 Locator 73 Logo Picture 20 78 Mac Compatability 13 Macintosh 13 Magnifying Glass Cursor 128 Measurements 41 Medical Conditions 107 Medium 84 Menu 10 17 74 Breakdown 35 51 56 Cast Crew Co 39 General 21 23 30 pop up 24 73 Print Setup 49 Reports 49 65 Schedule 60 window 144 Window 145 Metric 107 123 check box 41 107 Minimum Entry 70 Minor Role 116 Minor roles 93 Mouse 74 Multiple Productions 11 Multiple Windows 22 Multi user 16 Music and Sound Effects 103 Musical 28 Musical Number 29 Musical Transition 29 Musician 93 116 Name ID 37 40 46 94 106 109 112 113 derive 40 106 108 Navigation 43 Neck Size 107 Network 12 20 156 Network Installations 16 New Program Group 156 No Default Costume Button 94 No Match Found 64 No Print 112 No Records Found 141 No Understudy Button 94 Notes Field 33 Nothing To Preview 65 Object Distance 123 124 ODBC 126 OK 74 One Line Description 51 One Line Schedule 171 OnSet program directory 71 OnSet Program Group 71 Opening PRS 71 Order 81 83 92 97 98 100 101 109 112 113 114 Other Cue Name 104 Other Cue Types 87 Other Cues 104 Outseam 108 Overall Location Group ID 27 Overall Location ID 27 176 Overall Locat
78. 170 GEOSSARY OF TERMS titi 170 How To Use This Manual If you re like most users you d like to get started using PRS on your project sooner rather than later If you have already worked with the demo version or an earlier version of PRS you may be ready to skip the manual and go for it We d like to suggest however that as your first step even if you think you re ready to go you install and look at the Sample Version of the program This is different than the demo version because it is fully functional with all the menus and options of the Full Working Version you purchased plus it has the advantage of having a great deal of data pre entered for you to work with A few minutes spent looking at various browses update forms and reports can save you a great deal of time and frustration later On the other hand if looking at the menu options in PRS and staring at the empty or full in the sample browse and update forms makes you feel queasy and disoriented we highly recommend working through the tutorial Though it doesn t teach you everything there is to learn about the program since PRS is powerful and full of features and we re sure that you don t want to spend too much time before you get to your production the tutorial contains enough information to get well into setting up the program breaking down the script casting and creating a rough rehearsal schedule We really recommend the tutorial for all users since a qu
79. 44 phone types 144 scene types 144 user preferences 144 General Location Area 110 Global Preferences 77 setting 19 Glove Size 108 GPF error 155 Graphics Files 12 Group Selection Boxes 93 Hair Color 107 Hat Size 107 Height 107 Help 145 contents 145 obtaining 14 Help button 14 Hips 107 Horizontal Aperture 84 Hyperfocal Distance 124 Icon desktop shortcut 16 152 ID 170 ID Cards 20 108 132 ID Labels 132 ID Picture File 108 109 Image Format 83 Image Size 123 124 Inseam 108 Insert 23 24 73 74 Installation 15 network 16 single user 15 Installing PRS for multiple productions 156 Instrumental Part 85 Intermission 28 29 89 175 International Code 113 Items Related to Selected Scene 88 Jacket Size 107 Key 171 Key Sort 72 Key Tech 93 116 Keyboard Shortcuts 73 Lens focal length 123 124 focal length required 123 Lens Calculator 83 122 Libretto 85 Light Cue Types 86 Light Transition Types 86 Lighting Crew 93 116 Lighting Cue 69 Lighting Cue Name 103 Lighting Cues 103 Lighting Designer 93 Limit Activity To 61 81 116 139 Limiting Tabs 72 List Box 72 171 edit in place 74 synchronized 23 73 Location 79 109 110 111 115 138 140 143 171 add 26 Location Area 79 80 109 110 111 Location Area Type 25 80 111 143 Location ID 26 Location Name 26 27 Location Personnel 25 108 110 133 Location Personnel ID Cards
80. 70 Display Picture button 83 Distance 123 dll files 15 Double Click 72 DOUBLE CLICK 23 Drama 28 Dress Size 107 Drop List 58 Drop Box 170 Drop Combo 170 Drop Combo Box 22 74 Duplicate a Field Entry 38 Duplicate Key Error 147 174 INN IS Edit 73 74 170 Edit in Place 56 58 74 94 170 Edit In Place 56 57 Effect Name 103 Effects Cue Types 87 Effects Cues 103 E mail 112 End Time 61 63 116 ENTER 74 Entry Field 19 74 170 Entry Form 73 74 170 Error Cannot Run Backup Module 148 Duplicate Key 147 Error 47 148 Error 801 148 Messages 147 Nothing to Preview 65 147 Referential Integrity Delete 80 147 ESCAPE 24 Excel 129 Exit 76 Expand Tree 56 74 92 Extension 113 Eyes 107 F stop 123 124 F1 Key 14 Fax 76 Feet Meters 123 Fields 71 File 170 selection window 43 File Browser 170 File Category 46 47 48 112 113 File Compression in backups 11 File Extension 11 File Lookup Button 20 File Menu 76 Filename Lookup 92 97 98 100 101 113 Filenames 149 168 tps 149 168 Files 71 other category types 30 Filter 170 Find File 44 Fitting 107 132 Fitting Data 41 Fitting Date 107 Floppy Disk 11 Focal Length 123 Focus near and far 124 Folder 170 Footer 77 Format 83 84 122 Forms 72 browse 72 entry update 74 French Scene 30 General 77 menu 30 79 General Category Items setting 21 General Lists 144 address types 1
81. 9 77 Compress Data Files 153 Confirm Delete 23 33 Contact List 133 Contact Name 110 CONTROL 38 58 CONTROL C 77 CONTROL V 77 Copy 77 Copy Activity 63 Copy Data Files 159 Copy Scene Info 89 Copy Scene Info Button 51 89 Costume default 37 94 Costume ID 94 95 Costume List by character role number 135 by costume ID w notes 135 Costume List 135 by costume ID 135 Costume Name 95 Costume Outfit Pictures 97 Costume Pix 135 Costume Pix 97 Costumes 88 Costumes File Browser 96 Count 104 Country 112 Country Code 113 Crew 36 39 Crewmember 93 116 132 CSV 129 Cue Name 102 Cue Number 104 Cue Order 104 Cue Transitions 86 Cue Types 85 Cues 69 Cues List 102 Cursor 170 Cursor Key 73 170 Curtain Call 28 29 30 89 Customizing Drop Lists 22 Cut 77 Dance 29 Dancers 93 116 Data transferring between computers 157 Data Backup Check 153 Data Files 11 12 Data Integrity 26 Database 71 Date 93 97 98 100 102 activity 116 picture 114 Date Entry 62 Date Printed 129 Date Limited Report 20 68 Day of Week 61 116 Default Costume 94 Default Directory 71 for CleanFil 155 Default Install Location 15 Default Printer 16 65 Default Printer Selection 76 Delete 23 24 29 33 73 Depth of Field 84 123 124 Derive Name ID 37 40 106 108 Description 34 Description Field 33 Dialogue 28 Dietary Restrictions 107 Director 19 77 93 Directory 1
82. B A new window opens the Add a Location Group Area entry form Here you can enter additional information about the area The Overall Location ID Ridgemont School is already entered For the optional Location Name type in Ridgemont High School of Performing Arts and Magic No you really don t need to enter this and in this case it s a bit redundant The Full Name field is here to allow you to put the full name of a location area in the program when you really only want to use a shortened Overall Location ID such as RAS or when the ID you are using may be difficult for others to understand Skip the description field and click on the Overall Location Type down arrow PT Add a Location Group Area Ef xl Overall Location Info Personnel Address Location Areas Overall Location ID Ridgemont School Full Name Ridgemont High School Description Overall Location Type School Overall Location Type gt College Rental Studios Theatre Complex ah Notes Cancel Help Since none of the selections are appropriate type School and press TAB A small dialog box appears asking whether you want to add a new entry 27 PRS User s Manual v1 20 Add New Record Lx 2 Record match not found do you wish to add a new one Press Yes You have now successfully added several related entries to a number of different files There are a series of windows open gt ae sx aay IN a l PT Add a
83. Before you start PrsBack make sure that PRS is not currently running If you are on a network make sure no one on the network is currently accessing PRS You may only use PrsBack when PRS is not running Attempting to run PrsBack while PRS is running on a single user system will normally bring up an error message in which case after clearing the error message close PRS and start PrsBack again From the Windows Start Menu select Programs From the OnSet program group select PrsBack to start the program If you have placed a shortcut icon on your desktop you can start PrsBack directly by DOUBLE CLICKING that icon You will notice that the header line at the top of the PrsBack program window contains a reminder of the last time you made a backup Creating A Backup CLICK on the BACKUP button or from the menu select File Backup Data 152 This opens the Back Up Data window Select the location where you want the backup to go If you are selecting your floppy drive you must select the disk size you are using normal is 1 4MB You may select a path location if you want the backup to go to a specific directory If you don t want your backup files to use compression uncheck the Compress Data Files box CLICK on the Start button to continue or use the Cancel button to exit without making a backup Data Backup Check Window If you are backing up to floppy disks the Data Backup Check window opens to let you know approximately how ma
84. Both of these fields are dimmed out which means that they may not be edited The Name ID is the related Name ID of the Cast or Crewmember selected in the Browse and the File Category field indicates that Pamela Adams is from the Cast and Crew file Note PRS uses the File Category field to help it keep track of the file in which a person s or a company s name is stored If a person or company appears in more than one file address and phone number information will be specific to the file from which they were entered i e If a person is both a performer and a source of props or wardrobe addresses which show up when browsing the Cast and Crew file will not show up when browsing the Vendors Sources file unless they are entered again from the Vendors Sources browser Begin to Type Home for the Address Type As you can see the Address Type field auto completes with Home before you finish typing You could also click on the down arrow at the right side of the entry field box to have a list of Address Types drop down Skip Address ID and leave the Order field set to 1 since this will be the first address we want listed for her if she has several addresses TAB to Street Address type 114 Miller Court TAB to City type Mystic TAB to State type NY TAB to Zip Code type 10089 TAB to Country and type USA There are a number of additional entry fields but we will skip over them for now MOVE CURSOR to bottom of window and
85. CLICK on Set Names Breakdown Scenes Browser Scenes Tree Blocking Diagrams Role Position Names Character Roles in Scenes Set Change Personnel Costumes Wardrobe gt Props b Dressing and Sets EE A R Set Dressing Item aes Dressing Items in Set Set Dressing Pictures This brings up the Set Names File Browser The column headers in the main browse are labeled Set Name and Description Two additional browse boxes are poised to display a list of set dressing items used as part of the set and a list of the scenes that take place on the set f Set Names File Browser olx Settings SetName Description Ll Add Item An empty screen doesn t do us any good so let s start entering some data MOVE CURSOR just to the right of the center of the window and CLICK on Insert to bring up the Adding a Setting Name entry update window To the right of Set Name type Athens Royal Court We will leave the Description and Notes fields blank for now 31 SE Adding a Setting Name SetName Set Name Athens Royal Court Description ly Notes Cancel Help MOVE THE CURSOR to the row of symbols just below the menu These are referred to as the VCR Controls because they resemble the icons on a VCR remote H 44 4 A E red os ee y Place your cursor over the symbol that looks like VCR Play a single triangle pointing to the right After a second or so a pop up message box will appear sayin
86. Files Then press the small file lookup button and note that the Select A File window opens into the appropriate directory You have now returned to the Adding an Actor or Crewmember Picture window where the picture should be displayed You may give the picture a name in this case Pamela Adams Headshot Tab to the Pix Type drop down and select Head Shot The Date field already contains the current date This field can be used as a reference if you want to keep track of when pictures were added or how old they are If you are using an old picture you might want to change this date to the date of the picture Adding an Actor or Crewmember Picture A E Picture Filename Info Actor Crew Name ID Adams Pamela L y PixFile Name C Program FilesOnSet Prs11Samp PixFiles HeadShot jpg ll Picture Name Pamela Adams Headshot Pix Type Head Shot Date 5 19 2002 Description Notes en Cancel Help Image Editor CLICK OK to return to the Pictures tab of the Add Personnel window You see the filename in the list box and the picture displayed to its right If the picture is not displayed either CHECK the Auto Display checkbox or CLICK on the Display button CLICK OK to return to the Cast and Crew File Browser where you should see the picture displayed in the upper right of the window if the Auto Display checkbox is checked Selecting a Photo ID Picture File We will now perform one more picture operation
87. Focal Length Enter the focal length of the lens you wish to use Focal lengths must always be entered in millimeters The feet meters radio button has no effect on this field e Object Distance Distance from the film plane or video chip to the object subject If you change a computed image size either vertical or horizontal the Object Distance will change accordingly This is also the distance for which the lens focus is set for computational purposes e Vertical The vertical image size as computed based on the format lens and distance Changing the value in the Vertical Image Size field re computes the Horizontal Image Size and computes the Object Distance necessary for the selected lens to provide this image size e Horizontal The horizontal image size as computed based on the format lens and distance Changing the value in the Horizontal Image Size field re computes the Vertical Image Size and computes the Object Distance necessary for the selected lens to provide this image size Projection Required Lens Tab The items on this tab compute the lens focal length required to have an image with a specified object size at a certain object distance Changing any of these elements automatically triggers a re compute If you have already been doing computations in the Projection Distance Size Tab the image sizes and object distance are already set with their values from your computations on the other tab e Distance D
88. ING FROM HERE iu tics 70 HOW THE PROGRAM WORKS oocoocooccoooconoomomcmcescesmecesmess 71 OPENING THE PROGRAM AAA coveescpecetasenssvevsve SNEEN eves RER ES REEE rE EER EAEE ES SEEN ES aee E 71 UN INSTALLING s erroreen eenen eoat enteak aisa ov candis ee oe sip aN ER ES Nia ONE Neap eo entlevasovandhesetesve date ERENS 71 DATABASE CONCEPTS A ienee rai p aN ee Ceen E aN ERES EEE OERKE SENPA SERR ESINES S SASE EEK EARE SOSEER EENE 71 PROGRAM BASICS ororen ee ir eeaeee ESE aN vucescpscentvenssvevisa SNE Ne NEESER ES AEE ONEEK EK SAE EE EENE SN Ra 72 BLOWS LISIS A O dos saab tin Sua E gusts dbs suaba Senden sousbaned evbuestoadgats costes 72 BROWSE LADS sesscciviecaseus ins ea EEE E AAE aden a E EER E Ea Aa A TE 72 Insert Change Delete Buttons iii A AA A Ai 73 VERTIENTE 73 Synchronized List AAA E OO 73 Entry Update FoM oi cn ches sss esthatide Shastascibapssecsiusbasedugsisednsdastasecdaasasastussasesuagsidadiesdusesdoeaves 74 VERSControlS iia AS alicia 74 Editli Place List BOKEN dad 74 Tree WNndOW Saanen ar aa a a E E A AAE ba aa ai iaae did 74 Drop Down Combo Boxes eniinn nsinki ineine iesea is aaie E aae EaR Eea e Si taste 74 VA 10l aE it E E A sae Sages E E E E E 75 MENU TLEM S suceda leidas 76 BILE MENU nasai i nyen ds An E is AE NAA EEA EEA E R he EEE Ach 76 Print Setup ii A A A A ty See Yaa fh aa a ed 76 ES O O NA 76 NN 77 CUt COPW P ASIC sis iiini iene A A A Miwa Mee hosp hasten guess Ake 77 Usen Preferencia e 77 General Tab cinco diia ic
89. NG EV A E TE E A E E E S 104 OMT O TAE EE E E E E T T as 104 SOE D AE E EE E EE E ET E A E A 104 CAST CREW A TR E E 106 Cast and CreW meen ae aa A EE EAA E EOE A goat oti eE E E E AENEAS 106 Cast amp CreW Fitting Data Tab ysscccicvsssesssetsasesdestsessaysnsdiah tesepeiesbastys aactnes EEEa e reaa eaa opat ta EE aaa as 107 Address and Phone Tablon 108 Pictures Labruna drid adi 108 Eoc tion Personnel usensu aneii aE AEE e EESE ES RE PE ENEE ENNS EaR EE TEE 108 Sources Vendors Suppliers of props wardrobe etc s sssesessssesssreesseseresrseresrsresrssresrsserrrnsesreeseseesesse 110 General Location Areas icini cutiavedoncensncensdeesieasenetsadineaddeasacdedees asadekbe subsea EN EEES e Sa E eei ains ES EEES 110 Specifi LOCAS ii ita diia 111 PIN sci svsevesscivietsesecsesescbictiudducedinesUecglesducsedasshcebdeadacesscsidcendecsesadsiscdleadescesesducegaeduccecesuasisedleadeseeserdees 111 Telephone Numbers diaria iii it ii 112 Pictures O RN 113 SCHEDULE od dis 115 Activity LIME A dif 115 Activity TICS A A AAA AAA AS 117 No Role Limits i335 sy aieea ein bia chain eared Bini els Rad lesions 117 Limited by Character Groups os c0i css scpeisedescesidpcunctevg ie 117 Activity Person Notes oi A A AA asian dled 117 A A NN 119 Script Check In OU zeren ia aa 119 SCHpt SHIPMENES lt A A dd ee Nate awa 120 Purchase Order Numbers did sewer Natasa A tea ee ae a Hear Merce 121 Eens Projection CalculatO Pics dai e ds ii Aia 122 Projection D
90. ON SET SOFTWARE PRS User s Guide For Release v 1 20 Copyright O 2000 2006 OnSet Software Table of Contents TABLE OF CONTENTS icssssccsscsossssessieniececinssndcsssriecsccnesassssoctssensocbvonnseudsseasevbeseadesdssecseesesasdesoesnssescusossssonsoudnes I HOW TO USE THIS MANUAL Wu ccc ccccssssssssssseessssssessnsssessnsssessnsessese 10 MAKING BACKUPS coooocceccicecceecceeceeeoeeseess 11 WHAT YOU NEED TO BACK UB EES E ee ti faa eat ace SM 11 THE PRSBACK PROGRAM sree et ld redada idad alabada 11 What PrsBack does not DaCK Up isiro vad esesstagie ds 12 Other Backup Options XL AS a idee el aie etl ee 12 INTRODUCTION TO PRS cocos cutis 13 PRS AND THEMA C ohepean Sot Arcee Revere Ards okt Antics held Annies kbs E E dise aati ls 13 OBTAINING HELP ivssiscccscassecsscssesveosesesscassssosensasvcveonssossensesncsen seas siessessevesceseosessaseobsscadcoad sosveassovesuadensesecnsneeseae 14 KNOWN HELPISSUES AEE ds 14 INSTALLING PR Susanita 15 SINGLE USER INSTALLATION 42 24 8000 ia la as dba iia El Haven O tata 15 Adding a Desktop Shortcut ICOM iii ii dd a ia 16 NETWORK INSTALLATIONS 0 ascc3schicvte iia Arde aes a did pd a das Es 16 DEFINE A PRINTER IMPORTANT onnenn eai ese ae petae aoe eeu ERE E EEE aE EIEEE E SAATE Seu Ee OKETE EEs 16 TYPEFACE AND KEYBOARD CONVENTIONS essessesseseosoesessossessesseseosossessesessoesessossesoessescesossessossesossse 17 QUICK START TUTORIAL oooooocccoooccooociooonosonnsonsseoecn
91. OVE CURSOR to bottom and CLICK OK Area Phone Phone Type Pin Order 201 555 7760 Home 0 262 555 9999 Pager 20396 2 You will note that the telephone numbers are now listed in the order of your Order field value rather than either alphabetically or by the order in which they were entered So what happens if you need to add a new phone category With Spain Rita still selected in the upper list box DOUBLE CLICK on the 262 555 9999 Pager line in the phone numbers list box This brings back the entry form but this time it is already filled in and waiting for you to edit DOUBLE CLICK on the Phone Type Pager to highlight it Type in Alpha Pager and CLICK OK A dialog box pops up asking if you want to add a new record Add New Record x 2 Record match notfound do you wish to add a new one CLICK Yes and Alpha Pager will become an additional category in your standard Phone Type drop down list NOTE You could just as easily have entered the new category name when first adding the Phone NOTE If you enter a new category by mistake you can delete it by going back to the Phone Types File Browser selecting the offending item and hitting Delete NOTE You may also enter new phone numbers by pressing Insert from the Phones File Browser As with adding new addresses you must select a file category for the person company before you can select a name CLICK OK to save the record and return to your Cast and Crew Browser window CLOSE
92. Object Distance necessary for the selected lens to provide this image size e Horizontal The horizontal image size as computed based on the format lens and distance Changing the value in the Horizontal Image Size field recomputes the Vertical Image Size and computes the Object Distance necessary for the selected lens to provide this image size Additional Image Computations at Object Distance Stop Watch gt Near Focus The closest distance from the film plane at which a subject will be acceptably in focus based on the lens focal length f stop and object distance gt Far Focus The furthest distance From the film plane at which a subject will be acceptably in focus based on the lens focal length f stop and object distance When the Object Distance lens focus distance is greater than the Hyperfocal Distance the Far Focus will be Infinity gt Depth of Field The difference between the Near Focus and the Far Focus This gives you a sense of how much will be in focus though it is not as informative as referring to the Near Focus and Far Focus distances As a general rule more of the depth of field is beyond the focus point than in front of it gt Near Depth of Focus The distance before the lens focus plane within which objects remain in focus gt Far Depth of Focus The distance beyond the lens focus plane within which objects remain in focus Certainly a stopwatch is not a critical feature for yo
93. One Line Schedule A standard scheduling format that includes one line descriptions of the scenes and vary basic scene information Radio Button A small round button which may be used to select a named item When an item is selected the radio button is dark Radio buttons typically appear in a group for which only one selection is allowed and selecting a new button will de select the one currently selected Range Limit A method of filtering data based on setting a range of acceptable criteria Range Limits are often applied to Key fields and work faster than standard filters Referential Integrity An aspect of some data which requires that it be related to certain other data in a specific way or which limits your selection choices to predefined data Referential integrity constraints are designed to keep you from entering invalid or duplicate information Sort Order The order in which data is displayed in a list In certain cases lowercase words may be sorted before or after uppercase ones String Data which can be any combination of alphanumeric letters numbers and punctuation All data in a String is treated alphanumerically and as such will always be sorted alphabetically Thus a field that has been defined as a String data type will never sort numerically even if it contains only numbers Synchronized List Box A browsing list box which is filtered in such a way that it displays only records which match criteria with an
94. Order Numbers Though PRS does not yet have a PO generation system the addition of script tracking has moved it in the direction of at least beginning to keep track of purchase orders To this end and to allow for later expansion a PO Numbers file has been added allowing you to keep track of PO Numbers as you use them along with their basic header information The PO Numbers file browser includes a number of tabs for sorting the listed PO s Y eo 2e e 2e e x e 2e e S e PO Number default Sorts alphabetically by the PO number Vendor Sorts by vendor ID name PO Date Sorts by the date the PO s were created Crewmember Sorts by the name ID from the ordered by field Source Address ID Sorts by the vendor s Address ID Country Sorts by the vendor s country The PO Numbers entry update form contains two tabs for entering information along with a tab which displays a list of script shipments related to this purchase order On PO Number Vendor Tab PO Number Purchase Order Number This must be unique Two different purchase orders may not have the same number PO Date Date when purchase order was created The default entry value for this is the current date as retrieved from the computer Ordered By The crewmember or other person in the Personnel file who is requesting the item s Date Required Date when the items are required Description
95. PS WARDPIX TPS WARDITEM TPS INI Filenames Categories for General Location Areas Wardrobe Item Names associated with Costume ID Names Wardrobe Item Picture Filenames Wardrobe Item Names The INI files in your data hold information about how the program was set up and changed It keeps track of housekeeping chores such as remembering the positions and sizes of your various windows and remembering the values of some of the items you have defined in your Global Preferences page INI files are saved in standard ASCII and can be viewed or edited in Notepad PRS12 INI Configuration settings info for PRS 1 20 151 Appendix C The PrsBack Backup Program Beginning with PRS release version 1 0 we re including a simple backup utility program to make it quick and easy to back up your data files It is similar to other backup programs you may have in that you can select where you want the backup to be stored and whether or not to use compression However the PrsBack program is different in that it pre defines the files to be backed up thus making it quicker and easier for you to use in creating backups of your data files You may only use PrsBack when PRS is not running Ideally you should run it each time you finish working with PRS If working in a network environment make sure all users are logged out before running PrsBack It allows you to quickly and easily back up your data files to a location you can select such as a floppy d
96. R button set in the lower left of the form allows movement to different records in the order in which they appear in the selected browse The magnifying glass button allows you to search for a word or phrase in any of the text entry fields After you have initiated a search you can search for the next instance by pressing CONTROL S The insert button allows for adding new records without returning to the browse even if the form was originally called to edit update a record 116 Activity Trees Activity Trees provide you with a convenient way to look at a great deal of data related to each of your activities in a logical tree based structure The basic level of the activity trees features the days for which activities are scheduled along with the day of the week Saturdays and Sundays are a different color than weekdays Details for any date can be opened one level at a time by clicking on the plus sign to the left of the item The first level opens to show the various activities scheduled for the day the next level beyond that displays the various categories of items which can be viewed for each activity cast amp crew props sound cues location info related blocking pictures and so on Viewing a great deal of information can be done in a very intuitive manner using the tree forms Many tree functions may also be accessed using the right click button on your mouse It is possible to use the right click to expand or contract either a
97. RPTSETUP TPS SCCHAR TPS SCCOSTUM TPS SCENES TPS SCENETYP TPS SCOPSHIP TPS SCOPTYP TPS SCOPY TPS SCPROP TPS SCSOUND TPS SDPIX TPS SETDRESS TPS SETITEM TPS SETNAME TPS SETQ TPS SETQTYP TPS SOUNDQTY TPS SOUNDS TPS SOURCES TPS SOURCTYP TPS UPG TPS VENUE TPS VENUETYP TPS VENUGRP TPS VENUPERS TPS Lighting Cue Categories Lighting Transition Category Names Other Cue Categories Other Cue Names Descriptions Ownership Categories Cast and Crew members Internal Use Telephone Numbers Telephone Number Categories Purchase Order Numbers Prop Picture Filenames Names of Prop Items Cue Transitions Cue Categories Activities Schedule Items Internal Use Character Roles associated with Scenes Internal Use Scene Numbers Scene Type Categories Shipment Records for Copies of Script Categories for Script Copied Script Check in out Records Props Associated with Scenes Sounds Associated with Scenes Set Dressing Picture Filenames Set Dressing Items Set Dressing Items associated with Set Names Set Names Set Cue Names Descriptions Set Cue Categories Sound Cue Categories Sound and Music Cue Names Sources Vendors Suppliers Source vendor supplier Types Internal Use keeps track of file versions and enables automatic file definition updates MUST BE COPIED Locations for Activities Categories of Specific Locations General Location Areas Location Personnel 150 VGTYP TPS WARDINCO T
98. Role Part Name Group Name ID Description 6 Lysander Principal Youth in love with Hermia 7 Demetrius Principal Youth in love with Helena amp Hermia Principal Grumman Irene Girl in love with Lysander 9 Helena Principal Workman Sarah Girl in love with Demetrius 10 Egeus Minor Role Charles Jason Hermia s Father 11 Philostrate Minor Role The Duke s Steward 12 Peter Quince Principal Leader of the Workmen 13 Nick Bottom Principal Workman Actor 14 Francis Flute Principal Workman Actor 15 Tom Snout Principal Workman Actor 16 Robin Starveling Principal Workman Actor 17 Snug Principal Workman Actor Printing a Character Roles and Positions List We are now going to print a list of the characters and cast we ve just entered These lists are useful not only in keeping track of casting status and creating a postable cast list but they also come in handy as a quick reference when entering Character Roles in Scene information later in the tutorial Selecting a Printer Before doing any printing you need to make sure that the printer you want to use is selected To do this select File Print Setup in the Main Menu In the Print Setup window check that the selected printer is the one you want to use and change it if necessary Now would also be a good time to verify that the printer is connected and powered on Exit the Print Setup window by pressing OK Remember you must have a printer selected even if you are only going to preview a report
99. Select a cue transition type from the drop down list or add a new transition type by entering it here Transition Time Cue transition time length of transition into cue in seconds Use the up down arrows or your up down cursor keys to increase or decrease the transition time value Description An optional brief description of the cue Notes Longer notes related to the cue Action Cues Details relating to each action cue are contained in this file You should list all action cues here Cues can be sorted by name type or performance source Action Cue Name A short descriptive name used to identify the action cue Action Cue Number If you assign numbers for each of your cues here is the place to enter it Action Cue Type Select an action cue category from the drop down list or add a new category name by typing it here An add update form will open for your new entry 102 Length Length of cue hh mm ss Description Description of cue Notes A memo field in which to put longer notes The notes field is seldom printed in reports Effects Cues Details relating to each effects cue are contained in this file You should list all effects cues here Effects Cue Name A short descriptive name used to identify the action cue Effects Cue Number If you assign numbers to your cues here is the place to enter it Effects Cue Type Select an effects cue category from the drop down li
100. Single User 157 Size 100 Sleeve Length 107 Smart Fill 61 74 Social Security Number 106 109 Sort Order 81 171 browse box display 72 Sound 116 Sound and Music List by performance source group 138 by sound name w notes 137 by sound type 137 Sound and Music Lists 137 Sound Crew 93 Sound Cue Lists 104 Sound Cue Types 87 Sound Name 103 104 Sound Type 103 Sounds in Scene 88 Sounds in Scene List by scene number 138 by sound name 138 Source 110 Source Type 110 Specific Location 111 Spin Box 34 Stagehand 93 Start Time 61 62 63 116 Starting PRS 18 State 112 Status scene readiness 90 Stock Size 84 Stop Watch 124 clear 125 go 125 lap 125 read 125 stop 125 String 171 Subdirectory 42 43 Sub Menu 17 Synchronized List Box 23 73 81 88 171 T stop 124 Tab 72 TAB 74 Tab Selection Memory 35 Tech additional personnel 116 key personnel 116 Telephone 133 134 Telephone Number 112 Text 90 Theatre 19 77 Tile 145 Time 60 activity start end 116 Time Formats 62 Time Period 100 Timing 52 Title 109 Today Button 78 TPS file extension 11 71 Track Number 103 Tree 117 171 Tree Branch 92 Tree Window 74 92 Tutorial 18 Typeface Conventions 17 UnCast Part Button 94 Understudy 37 93 94 Uninstall 71 Unit Cost 96 99 100 Update 71 Update Form 73 74 171 Updated Information rereading 59 UPG TPS 148 150 Upgrading 166 User Prefer
101. a scene for their associated set name whereas props must be defined for each scene in which they appear e Set Dressing Item The name you have given to identify the set dressing item There may be multiples of this item used in a given set e Quantity How many of this item are included within this setting name e Set Name The name give to identify the set as defined in the Set Names file e Use in Set A brief up to 100 characters description of how the set dressing item is used or relates to the set as a whole which will be printed with the item name in certain reports e Notes A memo field in which to put longer notes about how the set dressing item is used as part of the set The notes field is seldom printed in reports Set Dressing Pictures PRS does not provide a utility for photographing capturing scanning or drawing pictures It does however provide a way to keep track of pictures and drawings created with other tools by relating picture files to props and allowing you to view them and add descriptions and notes NOTE In order for PRS to be able to view a picture diagram file it must be in one of these formats BMP GIF JPG PCX or WMF The list box in the Set Dressing Pictures File Browser can be sorted by set dressing item name or picture filename It also provides the option of viewing only the pictures associated with a specific costume by choosing the Selected Set Dressing Item tab and then u
102. a different part name Likewise chorus members should get names such as Chorus01 Chorus02 etc or they might be given more descriptive names such as Chorus_Bob Chorus_Angela etc Crew members should be given a unique position name in this field Type Actor tech musician etc These categories are for your reference and are not designed to trigger other aspects of the program Grouping Selection Boxes These check boxes allow you to select in which group s you wish to include this character or crew member in certain scheduling activities and in report printouts Most rehearsal and activity reports are now enabled to be able to filter their output depending on which categories you have selected You can determine the effect that these check boxes will have by going to the Reports tab of the User Preferences window You cannot add to or change these categories gt Principals Main character roles gt Minor Roles Smaller speaking roles which may require only minimal rehearsal Walk Ons Non speaking or minimal speaking roles Chorus Roles which appear on stage as a group Dancers Performers in dance numbers Musicians Musicians who will perform live during show Lighting Lighting crew Sound Member of sound crew VV VV VV V Key Tech Indicates primary tech crew member 93 gt Additional Tech Indicates additional tech crew member Remember If you wish to use the group selection featu
103. a isidro dirias E kE CEEE drid dabas EEEE SE EKKE aE dh tias aaa Masta i 77 Reports Tabia naui reie euch Wine E aE ca covdee did das delia ori cova tusk sens deptos iii dba 77 Pictures Tab cintas ashes fades a dt tases A ib lios A vide li Rite o Esaa estaue 78 GENERAL CATEGORIES MENU 2 todas 79 PNONG TY DOS socera A E R TN E E Ai E is 79 Address ANDES tai adn 79 LOCO I YPES ta AA A E AS AAA ER A E AA IA a E RR 79 Location Area TIPOS ia E ene eeteuls 80 Scene CALEB OTIS tia A iaa 80 ACOMODO A a o ii ii is Ea 8l Character Roles Position TIPOS iia ia 8l Vendor Source Type S il in Ea 82 Ownership Types e A AA E E O R N ae 82 Block o FAIX TY DOS ice fk e n EE A E E a 82 Personnel PIN Ty DOS a a a a aa era a Tao o ES 83 EOS A T E T E Aa sai 83 SY aA 2 D AE E E A dana 85 PERSON Ty ATE E E E E 85 Cue TYPOS esinin a aa a a Gab a nga deb ee E aaa 85 Cue TTANSIN ONS A a a a a A e aa a a e aaa e e 86 DABHECUE Types a dai 86 Tight Transition Types ARA andado daa cda 86 Achton Cue TIPOS A Ad ana 86 Effects Cue TY Pes cold eee aliadas 87 Other Cue Types caian 87 SOL CHO TVs ES E O Ia io S 87 Sound Cue TYPES ar e E Aen e A O E A bone acne scaues e a asa 87 BREAKDOWN ico ese 88 AT NAO AN 88 View Other Related Data Button ei ecescsesscseesecsseceessecseesccnaceecsaeceessecaeesecseeseesaeeeessecaeeseeneseeeeaees 88 Blocking Pix Button ia 88 Copy Scene Information Butt cescputbenvcdstenecssteath ous bucesuvseuscvedescesdbsseustberes dese 89 Te
104. ably see Home appear before you finish typing This happens because the drop down entry field uses smart fill and it looks for the phone types that you preset at the beginning of the tutorial Skip over the Extension and PIN fields and use your UP CURSOR KEY to give the Order spin box a value of Adding a Phone Number af x Phone Number Info Category Name ID Phone Type Home x Country Code Area 516 Phone 5551424 Extension E PIN po Order Mi Description Notes CLICK OK to get back to back to Cast and Crew File Browser HIGHLIGHT Spain Rita and MOVE CURSOR to the bottom box of phone numbers RIGHT CLICK in the list box and select Add from the pop up menu to open the Adding a Phone Number entry form MOVE CURSOR to Area and type 201 TAB to Phone and type 555 4148 TAB to Phone Type drop down and select Work In the Order field type a This sets the order in which this phone number will be displayed relative to other phone numbers for the same person If no order number 1s selected this entry defaults to zero meaning that these numbers will be displayed first in the order they were originally entered into the database We want to add Rita s Home and Pager 47 Numbers as well so this time instead of clicking OK go up to the VCR controls just under the menu and press the forward VCR Play triangle to save and get a fresh screen Continue until you have entered two more numbers then M
105. acter role category 81 e Notes A longer descriptive field for notes about this type of character role Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Vendor Source Types Vendor Source Types are the category names for the vendor suppliers sources who will be providing you with your props sets and wardrobe You should choose category names to help you group vendors so that it will be easier to find an appropriate vendor when needed Remember however that only one category type can be associated with any vendor name The Vendor Source Types file browser contains a list box showing category name and description A second synchronized list box displays names of vendors sources of the type selected in the primary browse box e Source Type Category name for a type of vendor supplier source e Description A brief description of what the source type name represents e Notes A longer descriptive field for notes about this type of vendor supplier source Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Ownership Types Ownership Types help you keep track of what production items are already owned or are being rented borrowed bought or constructed In earlier versions of PRS the ownership type fou
106. address information It lists only those persons companies which have phone numbers listed Vendor and Supplier Lists Vendor and Source Phone List This report prints a Source vendor supplier telephone list sorted by the person or company s Source ID This is a phone list only and does not include address information It lists all source ID names including those without phone numbers 134 by Contact Person This report generates a simple list of vendors suppliers sorted by contact persons name ID Vendors without a contact person are listed at the beginning of the report Vendor Source Items This report produces lists of props set dressing items and wardrobe items for each source vendor supplier All source vendor supplier names are included in the list even if they are not providing anything for the production This is printed as a continuous list Vendor Source Items Individual Pages This report produces lists of props set dressing items and wardrobe items for each source vendor supplier All source vendor supplier names are included in the list even if they are not providing anything for the production This list begins a new page for each source vendor supplier name and is particularly convenient when organizing pickups and returns Costume Lists Costume Names List This report displays a list of your costume ID names the character number and name associated with each and any description
107. al sorted by day and rehearsal time For each scene being rehearsed the scene number rehearsal times page number and scene description are displayed as well as role number part name actor ID and understudy ID for each character role position attached to the scene Character roles are listed only if one of the their limiting groups is a group selected for the rehearsal NOTE If a rehearsal is scheduled without a scene number it will not be listed since activities in this list only appear if at least one role position must be present at the rehearsal However a rehearsal s being listed is not dependent on whether any of the roles have been cast 141 Group and Date Limited Character roles are listed only if one of the their limiting groups is a group selected for the rehearsal and if the rehearsal is scheduled within the date limits set in your General Preferences screen This report creates character lists for each scene in each rehearsal which meets the above criteria sorted by day and rehearsal time For each scene being rehearsed the scene number rehearsal times page number and scene description are displayed as well as role number part name actor ID and understudy ID for each character role position attached to the scene NOTE If a rehearsal is scheduled without a scene number it will not be listed since activities in this list only appear if at least one role position must be present at the rehearsal However a
108. ame ID as entered in your Cast and Crew file If you need to you can add an Actor Crew member by entering a new Name ID in the entry form e Pix File Name The filename of the picture file This filename includes the entire directory file path e Filename Lookup Button Press this small button found just to the right of the Pix File Name field in the Personnel Pix entry update form to launch a standard windows style file selection window to move through the file structure of your computer 113 and select the appropriate file to enter into the Pix File Name field The lookup opens in the PixFiles subdirectory under the current PRS program directory Picture Name A short 40 characters max descriptive name which can be used to identify the picture such as Bob Smith Head Shot Order Here you can set the order in which the picture filename appears in reports and in certain display screens It refers to the display order of pictures related to the same Name ID not an arbitrary sorting order for all pictures Pix Type Head shot full shot publicity still wardrobe reference etc You can add new type names as you need them Date Use this date field as a reference to keep track of when the picture was taken or received The initial value of the field defaults to the current date when you add a record If you want to change the date you must do so manually Description An optional brief description of th
109. and select the appropriate file to enter into the Pix File Name field The lookup opens in the CostumePix subdirectory under the current PRS program directory e Order Use the order field to determine the order in which the filenames appear in list boxes e Date Use this date field as a reference to keep track of when a picture or drawing was created The initial value of the field defaults to the current date when you add a record If you want to change the date you must do so manually e Description An optional brief description of the picture or drawing e Notes Longer notes related to the picture or drawing 97 Wardrobe Item Pictures PRS does not provide a utility for photographing capturing scanning or drawing pictures It does however provide a way to keep track of pictures and drawings created with other tools by relating picture files to wardrobe items and allowing you to view them and add descriptions and notes NOTE In order for PRS to be able to view a picture diagram file it should be in one of these formats BMP GIF JPG PCX or WMF The list box in the Wardrobe Item Pix File Browser can be sorted by wardrobe item name or picture filename It also provides the option of viewing only the pictures associated with a specific costume by choosing the Selected Wardrobe Item tab and then using the Select Wardrobe Item button to make your choice The Browse window also includes an Auto Display check
110. aracter role NOTE If an actor is playing several parts the character role schedule for each of the parts must be consulted Tech crew and other non actors who have been assigned character role position numbers will have schedules only if their role numbers have been related to specific scenes by Role Small List This report creates an abbreviated rehearsal schedule list for each character in the play It includes only the start time and scene number for each rehearsal and lists three rehearsals per line This is composed and printed as a continuous list so a new report page does not start with each new character role This list is designed to minimize paper usage though it does so at the expense of ease of readability NOTE If an actor is playing several parts the character role schedule for each of the parts must be consulted Tech crew and other non actors who have been assigned 142 character role position numbers will have schedules only if their role numbers have been related to specific scenes for Range of Dates by Date This report creates a simple list of scene numbers rehearsal times and notes for each day that rehearsals are held The report is limited to the period defined on the preferences screen by Report Start Date and Report End Date NOTE If no report dates are defined in preferences there will be nothing to preview or print by Role Individual Pages This report creates a rehearsal schedule list for ea
111. aseadaputes vies si ea ien eE e Eaa REE EEEa E diari 136 Prop Info WIP IX ip a ches di pie SAREE Ea E AEE ERS 136 Props in Scene by Scene Number sssini aaa eaoaai Eae Si ia SEEN EES 137 Prop Scene Appearances by Prop Name sseeesseseeseessseessesserssrseresesresresresrssesrtsseseeserrnseerreesrenessree 137 SETTING NAMES LIST ereo eeaeee ae a aa aae E EE EEEa E EEEa se saspebabscovebsssueytedgasobessesssoseuseebees 137 DET DRESSING TEMS cass a O ONO 137 Dressing Items TAS iiin a a E E E ATEA E AATE I TEIE 137 DISCENAME EA TA eats deaduesbasagsasylea doests suagesgdsudyetaestesecstontpatecteede 137 DY OWNEF Ok SOUCO li a EAE ra less E E e T EESAN 137 b Ownership Tipico diia did 137 WIP IN O ON 137 SOUND EFFECTS AND MUSICAS Soriano ilatina ERS EA TENTEA ii 137 Sound Names W NOTES iii daria lila daria ESETA E 137 Diy FE ype Of Sound ii AO As IAE Aa Tide dilo 137 Dy Performance Source datada 138 Sounds in Scene by Scene Number oooncconcconnconinnnonnnonnnonaconnconannnnonn conan nn non EE RV EAEE neon nora NESESER 138 Sounds in Scene by SOUNG NGME scx svsieedeciece nanana noe ee id 138 ACTIVITE SCHEDULES cose South cade ov ccs iO A Ni 138 Itemized by Dates io 138 Dy Activity TY De ceva ie a A A ad 138 By Location scx ccd ceased shove a sec A Un Tastee hee SERA 138 Activity Lypes Dy DAP i i cosine ict cassia A A a yee AEs 138 Activity Date Schedule w Notes o cs8staeccsteuc ress ov Notes Rie Seah abe Mage ed Rov hee ened ete Rao
112. ata set is really your master If you are constantly bringing work home and transferring data back and forth or interchanging data between a desktop and a notebook it is amazingly easy to lose track of which computer has the most recent version of your data Ive done it myself You get distracted by something major come back a day later look at the file dates and times and forget or don t know which version is most recent or that someone was looking at the old data computer and made a change so the old data has the most recent file dates times You then update your new data by replacing it with the old data Easy enough to do Of course this can occur even more easily if one of your computers doesn t have the correct time date set Don t use a computer that doesn t have access to the current master files A likely problem can occur if more than one person is entering data into PRS The second person may not be aware that the master data is currently located elsewhere and may choose some quiet time to really get a jump on the data entry This can produce a variety of results most of them negative In the best case no work would have been done to the master files during the intervening time so the original files could again become the master files as long as you find out before 157 transferring over them Middle ground would require a decision as to which updated files would beco
113. ay to save yourself after that little oops happens Make separate backups to different directories or different floppies of all the TPS files in both the OLD directory and the NEW directory Make sure they are labeled with no confusion as to which one came from what directory and stored in a safe place Do not touch them until this process is completed Copying Groups of Related Files The tps files created and used by PRS are your data files Because data in certain files is referenced by data in other files you must copy all these files as a group in order to maintain the references properly For this reason we have assembled lists of files which should be copied as groups Which Files to Copy NOTE If you are copying data files from a directory where PRS v1 00 has been running not all of these files will be present Obviously if a file isn t there you can t copy it If it is there however please include it in the group being copied If you want to copy your personnel location and company info then copy these 17 files ACTORPIX TPS Cast and Crew Picture Filenames ADDRESS TPS All Addresses Cast Crew Suppliers etc ADDRID TPS Address IDs ADDRTYP TPS Address Categories APIXTYP TPS Cast and Crew Picture Types PEOPLE TPS Cast and Crew members PHONES TPS Telephone Numbers PHONETYP TPS Telephone Number Categories SOURCES TPS Sources Vendors Suppliers SOURCTYP TPS Source vendor supplier Types UPG TPS
114. backing up your files is so important Backup your data files before you start Before you start this process make a backup of your data files Refer to Appendix C for information on using the PRSback program to create backups Copy your TPS files to the new directory Your data files are the ones with a TPS file extension When you copy them make sure that you copy them all Because data in a file is often related to data in other files failing to copy a file may compromise the integrity of your data Particularly important is the UPG TPS file Without it your files will not convert to their new format and you will get error messages in PRS v1 10 There are three files you should not copy DO NOT COPY THESE FILES BFLOG TPS Used internally by PrsBack backup program should not be copied BFLsels TPS Used internally by PrsBack backup program should not be copied CFG TPS Used internally by PrsBack backup program should not be copied If you wish to keep your old configuration information also copy the PRS32 ini file from your old directory You will have to rename it PRS12 ini in the new directory Updating Cast and Crew Names Vendors and Music files Because PRS 1 20 has added numerous features beyond v1 10 many of your existing files will need to go through a conversion process in order to function properly with the new version In most cased the program will deal with the program automatically There are a few instances
115. ber of the item used or held by the production The Set Name Woods Fairy is already entered for you so move to the Description field and type Lights in trees and leave the other entries blank This Description field can be used as the place to indicate the item s use in the set Add a Dressing Item to Set olx Dressing ltems in Set Quantity 44 Set Dressing ltern Twinkling Lights LE SetName WoodsFary El Description Lights in trees Notes Cancel Help CLICK on OK to exit this screen You now see Twinkling Lights in the lower list box By now you may have noticed that some of the list boxes have more than one set of horizontal scroll bars As you can see your Description column does not display the entire description you entered You could use the bottom scroll bar to move all the contents of the lower list box to be able to see more of the description but then you would lose the Quantity column from view Set Names File Browser af x Settings Set Name Athens Meeting House Athens Royal Court Woods Fairy oods Human Description oli a gt inset Delete Set dressing items included in set selected above Scenes on this set ay Set Dressing ltem Scene Scene Description El Twinkling Lic hts Lights in trees L AUN aie mimi O Add ltem Edit Remove Help Close As an alternative try using the smaller scroll bar at the bottom of the Descrip
116. ber of ways Printing Options AY Y Print Report Press this button to send the all report pages selected in the page list with green checks to the printer Print Current Page Only Press this button to send only the currently displayed report page to the printer Exit Without Printing Exits the preview without printing the report Note that if ASCII output was requested it will NOT be created if the report is exited without printing Previewer Navigation PE z Al Page 1 lt of2 First Page Button Displays the first page of the report Previous Page Button Displays the previous page of the report Next Page Button Displays the next page of the report Last Page Button Displays the last page of the report Page Number Allows you to select the page number to be displayed You my either enter a page number or use the spin box by clicking on the appropriate arrows or using your cursor keys to move from page to page 127 Page List The Page List is a narrow column listing all the pages in the report as Pa PO Page ITP Pa well as thedata size of each page To the left of each page number is al either a green check mark print page or a red X do not print page When a report is first generated all pages are slated to be printed and will each therefor have a green check next to it You may change the status of any page by double clicking on its check or X Hide Show Page List
117. box whose initial setting is taken from your User Preferences a Display Picture button to manually display the selected picture or redisplay after a window resize and an Image Editor button to open the image editor on your computer associated with the image s file type NOTE Resizing the window will not affect the size of the displayed picture e Wardrobe Item The wardrobe item name as found in the wardrobe items file e Pix File Name The filename of the picture or drawing s picture file This filename includes the entire directory file path e Filename Lookup Button Press this small button found just to the right of the Pix File Name field in the Wardrobe Item Pix entry update form to launch a standard windows style file selection window to move through your file structure and select the appropriate file to enter into the Pix File Name field The lookup opens in the CostumePix subdirectory under the current PRS program directory e Order Use the order field to determine the order in which the filenames appear in list boxes e Date Use this date field as a reference to keep track of when a picture or drawing was created The initial value of the field defaults to the current date when you add a record If you want to change the date you must do so manually e Description An optional brief description of the picture or drawing e Notes Longer notes related to the picture or drawing Prop List Create
118. ca 153 Managing Multiple Backup Sets sicccsiessscsiscsacsescisgssscsusesesssuieestSencessessosduasseatisebsscsesevdaesessabvest ia 153 BA GRUP LQ Gree NA a aa evs ee sees 153 Purging the Log File eeren id Dd ds a iD 153 RESTORING FROM A BACKUP di i 154 APPENDIX D USING CLEANFIL EXE TO REMOVE YOUR DATA FILES 155 APPENDIX E USING SEVERAL INSTALLS OF PRS TO SIMULTANEOUSLY MANAGE MORE THAN ONE PRODUCT ION cssssscsssssccssssccccssscccssssccccssssccccssscccessaccsesssecccesssseeess 156 NEW PROGRAM GROUP METHOD ccccccecececececececececececececececececececscecececececececececececececececececececececececececececesecs 156 CHANGE FILENAME METHOD iia 156 APPENDIX F TRANSFERRING YOUR DATA FILES FROM ONE COMPUTER TO ANOTHER coi iia 157 POTENTIAL PROBLEMS iss liinda 157 Wiping out or losing critical data ooooonccnncnonnonnconnnononanonnnonnc nn nono nonn conan nana conan nec ne cn neon neon no nn noni nnnnncn neo 157 Don t do this late at night or when you are TUShed oooncnnnncnicnnnnananannnnn nono rn nono a cnn cnn ran nro rana rn arica arica 157 Cheek Yo r media regularlYs iaeiiio aarre Benen od eves Se ea eestin creeds EN Ge 157 Remember which data Set is really your MASTOT oooncincnccnonnnonnnonannncnnn cono con ocn noo nora nora conan cnn nen rra cnn cnnncinno 157 Don t use a computer that doesn t have access to the current master files 157 DO NOT TRY TO MIX AND MATCH BETWEEN DATA SETS
119. can be used for a nickname for an address if want to have another way to remember it other than through the Name ID Order Here you can set the order in which the address appears in reports and in certain display screens It refers to the display order of addresses related to the same Name ID not an arbitrary sorting order for all addresses Street Address Put the street address here No Print check box This box is checked if the address should not appear in printed reports Address line 2 This field is here in case of a long address or if an address is broken into two parts Suite or Apartment Suite number or apartment number If you want tow word suite to appear on reports you must type it in as part of your entry City City State State or Province Zip Code Zip or postal code Country Country Care Of If the address is care of place that person s name here Description Short description if desired E mail Address This e mail address should be used if the e mail is specific to this address Normally you should enter the e mail address with the Cast Crew or Source Vendor name entry Website URL Web site address use this entry field only if web site is specific to this particular address and not to the vendor source in general Normally you should enter the web site address with the Cast Crew or Source Vendor name entry Notes A longer field for notes about the address
120. can find it here http support microsoft com default aspx scid kb en us 138365 Windows 2000 or Windows XP mapped drives disconnecting for no apparent reason showing the red X over the drive in explorer http support microsoft com default aspx scid kb en us 138365 Novell Netware problems The problem could be your Novell Opportunistic Locking setting Contact your network person for further details How to turn it off Goto Control Panel gt Networks gt Novell Client Properties gt Advanced Settings Tab gt Opportunistic Locking and make sure this is switched off on all client Machines ALSO Make sure True Commit is ON at each client PC This should help stop data corruption Performance issues are often caused by network protocol bindings Check the following Network protocols basics e Make sure that your default network protocol has no bindings to a virtual device dialup e Ifyou are using TCP IP and you have dialup on this workstation try NetBEUI e Try to avoid using IPX and NetBEUI together IPX gets confused when you have a chatty NetBEUI Removing IPX if you can is strongly advised e If you need to examine the network further check out http www sysinternals com Utilities TdiMon html to get a bird s eye view of what s going on 162 Does the system work on some machines but seems to think about it and then do nothing on others Sometimes your network times out when loading Photo On
121. cation e Notes Additional notes relating to the specific location Additional tabs provide lists of activities personnel addresses and phone numbers for the location Addresses This is the file containing all addresses for cast and crew as well as for vendors sources and location personnel Normally you would have input addresses from the browse or update forms of the associated person or company but this is another way to enter addresses directly You must be careful to enter the Name field exactly as the Name ID field is entered in the Cast amp Crew Location Personnel or Vendors Sources files etc 111 The Addresses File Browser features sorting tabs for Name ID Address Reference ID City State Zip Code Country and Address Type The Addresses File Browser uses a double line address display format to simplify viewing File Category This entry lets the program know which file the person company or place belongs in If you are adding a new entry you must first select the file category This then loads the appropriate file list from which to make your selection for the Name ID If you are editing an existing entry you are locked out from changing either the File Category or Name ID Name ID A name ID as found in the associated file see File Category above Address Type Category name for a type of address home work etc As listed in the Address Types file Address ID This is an extra field which
122. cation It is best to link each specific location to a general location area name The Locations for Activities file browser includes tabs to sort specific locations based on Location ID code Location Name or Location Type A Selected Location Type tab limits the contents of the browse box to those with the currently selected Location Type If no locations are shown or if you wish to change the currently selected category a new location type can be chosen by pressing the Select Location Type button and choosing a category from the selection list A second list box in the browse window displays activities scheduled for the location selected in the main browse list The locations entry update form contains entries for e Location ID A unique ID name for the specific location This ID name should be short but easily recognizable preferably something which will easily sort alphabetically e Location Name This longer field can hold the full name of the specific location e Room Area Name If there is a specific area or room name or number which specifies the area enter it here e Location Type Select a category from the drop list of specific categories for locations e Overall Location Area Select the overall location area that this specific location is part of Choose a location area from the drop down list or type a new name to call the Location Areas Update Form e Description A brief description of the specific lo
123. ch character in the play The report is limited to the period defined on the preferences screen by Report Start Date and Report End Date A new report page starts with each character so these reports can be distributed to individual cast members NOTE If no report dates are defined in preferences there will be nothing to preview or print Ifan actor is playing several parts the character schedule for each of the parts must be consulted Tech crew and other non actors who have been assigned character numbers will have schedules only if their character numbers have been related to specific scenes To print out the report for an individual character preview the report find the page s for that character and use the print selection area at the top of the preview screen to limit your print selection Locations Lists by Group and General Area This report generates a list of specific locations for each general location area General location areas are grouped by their location area type This report provides only location names and descriptions not addresses or telephone numbers It provides a convenient non detailed view of your location options Overall and Specific Location Names This report generates a list of specific locations for each general location area Addresses and phone numbers for the locations are included as available Specific Locations This report generates a list of the individual specific locations where activities may
124. chedules Activity schedules and rehearsal schedules are similar they both draw from the same pool of scheduling information and data you have just entered In most cases rehearsal schedules are actually a subset of activities schedules and many of their reports have similar designs The major difference is that activities schedules create reports for all scheduled activities including meetings performances etc while rehearsal schedules create reports only for those items which have Rehearsal as their Activity Type NOTE In creating rehearsal schedules PRS looks in the field for an exact match with the word Rehearsal If you change the Activity Type name to Reh or anything else PRS will not recognize a match and will therefore be unable to print a rehearsal schedule report and may even give you a Nothing to Preview message REMINDER If you wish to use other than your default printer you must make your selection before you create the report preview You can do this from the File Print Setup menu In the Main Menu CLICK on Reports and select the Activity Schedules sub menu Pick Quick Activities List by Date about the fifth item in the sub menu The Print Preview dialog box appears 2 Do you wish to PREVIEW this Report No Cancel Choose Yes to preview the report on your screen Selecting NO from the Preview this report dialog sends the report directly to your printer and selecting Cancel gets you out of the
125. chines off of the network Not just out of PRS but OFF THE NETWORK 2 Get all XP machines on Service Pack 2 3 Get Windows 2003 on Service Pack 2 4 Disable SMB On the Windows 2003 Small Business Server run gpmc msc and make sure the following policies 10 in total are all Disabled instead of Not defined in BOTH Default Domain Security Policy and Default Domain Controller Security Policy NOTE The polices are under Windows Settings gt Security Settings gt Local Policies gt Security Options 1 Microsoft network client Digitally sign communications always Disabled 2 Microsoft network client Digitally sign communications if server agrees Disabled 3 Microsoft network server Digitally sign communications always Disabled 4 Microsoft network server Digitally sign communications if client agrees Disabled 5 Network security LAN Manager authentication level Send LM amp NTLM use NTLMv2 session security if negotiated B Restart the DC and client computer to take effect Do some or all computers on your network randomly die go to sleep or hang Usually this is caused by power management being active on the workstation and possibly the server Power management is a fancy computer geek word for Windows has settings that turns stuff off when it hasn t been used in a while Power management is a bad thing on a network It s great on a laptop at 37 000 feet with 3
126. cking Picture Diagram Filenames for Scene Cancel Help Description Insert In the entry box next to Scene as the first scene type in Pre Set No Pre Set is not an actual scene in the play but it is a part of the performance like an overture intermission or curtain call and as such we are using it as a scene definition TAB to Scene Order and type 0 00 or leave it alone if it is blank NOTE Scene Order is very important in PRS because it lets the program know the order in which the scenes are performed starting with the lowest and moving to the highest and thus allows PRS to list them in their proper order Because nothing occurs before the Pre Set we are leaving it at zero If anything else needs to be listed earlier we would give Pre Set a scene order value of 1 or higher TAB to Scene Type CLICK on the drop down arrow MOVE CURSOR to HIGHLIGHT desired type in this case Overture TAB to Page Number leave blank this overture is not in the script but consists of a custom made CD TAB to Set Name and use drop downs to HIGHLIGHT Athens Royal Court which describes how the set looks as the audience enters the theatre TAB to Timing and type in the approximate length of the overture period twenty minutes in hours minutes and seconds 00 20 00 TAB to Description and type Walk in music TAB to Notes type in Stage lights on dim house at 34 all cast and crew ready The bottom area of the win
127. costume These notes are not normally printed on reports Wardrobe Items Each individual piece of wardrobe is considered a wardrobe item In addition to giving each item a name and other descriptive specifics you can specify a vendor source who is providing the item 95 The wardrobe Items File Browser provides a list of all your wardrobe item names which can be sorted by name source vendor or ownership type with the option of displaying only those from a selected source vendor Synchronized list boxes provide lists of picture files and outfits containing the selected wardrobe item The initial status of the Auto Display checkbox for the pictures is taken from its setting in User Preferences Wardrobe items are linked to costume names through the Wardrobe Items in Costume file In this way a wardrobe item may appear in more than one costume such as a hat which may be worn by different characters at different times e Wardrobe Item Ideally you should give each wardrobe item an identifying name The name should be specific NOTE If you have a generic item such as Green Hat which many cast members are wearing you may wish to use this name for all the different green hats in the production This works well if all hats are basically the same and come from the same source but if each actor is providing his her own hat or if they are different sizes or shapes you may want separate entries for each hat Green Hat Robin
128. cs MA DeriveNamelD Male Female y E mail Address N Social Sec e website URL Class of Po Agent Fs Agency re Hair Color PTE Eyes PTI Birth Date Po lt Diet Restrictions SS Medical Notes Cancel Help You may TAB to E Mail Address Agent Agency and the various other fields in the window and type any information you wish to record You will also note that in addition to the Person Info tab the window has tabs for Fitting Data Address and Phone and Pictures CLICK on the Fitting Data tab to reveal an entire second sheet of information fields for the individual Add Personnel of x Person Info Fitting Data Address and Phone Pictures Height 0 000 inches Weight 0 00 44 lbs Fitting Date 5 14 02 44 Hat ss JacketSize Dress Size oo Neck Size 0 000 inches Sleeve Length oom inches Armpitto Waist 0 000 inches Bust Chest oomm inches Hips 0 000 44 inches Waist oom inches Neck to Waist oomm inches Neck to Floor o 000 4 inches Waist to Ankle oom inches Inseam 0 000 4 inches Outseam o 000 4 inches Shoe Size o Bra Size o Glove IS Bing IS As you can see there are numerous entry fields here to keep track of all your fitting measurements for a cast member NOTE The Metric check box allows you to enter measurements in either inches or centimeters Each time you check or un check it all your measurements are converted from one to the other
129. ctivity 60 PRS User s Manual v1 20 Activity Time Schedule List Schedule Activity Type Time Selected Scene Only Location Selected Location Selected Activity Type General Notes for Selected Activity Individual Notes For Brief Note New Note oy ee gt MOVE THE CURSOR to the bottom of the activities list box and CLICK Insert In Adding an Activity Time MOVE CURSOR to Date and type in 9 28 02 Note If your computer is set up for a country other than the United States you should enter dates in the same way that your computer normally displays them Thus if your computer is set up to display European dd mm yy date formats you should type 28 9 02 TAB to Activity and as you do so you see the Day of Week Friday appears as a reference Type Meeting in the Activity Type entry field If Meeting is already defined as one of your Activity Types then your entry will smart fill before you finish typing If Meeting is not yet listed as an Activity Type then as you TAB to move to the next entry field the Adding an Activity Type window will appear in which case you can accept Meeting as an Activity Type by CLICKING on OK This saves Meeting in your Activity Types file so it will smart fill or be accessible via the drop down in the future For Scene Number use the drop down to select Pre Set As you recall we just defined the Pre Set scene to include all characters so this meeting will show up o
130. ctivity Type button which appears below the browse list when this tab is selected A Copy Activity button allows you to quickly copy an activity by placing the currently selected activity data in a new entry form from which you can make the modifications for the new activity Just below the activities browse list is a read only box which displays the contents of the general notes field for the activity At the bottom of the browse window are two tab selectable lists synchronized to the selected activity the first displays any individual notes for the activity the second shows a list of all characters performers for the activity s scene NOTE All character numbers for the scene are listed regardless of selected groups settings If you are using the group options a check icon appears in the list to indicate the character role is in a group included for the activity Change an Activity Time Al ES Schedule Item Date 10 05 1999 lt Day of Week Tuesday Activity Type Rehearsal yl Scene Number 8ct2 Scene 1 1 z Start Time 4 00PM End Time 430PM 4 Limit Activity To Clear Selections Select All Cast Select All IV Principals V Minor Roles V Walk Ons V Understudies V Chorus V Dancers I Musicians T Lighting M Sound J KeyTech Addl Tech Location Bostelli 109 y Description Notes ee 115 e Date Date when activity is to take place This is displayed in the standard windows sho
131. d the scenes and those file operations time out fail One way to turn one of these items off is to turn off Synchronous buffer commits To do this click Control Panel System Performance File System Troubleshooting and check the Disable synchronous buffer commits checkbox Database corruptions timeouts and other troubles part II Further Windows NT users face issues caused by some performance improvements that NT tries to implement with network applications by faking multiple use of files Unfortunately some users experience file corruption because of this This article is a bit of nerd speak but your network person should take a look at it if you are seeing Access denied errors on network files when they know that the network permissions are set properly http support microsoft com support kb articles Q129 2 02 asp The topic of this article can also be the cause of database corruption and network timeouts drive not available messages and the like Win9x Me users Turn off write caching You need to disable the write behind cache When the program ask to save the data the data is kept in cache on the local machine until the cache is flushed instead of being on the server START gt SETTINGS gt CONTROL PANEL System Performance tab Troubleshooting Performance Disable the write behind cache Restart the computer Windows 2000 and Windows XP users Turn off write caching You need to disable the write behind cac
132. d ways The design of the reports is not dynamic you cannot alter the predefined report structures Some are simple others more complex As of this writing there are more than 100 reports included in PRS Hopefully all the reports you will need are already here in the program If there are other forms that you feel are essential please let us know If enough users ask for a given report we will definitely look into creating it for our next release Certain other options may be available should you wish to generate your own reports NOTE To do so you would need to purchase third party software products such as report design programs and or ODBC drivers OnSet Software makes no representations as to the usability of these outside products nor can we provide technical support for them Print Preview When you select a report from the menu a dialog box will pop up with three options asking you whether you want to preview the report We highly recommend previewing reports before printing since this is a good way of checking to make sure you have selected the proper report and that your printout will be correct Yes PRS will create a preview of the selected report It will appear shortly depending on the speed of your computer network and the number of records needed to be read During the preview creation process a progress bar appears This progress bar is not representative of the entire preview process and tends to reach completion short
133. data files to a location you can select such as a floppy disk Yes the files are compact enough that most productions can fit their data onto a single floppy And PrsBack will prompt you for additional floppies if you need them It also helps manage a list of backups you have made File compression can be turned on or off and it is possible to select which files you wish to restore and to restore files to an alternate location Note Certain precautions must be taken when backing up or restoring files see the PrsBack instructions in Appendix C for more details 11 The program resides in your default PRS directory and is started from the same start menu you use for PRS More specifics and instructions for the PrsBack program can be found in Appendix C What PrsBack does not back up PrsBack is customized to be quick easy and efficient It is our feeling that you should be running it and creating backups frequently It is configured to back up all your tps data files It does not however back up any of your graphics or picture files such as Actor Pictures or Blocking Diagrams These file types will tend to be larger require significantly more storage to back up and might slow down your daily backup process considerably We recommend backing up these elements on a weekly basis or whenever major changes have been made to the picture files using a different backup method of your choosing The default location for these files is in s
134. dow allows you to link filenames of blocking pictures to the current scene The pictures should be in bmp gif jpg pcx or wmf format for PRS to be able to display thumbnails of them 52 PRS User s Manual v1 20 S Adding New Scene Information Scene Information Text Preparedness Level Scene Number PreSet Scene Order Wa Scene Type Dialogue TTA Page Number 7 Set Name Athens Royal Court E Timing 00 20 00 lt Description WalkIn Musie Notes i lights on dim house at 3 4 all cast and crew ready Blocking Notes Blocking Picture Diagram Filenames for Scene Cancel Ho Description You will notice two other tabs at the top of the form The first says Text and the second is for Preparedness Level The Text tab contains a memo field into which you can import plain text such as bits of the script if you wish The Preparedness Level tab contains a number of categories that can help you judge the readiness of the scene for performance Scene Information Text Preparedness Level Overall Preparedness Level Compute Average F Auto Compute Average Scale 1 10 1 Unprepared 10 Totally Prepared Actors PA Dancers Singer 3 Musicians Po Wardrobe S Props m a Sets e Lighting Po Tech Po Other PA Category Po Preparedness Description You have the choice of assigning an overall preparedness factor for the scene or of assigning prep level values to a numbe
135. drobe The report includes contact name and description of the supplier as well as phone and address info Vendors Sources by City This report generates a list of vendors sources suppliers sorted by country and city The report includes contact name and description of the supplier as well as phone and address info Vendors Sources by State This report generates a list of vendors sources suppliers sorted by country and state The report includes contact name and description of the supplier as well as phone and address info NOTE It is important to include the country name in the address since otherwise entries from the same country may be separated by whether or not a country is entered in the Country field Vendors Sources by Zip Code This report generates a list of vendors sources suppliers sorted by country and zip code The report includes contact name and description of the supplier as well as phone and address info Location Personnel This report generates a separate contact list for location personnel 133 Phone Lists Cast and Crew All Cast and Crew This report creates a list of all cast and crew sorted by the performer s full name This report is particularly useful if you do not used the derived Name ID s Phone numbers for each performer are also displayed by Name ID This report creates a list of all cast and crew sorted by performer ID Each performer s full name is also
136. e Scene numbers are included Character roles are not listed in this report This is a continuous report and does not start a new page for each activity type By Location This report creates a list of all activities scheduled for each specific location Locations are grouped by their overall location area and each specific location s list begins a new page This report includes all items in the activities file and activities not yet assigned to a specific location are printed first Contents of the activities description field are included Character roles are not listed in this report Activity Types by Day This report creates a simple list of activities by day including only the activity type and no descriptions or itemized details Neither scene numbers nor character roles are listed in this report Activity Date Schedule w Notes This report creates a list of activities by day including scene number page number one line scene description and the contents of the activity times notes field for each activity Character roles are not listed in this report Quick Activities List by Date This report creates a compact list of activities by day including activity type scene number start and end time and contents of the activity description field Neither activity notes scene descriptions page numbers nor character roles are listed in this report Quick Activities List by Date Location This report creates a compact list o
137. e 127 Print Current Page Only 66 Print Preview 65 126 dialog box 65 exit 127 first page 127 header bar 50 last page 127 next page 127 page list 128 pages to print 128 previous page 127 progress bar 126 search 128 select page number 127 Print Preview Selections Band 66 75 131 Print Report 127 Print Setup 65 76 Printer default 16 selecting 49 Printing 49 Producer 19 77 Projection Calculator 122 Projection Distance 123 Projection Size 123 Prop Location 99 Prop Pictures 100 Prop Pictures 99 Prop Pix 136 Props 98 by scene 131 reports 136 Props in Scene 88 99 Props List 136 by prop name 136 by source 136 used in scene by prop name 137 by scene number 137 PRS 13 ni file 11 about PRS 146 installation 15 program basics 72 PRSxx exe 16 working directory 16 PrsBack 11 152 159 PrsSample 18 Publisher 120 121 Purchase Order 120 121 Purge Backup Log 153 Quantity dressing items in set 101 props 98 props in scene 99 set dressing items 100 wardrobe items 96 wardrobe items in costume 97 Radio Button 171 Range Limit 171 Read Only 159 Records 71 Referential Integrity 30 171 Referential Integrity Delete 80 147 Register PRS 146 Rehearsal Schedule 65 141 by character role individual pages 142 by character role single list 142 by character role small list 142 by scene number 142 by time 142 daily scenes w notes 141 for Range of Dates 143
138. e and an Image Editor button to open the image editor on your computer associated with the image s file type NOTE Resizing the window will not affect the size of the displayed picture e Scene Number The scene number of the scene as found in the Scenes file e Pix File Name The filename of the blocking diagram s picture file This filename includes the entire directory file path e Filename Lookup Button Press this small button found just to the right of the Pix File Name field in the Blocking Pix entry update form to launch a standard windows style file selection window to move through your file structure and select the appropriate file to enter into the Pix File Name field The lookup opens in the BlockPix subdirectory under the current PRS program directory e Pix Type Diagram drawing picture or rendering You can add new category names as you need them e Order Use the order field to determine the order in which the blocking diagram filenames appear in list boxes This order is normally used to set the sort order within a scene 92 Date Use this date field as a reference to keep track of when a diagram was created The initial value of the field defaults to the current date when you add a record If you want to change the date you must do so manually Description An optional brief description of the blocking Diagram Notes Longer notes related to the blocking picture diagram Character R
139. e EE e ESEE EE csdbuay E TE EEEE ES 144 Phone Types List ar ti E T aE EREE a aT EEE aiii aio 144 User Preferencia A a N E Seca ha 144 WINDOW AAA 144 NN 145 A NN 145 ATONE ICONS a ii iaa ostia acia papis 145 TheActive Windows LIST a cd eE 145 HELP E A OA A IE T TA T OTE ARAT 145 O RS 145 Search For Help On ii sis 145 HOW TO Use Help sida 146 R gister PRI sd 146 ADAMS E E E E 146 APPENDIX A TROUBLESHOOTING AND ERROR MESSAGES cocncocccnocnniaimscias 147 vii Duplicate Key D AAO AEE E E T 147 Referential Integrity Delete Error c cecccccssccescceessecesceenseceeneeensecesneeesseceeceeesseceeneeeaaeceeneeesaeceeneeeaaeceeneeenaeeees 147 EI AA AR A E RS NT 147 Cannot Run PrsBack Back Up Module oononiccnicnoncnonanancnanonnonnnonnnnnnannn cono comen neon nooo conocio nacen nena no nn nrn ninos 148 MENTON aa 148 Error 801 No Bind on Variable oooooooiciciccccccononocononononononononono nono conoce nono nono nn nn nono nero cane nnn recono none nnn nene nenenens 148 APPENDIX B WHAT THE DATA FILENAMES REPRESENT cecccsscssscssssssssssssscscsssesssseees 149 TPS FILENAMES cscri dba dd iaa 149 INT FILE AMES vereda a tt oe dates ta dd it tits 151 APPENDIX C THE PRSBACK BACKUP PROGRAM cacssssssssssssssssssssssssssssesssssssssssssesssseseee 152 INSTALLING PRSBACK A A A As 152 Adding a Desktop Shortcut ICON viii ia 152 STARTING PRSBACK tt 152 CREATING A BACKUP A vs ha Reeve Wes 152 Data Backup Check WindOWr s issiam i a di
140. e across a network It s a big program with a memory footprint of about 20 meg You could try making a c p6 folder on the workstation then copy the exe and dll files from the server s p6 folder to the workstation s p6 folder Next change the shortcut so that the target points to c p6 p1w exe instead of serverdriveletter p6 p1w exe BUT leave the Start in alone Does the system work on some machines but seems to think about it and then do nothing on others Sometimes your Windows doesn t have enough files set in your config sys Try 100 or 125 If this isn t descriptive enough you need to have your consultant do this for you Sometimes having full time virus scanning turned on does this Ask your virus software vendor how to work around this OR exclude our program from your scanner if you can Power management Do you have Energy Star features on your computers Probably so Power management and networking DO NOT MIX You can have your computers power management features turn off and or dim the monitor but DO NOT have them turn off the hard drive network cards etc This will definitely cause you grief when computers are networked Grief lost data Database corruptions timeouts and other troubles Another issue is the various ways that Windows9x and NT try to improve performance often at the price of stability Sometimes these things work other times they cause network timeouts because they force additional file operations behin
141. e called an update form from a browse window you won t have access to that browse window until the update form is closed Therefore the Active Windows list will show you only the name of the update form and not the parent browse it is updating As soon as you finish your update and close the update window the name on the Active Windows list again show the name of the browse window This list is particularly useful if you have a number of windows open simultaneously and have hidden one behind another It is also good practice if many windows are open to check for duplicates of the same window to make sure you don t have duplicates open since in many cases this can create confusion Help Contents This brings up the help contents screen for PRS You can get basic help descriptions by clicking on a topic Search For Help On Here you can have your computer build an index to the help system 145 How To Use Help This brings up your standard Windows operating system help system Register PRS This item should only be accessible if you are using an unregistered demo version of PRS It contains information about how to register receive technical support etc About PRS This lets you know what version of PRS you are using 146 Appendix A Troubleshooting and Error Messages Duplicate Key Error You receive a Duplicate Key Error message if you attempt to add an entry which duplicates the contents of a field which PRS r
142. e picture Notes Longer notes related to the picture The update window also features an Image Editor button to open the image editor on your computer associated with the image s file type 114 Schedule Activity Times Activity Times give you a place to keep track of all scheduled activities with a primary focus placed on rehearsals These listings keep track of dates start and end times scene numbers and descriptions for all activities Several tabs allow you to sort your activities in a number of ways y Schedule default Activities are sorted by date and time Activity Type Activities are sorted by activity type Time Activities are sorted by start time Selected Scene Number Alphabetical This tab limits the activities list to those for the currently selected scene If no scene is selected or to change the scene use the Select Scene button which appears below the browse list when this tab is selected Location Activities are sorted by location Selected Location This tab limits the activities list to those at the currently selected location If no location is selected or to change to a different location use the Select Location button which appears below the browse list when this tab is selected Selected Activity Type This tab limits the activities list to those of the currently selected activity type If no activity type is selected or to change the type use the Select A
143. e selection of an ID picture file for the person 109 Sources Vendors Suppliers of props wardrobe etc Use this file to keep track of the names of anyone providing elements for the play If items are coming from your cast or crew you should use the same reference name here which you created in the Cast and Crew file Note Addresses and telephone numbers displayed here are no longer automatically linked from names in other files The Vendors Sources File Browser provides tabs to sort by Vendor Source Name Contact Person or Vendor Category Additional list boxes display address and phone number information for the selected Vendor Source A View Items Provided button opens a window which displays lists of props wardrobe and set dressing items obtained from the selected vendor source e Source Vendor Within PRS the terms Source and Vendor tend to be used interchangeable to indicate a company or person that provides items used in the production This can be either a company name or a Name ID of a cast or crew member If it is a Name ID from another category the Address and Phone Number information will not automatically be linked Because a Name ID entered here does not automatically link to the cast and crew file if you change the spelling of a person s name and hence their Name ID or delete a name here it has no effect on the other file e Type Category of source such as rental house cast member etc You
144. e set change personnel file to keep track of who does what during your set changes Select personnel and scene numbers and add descriptions and notes about what that person has to do NOTE This only works if the persons performing the set changes have been assigned role numbers Also inclusion in set changes for a scene does not automatically include a person in that scene s rehearsal lists The Set Change Personnel browse box can be sorted by scene order default role number or limited to show only those set change assignments for a specific role number Scene Number Use a scene number name which has been entered in the scene breakdown e Character Role Number This is the character role ID number as defined in the character roles positions list Each entry relates a single character to a scene e Description This field is for descriptions relating to a character s activity performed in the set change the selected scene Description fields have a length limit of approximately one line and can be viewed in browse boxes e Notes This field is for notes relating to a character s activity performed in the set change for the selected scene Notes fields can be very large and can not normally be viewed in browse boxes Notes can be viewed by bringing up the edit update form for the selected record Costume Names A costume name is the overall name for an outfit worn by a character Rather than list each item of wardr
145. e shortcut versions of the date for your entry such s typing only mmddyy instead of mm dd yyyy e Returned check box Use this check box as a reference to note that this copy of the script has been returned e Date Returned You can use this date field to note the date when the script was returned e Description Brief description of the individual script if helpful in differentiating it from other scripts If for instance you are using musical parts as a script category the 119 individual instrument might be a good thing to enter here e Notes Additional notes relating to the individual script copy and it s being checked out or in Script Shipments The Script Shipments file provides a place to keep track of the shipments of script copies either received from or returned to the publisher or other owner by the production as a whole Shipments are comprised of a number of entries one for each script type being shipped A value of 1 in the Rev column indicates that the scripts are being received while a value of 1 indicates they are being returned You may use the tabs to sort script shipments by Date Records are sorted by the date when the shipment took place earlier dates are listed first most recent shipments appear at the end of the list ate Script Type This tab sorts the list by script type ate Selected Publisher Script Owner This tab limits the viewable list t
146. e theatre complex name the location area You may select an entry from the drop combo list start typing and have it smart fill your entry or if you enter a new Location Area ID you can add a new area to the list e Clear Location Area Press this button to remove the contents of the Location Area field and the Specific Location field as well if there is a location entered there e Specific Location ID After selecting a location area you may also select a specific location if the person is limited to only the one specific location within the area The Specific Location ID must be one already related to the currently selected Location Area only related entries are allowed If there is no entry in the Location Area field you will not have access to this field The drop combo list shows the possible related selections e Clear Location Name Press this button to remove the contents of the Location Name ID e E mail Address The person s e mail address If an e mail address is specific to an address rather than a person you can enter it with the appropriate address in the addresses file rather than here e Website URL Website address e Description A brief description of the person s responsibilities abilities etc e Notes A memo field in which to put longer notes The notes field is seldom printed in reports Additional tabs in the update form show address and phone number info or allow for th
147. ectories Drop Box Drop down list box An entry or selection field box normally with a down facing arrow at its far right Clicking on the arrow makes a list of selections appear any one of which can be selected by clicking on it Drop Combo A drop down list box which in addition to being used to select an item from the list also allows the user to type in new or existing data In most cases smart fill functionality auto completes what you are typing based on the contents of the drop combo box Additionally some Drop combo boxes are programmed to allow for adding a new entry if no matching value is found Edit The act of changing information which has already been entered Edit In Place The ability to edit information directly in a browse box instead of using an Entry Update screen Entry Field An area in an entry update form where data may be entered Entry Form A form window which is used to add new data to a file In most cases this is the same as the update form used to edit view and change data in a file File The data structure which allows information to be grouped under a single file name In the case of a data file it may also be known as a table File Browser A window which allows you to view records rows and fields columns from a file table Filter program report a word or expression used to limit what information is viewed in a browse or printed in a report Folder A part
148. ed of entry secondary browse boxes have been set up as edit in place boxes What that means is that when you go into Insert or Edit mode either by pressing the appropriate button or by using the right mouse button on a selection or by double clicking on the selection instead of bringing up an entry form the browse box goes into an edit in place mode In these cases you enter information directly into the appropriate places in the browse box Tree Windows Tree windows use an Explorer style tree display to provide an expandable collapsible view of related data They are used as an alternate way of showing certain data which may contain relationships several levels deep or which may be easier to understand in tree form Typically clicking on the box to the left of an item will expand the branch beneath it Clicking on a box collapses the branch Expansion and contraction of the various levels can be affected by using the right mouse click pop up menu For many tree levels this menu will also provide the option to call the forms to insert or edit a record NOTE Though a tree window is an excellent way to enter numerous types of information from a single form it will not serve as the starting point for data entry until there is already some data in it This occurs because it senses which entry forms to access based on the currently selected type of data and can not do this until there is data in it to read Drop Down Combo Boxe
149. ed the selected picture should automatically display The status of this check box on opening the form is determined in the Pictures tab of the General User Preferences window Changes of the checkbox status in this window only remain in effect as long as the window is open Keeping auto display selected can slow system performance See the General User Preferences section of the manual for more information 82 gt A Display Picture button is also provided which allows you to manually cause the selected picture to display You may wish to use this when the auto display is not selected It is also useful in redisplaying the image after the window has been re sized NOTE Re sizing the window will not make the picture area larger e Blocking Pix Type Category name for a type of blocking drawing pix e Order Sort order optional in which this blocking drawing pix type will appear in drop down selection boxes e Description A brief description of the blocking drawing pix category e Notes A longer descriptive field for notes about this type of blocking drawing pix Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Personnel Pix Types The Personnel Pix Types Browser contains two list boxes The Personnel Pix Types list box contains cast and crew picture types and their related descriptions A second list
150. ed means that each time a list box item is selected which relates to a picture filenames the computer will retrieve that picture When working in a single user setup with a fast computer and hard drive and with compressed image files keeping the Auto Display box checked is normally not a problem It will provide you the luxury of being able to view the appropriate picture as you move through the browse file However when working in a network setting or if picture files are large and or uncompressed the disk access and network traffic involved in trying to keep your picture display up to date can seriously slow down your computer and network In these cases we recommend keeping the Auto Display box unchecked and using the manual Display Picture button found in these windows when you want to view a picture e Logo Picture Filename Enter the full filename including PATH information of the file you wish to use as a logo for those reports in which a logo is included in a printout e File Selection Button Press this button to browse your file structure to find the filename of your logo The area at the bottom of the Pictures tab displays the logo picture when a filename has been entered 78 General Categories Menu This menu section is where you will find most of the items used to set up PRS Here you gain access to the various browse forms in which you can view the categories that will appear in selection boxes throu
151. efault value is checked If you wish to use a different style of Name ID and do not wish to have it automatically derived you must un check this box e Male Female Select whether the individual is male or female E mail Address The person s e mail address If an e mail address is specific to an address rather than a person you can enter it with the appropriate address in the addresses file rather than here e Social Security Number Enter the person s social security number or other identifying number if desired e Website URL Website address e Class If this is a student production you can enter the graduating class of the student This field will accept only numbers for entries Whole numbers only no decimals e Agent This field can contain an agent s name for reference The field is not currently linked to anything else in the program though the browse box can use this entry as a sort field e Agency This field can contain an agency s name for reference The field is not currently linked to anything else in the program though the browse box can use this entry as a sort field 106 Hair Color A few possible hair colors are included to simplify entry You may either pick a color from the drop down list or type in a new color This is not a smart fill field Eyes A few possible eye colors are included to simplify entry You may either pick a color from the drop down list or type
152. eldom printed in reports Blocking Notes Use this field for general notes about blocking for the scene up to 2000 characters If you are using PRS to manage blocking diagrams you may wish to use this field for only the most general notes and use the fields of the Blocking Pix file for more specific blocking information Text Tab If you want to keep a copy of the text for the scene paste it onto the database on this tab It is here to provide you a reference only You cannot print a script from the text tab contents as this would probably violate script copyright restrictions Preparedness Level Tab New in PRS v1 20 Preparedness Level provides a system for recording the status of your scenes in terms of their readiness for performance Using a scale of 1 10 1 for least prepared 10 is totally prepared you can enter preparedness ratings for each scene You can enter an overall rating or enter individual ratings for up to 10 preset aspects of the production and optionally have PRS average your ratings to create an overall rating Scene Information Text Preparedness Level Overall Preparedness Level EE 2 Compute Average ToS Compute Average Scale 1 10 1 Unprepared 10 Totally Prepared Actors Dancers Singer 3 Musicians 3 3 Wardrobe 6 2 Props 10 2 Sets om amp Lighting 10 Tech 8 Other Category OO Preparedness Description Need sandals and more robes NOTE In the averagi
153. en waiting for your input To Change or Delete a scene type you can do so by using the CHANGE or DELETE buttons or by RIGHT CLICKING on the scene type and picking the appropriate action from the pop up menu Remember you can change or delete a category easily before other information has been entered relating to 1t However if you change a scene type after having assigned it to a number of scenes those related scenes will take on the new scene type after 1t has changed Furthermore once scenes 29 are assigned to a category name the category name cannot be deleted as long as there are scenes associated with it This is an example of a Referential Integrity Constraint which has been programmed into PRS If you wish to delete a category name you need to first reassign the category name for any scenes currently using it Once there are no longer any scenes using the category name the deletion process will go smoothly EXIT the form by pressing the CLOSE button Setting Up Vendor Source Categories By now you ve gotten the hang of adding and eliminating category names but before moving on it would be good to take a quick look at Vendor Source Types In the Main Menu CLICK on General From the menu selections that appear CLICK on Vendor Source Types and the Vendor Source Supplier Types screen will open This is much like the other category types browsers in that it contains two browse boxes the top one for category names the botto
154. en Adding a Character to Scene comes back for you Continue to Character and CLICK to ENTER the following characters for this scene Scene Number Character Act 1 Scene 1 1 5 Hippolyta Act 1 Scene 1 1 6 Lysander Act 1 Scene 1 1 7 Demetrius Act 1 Scene 1 1 Hermia Act 1 Scene 1 1 10 Egeus After entering the last character CLICK NO as a response to the Record Added message This will return you to the Scenes Tree As you may have guessed the Scenes Tree can be your gateway to a great deal of data but we will leave 1t now to look at another way to add characters to scenes Press CLOSE to exit the Scenes Tree Viewer Incidentally had you un checked the Edit In Place check box on the Character Roles tab of the Scenes Browser adding or editing a role for the scene would have brought you to this same entry form thus allowing you to enter or edit wardrobe link information from the Scenes Browser as well From the main menu select Breakdown then Character Roles In Scenes This list box shows you details of each character in each scene and can be sorted either by character or scene After looking at it you will probably realize that most of the time you will be more likely to get this information either from the Characters or from the Scenes file browsers but this view is available as well 57 Press the INSERT button below the list box and the same Adding a Character Role to Scene entry form we were just using appears only this t
155. en related to specific scenes by Character Role Number Individual Pages This report creates an activity schedule list for each character in the play A new report page starts with each character so these reports can be distributed to individual cast and crew members NOTE If an actor is playing several parts the character role schedule for each of the parts must be consulted Tech crew and other non actors who have been assigned character role position numbers will have schedules only if their role numbers have 139 been related to specific scenes To print out the report for an individual character preview the report find the page s for that character and use the print selection area at the top of the preview screen to limit your print selection Date Limited Activity Schedule Reports To simplify creating activity reports for specific periods during your production certain reports have been created to limit their output to only those dates within the range of dates specified on the Reports tab of the User Preferences window If you have not specified report beginning and ending dates no records will be read and the program will return a Nothing To Preview message Activities by Date Date Limited This report creates a list of activities by day including scene number page number one line scene description and the contents of the activity times notes field for each activity Character roles are not listed in this rep
156. en the window Select the Activities Scheduled tab in the lower part of the window Use your mouse to select various scenes in the upper list box and see how the scheduled activities list box changes To change information for an activity or to view it in its update form just DOUBLE CLICK on the activity use the Edit button or select Edit from the RIGHT CLICK menu 64 PRS User s Manual v1 20 3 Scenes Scene Order Setting Type Scene Alphabetical Prep Level View Other Related Data Blocking Pix Timing Prep Set Name Description A Overture j 20 Athens Royal Court Walk in Music Dialogue i 03 Athens Royal Court The Royals plan their we Athens Royal Court Dialogue 04 221 Athens Royal Court Hermia and Lysander ple Dialogue 02 Athens Royal Court Helena s plan to win Det Dialogue i 06 Athens Meeting House The acting company as Dialogue 02 Woods Fairies Puck introduces himself Dialogue N 05 aA W oods Fairies Titania and Oberon fight Dialogue 03 ame Woods Fairies and Hume Helena chases Demetri gt ofa m biv Copy Scene Information Insert Delete Add Activity 10 4 2004 Monday 4 30 PM Rehearsal Bostelli 217 M Edit 10 15 2004 Friday 3 45 PM Rehearsal Bostelli 109 10 24 2004 Sunday 3 30 PM Rehearsal Windward 4 11 17 2004 Wednesday 5 30 PM Rehearsal Karson 4 11 30 2004 Tuesday 4 30 PM Rehearsal Bostelli 114 am mall Remove Help Close Printing Activity and Rehearsal S
157. ences 19 77 VCR Button 63 VCR Controls 32 54 74 Vendor 110 121 136 Vendor and Supplier List 134 by city 133 by contact person 135 by source name ID 133 by state 133 by zip code 133 items listed by vendor continuous list 135 individual pages list 135 Vendor Source Type 30 Vendor Source Types 82 Vendor Source Types 30 Vertical Aperture 84 View Other Related Data 51 View Other Related Data Button 88 Virtual PC 13 Vista 15 Pod Waist 107 Walk On 116 Walk ons 93 Wardrobe Item 97 use in costume 97 Wardrobe Item Pictures 98 Wardrobe Item Pix 98 Wardrobe Items 88 95 in costume 96 Wardrobe Items in Costume 96 Wardrobe Items List 135 alphabetical 135 by costume ID 136 by costume ID w notes 136 by ownership type 136 by source or owner 136 quick list by costume 136 Wardrobe Pix 136 Waybill 120 180 Web Site 14 Website URL 112 Weight 107 Window active windows list 145 arrange icons 145 cascade 145 tile 145 Window Menu 22 Windows 13 Start Menu 18 152 Write Protection 159 Year program assumptions 62 Zip Files 12
158. ene 4 Theseus 5 Hippolyta 11 Philostrate Costume ID Adams Pamela L 2 Add Role Edit Remove That s it time to move to the next scene Before you do you ll notice that the character names have appeared but only one actor ID That s because these parts have yet to be cast We ll do another scene this way later but first let s look at a different method Exit the Scenes File Browser In the main menu select Breakdown and below that select Scenes Tree A scenes list appears which looks a little different than the Scenes File Browser we were just in At this point Act 1 Scene 1 has a little plus sign to it s left while the rest of the scenes don t If you press the plus sign the list expands to show you elements in the scene including the cast members Scenes Tree Viewer oO x _ Pre Set Athens Royal Court Walk in music 7 4 Theseus 5 Hippolyta Adams Pamela L 11 Philostrate Act 1 Scene 1 1 Athens Royal Court Father enters with Hermia and Youths Act 1 Scene 1 2 Athens Royal Court Hermia and Lysander plan to elope Act 1 Scene 1 3 Athens Royal Court Helena s plan to win Demetrius Act 1 Scene 2 Athens Meeting House The acting company assembles Act 2 Scene 1 Woods Fairy Puck introduces himself Act 2 Scene 1 1 Woods Fairy Titania amp Oberon fight Oberon sends Puck for fairy juice Act 2 Scene 1 2 Woods Human Helena chases Demetrius into the woods 4 gt j gt j gt Ki g
159. ensssonsnseresmensssss 18 STARTING PRS aaneres A AA AG hae Arden Bawa Ea a 18 SETTING USER GLOBAL PREFERENCES s cccssssecesssececsessececsescecsesaececseneececseeecsesaeeecsaceeceeseeeceeaeeecsesaeeees 19 SETTING GENERAL CATEGORY ITEMG cc sssccecssceceessececsesaececseseecssaeeecseneececeeeecsesaeeecsesaeeeeseeecnesaeeeeseaaeeess 21 CUSTOMIZING YOUR PRESET SELECTIONS cssccccssssecessssceceesececsnceececsneeecsesaececeeseeceeseeeecsesaecesneseeeesseeeeneaaees 22 Setting Up Phone Types oo is a A AA td ai ii 23 Setting Up Address TIPOS le IS ati ia tangas e did 24 Setting Up Location Types and Location Area Types c cooonocioninonnnonnnnonnnananacnnnonannnonnon aran cnn onn cane rn none cnc cnnannona 25 Cascading Entes o da 25 Setting Up SCENE TIPOS WA da a ii dase bebe 28 Setting Up Vendor Source Cate gorieS cccccccsccescesecssecssecsseesecesseeseeseeeseceseceeeesecesecesecaecnaecnaecsasesseeneeeaees 30 Setting Up Files for Other Category Types cccsccesccesscssecsseeneeessessseseceeecesecsecsecuaecsaecsaeeseeeseeeseeeeeeneenaees 30 BREAKING DOWN THE SCRIPT cuca 30 SETINAMBS e dl alle ie hain nade tie 31 RESIZING GAISEDOX CUM does 35 ROLE POSITION NUMBERS AND NAMES csssssceessscececssececeessececseseecesaeeeceesaececseseecessueeecseaaececseeeeeesseeeeseaaees 35 ADDING CAST AND CREW MEMBERG ss cccssssscecssssecesssneecsessececseneecsesaeeecsesaececeessecessuesecseaaececsesseesssneeeseaaees 39 Adding a
160. eports See descriptions of reports for more information NOTE In order to use the limit activity to functionality of the program the selection boxes must be set for all cast and crewmembers as well as for all activities If you forget to make these selections or if you make incorrect selections your cast and crew lists for activities will not be accurate Because we are not sure how many users wish to utilize this function most reports are set up without this limiting filter e Clear Selections Button Eliminate selection checks from all check boxes e Select All Cast Button Places selection checks in the Principals Minor Roles Walk Ons Chorus and Dancers check boxes e Select All Button Places selection checks in all check boxes e Check Boxes Principals Main character roles Minor Roles Smaller speaking roles which may require only minimal rehearsal Walk Ons Non speaking or minimal speaking roles Chorus Roles which appear on stage as a group Dancers Performers in dance numbers Musicians Musicians who will perform live during show Lighting Lighting crew Sound Member of sound crew Key Tech Indicates primary tech crew member Additional Tech Indicates additional tech crew member OOOOCOCOOCODd e Description Brief description of activity if desired e Notes A memo field in which to put longer notes The notes field is seldom printed in reports The VC
161. equires to have a unique value The message will indicate in which field the duplicate occurs but in certain cases this indication may be difficult to understand because it lists the program s internal name for the field rather than the name which appears in the update form Duplicate Key Error xl Adding this record creates a duplicate entry for the key Scene Number In the above case it is obvious that the error refers to the fact that two scenes may not have the same number Solution Press the OK button and in the entry form change your entry to a new unique value In this case change the scene number you are entering to one which has not yet been used Referential Integrity Delete Error Certain items in PRS cannot be deleted unless there are no entries directly related to them An example of this is the Scene Types category which will not allow the delete of a category which has scene numbers associated with it Referential Integrity Delete Error This record is referenced from the file Scenes This record cannot be deleted while these references exist If you attempt to perform such a delete you get a Referential Integrity Delete Error Solution If you get this message you must first CLICK OK to clear the error message If you still want to delete this scene type you must switch the category of those related scenes to a different category before the you can eliminate the scene type Nothing to Preview This
162. er contains two list boxes The Scene Types list box displays scene types and their related descriptions A second list box shows all scene numbers of the type currently selected in the first list box along with their one line description You are restricted from deleting a scene type that is currently being used to describe a scene Referential Integrity Delete Error x This record is referenced from the file Scenes This record cannot be deleted while these references exist If you attempt to do so you get a Referential Integrity Delete Error If you get this message you must first CLICK OK to clear the error message If you still want to delete this scene type you must change the type category of those scenes that are currently using the scene type you wish to eliminate NOTE When creating your scene breakdown it is often convenient to assign scene names numbers to transitions overtures etc e Scene Type Category name for a type of scene e Description A brief description of what the scene type name represents 80 e Notes A longer descriptive field for notes about this type of scene Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Activity Types Activity Types are the category names for the activities you will be scheduling Typical activity types are Rehearsal Tech Rehearsal Dress Rehearsal
163. er of the workmen Actor 13 Nick Bottom Workman Actor Actor 14 Francis Flute Workman Actor Actor 15 Tom Snout Workman Actor Actor 16 Robin Starveling Workman Actor Actor 17 Snug Workman Actor Actor f y x 2f The preview header bar along the top of your screen gives you a number of preview viewing and printing options They are described later in the manual For now we are just interested in printing the page CLICK on the printer icon with the red 1 over it near the center of the preview header bar just to the left of page A Select Printer dialog box appears We checked and selected a printer earlier because changing the printer here could create formatting problems CLICK on OK and your character list prints out There should be enough room to the left of the text to three hole punch it and place it in your binder for later reference NOTE If you don t want to print this page yet you can exit from the preview by CLICKING on the red X Adding Scene Breakdown Information As the saying goes If it s not on the page it s not on the stage and this is where you start putting the play onto the PRS page Everything in your production in one way or another directly relates to the play s script and so the most important task in PRS is organizing the script information by breaking it down into its component parts PRS bases scene relationships on the scene numbering system you create for the play and in the Addi
164. er page for standard Avery form for cast and crew members including the person s name picture if defined the play and company name as well as any logo specified in User Preferences Location Personnel Picture ID 8 Horizontal This report creates 8 horizontal ID labels per page for standard Avery form for location personnel including the person s name and title picture if defined the play and company name as well as any logo specified in User Preferences 132 Contact Lists Contact Lists feature both address and telephone number information All Cast and Crew This report creates a cast and crew contact list sorted by the performers name Addresses and phone numbers for each performer are also displayed Cast and Crew by City This report creates a list of all cast and crew sorted by the performer s city Addresses and phone numbers for each performer are also displayed Cast and Crew by State This report creates a list of all cast and crew sorted by the performer s state Addresses and phone numbers for each performer are also displayed Cast and Crew by Zip Code This report creates a list of all cast and crew sorted by the performer s zip code Addresses and phone numbers for each performer are also displayed Vendors Sources This report generates a list of sources people or companies who supply rent lend own or otherwise provide production items such as props set dressing and war
165. erformance scenes grouped together You now understand why entering a Scene Order for every scene 1s so important so you can view and print the scenes in their performance order Character Roles in Scene Our last basic data entry before we start scheduling rehearsals for the above 7 scenes will be to list the cast members in each scene If you are not currently in the Scenes File Browser open it ALT B followed by S The first scene is the Pre Set for which we won t yet define any character roles so CLICK on and highlight Act 1 Scene 1 in the scenes list box We know that this scene contains Theseus 4 Hippolyta 5 and Philostrate 11 We will enter them using a quick entry technique which assigns characters to the scenes but doesn t allow for other input 55 nm PRS User s Manual v1 20 PRX We will be using the Edit In Place technique for adding these characters To the upper right of the Character Roles list box is the Edit In Place check box V Edit In Place If this is not already checked CLICK on it to do so This will allow you to enter character numbers directly into the list To the right of the Character Roles Positions in Selected Scene list box CLICK on the Add Role button This places your cursor in the upper left corner of this list box for you to make some edit in place entries Type 4 hit your DOWN key type 5 hit your DOWN key type hit ENTER Character Roles Positions in Selected Sc
166. es 130 Scene Number 53 61 89 130 tab 55 Scene Number List alphabetical 130 178 Scene Order 52 53 55 129 130 139 Scene Timing 54 Scene Types 28 29 52 80 130 144 file browser 28 Scene Update Form 89 Scenes Tree 56 92 Schedule 65 Schedule 60 115 138 Schedule Report 20 Scheduling an Activity 60 Score 85 Screen Resolution 88 Script 85 check in out 119 reference number 119 Script Breakdown 30 Script Shipments 120 Script Tracking 144 by person 144 by script reference number 144 by script type 144 not yet returned 144 Script Type 119 120 Script Types 85 Scroll Bar 34 72 Scroll Bars horizontal 34 Search 63 116 128 Select 72 Select All Button 116 Select All Cast Button 62 116 Select File 78 Select Printer 50 Selected Scene Only 60 Serial Number 14 Server 16 Set Change Personnel 88 95 131 by role position number 131 by scene 131 Set Cue Name 104 Set Cue Types 87 Set Cues 104 Set Dresing 35 Set Dressing Item 33 34 88 100 101 as part of set 31 101 Set Dressing Items List 137 by item 137 by owner or source 137 by ownership type 137 by set name 137 Set Dressing Pictures 101 Set Dressing Pictures 137 Set Name 31 32 52 90 100 101 130 Set Names 31 file browser 31 Set Names List 137 Setting Names List 137 Setup PRS 15 SHIFT TAB 74 Shipping Address 122 Shoe Size 108 Shortcut 73 duplicate field entry 38 Shortcut Icon 71
167. es Personnel Pix Types Formats Script Types and Cue Categories As you have probably guessed by now you will use this menu to set up the basic categories that you will be using throughout your production General Breakdown Cast C Phone Types Address Types Location Types Location rea Types Scene Types Activity Types Role Position Types Vendor Source Types Ownership Types Blocking Pix Types Personnel Pix Types Formats Script Types Q Cue Categories gt CLICK on one of the category types to take a look at the current lists of category names it contains Selecting any of these menu options opens a browse window a window containing one or more list 21 boxes that display the data residing in your files Typically the primary list in a browse window will contain one or more tabs that can be used to sort the order of or otherwise limit the data displayed Open several more browse windows to see how these category lists are similar or different If you haven t been closing windows after looking at them you may have noticed that your screen is rapidly becoming cluttered We suggest that to avoid confusion you should close windows after you have finished with them If you feel the need to keep multiple windows on the screen simultaneously you can use the Window menu to show you a list of all the windows that are open within PRS Heb Tile Cascade Arrange Icons 1 Phone Number Categories
168. es are linked to the reference names you create here as well as a list of roles performed You must create Personnel ID s for your cast and crew before you can enter address or phone information for them The browse form also lists and displays related pictures and includes an Auto Display checkbox whose initial setting is taken from your User Preferences and a Display Picture button to manually display the selected picture or redisplay after a window resize NOTE Resizing the window will not affect the size of the displayed picture The update form for Cast and Crew is called Add Personnel e Last Name Last name of the person e First Name First name of the person If you wish to use Mr Mrs or Ms These should be entered before the name here e Middle Middle name or initial of the person e Name ID Normally combines the last first and middle names into a single Name ID which is used throughout PRS to identify an individual Two persons may not have the same Name ID so in cases of duplicate names add a letter or number to the end of the last name to differentiate them Smith Greg and Smith2 Greg would be an example The Name ID is limited in length to 30 characters combination of letters spaces and punctuation so a long name may be cut short e Derive Name ID This check box indicates whether the Name ID should be derived automatically as described above from the person s last first and middle names D
169. f activities sorted by day and location including activity type scene number start and end time and contents of the activity description field Neither activity notes scene descriptions page numbers nor character roles are listed in this report 138 New Page Daily w Character Roles This report creates a daily report of character role lists for each scene in each scheduled activity sorted by day and start time For each activity the scene number start and end times page number and scene description are displayed as well as character role number role name actor ID and understudy ID for each role in the scene A new page begins for each new day of activities NOTE If an activity is scheduled without a scene number the activity is still listed but with an empty box for the role information Because character roles are defined relative to scene numbers an activity with no scene number will not generate a character roles list by Date Limit by Character Groups This report creates character lists for each scene in each activity sorted by day and start time For each scene being rehearsed the scene number start and end times page number and scene description are displayed as well as role number part name actor ID and understudy ID for each character role position attached to the scene Character roles are listed only if one of the their limiting groups is a group selected for the activity NOTE If an activity is scheduled
170. f these exist because the process opens up a number of possibilities for user confusion or error resulting in potential loss of critical information or the possibility that your files may become unreadable by one or more of your computers Wiping out or losing critical data Don t like the sound of this When you replace data on a computer by copying over it the data that is being replaced No Longer Exists If you make a mistake and overwrite the wrong files you will lose your data end of story Have you ever made a mistake and lost a letter or a memo that you had to re create Think about needing to re create your database if you make a mistake Always create backups of your work before moving files Don t do this late at night or when you are rushed These of course are the two times that you will undoubtedly need to move your data These are also the two times you are most likely to make a mistake or overlook an important step If you are going to move data make sure that you have enough time and alertness to make backups and then do the job in a methodical manner Check your media regularly When copying files one of the most likely physical problems is with bad sectors on media floppy disks etc Your floppy disks are lifetime guaranteed so if one goes bad you can send it to the manufacturer and get a new one Big deal This doesn t help you much in retrieving data you can t read Remember which d
171. folders for your pictures we recommend that you place copies of your pictures in them because this will help keep the picture files organized and manageable as well as more easily accessible from the program Press the small button to the right of the Pix File Name entry field a 42 PRS User s Manual v1 20 Adding an Actor or Crewmember Picture oy x Picture Filename Info Actor Crew Name ID Pix File Name Picture Name Pix Type y Date 5 19 2002 Description Notes a Cancel Help Image Editor Note We are not adding this picture file itself to our database Instead we are saving the exact location and name of the picture of Pamela Therefore if you move your picture files to a new location you will have to establish a new link to them in order for them to be displayed by PRS This opens a Select A File window This is a standard Windows navigation and selection window which allows you to navigate to and then select the file you want In this case we have included some sample picture files so navigate to the PixFiles directory which is a subdirectory of the Prs12Samp directory The default address of the file is c OnSetApps Prs12Samp PixFiles HeadShotl jpg When you have navigated to this file CLICK on it to highlight it which also places it in the File Name entry area and then CLICK Open to select it You could alternately DOUBLE CLICK on the filename in the list to select it direct
172. g Save Record and Add Another CLICK on the VCR Play symbol and this will save the Athens Royal Court entry and then clear the entry window for you to add another setting name for the show Let s add some more Setting Names for Midsummer MOVE CURSOR to select the entry field for Set Name and type Athens Meeting House CLICK again on the same VCR Play symbol Again at blank entry screen MOVE CURSOR to Set Name and type Woods Fairy CLICK yet again on the same symbol a m le Edit General Breakdown Cast Crew Co Schedule Reports 4 e bl gt gt bE y hh QO me 99 js r i ZN mA aa Adding a Setting Name SetName Set Name Description Notes MOVE CURSOR to right of Set Name and type Woods Human You have now entered four set names without having to return to the browser screen Since this is the last set name we are presently entering CLICK OK to exit the Adding a Setting Name window and return to the Set Names File Browser window You see that the set names you added are now displayed in the list box thens Meeting House hens Royal Court We have now accounted for four settings of the play Athens Royal Court is an interior Athens Meeting House is also an interior Woods Fairy which reflects the director s decision to make the woods have twinkling lights in the woods when the fairies are present and Woods Human similar woods but the twinkling ceases when the humans are about in
173. g Vendors Sources and Cast amp Crew files Open the browse form for the appropriate file with Cast Crew Co Cast and Crew or Cast Crew Co Sources Vendors Suppliers DOUBLE CLICK on the first name or company in the list to open the appropriate update form Once the update form has opened CLICK the Forward VCR button just below the main menu This saves the category name for the entry and moves you to the next person or company Continue pressing the Forward VCR button to move from entry to entry until you have cycled through all your entries Press OK when you have reached the last new entry Perform this routine for both the Vendors Sources and Cast amp Crew files for each file group you are upgrading Updating the Music and Sound Effects file Open the browse form for the Music and Sound Effects file with Breakdown Music and Sound Effects DOUBLE CLICK on the last sound name at the bottom of the list to open the update form Once the update form has opened CLICK the Backward VCR button just below the main menu This saves the category name for the entry and moves you to the next person or company Continue pressing the Backward VCR 4 button to move from entry to entry until you have cycled through all your entries Press OK when you have reached the last new entry the beginning of your list Perform this routine for the Music and Sound Effects file for each production you are upgrading Check a
174. g the script ID type and check out date this report shows the source publisher of the script and its value Totals are generated for the number of scripts not returned as well as for their dollar value by Script Type This report generates lists of scripts checked out or in grouped by script type and sorted within each group by the name id of the cast or crewmember who checked them out Scripts which have been returned and then checked back out are listed more than once General Lists Scene Types List This report lists the categories of scene types The contents of the description field are included Address Types List This report lists the categories of address types The contents of the description field are included Phone Types List This report lists the categories of telephone number types The contents of the description field are included User Preferences This report gives you a one page list of the current settings of your global user preferences Window These are the basic window controls as found in most window programs 144 Tile Divides your screen among your open windows by placing them side by side Because some windows particularly the update entry forms have preset limits to how narrow they can be displayed this often proves a less than pleasing option NOTE If you tile the windows on your screen and then close them the next time you call them they will appear in the same place and size as t
175. ghout PRS to identify an individual Two persons may not have the same Name ID in the same file so in cases of duplicate names add a letter or number to the end of the last name to differentiate them Smith Greg and Smith2 Greg would be an example The Name ID is limited in length to 30 characters combination of letters spaces and punctuation so a long name may be cut short e Order A sorting reference number used to determine the order of appearance in certain lists Lower order numbers appear earlier e Title The job title is included for reference e Social Security Number Enter the person s social security number or other identifying number if desired e Location Area ID Since location personnel are related to specific locations you must choose the general location area that the person belongs in This entry is more important than the specific location ID below because personnel are tracked based on the general area rather than specific space As an example a theatre complex may have two or three stages and half a dozen rehearsal spaces plus offices and dressing rooms You may be scheduling events performances rehearsals meetings fittings etc in five or six of these spaces When entering information into the program you don t want to have to enter the same management security and custodial staff information for each of these half dozen spaces You want to enter the information only once linked to th
176. ghout the program Many of these browses also provide lists of related items for the selected type Based on the logic built into the program changes made in this section will tend to ripple through both the program and your data Phone Types This file holds names of categories for the telephone numbers you will use in the database You can be as specific or vague as you wish with these names Typical categories might be Home Work Fax Beeper Mobile Toll Free etc You are restricted from deleting a phone type that is currently being used to describe a phone number The Phone Number Types Browser contains two list boxes Phone Types lists your phone type categories and their related descriptions A second list box shows all phone numbers of the type currently selected in the first list box e Phone Type Category name for a type of phone number e Description A brief description of the phone number category e Notes A longer descriptive field for notes about this type of phone number Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Address Types This file holds names of categories for the addresses you will use in the database You can be as specific or generic as you wish with these names Typical categories might be Home Work Vacation House Location Hotel etc You are restricted from deleting
177. h cues here Other Cue Name A short descriptive name used to identify the other cue Other Cue Number If you assign numbers to your cues here is the place to enter it Cue Type Select a cue category Length Length of cue hh mm ss Description Description of cue Notes A memo field in which to put longer notes The notes field is seldom printed in reports Set Cues The various general aspects of your set cues are contained in this file Tabs are provided to sort your list by name or category Set Cue Name A short descriptive name used to identify the set cue Set Cue Number If you assign numbers for each of your cues here is the place to enter it Set Cue Type Select an action cue category from the drop down list or add a new category name by typing it here An add update form will open for your new entry Length Length of cue hh mm ss Description Description of cue Notes A memo field in which to put longer notes The notes field is seldom printed in reports 104 105 PRS User s Manual v1 20 Cast Crew Cast and Crew This is where you enter personal information for the various members of your company Cast and crew are grouped together because on smaller productions the dividing line between the categories is often blurred or nonexistent The primary browse list can be sorted by name ID full name last first middle agent agency or class Phone and address fil
178. haracter descriptions are included in the list Lists are only created for those groups which have roles associated with them and the list is printed continuously each new role position type does not start on a fresh page by Actor or Tech Person This report creates a list showing all performers who have at least one associated character number The list is sorted by performer ID and for each performer includes their full name as well For each performer the character part name character number character description and character type are listed If a performer plays more than one role all the roles will be listed with them here NOTE This list includes any crew members who have been given character numbers such as Director Stage Manager etc Cast Crew and Vendor Lists Basic Lists Personnel Info Individual Pages This report prints all personnel info including fitting data thumbnails of pictures addresses phone numbers and notes for cast and crew members starting a new sheet of paper for each person Personnel Activity Notes This report prints all activity notes including both brief notes and memos organized by performer ID ID Labels Cast Crew Picture ID 4 Vertical This report creates 4 vertical ID labels per page for cast and crew members including the person s name picture if defined the play and company name Cast Crew Picture ID 8 Horizontal This report creates 8 horizontal ID labels p
179. haracter roles in scene is a way of linking character role numbers to scene numbers to create your breakdown of who appears in which scene You will most likely want to enter this information from the scenes browser where role numbers for the scene can be quickly entered in succession Scene Number Use a scene number name which has been used in the scene breakdown Character Role Number This is the character role number as defined in the character roles positions list Each record relates a single role number to a scene Costume ID We are working on the assumption that any character will wear only one costume during a particular scene Therefore the ID code for the costume is entered into this file for each character scene assignment For productions in which the characters do not make costume changes this field may not need to be filled in at all For more complex productions this provides a handy reminder of who is wearing what when Description This field is for descriptions relating to a character s activity or presence in the selected scene Description fields have a length limit and can be viewed in browse boxes Notes This field is for notes relating to a character s activity or presence in the selected scene Notes fields can be very large and but can not normally be viewed in browse boxes Notes can be viewed by bringing up the edit update form for the selected record 94 Set Change Personnel Use th
180. hat your data is now correct 169 Glossary and Index Glossary of Terms This section is provided to give quick explanations of some of the computer and theatre terms used in the program and manual It is neither intended to be comprehensive nor is it a replacement for reading the manual but it should be helpful in providing quick descriptions of some of the terms with which you may be less familiar Backup Make a copy or the actual copy of computer files These should be kept in a secure place separate from the originals or computer and held in case any problems occur with the originals Browse A method of viewing information from data files A typical browse form contains a list box with rows and columns and may include pre defined sorting limiting tabs Check Box A small box which can be used for selecting or de selecting named items Clicking on the box or its description selects or de selects the item Cursor A vertical line or pointer indicating the position on the screen where editing or other keyboard activity will occur Cursor Keys The keyboard keys with arrows on them Left right up and down These keys can be used for example in positioning the cursor for editing and for navigating through menus or moving through drop boxes Directory A part of the computer s file system basically the same as a Folder Directories can be created and named by users and can hold either files or other dir
181. he When the program ask to save the data the data is kept in cache on the local machine until the cache is flushed instead of being on the server Right Click MY Computer gt Properties gt Hardware gt Device Manager Right Click Disk Drive gt Properties Disable Write Cache Enabled Restart the computer Opportunistic locking oplocks and performance This white paper discusses issues related to opportunistic locking something that can seriously impact performance on ISAM databases which ours are This site is related to a product DataFlex that we do NOT use but the same issues can impact your Photo One databases usually causing error 530 or other error 5XXs http www dataaccess com whitepapers opportunlockingreadcaching html 163 More Microsoft articles related to opportunistic locking Now you see why we suggest keeping up to date on Microsoft fixes http support microsoft com default aspx scid kb en us q 124916 Some Client Applications Fail when writing to Windows NT http support microsoft com default aspx scid kb en us q 129202 PC EXT Explanation of Opportunistic locking in Windows NT http support microsoft com default aspx scid kb en us q 130922 Event error 2022 Server unable to find a free connection http support microsoft com default aspx scid kb en us q 138365 How the autodisconnect works in Windows NT http support microsoft com default aspx scid kb en us q 142803 Locking error or
182. he box and click OK until you dont have to look at all these network settings anymore Reboot your PC hope for the best Windows 98 networking Here is Microsoft s best place to start page for dealing with Windows98 issues including networking issues http support microsoft com highlights w98 asp Windows ME Millennium networking Here is Microsoft s best place to start page for dealing with Windows ME Millennium issues including networking issues http support microsoft com highlights winme asp Windows 2000 networking Here is Microsoft s best place to start page for dealing with Windows 2000 issues including networking issues http support microsoft com highlights Win2000 asp Windows XP networking Here is Microsoft s best place to start page for dealing with Windows XP issues including networking issues http support microsoft com highlights winxp asp Windows 2003 Server networking http support microsoft com default aspx scid fh EN US winsvr2003 Need Netbeui on your XP systems and can t find it Click here to find out how to install it http support microsoft com search preview aspx scid kb en us Q301041 Workstation drive letters getting the red X disconnecting from the main computer You can disable this by issuing this command from the DOS command line net config server autodisconnect 1 Before using this command we suggest you read the Microsoft article that discusses autodisconnect You
183. heir tiled position Cascade Places your open windows one on top of the next in a slightly offset fashion so their title bars are initially displayed This function also tends to normalize the sizes of your windows Because of the variety of sizes and shapes of the PRS windows owing to the various list boxes they contain the cascade option may prove more frustrating than it is worth because of its auto resizing feature NOTE If you cascade the windows on your screen and then close them the next time you call them they will appear in the same place and size as their cascaded position Arrange Icons When you minimize a window it becomes a small icon bar on the bottom of the main PRS window These bars may be moved around or for that matter closed If they begin to be scattered all over the screen or if resizing the screen has made them cluttered hard to find or hidden use the Arrange Icons function to make the icon bars line up in an orderly row across the bottom of your window The Active Windows List There is no menu item with this name but the list appears automatically as you begin to open windows Any window which is active either open or running minimized in an icon bar is listed at the bottom of the Window Menu The currently selected window name is displayed with a check mark next to it Here you can switch your active window by selecting a different one or bring up a minimized window and select it NOTE If you hav
184. hen on Control Panel In XP the Start menu gives you direct access to Control Panel Double click on Add Remove Programs In the list box select PRS and hit the Add Remove button This will start the uninstall program Follow the prompts After removing the program you may wish to remove additional database files the program has created You can do so by removing the PRSxx sub directory in c OnsetApps If you have no other OnSet programs installed you may wish to remove the OnSet subdirectory as well which at this point should be empty If you have placed an icon on your desktop this can be deleted as well select the icon and hit your Delete key Database Concepts PRS is a database designed specifically to meet the needs of theatre productions It allows you to enter many different types of information grouped by different categories and then quickly and easily retrieve the information and see relationships among the various aspects of your production The PRS database is set up as a standard relational database which means there are numerous files defined and structured in such a way that relationships are determined between various elements In most cases several items in one file will relate to a single item in another file The database contains numerous files each containing a number of records entries Within each record the individual categories are called fields You don t need to know much about database structure to use PRS
185. her PDF creation driver as your default printer You must own Adobe Distiller or other pdf creation program to do this These are neither provided nor licensed through PRS or OnSet Software Exit Exit gets you out of the program You don t have to perform a separate save function before exiting because PRS automatically saves all your data as you enter it You can also exit from PRS by using the Window Close X box on the title line of the program We highly recommend making a backup of your data files the ones that end with tps after you exit from PRS Make backups often and store them in a safe place The data files produced by PRS are not overly large A complete backup of most productions can fit on a single high density floppy disk and obviously higher capacity storage media should have plenty of room for the files Backups should be made when PRS is not running On networked installations make sure that there are no users accessing PRS when you make your backups You must exit from PRS before you shut down your computer In fact Windows will not shut down properly while PRS is running 76 Edit Menu Cut Copy Paste These are the standard Windows edit commands They allow you to cut or copy text from entry fields You may also use the standard windows commands CONTROL C to copy text to clipboard and CONTROL V to paste it from the clipboard User Preferences These are your global user preferences The information yo
186. here may be additional scroll bars for individual columns These have been specially programmed to provide an easy way of viewing data which may be wider than the column without adjusting the column width and thereby limiting the number of columns viewable within the box at a specific time The columns in the browse box have been assigned preset widths You may want to adjust the column widths for easier viewing To do so place the cursor between two columns either in the title header or data areas The cursor will change to a double arrow While the cursor is a double arrow you can click and drag the boundary line to adjust the width of the column to the left of the boundary NOTE Starting in PRS v1 20 when you close a browse window any changes you have made to the column widths will be saved When the window is next opened the column widths will return to their default settings In addition PRS will remember which tab s were selected and will initially select the same tabs when you re open the window This is different from earlier PRS versions in which browse formats return to their default settings each time the window is opened Browse Tabs The primary browse list box in any given browse window will often have several tabs at the top of it These are sorting limiting tabs When you select a tab you are selecting a sort order for the display of the data in the browse list box In certain browse windows one or more of the
187. hey vary in degrees of complexity from simple lists to complex breakdown forms This manual contains brief descriptions of each report but you will probably want to look at the various previews to see how they best fit your needs Reports are also one of the areas in which we particularly welcome user suggestions and input You may find that you have different needs in your production and we welcome your suggestions the more specific the better on what other reports you would find most valuable We plan on designing more report forms for incremental releases of PRS and would be happy to hear what other forms you feel would be most useful 75 Menu Items File Menu Print Setup Print Setup allows you to choose your windows printer whether the default printer or another printer on the system select paper orientation and allows you to access your Windows printer driver options It is important that you have a default printer selected on your computer even if there is no printer currently connected to it If you don t have a printer please select a fax driver or other generic printer as your default printer Under certain conditions PRS may not operate properly if there is no printer selected If you plan on printing reports you must make sure that you have selected the printer you wish to use before you access the report from the reports menu If you want to create Adobe PDF format files of your reports select Acrobat Distiller or ot
188. hours remaining of your flight but it s far more trouble than it is worth otherwise Bottom line issue You dont want network cards turning off because you haven t moved your mouse for 20 minutes You dont want your server s hard drive turning off because no one has touched the server keyboard in the last 30 minutes this might make your workstations just a little bit cranky when they are trying to read stuff on that server s drive This is exactly what Power Management is supposed to do but you don t want this to happen when using a networked database To investigate go to Start settings control panel XP in ugly mode or Windows 2000 or Start Control Panel XP in pretty mode and double click the Network Connections icon if that doesnt exist on your computer you need to find the place where you can change settings on your network cards Find your network adapter on this screen Usually it will say something like Local Area Connection or Wireless Connection 1 if you are ignoring our advice and using wireless Right click that icon 161 click properties When the screen opens you ll see the name of the network card up near the top just below the tabs To the right of that there is a Configure button Click it When the next screen opens there will almost certainly be a Power Management tab On that tab chances are you will see a checkbox that says something like Allow the computer to turn off this device to save power Uncheck t
189. ialogue Athens Royal Court Pg 20 0 03 00 The Royals plan their wedding 11 00 0 23 00 Overall Preparedness 38 8 MAN Actors 9 Props 10 Dancers 7 Wardrobe 6 Singers Sets 10 Musicians 10 Lighting 10 Other Tech 8 Act 1 Scene 1 1 Dialogue Athens Royal Court Pg 22 0 05 00 Father enters with Hermia and youths 11 10 0 28 00 Overall Preparedness 88 un ee AROS ESA a Actors 9 Props 10 Dancers 8 Wardrobe 6 Singers Sets 10 Musicians 9 Lighting 10 Other Tech 8 Need sandals and more ODAS 91 Scenes Tree The Scenes Tree viewer provides another convenient way of looking at and or updating much of the information related to the various scenes in your breakdown The basic tree display shows a list of scene numbers in the first column set names in the second column and scene descriptions in the third column To the left of each scene number may appear a small box which contains a small plus sign or dash minus sign If no box is present there is no additional information about the scene available to the viewer The plus sign indicates that there is related information that can be viewed and pressing the plus sign expands the tree for that scene to reveal roles music props etc Once a tree branch has been expanded the plus sign becomes a dash Clicking on the dash collapses that branch of the tree back to its previous root state For certain items there may be more than one level of expansion possible For instance if a
190. ick Stage And press TAB The Add a Location for Activities entry form appears we ve seen this one before with Bostwick Stage already entered for Location ID TAB to Location Name and type Bostwick Theatre Center TAB to Area Name and type Main Stage 62 TAB to Location Type and use the drop down to select Theatre TAB to Location Group ID and use the drop down to select Ridgemont School PRESS OK to return to the Add an Activity Time entry form For Description type Blocking Rehearsal Press OK and No This returns us to the Activity Time Schedule List Because we wish to add another rehearsal for the same date we will use the Copy Activity button to add a rehearsal for Act 1 Scene 1 1 from 4 00pm to 4 30pm NOTE The Copy Activity button does not necessarily copy all entries exactly Because the form is set to default to Rehearsal as an activity type the Activity Type field will be filled with Rehearsal no matter what kind of activity is being copied With the most recently created activity highlighted CLICK the Copy Activity Button This reopens the Add an Activity Time entry window except now all the fields are already filled with the data we just entered We only need to change three items Scene Number Start Time and End Time CLICK the Scene Number drop box arrow and select Act 1 Scene 1 1 from the list TAB to Start Time and hit your UP CURSOR ARROW six times each click adds 5 minutes TAB to End Time and hit
191. ick on the feet radio button and everything is converted back There is never a need to enter both horizontal and vertical image sizes since the program reads the aspect ratio from the formats file and changes the complementary measurement appropriately You may notice that on the Projection Distance Size tab it is possible to change the horizontal or vertical image size If you do so the distance measurement changes accordingly to show how close or far from the subject you need the camera to provide the desired image dimensions NOTE If you want to change image size by zooming or changing the lens select the second tab before changing your image dimensions Then it is the lens focal length which will be recomputed based on your changes e Format Select the short general format name used to describe the format from the drop down list as found in the Formats file 122 Measurements in Feet Meters Select whether you want to enter your distances and image sizes in feet or meters When you switch from one to the other the program automatically converts any measurements you have already entered Lens focal lengths are always stated in Millimeters and Circle of Confusion measurements are always stated in thousandths of inches Projection Distance Size Tab The items on this tab compute the horizontal and vertical image sizes based on a specific lens length and projection throw distance or object distance e Lens
192. ick perusal will serve as a refresher for the more experienced and may even provide a few new tips and tricks PRS is built so there are plenty of right ways to accomplish most of your tasks The tutorial tries to show you most of the standard ways of working so you can choose the ones you like best If you have trouble with the basic concepts of how PRS works as a database a look at the How the Program Works section may be in order The later parts of the manual provide descriptions of all the elements of the program with explanations structured in the order in which items appear in the menu This is intended to be reference reading if you have trouble understanding how something works or are unsure what kind of entry is expected in a given field At the end of the manual are appendices which will come in handy if you encounter error messages or want to know more about your specific work files These are followed of course by the index which has been manually generated to try to point you to the most relevant appearances of a topic rather than listing every time a topic word is mentioned Above all else we want PRS to be your most useful tool in creating and maintaining an organized production As with any tool safety is important and in the world of computers safety means making backups PLEASE MAKE BACKUPS OF YOUR WORK ON A REGULAR BASIS 10 Making Backups This is probably the most important page you will skip ove
193. ides a list of scenes in which each character appears starting each character s scene list on a separate page Costume outfit name description of character in scene page number and one line description are included This is particularly useful if you wish to give each actor a copy of his or her scene assignments It also simplifies 130 creating a printout for an individual character which can easily be accomplished using the print selection band at the top of the preview page Scene Items Props by Scene This report shows each scene which has props used in it and provides a list of props for each of these scenes Each scene header displays the scene number and one line description and each prop line indicates the prop name quantity used in the scene and any description of its usage in the scene Set Change Personnel by Scene This report shows the characters involved in set change activities in scene by scene order by Role Position Number This report shows information on character involvement in set change activities on a character by character basis Breakdowns Breakdown Continuous This report combines virtually all of the numerous pieces of scene related information and compiles them on a scene by scene basis Scene information characters in scene what they wear props music etc are all included This report can be lengthy if a great deal of data has been entered It prints as a continuous list Breakdow
194. idly entering information for new scenes which are similar to another scene already entered It is most useful when entering all scene information on a scene by scene basis In addition to copying the information shown in the Scene Update Form it also copies related information Characters in Scene To use the Copy Button select the scene you wish to roughly copy by CLICKING on the scene number in the upper list box Then CLICK on the Copy Scene Info button The Adding New Scene Information entry form appears filled in with the information from the scene you are copying You must change the Scene Number to a different scene number for the new scene You will probably also want to change the Scene Order and Page Number When you are happy with the new entry data press OK to go back to the Scenes Browser At this point you will notice that the scene you have just created already has the characters from the copied scene assigned to it Edit these if there are any differences in the characters in this scene The Copy Scene Info button can prove extremely useful if the play you are breaking down goes back and forth between two character groupings or if numerous scenes have similar characters If you use a Pre Set for the play and have it defined to include all your cast members you can copy this to include everyone in the curtain calls NOTE It is a good idea to have at least one scene which includes all cast members such as Pre Set
195. ight s Dream Character bie 1 Oberon Role 1 Oberon Samuels Mark A September 28 2002 Saturday 3 30 PhM 5 00 PM Pre Set Meeting Hedgeworm101 Walt in Music Orientation All Perarmers Musicians and Craw October 03 2002 Thursday 4 50 Phd 5 30 PM Act 2 Scene 1 1 Rehearsal Bostwick Stage Tiana 4 Oberan fight Oberan sends Puct far fairy juice Alea October 04 2002 Friday 4 15 Phl 4 45 PM Act 2 Scene 1 2 Rehearsal Hedgeworm 101 Helena chases Demetrius ima the woods Alea Role 2 Titania Daniel Carrie September 28 2002 Saturday 3 30 PhM 5 00 Phi Pre Set Meeting Hedgeworm101 Walt in Music Portal All Per armers Musicians and C raw October 03 2002 Thursday 4 50 PhM 5 30 PM Act 2 Scene 1 1 Rehearsal Bostwick Stage Tiana 4 Oberan fight Oberan sends Puct far fairy juice AlCost Role 3 Puck Morely Darcy September 28 2002 Saturday 3 30 PM 5 00 Phi Pre Set Meeting Hedgeworm101 Walt in Music i i All Per armer Musicians and C raw October 03 2002 Thursday 4 00 PM 4 45 Phi Act 2 Scene 1 Rehearsal Bostwick Stage Puct introduces himsel AllCaaA 4 50 Phd 5 30 PM Act 2 Scene 1 1 Rehearsal Bostwick Stage Tiana Oberan figh Oberan sends Puct far fairy juice Alea If you had wanted to print a separate activity schedule page for each member of your cast you would have chosen Reports Activities Schedules by Character Number Indiv Pages By now you should be realizing just how much time the pr
196. ime there is no information pre entered in any of its fields CLICK on the drop down next to Scene Number the scenes list will appear SELECT Act 1 Scene 1 2 Hermia and Lysander Plan to Elope Add Characters 6 and 8 as above so your characters for the scene are Scene Number Character Act 1 Scene 1 2 6 Lysander Act 1 Scene 1 2 8 Hermia You have now added Characters to Act 1 Scene 1 2 NOTE You probably noticed that when the form re set for your next entry the Scene Number entry box displayed Pre Set This occurred because the drop list defaults to the first entry in the list What you wanted however was your last entry Act 1 Scene 1 2 This is a good time to use the CONTROL key combination to enter the previous value in the field Characters in Scene File Browser olx Scene Order Character Role Number Selected Scene 4 Theseus Act1 Scene 1 5 Hippolyta Act1 Scene 1 11 Philostrate ct 1 Scene 1 1 4 Theseus Act1 Scene 1 1 5 Hippolyta ct 1 Scene 1 1 b Lysander Act1 Scene 1 1 7 Demetrius Act1 Scene 1 1 8 Hermia ct 1 Scene 1 1 10 Egeus ct 1 Scene 1 2 b Lysander ct 1 Scene 1 2 6 Hermia Le el hel m Insert Delete Close N Help Close out of the Characters in Scene File Browser and go back to Breakdown Scenes Browser and enter the rest of the cast for the scenes the quick edit in place way Select the scene in the top list box click o
197. ion Type 27 Overture 28 29 30 89 Ownership Type 82 a Page List 128 Page Number 52 90 Page of Pages 129 Pages to Print 128 selection box 66 Parallels 13 Parent Browse Form 74 Password for CleanFile exe 155 Paste 77 PATH Statement 15 PCX file Versions 21 PDF files 13 76 Performance Type 103 Person Types 85 Personnel Adding 37 set change 88 Personnel Activity Notes 132 Personnel ID 106 Personnel ID Picture 109 Personnel Pix 113 Personnel Pix Types 83 Phone 134 Phone List 68 All Listings basic list 134 by area code 134 by name ID 134 Cast and Crew by category 134 by name 134 Vendors and Sources 134 Phone Number 45 47 79 112 113 Phone Types 23 79 113 144 Adding 23 Photo ID 44 Picture 44 82 113 adding 42 thumbnail 39 Picture Files 12 41 Picture Formats 52 92 97 98 99 101 108 113 Picture Name 114 Pictures 20 42 File Formats 42 Pictures Global Preferences 20 Pix File Name 92 97 98 99 101 113 Pix Files subdirectory 43 114 Pix Type 114 PKware 155 PkZip 12 155 Play Name 19 77 129 Pop up Menu 29 73 right click 24 Pop Up Menu 74 Position Number 93 Power PC 13 Power Surge 11 Preferences 19 77 129 142 144 Preparedness Level 53 90 Pre Set 60 89 Preset Selections 22 Preview 75 Preview Report 49 Principal 36 116 check box 37 Principals 93 Print CSV 129 number of copies 129 Print Button 128 Print Current Pag
198. ional brief description of the picture or drawing Notes Longer notes related to the picture or drawing Cues List The various cues for the production can be viewed in this browse list Cues of all types are displayed here their default is to be sorted in scene order Tabs are also provided to sort cues by name of cue or by the value of the cue order Use the Selected Cue Type tab to limit the list to cues of a certain type light cues music cues etc The Cue List combines the cue names specifically created in various categories with a scene number and various other reference information In order to add a cue for your production it must be linked to a specific scene Cue Type A short name given as a title for each piece of sound Scene Number Select a scene from the drop down list Cue Number You may if you wish assign a cue number for the cue Cue Order Enter a sorting order number for the cue Cue Name Select a cue name from the drop down list or add a new cue name by entering it here The cue name drop list does not become visible until a cue category has been selected thus allowing you to access the appropriate list of cue names Count A short field for count info Cue Line The script line or action when the cue should take place Pre Post Select whether the cue takes place in the beginning middle or end of the scene or of the cue line if you wish Cue Transition
199. is used the reports which create badges Reports Tab Entries on this tab relate specifically to reports e Report Footer Enter a general footer line you want to be printed on the bottom of your reports You are limited to 70 characters in length though even this length may become clipped in certain reports e Report Start Date The date you wish to use as the beginning date for reports which are date limited Standard entry format is your Windows Short Date format as determined in your International Settings for your Windows operating system e Report End Date The date you wish to use as the final date to be included in reports which are date limited Standard entry format is your Windows Short Date format as determined in your International Settings for your Windows operating system 77 The two date fields Report Start Date and Report End Date are used to limit certain schedule reports In order for this feature to work properly dates must be present in both of them Each of them has a Today button associated with it which will enter your computer s current date into the appropriate field There is also a button which can be used to clear the field entry Standard entry format for the dates is your windows short date format PRS will however accept a number of options for date entry based on certain assumptions and automatically convert them into this format e Enable Character Group Limits Filter in Act
200. isk Yes the files are compact enough that most productions can fit their data onto a single floppy and PrsBack will prompt you for additional floppies if you need them It also helps manage a list of backups you have made File compression can be turned on or off and it is possible to restore files to an alternate location The program resides in your default PRS directory and is started from the same start menu you use for PRS PrsBack contains elements licensed from Sterling Data in the UK and its 4 6 version number refers to their version which has been used as a starting point for the utility Installing PrsBack PrsBack installs automatically when you install a full registered version of PRS The install program places PrsBack exe in the same working directory as your PRSxx exe file and tps data files Adding a Desktop Shortcut Icon A desktop icon can be a convenient way of starting PrsBack To add one open Windows Explorer making sure that it is not maximized so some desktop is still visible and navigate to your PRS working directory default is c OnSetApps PRSxx Locate the PrsBack exe file RIGHT CLICK on the PrsBack exe filename and keeping your right mouse button depressed drag it onto your desktop and release your right mouse button From the popup menu which appears select Create a Shortcut This places a shortcut icon on your desktop You can re name the shortcut if you wish to do so Starting PrsBack
201. ist Pint taria 141 Limitedto Character GTOUPS cito eean iae e a ape a e int aeae asi sada 141 Groupand Date Limited ierre ree en ia RE er a EN E a eri seeders 142 by Scene Numbers io 142 Dy TUNG APE RAE ts iia rs 142 Rehearsals by Character Role Individual Pages c sccscsccssesseesesssesecsesecceeecseenceseeseesecaeesecaeeeeaeeneeas 142 DY ROLESIN GLE Li a e suse e paa a e vans ae ea orders 142 by ROLE Small Tist cacon a lie waned 142 Jor RONG E Of Dates li A pes 143 NN NR 143 by Role Individual Paleo ati nia it R 143 AS covevite Oe SKEETER E EAE r eea pEr N twee eee as 143 by Group and General Area ciciscccssscsicsssosvinesssussessacsseessasesbaatiensbesessdeasee sbepssseacabuteesbestagescegaavsceaabepsssenton s 143 Overall and Specific Location NAMES oooonccnocinonononnonnnnnannncnnn cono cnno ono nono nano nn conan naar naar nana n cnn cine cn nccn nono 143 NI AN E NN 143 LOCATION ida 143 Overall Location Area TY Pes iirin iiss sansir n aoaea SER EAS EEA ED aS anio E EA SEa ba cas 143 SCRIPT TRACKING e a annie aE Ea a a EA aea EE AEE E EE A EE E EEE AEO A ESEE EREDA EEREN ESAE 144 b Perso e A A sae eid E AAEE E 144 by Script Reference Number ID sscccssccsisscieesinssssetiassseeseepassescseshee viesusousedecseapsasasiagtionsinssiseddepebeesbepbsseaseots 144 Not Yet Re A aiii dia AR casing ba Ad aci 144 DISCIIPOT Den A A IA 144 GENERAL LISTS dd dato od 144 Scene TVpesklstaiis iii id 144 Address Types LaS desduesbenisSietede
202. istance SIZE Tabaco idol ie lacada ls do dei dE 123 Projection Required Lens Tab oioiion nica ico 123 Photo Calculations Tab iii ie 123 Stop WICH suc an is E tesi 124 RECTOR DTi E NEdES 126 PRINT PREVIEW poesins nien snene apse tora 126 PRINT PREVIEW SELECTION CONTROLS NEW IN V1 20 o ecssscccesssececssececeesececseceececeeeeeensaeeecseaaeeeeneeeeenenee 127 Printing OPIO menene e e ia dll aa beas SEa e a ss 127 Previewer NAVIGATION oona epee NON 127 Pape LAST e e e a ir rs 128 Preview Image Size ie ae ea ii 128 Pages to Pr ee e a e tiras 128 Sedreh FUNCHONS dais criadas ea e byes cong aeaa ee E id 128 Number Of Coples e ii lid 129 CREATING A ENNE I E T E ES 129 PRE DEFINED REPOR AEREA A EA S E 129 SNESE S NO 129 SCONE E IIIR E E E E E E A 129 Simple list iN Scene Ordenes iii 129 Tist W NoteS is povesss setetiasesae si eoat Ceneo accion eea EASE aE aaron ORERE SEE EE aSa biien SANSA RES 130 wW Larger NOtes vascssisescsdiecestassesvesssesdvasiacsavssadisspeses saskesiidasesbsasuonssadessessapygees Gsbuesse chants SR EPEE DEE SEESE ESES ERSS 130 by Setting A ON 130 La Ba A Scene E RA A R 130 by Sc ne Number Alphabetical os s cccssscuscessucesssssssedseieesesubesissdestuasossssndsdastnsseschousdoteseesteossapsosbesnes 130 Character Role Appearances in SCCNES 1 sscceseesseeneeseeseeesseesecesecseceseesecssecsecuaecsaecsaecaeeeaeeeaeeseseneeenees 130 by Scene NUMDET creisse irssi yie tenesi hs sseussasiseusbessssvenshcas
203. istance from the film plane or video chip to the object subject This is also the distance for which the lens focus is set for computational purposes e Vertical Image Size If you enter a Vertical Image Size the form automatically computes the corresponding Horizontal Image Size If an Object Distance has been entered the Lens Focal Length needed to produce this size image at this distance is then computed e Horizontal Image Size If you enter a Horizontal Image Size the form automatically computes the corresponding Vertical Image Size If an Object Distance has been entered the Lens Focal Length needed to produce this size image at this distance is then computed e Lens Focal Length Required This field is computed based on image sizes and lens focal length You cannot make any entries in or changes to this field Photo Calculations Tab The items on this tab compute the image size and depth of field based on lens focal length f stop and object distance Changing any of these elements automatically triggers a re compute e Circle of Confusion A measurement used for quantifying the point at which an image begins to look out of focus The circle of confusion for most formats has been determined by standards organizations based on what seems acceptably sharp This 123 measurement must be entered in inches and can contain four decimal places of accuracy 1 10 000 of an inch When you select a Format the value
204. ither staying with v3 0 or moving up to v5 0 or more recent releases at this time Virtual PC has also become part of certain of the more advanced Office suites for the Mac Just to make things more confusing Virtual PC is available in various versions Please be aware that to run PRS on a Power PC Mac you need Virtual PC and a version of the Windows operating system to be run by it It is possible to buy Virtual PC without the Windows operating system a reasonable option only if you already own a copy of Windows so make sure that you have either the Virtual PC program with Windows included or the separate version of Virtual PC and the Windows operating system in order to run PRS on an older MAC 13 Obtaining Help Help for registered users can be obtained by sending e mail questions to support onsetsoftware com We will attempt to respond in a timely fashion Responses will be sent to the e mail address to which the program is registered Only one e mail address is allowable per registered copy Please let us know when your e mail changes to avoid possible delays in your receiving help responses and update notifications Also be aware that our email addresses may change if the spam level for a certain address becomes untenable If you have trouble reaching us via email please use the contact form on the www onsetsoftware com website If for some reason you don t get a response within 24 hours please try again Our apologies but spa
205. ivities and Rehearsals Reports When this box is checked the group limits filter is enabled in certain activities and rehearsal reports where it is applicable Enabling the filter means that those characters whose groups are not selected for a given scene are filtered out of the reports and thus not printed Many users do not want to be bothered with character groups and specifying them for each activity If you don t use the limits do not check this box or your resulting reports will be unpredictable See more about Character Groups and Character Group Limits under Rehearsal and Activities Schedules e Print Character Group Limits Status When this box is checked the status of the group limits filter is printed as a bottom footer line in reports where it is applicable Pictures Tab Here you can select the normal opening status of the Auto display check box found on various browses and update forms throughout PRS as well as specify a logo picture to be used as needed e Auto Display Picture The Auto Display Picture check box sets the default opening status of this checkbox found throughout PRS on windows that include a picture display In other words when the checkbox is checked here any window which contains an auto display check box will have the box automatically checked when its window opens When the Auto Display Picture box is checked in a window the selected picture automatically displays NOTE Keeping this box check
206. l file is SetupPrsSample exe which includes and installs sample data files to show you how the program works once data has been entered It installs a sample version of PRS into a separate sample directory Note This is not to be confused with the Demo version of PRS which has certain capabilitiesdisabled To install either file begin by closing any other programs you may be running Insert the PRS CD into your CD drive If your computer is set to auto run a CD when inserted the installation menu will open automatically Select the version you wish to install and follow the screen prompts If your computer does not auto run and launch the installation program you can start it manually From the Windows Start menu select Run Use the Browse button and select your cd rom drive this usually requires using the Look In drop box near the top of the window Navigate into the Autoptn subdirectory and select AUTOptn exe Running this program will open the installation selection menu Optionally you can select one of the SetupPRS___ exe programs as described above to bypass the installation menu and go directly to the setup program If you purchased PRS through internet download you will obviously not be auto running a cd Please follow the directions that came with your download passcodes When the appropriate installation program opens follow the on screen prompts to install Use the same procedure for the other file when you are ready to
207. ld over and over you can use a shortcut and press CTRL Depress the Control key and the quote double quote key simultaneously and the previous record s entry for the selected field will be duplicated As you doubtless know there are more parts in A Midsummer Night s Dream than have been entered here We are stopping at this point to simplify your data entry and keep the tutorial moving The Roles list box in the Characters File Browser should now look something like this depending on your screen resolution and whether you ve reset any column widths 38 PRS User s Manual v1 20 Role Role Name Description A i King of the Fairi 2 Titania Actor Queen of the Fairies 3 Puck Actor Morely Darcy Oberon s Helper 4 Theseus Actor The Duke of Athens 5 Hippolyta Actor The Duke s Betrothed 6 Lysander Actor Youth in love with Hermia 7 Demetrius Actor Youth in love with Helena 8 Hermia Actor Girl in love with Lysander 9 Helena Actor Girl in love with Demetrius 10 Egeus Actor Hermia s Father 11 Philostrate Actor The Duke s Steward 12 Peter Quince Actor Leader of the Workmen 13 Nick Bottom Actor Workman Actor 14 Francis Flute Actor Workman Actor 15 Tom Snout Actor Workman Actor 16 Robin Starveling Actor Workman Actor 1 Snug Actor Workman Actor 4j wh opel pal pal gt Em gt Adding Cast and Crew Members Let s now enter some members of our cast and crew As we add the names of the individuals that work in
208. le Xtra Reports Window Help la e PP PE YY amp am ss 2 7 x AS Notice the row of VCR Symbols below the menu You will be using them later to streamline your data entry process Note If you want to use PRS for your own production before and or at the same time as using the tutorial you might want to either clear out the data from the PrsSample program and enter the tutorial data in the PrsSample application or add an extra installation of PRS on your computer to be used exclusively for the tutorial If you wish to keep a backup of your sample data but remove it for using the sample program to run the tutorial you can back up the sample data by following the directions for PrsBack exe found in Appendix C at the end of this manual To eliminate the sample data but not the sample pix files from the Sample version of the PRS program follow the directions for using CleanFil exe in Appendix D at the end of this manual To create an additional install of PRS use either method found in Appendix E at the end of this manual 18 C PRS User s Manual v1 20 Setting User Global Preferences User Global preferences are individual elements and setup parameters that you use to customize your use of PRS CLICK on Edit then User Preferences as we begin to add data for this tutorial Edt General Breakdow I l A Preferences window will appear on the screen You will notice that this window contai
209. lled Click here to download Network Tune Up We got it from Bytemasters http www bytemasters com Another NT issue re slow network performance with Service Pack 4 5 6 or 6a Q249799 http www microsoft com technet support kb asp ID 249799 Fix that leaky hose While it is certainly possible don t automatically assume network errors are a program problem These products are being used in many many networked systems and by as many as 130 people simultaneously on ONE network Do other multi user applications work ok Can you save a text file into our application s directory using Windows Notepad If not the problem is more than likely with the network setup Just one little thing related to sharing or permissions can mess things up Keep in mind that our programs have many as many as 80 or more files open across your network at once where Notepad only has one Like a leaky hose where you dont see the leaks till lots of water is going through the hose under pressure a network can exhibit similar behavior and not fail until it is under a heavy load 164 Getting a TPSBT 1477 and or 2172 The 1477 and 2172 errors are caused by improperly closed files Kind of like a file cabinet whose drawer or file wasnt closed Improper closing can be caused by rebooting the server while the workstation is in the program rebooting a workstation while it is in the program logging out while you are in the program having a power outage or eve
210. ly Look in 3 PixFiles y Ej Al ex 8 2sExt JPG 8 Hall3 BMP 8 Jack3 JPG 9 Oslog 2 Amcset2 JPG 2 Hall4 JPG 8 Jack4 jpg 8 Oslog a Amcsetza JPG a Hall5 JPG a Jacksbarl JPG fg Tux 2 Brutus1 BMP HeadShotl jpg 8 LowAngleJPG JPG 2 Brutus2 JPG la HeadShot2 jpg gs M2s JPG 8 CU1 JPG 8 InChair JPG 8 NewsBench1 JPG JPG 8 Hall JPG 8 Jal JPG 2 Oslago2aBW gif 8 Hall2 JPG 8 Jack2 JPG 3 OSLOGOcol gif 2i File name HeadShot jpg Files of type an Files v Cancel Note At this point you are probably wondering about all the navigation you may have had to perform in order to get to this file By default PRS looks for a PixFiles subdirectory under the working directory for your files Since you are probably using the full install of PRS rather than the sample data install to run this tutorial the program starts out looking in a PixFiles folder which is empty from which you then 4 43 PRS User s Manual v1 20 have to navigate to get to the PixFiles folder located under the Prs12Samp subdirectory What this all means is that when you store your pictures you should save them in the PixFiles directory which is a subdirectory of your working directory To check this for yourself go into Windows Explorer or My Computer and Copy the files HeadShot1 jpg and HeadShot2 jpg into the PixFiles subdirectory of your working directory Default address is C OnSetApps PRSxx Pix
211. ly before your report is ready to preview For most reports this discrepancy is minimal but if the bar reaches its endpoint and nothing seems to be happening for several seconds do not panic the computer is doing its final stage of preparation to display the preview and this stage may take time if the report and or data is complex NOTE You can preview a report without having to print it No This means NO Preview Send the report to the printer without previewing If you make this selection PRS skips the preview stage entirely and creates and sends the report directly to the printer Obviously this is NOT the selection to make if you don t want to print the report The progress bar which appears at this point is not necessarily representative of the entire printing process and depending on your system the progress bar may reach its completion point significantly before your printing has started Cancel Neither creates a preview of the report nor prints it Use this button to get out if you have reached that point in error NOTE You can preview a report without having to print it 126 PRS User s Manual v1 20 Print Preview Selection Controls new in v1 20 PRS Scene List Report Preview a ES lol x Scenes Listed in Scene Order Aldidsu ner Nipht s Dream PRS includes a comprehensive report preview system which allows you to both view the pages in various sizes and select pages you wish to print in a num
212. m and television scripts are broken down and as you will discover later it can save you time and keystrokes in entering data b Character Roles Positions File Browser lol x Role Position Number Role Position Name Actor or Tech Person ID Understudy ID Role Type Understudy rm ofl ofa mium il mi insert y CE Scenes in which above selected character role position appears In the Character Roles Positions File Browser the sorting tabs on top of the screen are Role Position Number Role Position Name Actor or Tech Person ID and Understudy ID There are columns for Role Role Name Type Name ID Understudy Description and Default Costume ID A second list box shows the scenes in which the character appears Note We will now add 5 sample character role numbers We are going on the assumption that you will select your play before you have your actors selected and hence you will want to input your role names before you select the actors to play the roles If you are working with an ensemble troupe and have your actors before your play you may want to enter names for the cast and crew first as demonstrated later in Adding Cast and Crew Members Since actors and roles are kept separate you can make changes to either group an any time without affecting the other We recommend waiting until you have created your character roles and positions list before starting to assign cast members to the roles since g
213. m filters do occasionally block valid emails All users may report bugs through the bug report form on the www onsetsoftware com website Please include the version number of the PRS program which is experiencing the bug s as well as the serial number if you obtained PRS on a CD The version number can be found on your CD or can be viewed within the program from the Help About PRS menu If you purchased PRS directly from OnSet Software we already have your name and email on file Also include information about your computer system operating system version computer manufacturer processor chip type processor speed installed ram any unusual configurations etc In order to minimize the quantity of spam email we receive our email addresses may occasionally change If an email address becomes invalid please reach us through the contact form on our web site at www onsetsoftware com You can access contextual help by pressing a screen s Help button or by using your F1 key In certain cases the F1 key will bring up different detail level of help than the Help button A help contents menu is available from the Help menu item in the main menu NOTE The help system within the program is not as extensive or in depth as this manual We recommend always having this manual available as a reference source either as hard copy or in its electronic version Known Help Issues WARNING Certain problems may occur if you use the square b
214. m folder In this manual they are used interchangeably Start your install program in the normal fashion but when you get to the Choose Destination Location screen CLICK the Browse button and select the new directory from the Select Destination Directory window You may continue the new installation process in either of two fashions each with its own advantages and disadvantages New Program Group Method As you continue the installation process you will come to a screen which prompts you to select the program group into which to install the program Do not accept the default program group but instead type in a new program group name keep it short and simple such as a short version of the play title no punctuation symbols please and the install program will create a program group with this name for your Start Programs menu This will help eliminate possible confusion in finding the correct install to start and it has the advantage of being a quick and easy method However if you are going to install on a network you may wish to change the program name as well see below to avoid possible confusion later Change Filename Method One of the first things you may notice is that each time you install the program you get another PRS listed in your Start Programs OnSet menu This could potentially become quite confusing after a couple of installs The install program does not allow you to change the program name during installatio
215. m one for vendors sources of the selected type Depending on your show its budget and style of production you may have widely varying requirements for this category This is where your experience comes into play Based on your production needs you will want to insert or delete category names in this list Setting Up Files for Other Category Types There are several other category type files which you may wish to browse and customize These files allow you to define your categories for activities character roles positions personnel pictures and blocking pictures Take a quick look at them and add to or edit them if you wish Breaking Down The Script Now that we ve gotten our feet wet with the operation of basic browse and update forms it s time to start making the program useful by entering details about the play s setup scenes cast and production items This process is known as breaking down the script PRS assists the director in accomplishing this major task by providing a framework for collecting script information and by providing the ability to view or print out the details of each scene in a number of different ways You will no doubt develop your own method of scene breakdown but an explanation about the methods used in this tutorial follows As mentioned before we consider all sections of the production i e the overture curtain calls musical transitions etc as scenes In a traditional script each Act contain
216. making sure that it is not maximized so some desktop is still visible and navigate to your PRS working directory default is c OnSetApps PRSxx Locate the PRSxx exe file RIGHT CLICK on the PRSxx exe filename and keeping your right mouse button depressed drag it onto your desktop and release your right mouse button From the popup menu that appears select Create a Shortcut This places a shortcut icon on your desktop You can re name the shortcut if you wish to do so We highly recommend re naming your icons if you are keeping more than one production on your computer Note Starting in PRS v1 20 a shortcut icon will automatically be placed on your desktop as part of the installation process If you install several copies of PRS to use for different shows you will want to rename the shortcut description of each icon to reflect the name of the show Network Installations There are two ways to install the program in a multi user network environment Either method should be set up by someone knowledgeable in networks who also knows the ins and outs of your specific system The first way is to have the program and all its files reside on a single server computer and to use shortcut pointers from the other computers to access the program and files on the server This is by far the easiest system to set up but leaves you open to slowdowns when the network is busy The second way is to have the data files reside on a server and to ha
217. me selected for the current scene gt Character Roles Costumes Wardrobe Items shows all character roles in the scene but unlike the browse on the Scenes File Browser this list shows all wardrobe items associated with the costume ID of each character in the scene At times this can make for a long list if numerous characters have complex costumes each comprised of many items The role number and name will appear on as many lines as there are wardrobe items for that role s costume gt Sounds in Scene shows a list of the sound elements associated with the current scene gt Set Change Personnel shows a list of personnel both cast and crew involved in any set changes for the selected scene Blocking Pix Button Pressing this button opens the Blocking Pictures and Diagrams for the Currently Selected Scene browse window This is a large window so that you can view your blocking diagrams larger than in their other browse or update windows and as such may be larger than your screen if you are running 800x600 or lower screen resolution This window is like the Items Related to Selected Scene browse window because it is a child browse based on the scenes browser This means 88 that it can only be accessed from the Scenes File Browser and that the data that appears in its browse window relates only to the scene currently selected in the Scenes File Browser Copy Scene Information Button The Copy Scene Info button is used for rap
218. me the master set with data changes made by the other person written off as having to be re done DO NOT TRY TO MIX AND MATCH BETWEEN DATA SETS You may think that person A changed only the personnel files and person B changed only the schedule files Couldn t we just combine the two file sets with the most recent files ABSOLUTELY NOT Doing so could compromise all the work you have done not just the most recent updates It also could be compromised in a way that you might not discover for several days making things even worse If you make a mistake accept that you will have to re enter data Same version of PRS on all computers While this should go without saying it is also very important Since PRS automatically updates data files to the latest release version s format older PRS versions cannot read these files Set up the same drive directory structure on both computers Since certain graphics and breakdown files are not placed in PRS data only pointers using the filenames and a file addresses PRS will only find them if they have exactly the same Drive Directory File Name address on both computers This is particularly important for picture files for which you are saving the address of the graphics file rather than the picture file itself Backup backup backup Have we said this before Well now we mean it three times as much Before you start moving files around make a backup of your files Then make a
219. mind you might try one of ours C OnSetApps Prs12Samp PixFiles OslogoNoTextBW gif After selecting the file you will see its image displayed in the lower part of the window The image should appear regardless of whether or not you have the Auto Display box checked NOTE If the program has trouble displaying an image here it s a pretty good bet that it won t print very well from PRS either There are sometimes problems with different non standard 20 PRS User s Manual v1 20 versions of PCX files not displaying or printing properly though on the computers here PRS seems to do at least as good a job displaying these file types as our Word processing program Preferences ae aaa General Reports Pictures Logo Pix File Name Auto Display Pictures C Program FilestOnSetPRS12SampiPixFilestOslogoNoTextBWY gif El Close out the Preferences file by CLICKING the Close button at the bottom of the window Setting General Category Items General category items are category names and other elements that can be accessed from various parts of the program These are user and play specific and provide lists that are used to simplify or eliminate re entry of data CLICK on General in the main menu and a drop down menu will reveal fourteen menu items Phone Types Address Types Location Types Location Area Types Scene Types Activity Types Role Position Types Vendor Source Types Ownership Types Blocking Pix Typ
220. multi column mode The column location will be based on this selection 85 Cue Transitions The Cue Transitions file is where the various general categories of cue transitions for the production are kept These transition names can be added or altered at your discretion e Cue Transition Short descriptive name for cue transition Remember these are category names that can be used as general descriptors for all cues e Description You may enter a short one line description of the Cue Transition for clarification purposes e Notes You may enter notes relating to the Cue Transition Type Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Light Cue Types The Light Cue Types file is where you define the various categories of lighting cues used in the production These are intended to be cue types specific to lighting cues and would typically be used when there 1s a cue e Lighting Cue Type Short descriptive name for lighting cue type e Description You may enter a short one line description of the Lighting Cue Category for clarification purposes e Notes You may enter notes relating to the Lighting Cue Type Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Light Transition Types
221. n Individual Pages This report is the same as the continuous breakdown report above except that it starts a new page each time the scene changes This is particularly useful if you only want to print selected scene s Blocking Notes and Diagrams This report creates a list of blocking notes and diagrams sorted in scene order and displays the related diagrams pictures drawings Both general blocking descriptions included with the scene and those specific ones entered with individual diagrams are show Role Position Name Lists by Role Position Name This report creates a list containing character part name character number character description character type and performer ID The list is sorted alphabetically by character part name NOTE This list includes any crew members who have been given character names such as Director Stage Manager etc 131 by Role Number This report creates a list containing character role number role name description of role role position type and performer ID The list is sorted by character part number NOTE This list includes any crew members who have been given character numbers such as Director Stage Manager etc by Type Role Number This report creates a list of role position names for each role position category personnel group In addition to the role position name the list includes the name ID s of the person filling the role and the understudy for the role No c
222. n You may however change either the program or shortcut names in windows at a later time with no ill effect You can rename the PRSxxx exe program in Windows Explorer It must of course keep the exe file extension Remember that if you rename the program you will need to recreate or edit all shortcuts to it including changing the target filename found in the properties of the start menu shortcut in your Windows Start Menu Programs Onset PRSxxx folder If all this seems too complicated for you we recommend that you stick with the New Program Group method in the previous paragraph NOTE If you change the program filename after setting up PRS on a network you will need to edit any shortcut information on other computers to reflect the change of filename 156 Appendix F Transferring your data files from one computer to another We have received a number of questions from users about transferring their data files from one computer to another to work in more than one place While we don t feel that this is a particularly good idea for reasons we will go into next we do feel that we should provide some guidance in this respect Transferring of data should really only be done when using PRS in single user configuration not over a network and when the program is basically just being used by one person Potential Problems A number of potential problems may occur when transferring data files from one computer to another Most o
223. n Add Role and enter the character numbers using your down arrow key after each If you get stuck ESCAPE out HIGHLIGHT Act 1 Scene 1 3 Helena s Plan to win Demetrius and add the following character numbers The part name and Name ID will appear automatically if they have been assigned Char Part Name Name ID 6 Lysander 8 Hermia Grumman Irene 9 Helena Workman Sarah E HIGHLIGHT Act 1 Scene 2 The Acting Company Assembles and add the following character numbers The part name and Name ID will appear automatically if they have been assigned but no actor names should appear here because these parts have not yet been cast Char Part Name Name ID 12 Peter Quince 13 Nick Bottom 14 Francis Flute 15 Tom Snout 58 16 Robin Starveling 17 Snug HIGHLIGHT Act 2 Scene 1 Puck Introduces Himself and add the following character numbers The part name and Name ID will appear automatically if they have been assigned Char Part Name Name ID 3 Puck Morley Darcy 18 Fairy Whoops You just entered character 18 and Fairy didn t show up to the right of it Not only that but 18 is now on top of the list before 3 What happened 3 Puck Morely Darcy misl m We haven t defined a character 18 yet so there s no character name associated with the number Let s define it now From the Main Menu Breakdown Role Position Names brings up the Character Roles Positions File Browser INSERT brings up the Add Cha
224. n a burp in the power and so on The items noted above can help this situation as well Our programs have anywhere from 30 80 files open at once Most other programs that you use on the network dont push the network anywhere near this hard Sometimes a network is like a bad garden hose Turning the water on slow doesnt expose a leak Turning it on full force and putting your thumb over the end does 165 Appendix H Upgrading from an earlier version of PRS Installing to a New Directory By default PRS v1 10 will install to a different directory than your PRS v1 00 install s This means that if you are starting a new production with this new version you don t have to worry about overwriting your data from previous productions If you are installing into a number of directories because you are running several shows simultaneously make sure that these are new directories Upgrading your existing PRS files to the new version If you have been using PRS v1 00 for a production and would like to continue working with your existing data files you may do so by copying them to the new PRS v1 10 directory If you are interested in just moving your personnel location vendors files to start a new show see Appendix I for more information PRS v1 10 will convert your files to a new file structure This is a one way process Once the files have been converted they can no longer be read or accessed by PRS v1 00 This is one of the reasons why
225. n each character s overall schedule though not on rehearsal schedules since our Activity is a Meeting not a Rehearsal TAB to Start Time and type 3 30 PM TAB to End Time and type 5 00 PM In the Limit Activity To area CLICK on the Select All button Check marks will appear in all the boxes MOVE CURSOR to Location and use the down arrow to open the drop list There is currently only one item in the list so select Hedgeworm101 by clicking on it TAB to Description and type Orientation TAB to Notes and type Hand out cast lists introduce crew and actors set up rehearsal rules assign committees 61 Add an Activity Time fal Lx Schedule Item Date 9 28 02 DayofWeek Saturday Activity Type Meeting y Scene Number Pre Set y Start Time 3 30 PM a End Time 5 00 PM 4 Limit Activity To Clear Selections Select All Cast Select All M Principals M MinorRoles M Walk Ons M Understudies M Chorus M Dancers M Musicians M Lighting M Sound M Key Tech M Addl Tech Location Hedgeworm101 y Description Orientation SS Notes Hand out cast lists introduce crew and actors setup rehearsal rules assign committees AE Qa gt gt gt gt a Cancel Help CLICK OK Press YES in the Record added do you want to add another record dialog box to bring up an empty Add an Activity Time entry form Select Date and type in 7001 and press TAB NOTE This time we didn t bother with the
226. n in the drop down may be entered Length Length of the sound being used Standard display format is hh mm ss but times can be entered in a number of different ways such as hhmmss hhmm or hh and will be automatically be converted to the standard format Description A brief description of the sound element 103 Notes A memo field in which to put longer notes The notes field is seldom printed in reports Sound Cue Lists This breaks down your audio elements into their actual usage by scene The list can be sorted by scene order cue order or cue name Note In future versions of PRS it is likely that this file will also contain lighting or other cue information Cue Type currently should display Sound Scene Number Use a scene number name which has been entered in the scene breakdown Cue Number Assign a reference number or letter to identify the cue Cue Order Order in which this sound occurs This field is used for sorting order within the entire performance Sound Cue Name The short name given as a title for each piece of sound as defined in the Music and Sound Effects file Count Duration or time reference Description A brief description of the sound element s use in the scene Notes A memo field in which to put longer notes The notes field is seldom printed in reports Other Cues Details relating to each other cue are contained in this file You should list all suc
227. n this later In this part of the tutorial we won t be dealing with wardrobe items or costumes There are also three additional buttons UnCast Part No Understudy and No Default Costume These are used to clear the entries in the Name ID Understudy ID or in the Default Costume field respectively which may otherwise have been automatically filled in CLICK OK and CLICK YES to Record added do you want to add another record Record Added 9 This record has been added to the file Do you wantto add x another record wo You are now in a fresh Add a Character Role or Position update form Role Position should already be highlighted and this time hit your UP ARROW KEY twice so that 2 shows in the entry field TAB to Part Name and type in Titania TAB to Type and verify that it says Actor Select Principal and MOVE to Description and type in Queen of the Fairies CLICK OK and CLICK YES to Record added do you want to add another record MOVE CURSOR to Role Position and type in 3 TAB to Part Name and type in Puck TAB to Type and verify that it says Actor Again check the Principal box We haven t entered any cast names yet but let s use the cascading entries system to assign an actor for this role Darcy Morely an actor who hasn t yet been listed in the cast and crew database is playing Puck so we ll add him here and now Move to Name ID and type in Morely Darcy PRS defaults to use a combination of last firs
228. name in certain reports e Notes A memo field in which to put longer notes The notes field is seldom printed in reports Wardrobe Items Costume This file describes the elements which make up each costume by linking the costume name to its related wardrobe elements Though additions and edits may be made from this browse it is recommended to add wardrobe items to costumes using the lower list box in the Costumes File Browser 96 The list may be sorted by wardrobe item name or by costume and cam be limited to only those wardrobe items which are part of a specific costume NOTE The same wardrobe element may be used at different times in different costumes e Wardrobe Item Name of the wardrobe item as found in the wardrobe items file e Quantity How many of this item are included within this specific costume ID e Costume ID Costume outfit ID name as found in the costumes database e Use in Costume A brief up to 100 characters optional description of how the wardrobe item is used as part of the costume which will be printed with the item name in certain reports If the item were a scarf for instance the Use in Costume entry might be Tied over head or Loose around neck or even Around waist e Notes A memo field in which to put longer notes The notes field is seldom printed in reports Costume Outfit Pictures PRS does not provide a utility for photographing capturing scanning or drawing pictures It does however
229. names found in the drop list on the Effects Cues Entry Update Form A secondary list displays the various cue names that have been categorized using the currently selected cue type e Effects Cue Type Short descriptive name for effects cue category e Description You may enter a short one line description of the Effects Cue Category for clarification purposes e Notes You may enter notes relating to the Effects Cue Type Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Other Cue Types The Other Cue Types file is where you define the various categories of other cues used in the production This list provides the category names found in the drop list on the Other Cues Entry Update Form e Other Cue Type Short descriptive name for other cue category e Description You may enter a short one line description of the Other Cue Category for clarification purposes e Notes You may enter notes relating to the Action Cue Type Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Set Cue Types The Set Cue Types file is where you define the various categories of set cues used in the production This list provides the category names found in the drop list on the Set Cues Entry Update Form
230. nd Date 4 Today Clear Below the Report Footer line are Report Start Date and Report End Date fields these dates are used when limiting certain schedule reports to events within a range a dates and buttons to the right of each Press the Today button next to Report Start Date and the current date taken from your computer s settings appears in the entry field Click on the little up and down arrows next to the date and see the date change accordingly one day at a time When you see these arrows at the right of an entry field you may use them to increase or decrease the number or date entered there Click in the entry field and an edit cursor appears allowing you to edit the date You may also use your up and down arrow cursor keys to change a selected date Each up or down cursor key press functions in the same way as pressing one of the arrows at the right side of the entry field Press the Clear button to remove the entry from the field At the bottom of the window is a checkbox that turns on or off filtering or rehearsal and activity reports based on group character limits and a second checkbox that causes a reminder line to be printed or not at the bottom of appropriate report page footers indicating the filter status for the report This is a new addition in PRS v1 20 but since we haven t talked about character limits yet we ll leave it alone for now V Enable Character Group Limits Filter in Rehearsal and Activities Reports v
231. nd Description This information is usually compiled during the course of the pre production process as the sets are designed and constructed and the form becomes particularly useful for the stage crew responsible for the stage during production However as mentioned above we know that Woods Fairy will have twinkling lights so let s add them now In the upper list box CLICK on Woods Fairy to select it Below the lower left list box CLICK on Add Item This brings up the Adding a Set Dressing Item to Set entry screen In the Set Dressing Item entry field type Twinkling Lights and use your TAB key to move to the next field Surprise Another window just opened with Add a Set Dressing Item for its title As you see the Set Dressing Item field is already filled in with Twinkling Lights and you see a variety of other fields where you can put more information about the lights none of which you know yet You can come back to them later as you know more t 10Jx Settings Set Name Description Athens Meeting House thens Royal Court AAA Nooc e x x Dressing ltems in Set 4 Quantity 13 Set Dressing ltem Twinkling Lights x 4 Set Name Woods Fainy x Descript RAEN GRBs INCESTO oy x Sat d Notes Set Dressing Item Info Set Dressing tem Twinkling Lights Quanity 5 Reference Size Own Rent Y Source v 7 LO Unit Cost 0 00 Per Time Run
232. nd double check At this point you should be ready to start working with your new version of PRS Before you do open a few browse forms check some entry update forms and look at a few reports Make sure that your data is there and that you ve transferred the right data If you have any problems at all contact us immediately at supportOonsetsoftware com We hope you enjoy the enhancements found in PRS v1 10 and we look forward to hearing your comments and suggestions 167 Appendix I Bringing Old Data to a New Production The one question we hear the most is How can I keep from having to enter the same cast and crew data over again on my next production Though we re currently working on some alternate solution possibilities for a future release the only way to do it right now is to copy the files you need from the directory of your previous production and paste them into the directory of your new one Before You Start If you ve gotten this far you have doubtless already installed at least one copy of PRS and most likely you have already created another install for a new production Step 1 Make Backups If you ve read anything at all in this manual you probably already knew that this would be the first step It s like having put a foot on the floor as the first instruction for getting out of bed in the morning You ve probably heard all the reasons by now but lest we forget a backup is the only w
233. nd in the prop wardrobe item and set dressing item files was based on a drop down box that could not be modified by the user You may now use this field to create whatever descriptive types you like Certain browses provide an ownership type sorting tab to make this entry more useful The Ownership Types entry update form includes tabs that allow you to view script types props wardrobe items and set dressing items of the type selected e Ownership Type Category name you will use to describe the type of ownership for production items and scripts Typically these categories will be owned rented or borrowed but you may change these or add your own categories e Description A brief description of what the ownership type name represents e Notes A longer descriptive field for notes about this type of ownership Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Blocking Pix Types The Blocking Pix Types Browser contains two list boxes The first lists blocking drawing pix types and their related descriptions A second list box displays file names of all blocking drawing pix of the type currently selected in the first list box The browse window also contains an area where the blocking picture selected in the lower blocking picture filenames list box can be displayed gt When the Auto Display Picture box is check
234. ng Blocking Pix Edit In Place Role Name Performer Description Add Role There are two additional buttons near the top of the window View Other Related Data brings up a screen that displays a wide variety of additional information for the selected scene Blocking Pix opens a window that displays a list of any blocking diagram files which have been linked to the selected scene and allows you to view them Viewable file formats are BMP GIF JPG PCX and WMF At the bottom of the upper list box is one other additional button Copy Scene Information This button allows rapid cloning of scene information including characters and props related to the scene to assist in creating breakdowns quickly It can be used most effectively when cast and related information are entered on a scene by scene basis and when elements in several scenes are similar An example of this would be when a play uses partial blackouts to go back and forth between action scenes with opposing groups of characters on opposite sides of the stage 51 PRS User s Manual v1 20 Adding a New Scene To begin our data entry MOVE CURSOR to Insert and CLICK This opens the Adding New Scene window S Adding New Scene Information Scene Information Text Preparedness Level SceneNumbe FT Scene Order 0 00 3 Scene Type Dialogue El Page Number Poo Set Name m TT Timing Pa Description A Notes Blocking Notes Blo
235. ng Scene Information form among other things we are going to assign numbers to the scenes in chronological order NOTE It is not required that you enter scene information in any specific order We are using chronological order since it provides a logical way to look at the flow of the show If you follow the tutorial keystroke by keystroke you may think that the process of breaking down the play is time consuming and tedious Though it is not a process that is completed in a snap once you start breaking down your own productions you will find that when you are familiar with the script and creating your own descriptions rather than copying them the breakdown can not only be completed swiftly but also gives you a few extra moments to think about the production as a whole NOTE In this tutorial we are entering all our scenes first then adding cast members to them This works well for making you familiar with the entry processes however once you are comfortable with the entry process you may find that listing your characters and other production 50 PRS User s Manual v1 20 items as you enter scene information streamlines the entry process since it maximizes the effectiveness of the Copy Scene Information button As mentioned above in Breaking Down the Script the scenes are usually divided into sections by the director In entering this data you will see a sample of how this Midsummer script was broken down You ll notice that
236. ng process to create an overall rating only categories with entries are averaged Therefore if you don t have dancers in a scene don t enter a rating for them PRS will know to ignore blank or zero entries in creating its average Do not think that because there are no dancers and that category is therefore ready to go that they should get a 10 this would throw off the automatic computations 90 e Overall Preparedness Level Enter a rating between 1 least prepared and 10 most prepared to describe the readiness of the scene as a whole if you don t want to itemize and average based on individual category ratings e Compute Average Button This button manually computes an average of the individual category ratings when pressed and places that average in the Overall Preparedness Level Please note that any changes made to individual ratings after the computation is made will not automatically re compute unless the Auto Compute box is checked e Auto Compute Average Check Box When this box is checked the average of the individual ratings will automatically be recomputed and entered for the Overall Preparedness Level If this box is checked before any individual ratings are entered the Overall average will revert to zero e Actors Actor preparedness level 1 least prepared 10 totally ready e Dancers Dancer preparedness level 1 least prepared 10 totally ready e Singers Singer prepa
237. ngs and performances are scheduled in numerous places keeping location personnel separate helps maintain an uncluttered cast and crew list for the production The location personnel browse window features a personnel list which can be sorted by name ID name last first middle job title social security number or optional sort order It can also display personnel lists limited by either general or specific location area The browse window also contains address and phone number info as well as showing the currently selected ID picture file of the currently selected person Location personnel can have only one ID picture linked to their file The update form for location personnel is called Add Location Personnel It is similar to the Cast amp Crew update form but without the sizing data and much of the personal info e First Name First name of the person If you wish to use Mr Mrs or Ms these should be entered before the name here e Middle Middle name or initial of the person e Last Name Last name of the person e Derive Name ID This check box indicates whether the Name ID should be derived automatically from the person s last first and middle names Default value is checked 108 If you wish to use a different style of Name ID and do not wish to have it automatically derived you must un check this box e Name ID Normally combines the last first and middle names into a single Name ID which is used throu
238. node branch or the entire tree NOTE If you have a great deal of data to view as well as a large number of activities scheduled expanding the entire tree can take some time depending on your processor speed hard disk access speed and quantity of data For lengthy expansions a progress bar will appear at the top of the tree window It is also possible to use the right click menu to access certain insert and edit functions which may also be accessed using the Insert Change Delete buttons NOTE Remember that ifyou make changes to any of the sub categories in the tree such as characters in scene sounds in scene props in scene etc the changes you make are not specific to the current event but to all instances of the scene In other words do not remove a character from a scene on a certain day because that actor can t make it to rehearsal Removing the character from the scene would remove the role from the scene everywhere in the database You would instead make a note in the description or notes fields of the activity schedule indicating that the person is not expected that day No Role Limits This tree is valuable for productions which do not use the groups to include selection boxes or to provide a quick reference of all scene related roles All character roles are listed for each scene scheduled as an activity regardless of whether they are in a selected include group for the activity This is convenient if you
239. ns three tabs General Reports and Pictures We will be using the play A Midsummer Night s Dream by William Shakespeare as our tutorial play example The cursor starts out within a white rectangular entry field to the right of the Play Name prompt type in A Midsummer Night s Dream Use the TAB to move to the next entry field Author TAB to Producer TAB to Director TAB to Theatre TAB to Company type in William Shakespeare type in Ridgemont High School type in Rita Spain type in Main Stage Theatre type in Ridgemont Players At this point your screen should look like this Preferences ioj x General Reports Pictures Play Name A Midsummer Night s Dream Author William Shakespeare Producer Ridgemont High Scho Director Rita Spain Theater Main Stage Theatre Company Ridgemont Players NOTE If you ve made a error or wish to edit within the entry field you could DOUBLE CLICK to highlight the item and then retype To move back to a previous entry field use the SHIFT TAB key combination Let s move to the next page on the form by clicking on the Reports tab For Report Footer type in Ridgemont Players Present A Midsummer Night s Dream 19 This line will appear in the middle of the bottom footer line on your reports along with the page number and date printed General Reports Pictures Report Footer EE A EE Report Start Date Today Clear Report E
240. nt types of cues for your production Currently supported categories are cues for lighting action sound special effects sets and other Cue management within PRS uses a two level system in which cues are assigned names and the cue name can be assigned to an instance of use of the cue This is best understood using a lighting analogy the Blackout cue is normally used many times during a show You shouldn t need to call it Blackoutl1 Blackout2 etc since the cue name always means the same thing Similarly you may revisit some of the other cues in your production By giving each cue its own name the cue name can be linked into the overall cue list whenever it occurs You are thus building a database of cue names as well as a database of cue occurrences In the Cue Lists browser you are able to view either an overall list of all cues or limit the list to a single cue category One of the benefits of this approach is that if you are considering changing a lighting cue you can immediately see all the times that cue is used so you can evaluate whether it s better to change it or to create a new cue Let s take a practical look at building a bit of the cue list The Cues List window From the main menu select Breakdown Cues Cue Lists to open a window showing all cues specifically assigned to scenes for the production CLICK the Insert button to open the Adding Cue to Scene window From the Cue T
241. ntains browse boxes with address and phone number information for the cast or crew member You may call the appropriate edit update forms from these browses Pictures Tab In addition to featuring a list of photo files linked to the cast or crew member and a small picture viewing area this tab allows you to select an ID picture file for the person either by using the Find File lookup button and selecting a picture file from the directory tree or by using the Use for ID Picture selection button to choose the currently selected picture file from the lower listbox and make it the ID Picture File NOTE In order for PRS to be able to view a picture diagram file it must be in one of these formats BMP GIF JPG PCX or WMF Only one picture file can be the current ID picture for a person This picture is displayed just below the ID Pix File Name entry field The ID picture file is used along with the logo file selected in User Preferences in creating ID Cards ID Labels for cast and crew members Location Personnel Location Personnel are the people who work at the locations where your rehearsals or performances are scheduled to take place For a small school production in which cast and crewmembers perform virtually all functions this entire category may be unnecessary or used only to keep building maintenance staff information For larger scale or touring productions where locations come with their own staffs and rehearsals meeti
242. ny pre formatted floppy disks you will need for the backup Any BKP backup files on the disk will be overwritten by the new backup Files of other types which are already on the disk will not be overwritten though they will take up space on your disk and therefore potentially require that you use additional disks Press Continue to begin the backup process You will see your various filenames appear briefly as they are being backed up The filenames which appear in red are the ones being compressed Those which appear in black are small enough that compression is not justified under 5k in size When the backup process has finished a Backup Completed window will appear CLICK OK to clear the window s Managing Multiple Backup Sets We highly suggest standardizing your backup process both by doing a backup every day and by keeping your backups organized A suggested system would be to keep a set of disks pre labeled with the days of the week and to use the appropriate disk for each day Thus when writing over an old backup 1t is a week old and you have several more recent backups In addition we recommend that you keep an archive backup set with the backup performed weekly at an entirely different location By having four archive backup sets these disks will be cycled monthly and provide extra security in case of a disaster fire flood sprinkler system errant refrigerator magnet etc You should develop your own
243. o scripts which come from the currently selected publisher or script owner To select or change selection of a publisher script owner press the Select Publisher Owner button which appears just below the browse list on this tab From the list of publishers script owners which appears double click on an entry to select it or highlight your selection and press the Select button This closes the form and makes your selection current Purchase Order This sorts the list by purchase order Since purchase order numbers may contain non numeric characters this is an alphabetical sort Hence keeping an appropriate number of leading zeroes in a purchase order number may be a good idea since A020 sorts before A10 etc Waybill Reference This sorts the list by waybill reference Since waybill numbers often contain non numeric characters this is an alphabetical sort The Adding Scripts Received or Returned entry update form You use this form to enter information about shipments of scripts which you receive as well as shipments you make to return scripts to their publisher owner e Date Use this date to help keep track of shipments You may set your own convention as to whether this is the shipping date or the received date for received shipments When returning items you will normally use this to keep track of your actual shipping date e Received Returned radio buttons Select whether the shipment is one in which you a
244. obe for each character in each scene use this name to group together all the wardrobe items worn as part of an outfit into a single costume name For plays in which the characters do not make wardrobe changes you might want to keep the costume names simple For more costume intensive productions descriptive costume names are more helpful The Costume Names File browser window contains several list boxes The primary list shows the costume name related role number and name and a brief description of the costume Tabs are provided to sort this list by costume ID role or part name or to limit the display to a single role Synchronized list boxes provide lists of wardrobe items included as parts of the selected costume and scene appearances and picture files for the costume The initial status of the Auto Display checkbox for the pictures is taken from its setting in User Preferences e Costume ID This is a unique name you assign to the costume You may want to use the character s name as part of the costume name so that when looking at an alphabetically sorted list of costumes those for any given character are easy to locate e Character Number The character number of the role for which the costume is worn e Description Normally a brief general description of the costume If you are not breaking your costumes down into items this field can be used to identify the costume s elements e Notes General notes related to the
245. ocsss conuesassastes PeKi ea OaE OREA VEn SEEE PSE SEE EEs EEEa SEES 130 by Character Role N mero dd ridad 130 by Role Number separate pages ooncnoncnocnnonconnconoconcconocononononnnonn ccoo non nnnnon arco neon neon none cone cn neon aran ncrincnns 130 Scene ems ici ia isa 131 Props by Scene ciar a id 131 Set Change Personnel italia ida dd dad 131 by Scene iia id da 131 by Role Position Number sessirnir oreinen iari ese kee erare ss Eie ir apka tetras 131 Breakdowns Li isa O A ESETE ES O REOS aaa 131 Breakdown Continuous iii ied al ela vie ate Resid abeslaseiinb oleae hele eines 131 Breakdown Individual Pages cssssscsseeccsseeseeseceeseceeesecsaeceessecaessecnasecsaeceeeseceeeaeesesseeseenaeseeeas 131 Blocking Notes and Did grams surenin a aE ad 131 ROLE POSITION NAME LISTS coisi noeit eusen cnet ane eau Ere EA ESEE codos dashed enanas eset ds dde te dnssnd N sevens 131 by Role Posttlon Nates coi Nata awakes 131 by Role Number di A tia east A heen Dera linde 132 by Type Roles NUmbe rt A a ade aR ele Raat 132 by Actor OF Tech POrsOn lt A e abe aa Slavia te eek Shaaban ed can id 132 CAST CREW AND VENDOR LISTS aldo docu vine T A e aa iaa sence td o 132 Basta SA A vbsdetve a R eai 132 Personnel Info Individual Pages ccsesssssscssseecssecseesecseeseceaeeecsaecaessecsevsecnaeseesaecatesessessessasseeeas 132 Personnel Activity Note conca ds Petes seacoast eared 132 IDEADA SW A A A Ge E eek ent Canc N E teste
246. of Show x Length 1 00 i ENE Description Strings ofwhite blinking Christmas tree lights E E Notes x Eo E cares He K For now set the Quantity field to 5 and move to the Description field and type Strings of white blinking Christmas tree lights and leave the other entries blank This Description field is a description of the item 33 itself not of its use which could theoretically change from scene to scene Hit ENTER to return to the previous window NOTE If you re wondering why these forms seem to be redundant it s because you are actually creating two lists simultaneously one lists set dressing items to be included as part of a specific set and the other is a master list of all set dressing items used in the production Having the two lists gives you a number of extra options such as using the same Set piece in several sets or creating an inventory of set dressing items including ones either not used or not yet assigned to a set Of course an item only needs to be entered into the master list once after which it is readily available in creating dressing lists for each set variation Back in Adding a Set Dressing Item to Set use the up arrow in the Quantity spin box to set it to 4 Note that you can enter a different quantity here than in the previous entry window This number refers to how many of this item are used in dressing this set while the quantity in the Adding a Set Dressing Item form represents the total num
247. ogram can save you if you ve been doing your lists manually If you have succeeded in breaking down your script in terms of Character Roles in Scenes before rehearsals start you may want to have each individual character role s scene list available for your cast members To do this CLICK onto Reports and choose Scenes sub menu Role Appearances in Scene by and further sub menu Role Number Separate Pages Preview the report and then select the pages you wish to print This report is particularly useful for actors to know the page numbers of scenes to study their parts early on To print out your Cast List for the first Orientation Rehearsal go to Main Menu and CLICK on Reports HIGHLIGHT Cast and Crew Lists and CLICK In the sub menu that appears choose by Name ID and you get a phone list for your cast and crew members When you become more venturesome you can explore the Date Limited reports which print schedules only for the period of time defined by Report Start Date and Report End Date on your General Preferences window If you haven t printed any of these reports yet you should try at least one Be sure your printer is turned EZ on and SELECT the printer symbol with the 1 over it Y to print only the page visible on the screen or use the normal printer button to print the whole or selected parts of a report 68 Adding Some Cues for the Production PRS 1 20 adds better control over a variety of differe
248. oing back and forth may become confusing MOVE CURSOR to the bottom of the top list box to CLICK the Insert button to call up the Add a Character Role or Position update form MOVE CURSOR to Role Position and CLICK on the little up arrow on the right of the entry field to make the entry a TAB to Part Name and type in Oberon TAB to Type and type in Actor or use drop down box to select Actor if it is not already there as a default initial entry In the multiple check boxes check Principal since Oberon is a principal role We have not yet created a database of Cast and Crewmembers so for now we will skip over the casting part of the entry form TAB to Description and type in King of the Fairies 36 Add a Character Role or Position BEE Role Position Part Name Performer Role Position 1 a Role Position Name Oberon Role Type Actor y M Principal F Minor Role F Walk On M Chorus l Dancer I Musician T Lighting FT Sound Key Tech I Addl Tech Name ID Poly UnCast Part Understudy Poo No Understudy Default Costume Po No Default Costume Description King ofthe Fairies Notes Cancel Help There are obviously some additional elements here which we are skipping over We are not yet casting either our actor or understudy for the role We are also not entering a default costume name an element which when entered here shows up as the costume worn by the character in a given scene more o
249. oles Position Names The Character Roles Positions browse window provides a list of the names of all your characters and also where you assign character numbers to each character name Character numbers are the element that the other related files use as a reference and as such are necessary for the program to work properly Typically you should assign principal parts the lowest numbers with the rest of the cast receiving higher numbers You can also enter crew positions and other performers Director lighting designer musicians stagehands etc into this list Sorting tabs are provided in the browse window to sort by Role Position number Role Position Name Name ID of performer Understudy ID or Role Type A synchronized list box is provided which shows the scenes in which the selected role appears Character Role Position This is the reference number that the rest of the program uses in referring to each character role part Normally the characters with the most scenes will be assigned the lowest numbers Every character must be given a number in order to be included in the breakdown Crew members may also be given character numbers if they are to be associated with specific scenes for set changes etc You might start with a different number group such as 101 102 etc for crew members Role Name This is the name of the character s role as written in the script If different actors are playing the part each should get
250. omma separated values file This can provide an easy way to transfer the report data into another program such as Excel which reads csv files In fact many computers are set to open csv files directly into Excel At this point only a few reports have been modified for this output If the option is available to a report run the previewer in the normal way to view the document When you close the previewer a dialog box will appear asking whether you want to save to a csv file If you select YES the file automatically saves in your current working directory using a filename based on the current report name j Do you wish to create a CS File of the report data NOTE If you have previously saved a csv file for the report the existing file will be overwritten by the new one Pre Defined Reports Following is a quick rundown of the various pre designed reports in PRS If there are additional reports you feel would be helpful to you or other items which you would like to see included in the report design please let us know The standard report design has a report title at the top of the page and directly below it is the name of the play The footer line contains the date printed your footer line information and the page of pages number The play name and footer line information can be input through the General Preferences entry update window Scenes Scene Lists Simple List in Scene Order Creates a list of all
251. ono cono nn nono nonn conan nano nan cnn non nc ne cine cn necnnconos 166 Updating Cast and Crew Names Vendors and Music fil s oooonnninnnnnnnncnnocnnoncnnn cono cono cono rn nono nonn conan 166 Re Naming the PRS32 INI or PRSIL INIT File ooonnnnnnninnnnnnnccnnocnnnncnnn cono cnno cnn conc on corno narran can nr nn near rra 167 Updating Vendors Sources and Cast Crew files ccccsccssscesscssssscssecseesecssesscnseecesseeseesecseeseenaeseseasensens 167 Updating the Music and Sound Effects file c ccccsccecssscesesssesecssesscneeeecuseesessecacesecaeesecsaeeneaseaeeseeaeeseseeeeas 167 Check and double check cccscccscccscecssesseeeseeescesecesecsecasecacecseeessesseesceeseeseseseceseceaecaaecaaecaeesaeeeseenseeeeeseeeeaees 167 APPENDIX I BRINGING OLD DATA TO A NEW PRODUCTION ercsssessrssssesnsetnneenee 168 BEFORE YOU START ss cssscscecceecosssty ss eea e aaa canedh coveestpesetavepestevety ae SES EESE OSE ES Aira 168 STEP 1 MAKE BACKUPS sssv css cevcsstvscenscessusevsepst artos Seeceste suvasesedesuesvesnssnvspsestetosedivarpeseseeteeodduaseseesveeyeevee s 168 Copying Groups of Related Files ccccccesccescsseenseesecnseesceeseesseesseesceesecesecesecuaecuaecsaecaeecsasessesaeseeeeneeeaees 168 Which Files to COPY ton seal ea este sae ea ad 168 AFTER COPYING AEE E inercial ties 169 GLOSSARY AND INDEX cccssssssssssesscssrsessessrsessessssessessssessessssessessrsessessssessessesessessssessasensessasessessesersesees
252. or Crewmember If none has been selected or to change to a different selection press the Select Personnel button and select a person from the list box 2e e Returned Scripts Limits the list to display only those scripts which have been returned 2e e Not Yet Returned Limits the list to display only those scripts which have been returned e e Script Type Sorts the list by script category e e Selected Script Type Only Limits the list to scripts of the currently selected script type If none has been selected or to change to a different selection press the Select Script Type button and select a category from the list box The entry update form is where you actually check scripts in and out e Name ID The unique reference ID of the cast or crewmember who is checking the script out or in e Script Reference Number You may assign each script it s own reference number or if the scripts are already numbered you may use the existing number Since these numbers are used to identify individual scripts make sure that no reference number is used more than once e Script Type Select a category for the script from the drop down list or add a new category name by entering it here e Date Received The date when the script was checked out This is displayed in the standard windows short date setting style which is defined on your computer You can make entries in that format or us
253. order is alphabetical An additional tab changes the sort order to follow the value of the Order field A second list box lists all character role position names of the type currently selected in the first list box e Character Role Position Type Category name for a type of character role or position These categories will appear as a drop down selection when adding Character Role names Since we recommend that all performers and crew be given role position names we also recommend having a full range of categories including actor musician tech management etc Default value is Actor which means that if you don t fill in this field it is automatically filled in with Actor NOTE Though your character role position types may seem similar to the Limit Activity To categories found in the Character Role Update and Activities Update windows they serve separate purposes Whereas the Limit Activity To categories break your cast into rehearsal groupings Character Role Position Type categories are logical groupings for creating personnel lists In creating your Character Role Position categories keep in mind how you want your phone and address lists organized e Order Sort order optional in which this character role position type will appear in drop down selection boxes This is provided to make it possible for you to group entries in a list the way you want e Description A brief optional description of the char
254. ore obvious use of IDs will be seen later in the case of the Name ID used for personnel The main thing to remember about ID fields at this point is that they must be unique PRS will not allow you to have two different locations with the same Location ID For Location Name type Arts Building Hedgeworm 101 This is an optional general descriptive name that you may use to be more specific about the location but which may be longer than you want to have printed on reports For Area Name type H 101 In this case the location isn t broken up into areas but this optional field is available if you need it Since we entered this form from the Location Type entry update form Classroom is already entered as the Location Type Do Not Change This If you make changes in the middle of a cascading entries process a data integrity problem may occur 26 PRS User s Manual v1 20 Clicking the down arrow for Overall Location Group ID shows that there are no overall locations entered yet We will go ahead and continue our cascading by entering a new Overall Location Group ID here Adding a Location for Activities x Location Name Activities at Location Personnel at Location Address Phones Location ID Hedgewomi01 SS Location Name Arts Building Hedgeworm TIT Area Name A Location Type Classroom l Overall Location Group ID Overall Location ID Description Type in Ridgemont School and press TA
255. ormation the same way Scene Act 1 Scene 1 3 Scene Order 11 30 Scene Type Dialogue Page Number 32 Set Name Athens Royal Court Timing 00 02 00 Description Helena s plan to win Demetrius Scene Act 1 Scene 2 Scene Order 12 00 54 Scene Type Dialogue Page Number 38 Set Name Athens Meeting House Timing 00 06 00 Description The acting company assembles Scene Act 2 Scene 1 Scene Order 21 00 Scene Type Dialogue Page Number 46 Set Name Woods Fairy Timing 00 04 15 Description Puck introduces himself Scene Act 2 Scene 1 1 Scene Order 21 10 Scene Type Dialogue Page Number 50 Set Name Woods Fairy Timing 00 03 30 Description Titania amp Oberon fight Oberon sends Puck for fairy juice Scene Act 2 Scene 1 2 Scene Order 21 20 Scene Type Dialogue Page Number 54 Set Name Woods Human Timing 00 02 45 Description Helena chases Demetrius into the woods MOVE CURSOR to bottom of screen to CLICK OK We have now entered 9 scenes There s now enough data to reasonably take a look at the Scenes Browser Click the tabs and see how the scene information re sorts to match the criteria on the tab You will notice that when you select the Scene Number tab the order changes and Pre Set comes last This occurs because Scene Number is an alphabetical listing so Pre Set comes after Act This is convenient for grouping other scene types Intermissions Pre sets Curtain Calls etc while leaving all p
256. ort This report is limited to the time period specified on the Reports tab of the User Preferences window By Location Date Limited This report creates a list of all activities scheduled for each specific location within the time period specified on the Reports tab of the User Preferences window Locations are grouped by their overall location area and each specific location s list begins a new page This report includes all items in the activities file and activities not yet assigned to a specific location are printed first Contents of the activities description field are included Character roles are not listed in this report by Character Individual Pages Date Limited This report creates an activity schedule list for each character in the play A new report page starts with each character so these reports can be distributed to individual cast and crew members This report is limited to the time period specified on the Reports tab of the User Preferences window NOTE If an actor is playing several parts the character role schedule for each of the parts must be consulted Tech crew and other non actors who have been assigned character role position numbers will have schedules only if their role numbers have been related to specific scenes To print out the report for an individual character preview the report find the page s for that character and use the print selection area at the top of the preview screen to limit your print
257. ossible errors Try adding some more addresses for these two individuals or for any of the others in your Cast amp Crew list Try adding different Zip Codes Cities States etc and see how selecting different sort tabs in the Addresses File Browser changes the sorting order of the addresses Remember since PRS allows you to open numerous windows simultaneously you don t need to close the Addresses File Browser while using the Cast and Crew File Browser as your source of names for adding addresses NOTE If you have both the Cast and Crew File Browser and Addresses File Browser windows open simultaneously and if you add or edit an address through the Cast and Crew File Browser changes will not be visible in the Addresses File Browser until you CLICK in the window to make it active Adding Phone Numbers We ll now enter a few phone numbers If you re not currently in the Cast and Crew File Browser get there from the main menu by CLICKING ALT C to open the Cast Crew Co menu and then typing C to select the Cast and Crew File Browser In the Cast and Crew list box select Adams Pamela L On the lower right of this screen CLICK the Add Tel button to bring up the Adding a Phone Number entry form As was the case in the addresses entry form her Name ID and category are already entered in the form and are grayed out so they can t be changed TAB to Area type 5 6 TAB to Phone type 555 1424 TAB to Phone Type type Home You will prob
258. other primary list box normally on the same window Tree A way of displaying data with a Windows Explorer style display structure in which branches of related data can be displayed or hidden Update Form A form window which opens to allow you to view and edit data In most cases it is similar to the original Entry Form for the same data 171 INDEX About PRS 146 Acrobat 13 Action Cue Name 102 Action Cue Types 86 Action Cues 102 Active Windows 145 Activity 88 Activity Person Notes 117 Activity Location Types 25 Activity Schedule 65 67 68 138 by activity type 138 by character role number 139 140 by date itemized 138 by day general 138 by day w notes 138 140 by location 138 140 by time 139 character group date limited 139 characters by day 139 daily pages w character roles 139 140 in scene order 139 quick activities list 138 Activity Times 115 Activity Tree 117 limit by character groups 117 no role limits 117 Activity Type 60 61 65 81 115 116 138 141 Actor 81 Add 73 Add Role 56 Adding activity time 61 62 63 address 45 47 address category 24 character 59 location personnel 108 new scene information 53 89 personnel 106 scene 52 scene type category 29 setting name 31 Additional Tech 94 116 Address 24 79 111 112 133 sorting order 47 Address ID 46 112 Address Types 24 25 79 112 144 Adobe Acrobat Reader 13 Agency 106 Agent
259. ow contains a primary list box displaying a list of scenes and their basic information as well as a number of tabs containing related lists of character roles activities rehearsals props cues and set dressing These secondary list boxes are synchronized to the scenes list box so they display the appropriate information only for the scene number currently selected in the primary scenes list box The Scenes list box contains four sorting tabs allowing you to quickly sort the list based on Scene Order Setting Name Scene Type or Scene Number alphabetical The columns in the list box display scene number type page number order timing set name and brief scene description View Other Related Data Button Pressing this button opens the Items Related to Selected Scene browse window This window is unlike the other browse windows you will see elsewhere in the program because it is a child browse based on the scene currently selected This means that it can only be accessed from the Scenes File Browser and that the data that appears in its browse window relates only to the scene currently selected in the Scenes File Browser The window contains five lists to allow you to view on a single screen most other production information directly related to the scene gt Props in Scene shows a list of the props associated with the current scene gt Set Dressing Items shows a list of the set dressing items associated with the set na
260. owse form until you have closed the entry form Entry Update forms contain entry fields where you can add data and sometimes contain browse list boxes as well Navigation around the form is normally accomplished by moving from field to field with the TAB key and backwards using the SHIFT TAB combination though you may also jump around the form by MOUSE CLICKING in the entry field where you wish to enter data The ENTER key is normally set to trigger the OK button and thereby accept your data and exit the form Browse list boxes if there are any will normally display information related to the selected record and are more important during the edit update process since during initial entry they will stay blank until the new record has been saved They can also play an important role in performing cascading entries as demonstrated in the tutorial VCR Controls The row of buttons found just below the menu line are called VCR buttons They perform various functions in moving amongst and selecting records for the currently selected form Each button has a help reminder which becomes visible when the mouse pointer hovers over it A given button will produce different results depending on the type of form currently selected A button will be grayed out when it can not be used to perform a function from the current form Edit In Place List Boxes Most inputting of data is done through the update forms However in certain instances for spe
261. ps are listed alphabetically Prop Description supplier and unit cost are included in the report List Props by Source Name Prints a list of props provided by each vendor supplier source This report is particularly good for creating return lists for the end of a production Prop Info w Pix This report displays a list of your prop names and includes thumbnails of any pictures which are linked to the prop 136 Props in Scene by Scene Number This report shows each scene which has props used in it and provides a list of props for each of these scenes Each scene header displays the scene number and one line description and each prop line indicates the prop name quantity used in the scene and any description of its usage in the scene Prop Scene Appearances by Prop Name Creates a listing of scenes in which each prop is used Setting Names List Prints a list of the setting names sets for the play including the description field for each Set Dressing Items Dressing Items List This report creates a list of all set dressing items All details from the data including descriptions and notes are printed by Set Name This report creates a list of set dressing items for each of your sets If an item appears in more than one set it will be listed for each set in which it appears by Owner or Source This report creates a list the set dressing items associated with each vendor item s owner source of item These list
262. r Take a minute NOW and look at it and then each day after finishing your work and closing down PRS spend a minute or two and back up your work How often should backups be made Often enough that you will never lose a huge amount of work if your hard drive decides to take a month off in the repair shop or if a power surge wipes out your machine When you consider the amount of time and effort you put into creating your data and the time and money you save by using the computer to manage the data the costs of the computer and software become minor and the time required to back up your work insignificantly small Creating backups on a regular basis is like taking a vitamin every day once you get in the habit it s the easiest thing in the world Get in the habit of making a daily backup of your data files Start today Remember hard drives are mechanical and as such will eventually fail This is a fact the question is not whether they will fail but when they will fail What you need to back up You need on a regular basis to back up your data files These are the files in your working directory that have a tps file extension the period and the three letters at the end of the filename It is also a good idea to back up your PRS ini file This file keeps a record of some of your user settings as well as your Global Preferences information Making a back up of your program files needs only be done when changes are made to the prog
263. r of categories and then either manually or automatically computing their average Only the overall value appears in the Scenes browser and it is color coded to indicate overall prep level MOVE CURSOR to right center of screen and CLICK OK to return to the Scenes File Browser You will see your information displayed in the top browse box CLICK Insert to return to the Adding New Scene Information window and for Scene Number and type in Act 1 Scene 1 TAB to Scene Order and type 11 00 NOTE We found it a convenient system to combine 10 times the act number plus the scene number since most plays have acts with fewer than ten overall scenes Sub scene breakouts use the decimal place This method also gives you room to number events which come before the first scripted scene You can use any system that suits your needs 53 as long as each scene is given an order number for the program to use to keep the scenes listed in the proper order TAB to Scene Type CLICK on the drop down and HIGHLIGHT Dialogue TAB to Page Number and type 20 TAB to Set Name and CLICK on drop down and HIGHLIGHT Athens Royal Court TAB to Timing and ENTER the scene length in hours minutes and seconds 00 03 00 NOTE During your initial breakdown of the script you will probably not yet have determined an accurate scene timing You can leave the field blank or enter an estimate and update the information later TAB to Description and type The Royals plan
264. racket characters or in your entries particularly as part of your scene numbers PLEASE AVOID THESE CHARACTERS 14 Installing PRS Single User Installation The PRS installation CD starting with v1 20 includes an auto run function and selection menu to choose your installation tasks Another change started in v1 20 places the default install in a directory called c OnSetApps PRSxx This change has been made to simplify potential permission issues particularly for non technical users which are anticipated in the new Windows Vista operating system The previous default install location c Program Files OnSet PRSxx may become difficult for multi user operation If your computer is not set up to auto run CDs you can start either the installation menu or any of the setup programs manually After placing it in your CD rom drive you must choose the install file you wish to use Two versions of PRS are included on the installation CD The standard program is in the file SetupPRSxxx exe The xxx refers to the version number currently 120 The single user installation is the simplest and easiest way to install PRS By running the basic installation program SetupPRSxxx exe and accepting the defaults including the license agreement PRS will be installed on your hard drive The standard installation places all files in the same directory including the program file associated dll files and any included data files A second instal
265. racter window As we know we need Character 78 to be Fairy CHECK the Walk On box We can add a Description later If you haven t already added the new character do so now and CLICK OK and then NO to get out of the Add a Character Role or Position window In the Character Roles Positions File Browser you now see Act 2 Scene 1 in the lower list box associated with Character 8 in the upper list box CLICK on various character names and check to see in which scenes they appear CLOSE the Character Roles Positions File Browser and look at the bottom list box in the Scenes File Browser which should still be open on your screen The problem still exists What happened The Scenes File Browser Window still tools the same in fact it hasn t changed yet to reflect the latest adjustments We haven t done anything to make the Scenes File Browser reread the character information Click on a different scene and then click on Act 2 Scene 1 Character 18 now is listed in the correct order with Fairy as the character name All we had to do was look at a different scene and come back in order to have the window read the updated information Pole Part Name Name ID Costume ID ee Puck Morely Darc EE A mimi m Let s add characters for two more scenes Act 2 Scene 1 1 Char Part Name Name ID 1 Oberon Samuels Mark A 2 Titania Daniel Carrie 3 Puck Morley Darcy Act 2 Scene 1 2 59 Char Part Name Name ID 1 Oberon Sam
266. ram itself since the program can always be re installed If you are using PRS to manage multiple productions simultaneously and if you have done so by creating additional PRS installs you will need to make a separate backup set for each working directory where your tps and ini files reside If you are using PRS to manage access to picture and other graphics files we recommend that you also create and keep backups of these files To keep yourself organized we recommend keeping your picture and graphics files in an organized location PRS provides several sub directories which can be used for this purpose If you are using multiple copies of PRS to help manage several productions simultaneously and if the same picture files are accessed by the various productions it may be more convenient to keep all your pictures in a separate directory of your making thus making it easier to both find and create backups of the files The PrsBack Program For your convenience we ve added a backup utility program PrsBack exe starting with Release Version 1 0 to make it even simpler for you to create backups of your tps data files There is one important proviso to remember when using PrsBack You may only use PrsBack when PRS is not running Ideally you should run it each time you finish working with PRS If working in a network environment make sure all users are logged out before running PrsBack It allows you to quickly and easily back up your
267. rams capabilities far exceed what you have done so far and we encourage you to look at the rest of this manual as well as spending a little time playing with the sample data provided with the PRS Sample Application If you want to remove the tutorial data you have created from your system use the CleanFil exe utility provided with PRS More information can be found in Appendix D Break a Leg 70 How the Program Works Opening The Program The PRS installation program places a PRS group in the OnSet program group of your Windows Start Programs menu From the Windows Start Programs menu you can select the program from the OnSet program group If you wish to add a direct shortcut icon on your desktop find the program filename PRSxx exe in Windows Explorer or through My Computer default installation puts it in the c onsetapps prsxxx directory right click on it and keeping the right mouse button down drag it onto the desktop In the popup menu that appears select make a shortcut You can also right click and drag the shortcut from the Start Programs OnSet PRS menu group to your desktop Un Installing If you want to keep any of your data files you must back them up before running the uninstall program Your data files live in the same directory as the program and have a TPS file extension There are normally more than 50 of them To run the uninstall program From the Windows Start menu click on Settings and t
268. rcentage by which the image zooms each time one of the magnifying glass buttons is used Pages to Print Used to specify the pages to be printed if when the Print button is pressed Enter the desired page number s to be printed using the syntax 1 3 5 7 10 15 all etc You will notice that when you move from this field the field goes blank while the page list now reflects your selections Search Functions Search Theseus a Theseus mi Y x Search the report for text you will specify in the Search text area Press the Question Mark Magnifying Glass icon to start the search When a match is found a drop list appears to the right 128 of the search field Press the down arrow to reveal all the pages where the match occurs If you select a page the display moves directly to that page To the right of this drop list a green check and a red x icon appear Use these if you want to select with the check or deselect with the x the pages which match the current search criteria The icons in the page list will change accordingly Number of Copies Indicate the number of copies to be printed when either of the print options above are selected Enter the desired number of copies or use the up and down arrows in the spin box Creating a CSV File Certain reports only those noted in the reports menus with a csv as the end of the menu item title give you the option to send the report data to a csv c
269. re you MUST have the appropriate groups specified for each of your activities Otherwise you will get inaccurate schedules Name ID This is the reference name code of the person cast as the character or filling this position Only one person can be linked to any given character number Un Cast Part Press this button to clear the Name ID field for casting the part Understudy This is the reference name code of the person cast as understudy for the character or filling this position Only one person can be linked as understudy to any given character number No Understudy Press this button to clear the Understudy field for casting the understudy for the part Default Costume ID Use this field to assign a normal costume ID name to the role If you add cast members using the Character Roles in Scene entry form the roles default costume is automatically assigned to the character for that scene If you use the quicker edit in place option for adding role numbers to scenes the Default Costume ID is not automatically added No Default Costume Press this button to clear the Default Costume ID field Description Enter a brief description of the character if you wish You have a maximum of one line 80 letters and spaces in this field Notes Longer descriptions and a variety of notes can be entered here You have significantly more room in this field than in the description field Character Roles in Scene C
270. re receiving scripts or whether you are returning scripts e Quantity The number of the specific script type included in the shipment e Script Type This script category is used to differentiate the various kinds of scripts you receive You can be as detailed as you want in this category however each category needs to have its information entered separately As a rule of thumb all scripts within a category should have the same value e PO Number While this is not a required field you may find it useful in keeping track of shipments e No PO button The program currently assumes that you will enter a PO Number and may default to the first number on the drop list To clear the contents of the PO Number field press this button e Waybill Number This field is not required but may prove helpful in keeping track of 120 shipments Owner or Publisher The owner or publisher of the script In other words the source from whom you are renting the scripts and to whom you must return them Clear Owner button The program currently assumes that you will enter an owner publisher and may default to the first owner on the drop list To clear the contents of the owner field press this button Description A brief description relating to the shipment of this group of scripts This might be a good place to make a note if this script group is incomplete Notes A longer field for additional notes Purchase
271. rea For instance if an image is squeezed 1 5 1 and the actual image width of the squeezed image is one inch the effective unsqueezed image width would be 1 5 inches which is what you would enter as the Horizontal Aperture e Vertical Aperture The exact vertical height measurement of the area of the film chip or video tube actually used to create the image This measurement must be entered in inches and can contain four decimal places of accuracy 1 10 000 of an inch e Circle of Confusion A strange name for a difficult concept this is basically a way of quantifying the point at which an image begins to look out of focus The circle of confusion for most formats has been determined by standards organizations based on what seems acceptably sharp This measurement must be entered in inches and can contain four decimal places of accuracy 1 10 000 of an inch A smaller circle of confusion means that there is less depth of field for the format meaning that focus is more critical e Order The order optional in which you would like the format to appear in drop lists for Format selection elsewhere in the program e Description You may enter a short one line description of the Format for clarification purposes Tech Notes Enter any technical notes you may wish to record about the Format Notes You may enter notes relating to the Format Notes fields are capable of holding 84 much more information than
272. redness level 1 least prepared 10 totally ready e Musicians Musicians music preparedness level 1 least 10 totally ready e Wardrobe Wardrobe preparedness level 1 least prepared 10 totally ready e Props Prop preparedness level 1 least prepared 10 totally ready e Sets Sets preparedness level 1 least prepared 10 totally ready e Lighting Lighting preparedness level 1 least prepared 10 totally ready e Tech Tech preparedness level 1 least prepared 10 totally ready e Other Other preparedness level 1 least prepared 10 totally ready If you wish you can enter a category name for this item The results from these ratings are found in two places in PRS In the Scenes Browser list box the Prep column displays the Overall Preparedness Ratings for the scene and is color coded to quickly point out the problem scenes red and the most prepared scenes green In the Scene Reports Scene Lists w Prep Status the report features a bar graph layout encompassing both the overall and individual ratings Scenes List w Preparedness Values Scene Number Scene Type Set Name Page Length One Line Scene Description Order Run Time Pre Set Overture Athens Royal Court Pg 0 20 00 a Walk in Music 0 01 0 20 00 Overall Preparedness 10 0 p ET OUT CAA SN VO PTE PNET EAN RTE TPR RIRS Actors Props Dancers Wardrobe Singers Sets Musicians Lighting Other Tech Act 1 Scene 1 D
273. river and certain old fax drivers Changing to a different driver seems to solve the problem 16 Typeface and Keyboard Conventions The conventions below describe the stylistic or keyboard method that you will come across in the content of this tutorial Typeface Conventions Italics Indicates what to type at the keyboard such as type These Words SMALL CAPS Indicates keystrokes to enter at the keyboard such as ENTER Or TAB Boldface Indicates commands or options from a pulldown menu or text in a dialog window Also used to indicate the heading name of a window Menu Sub Menu Sub Sub Menu Menu items with vertical lines between them indicate the path to follow for navigating through the various levels of the menu structure Keyboard Conventions Fl Indicates a single keystroke In this case press and release the F1 key ALT X Indicates a combination of keystrokes In this case hold down the ALT key and the X key then release both keys 17 C PRS User s Manual v1 20 Quick Start Tutorial Starting PRS From your Windows Start menu select Programs go down to OnSet and select PRS from the OnSet program group If you have placed a PRS icon on your desktop starting PRS is as simple as DOUBLE CLICKING to the PRS Icon Either way starts PRS and opens the OnSet proscenium stage window with a main menu of functions atop the curtain PRS Play Rehearsal Scheduler File Edit General Breakdown Cast Crew Co Schedu
274. rom its initial incarnation to encompass numerous other creative and management aspects of a theatrical production This manual provides descriptions of the various menu functions and related forms It also includes a quick start tutorial The program works on an intuitive level once you get used to the basic browse viewing input data entry report printer output structure on which it is built PRS is designed on a relational database model working outward from the script scenes and relating your various cast and production information to the scenes The database is viewed using a series of browse boxes which act as windows for looking into the stored data lists To enter new data or to change existing data update forms are accessed from these browses or in some cases new data can be entered directly into linked boxes in the browse forms A variety of pre designed reports can be previewed and printed through your default Windows printer Even though PRS is a wide reaching management tool with a great deal of depth it has always been our goal to keep things as straightforward as possible for the individual user A printable pdf copy of this manual use Adobe Acrobat Reader available as a free download from Adobe is included as software with the registered version of the program In cases in which the software version does not agree with a printed hard copy version the software version is normally more recent and hence more reliable In
275. rt date setting style which is defined on your computer You can make entries in that format or use shortcut versions of the date for your entry such s typing only mmddyy instead of mm dd yyyy e Day of Week This field auto computes based on the date If you started using PRS before this field was added you should cycle through your events using the vcr forward button in the Activities Update window to have PRS compute the day of week Otherwise your reports will not have the proper day of week e Activity Type Rehearsal meeting performance etc e Scene Number Scene number for activity As mentioned in the Tutorial it is often useful to enter a scene number such as Pre Set when defined to include all character numbers for overall events such as dress rehearsals meetings or performances e Start Time Time when activity is scheduled to begin hh mm Xm End Time Time when activity is scheduled to end hh mm Xm Limit Activity To These check boxes will allow you to select which group s you wish to include in this scheduled activity This function is particularly convenient for larger productions for which several rehearsals or other activities may be taking place simultaneously but in different locations for different groups Principals working on lines musicians rehearsing score dancers working out a routine etc The selections you make here are reflected in only certain activity and rehearsal r
276. s A drop down combo box is an entry selection field usually found in an update screen It resembles a standard entry field but with a down arrow on the right side of it You can make a selection either by typing in the box which will smart fill if there is an existing matching entry or by 74 pressing the down arrow and selecting an entry from the drop down box that appears Drop combos are used for entries which will often be repeated or which are related to other elements or for which it makes it easier to have a preset group of selections to choose from In many cases if you make an entry in a drop combo which doesn t match an existing entry such as a new type of phone number the program will prompt and add your entry as a new preset for that category Reports Reports are a predefined way to output data in a viewable and printable form After selecting a report to generate you are prompted to see a preview of the report At the top of the print preview screen is a print preview selections band Here you can specify how to view the report page width as screen width or page height as screen height or based on a size percentage You are also given various printing options and can select to print only the currently viewed page all pages or selected pages by entering page numbers separated by commas The program comes with numerous predefined report forms allowing for many different approaches for viewing and printing your data T
277. s Actor Again check the Principal box Move to Name ID and since we haven t cast him yet if you need to clear the entry field CLICK on the UnCast Part button to make the Name ID field blank and TAB to Description and type in The Duke of Athens CLICK OK and cLick YES to Record added do you want to add another record MOVE CURSOR to Role Position and type in 5 TAB to Part Name and type in Hippolyta TAB to Type and verify that it says Actor Again check the Principal box Move to Description and type in The Duke s Betrothed CLICK OK and CLICK YES to Record added do you want to add another record You may assign numbers to the following characters in the manner of above Role Part Name Group Description 6 Lysander Principal Youth in love with Hermia 7 Demetrius Principal Youth in love with Helena amp Hermia Principal Girl in love with Lysander 9 Helena Principal Girl in love with Demetrius 10 Egeus Minor Role Hermia s Father 11 Philostrate Minor Role The Duke s Steward 12 Peter Quince Principal Leader of the Workmen 13 Nick Bottom Principal Workman Actor 14 Francis Flute Principal Workman Actor 13 Tom Snout Principal Workman Actor 16 Robin Starveling Principal Workman Actor 17 Snug Principal Workman Actor NOTE When you get to the Description entry field for characters 14 17 above you will notice that the character description is the same as 1t was for character 13 When sequentially entering data instead of retyping the same fie
278. s are particularly good for helping plan pickups and returns by Ownership Type This report creates lists of set dressing items based on whether they are owned rented borrowed etc w Pix This report displays a list of your set dressing item names and includes thumbnails of any pictures which are linked to an item Sound Effects and Music Lists Sound Names w Notes This report creates a list of all sound elements in alphabetical order and includes any note information entered for the sounds by Type of Sound This report creates a list the names of all sound elements grouped by the type of sound 137 by Performance Source This report creates a list the names of all sound elements along with sound type length and description grouped by the performance source tape cd live orchestra offstage microphone etc of the sounds Sounds in Scene by Scene Number This report creates lists of sound occurring in each scene sorted by scene number Sounds in Scene by Sound Name This report creates a list of scenes in which each sound occurs Activity Schedules Itemized by Date This report creates a list of activity days grouped by date and activity type including all items in the activities file Contents of the activities notes field are included Character roles are not listed in this report by Activity Type This report creates lists of days and times for each scheduled activity grouped by activity typ
279. s the playwright s own breakdown of action into scenes Act 1 Scene 1 Act 1 Scene 2 Act 2 Scene 1 etc For the purposes of a practical rehearsal process a director usually divides the action within the scene even further to assure that each segment of the play is well rehearsed One method for script division is known as the French Scene which begins when a character enters the stage and ends when a character exits it doesn t have to be the same character anyone entering or leaving defines a French scene Another way to break down the script is to find the emotional beat of each moment in the script We have combined these two methods in the sample breakdown of the play A Midsummer Night s Dream which we find effective but you will ultimately do it in your own way So now you re thinking that you are about to start entering specific information about each scene Not so fast In following our general practice of trying to enter general data first followed by specific data we will start by entering our set names 30 PRS User s Manual v1 20 Set Names You will most likely have several set changes in your play We will begin by entering the settings used in our staged version of Midsummer In the Main Menu CLICK on Breakdown move down the drop down menu and CLICK on Dressing and Sets The small arrow to the right of the menu item indicates that there is a submenu for the item In the pop up submenu which appears
280. since you can use this scene number to automatically include all cast when scheduling cast meetings or full play rehearsals The Scene Information Update Form is used to add or edit scene information It also contains an additional browse box which shows the file names of the blocking pix files associated with the scene Scene Number You may enter a number here but this entry will normally be more useful when expressed as a combination of Act and Scene numbers at least for plays with more than one act We recommend using a standard entry format for this such as Act 1 Scene 1 Also use for non script events such as Intermission Curtain Call etc NOTE Please do not use the square bracket symbols or as part of the scene number Doing so can result in your browse box and possibly program freezing Scene Order This is the order in which scenes occur in the play It is a decimal number and is used to keep scenes in order for reports or if additional scenes are added in the middle of the script You should always give every scene a scene order number By assigning scene numbers and order numbers to additional elements of the production overtures intermissions curtain calls etc you are ensuring that they will appear in the appropriate places in your paperwork Because Scene Order is formatted as a decimal number it should be easy to insert a number between other numbers if necessary For more information about scene order refer
281. sing the Select Set Dressing Item button to make your choice The Browse window also includes an Auto Display checkbox whose initial setting is taken from your User Preferences a Display Picture button to manually display the selected picture or redisplay after a window resize and an Image Editor button to open the image editor on your computer associated with the image s file type NOTE Resizing the window will not affect the size of the displayed picture e Set Dressing Item The set dressing item name as found in the Set Dressing file e Pix File Name The filename of the picture or drawing s picture file This filename includes the entire directory file path e Filename Lookup Button Press this small button found just to the right of the Pix File Name field in the Set Dressing PicturesPictures entry update form to launch a standard windows style file selection window to move through your file structure and select the appropriate file to enter into the Pix File Name field The lookup opens in the SetPix subdirectory under the current PRS program directory e Order Use the order field to determine the order in which the filenames appear in list boxes 101 Date Use this date field as a reference to keep track of when a picture or drawing was created The initial value of the field defaults to the current date when you add a record If you want to change the date you must do so manually Description An opt
282. slashes because the form reads the numbers fine without them as long as a single digit month has a zero before it and the program assumes you want the current year this was written in 2002 For 10 11 2000 we could type 101100 but for 9 4 2000 we would need to fill in the extra zeroes and type 090400 or 9 4 00 This shorthand can speed your entry process and if you wish to use it you ll quickly become accustomed to it This activity will be a rehearsal which is pre entered in the form so TAB past it to the Scene Number For the Scene Number use the drop down to select Act 1 Scene 1 TAB to the Start Time Enter the start and end times as 0330p and 4p respectively You will see the program convert these to standard time formats NOTE 330p without the leading zero will not convert properly If there are minutes involved four digits must be entered for the number to read properly NOTE As with dates the format for entry and display of time fields is determined by your international defaults settings for you computer within your Windows operating system However you may use 24 hour clock times for entry even if your standard display is an AM PM format Thus if you type 16 in a time entry field PRS automatically converts your entry to 4 00 PM In the Limit Activity To area CLICK on the Select All Cast button Check marks will appear in the top row of boxes We ll now add a new location on the fly For Location type Bostw
283. st boxes Date Use this date field as a reference to keep track of when a picture or drawing was created The initial value of the field defaults to the current date when you add a record If you want to change the date you must do so manually Description An optional brief description of the picture or drawing Notes Longer notes related to the picture or drawing Set Names These are the overall names for your set locations Your set dressing item names are linked to these set names Set Name This name identifies each set you use for your production Even minor changes usually warrant a new set name to eliminate any possible ambiguities Description A brief up to 100 characters description of the set which will be printed with the set name in certain reports Notes A memo field in which to put longer notes The notes field is seldom printed in reports Set Dressing Items Set dressing items are the various elements that make up a set Typically they are the elements that are always included for a given set name You may find that certain set dressing items make more sense as props or vice versa Set dressing items are automatically included every time there is a scene for their associated set name defined through Set Dressing In Set whereas props must be defined for each scene in which they appear Set Dressing Item The name you give to identify the set dressing item There may be multiples of this
284. st or add a new category name by typing it here An add update form will open for your new entry Length Length of cue hh mm ss Description Description of cue Notes A memo field in which to put longer notes The notes field is seldom printed in reports Lighting Cues Details relating to each lighting cue are contained in this file You should list all lighting cues here Light Cue Name A short descriptive name used to identify the lighting cue Light Cue Number If you assign numbers to your cues here is the place to enter it Cue Type Select a cue category Length Length of cue hh mm ss Description Description of cue Notes A memo field in which to put longer notes The notes field is seldom printed in reports Music and Sound Fx Cues List The various general aspects of your audio elements are contained in this file You should list all sounds which are not created by the actors on stage Sounds can be sorted by name type or performance source A second list box displays the scenes in which sound cues appear Sound Name A short name given as a title for each piece of sound Sound Type Music Sound Fx Voice A sound type other than those shown in the drop down may be selected Track Number If the sound is on a CD or record you can put the track number here Perform Who or what is creating the sound Live CD Cassette etc A performance type other than those show
285. system for organizing your backups one which feels both comfortable and secure for your needs Please don t wait for disaster to strike before realizing you still haven t backed anything up Backup Log The backup log is a utility to help you keep track of your backups It makes an entry each time you perform a backup and keeps track of which files are included in it To open the Log File Browser either CLICK on the Log File button or select Backup Log Browse Log File from the menu NOTE The backup log does not delete an entry when you overwrite a BAK file on a disk To eliminate log entries you must manually purge them from the list Purging the Log File Before purging the log file you should browse the backup log and check the backup set numbers you wish to eliminate From the menu select Backup Log Browse Log File to open the Purge Backup Log window select the first and last backup set numbers you wish to purge from the file all numbers between them will be purged as well and CLICK the Start Deleting button These records will be eliminated from the log file 153 Restoring from a backup Hopefully you will never need to utilize the restore function but for your peace of mind you should try it and verify that it is working properly and that you know how to do it CLICK on the RESTORE button or from the menu select File Restore Data This opens the Restoring Data window Here you select where the backup file is by
286. t Insert Change Delete Close For now we are more interested in entering characters for the scenes so RIGHT CLICK On Act 1 Scene 1 1 choose Insert from the popup menu and Select Characters In Scene from the next popup menu 56 Refresh Node Refresh Tree ME Scenes renga BlockPix Delete Sounds in Scene Rehearsal Times Set Change Personnel Explode All Props in Scene Explode Node Characters in Scene Collapse Node Collapse All This opens the Adding a Character Role to Scene entry form Already in Scene is Act 1 Scene 1 1 TAB to Character Role and CLICK on the small down arrow and select 4 Theseus Eki panara A 2 5 x Scene Set Name Description Pre Set mn E z O m Act 1 Scene 2 ixl la Character Roles Positions in Scene o al 11 Philo scene Number Act 1 Scene 1 1 A ey Character Role v Theseus Costume ID AqdPole Role Name 1 Oberon d 2 Titania 3 Puck A A 5 Hippolyta Ad 6 Lysander 7 Demetrius Cancel Help 8 Hermia 9 Helena 4 10 Egeus gt J gt 11 Philostrate gt 12 Peter Quince 13 Nick Bottom 14 Francis Flute Ing 15 Tom Snout Close 16 Robin Starveling E SOS A E E T 7 This form also gives you the opportunity to enter costume and other information about the character s activity in the scene but we will move forward At the bottom CLICK OK CLICK Yes to the Record Added Message to add the next record the scre
287. t CLICK to HIGHLIGHT it and then CLICK on the DELETE button at the bottom of the window Telephone Number Type Phone Type Hom e Home FAS Confirm Delete x Mobile Pager oice Mail 2 Are you sure you wantto delete the highlighted record ork A Confirm Delete dialogue box will appear to confirm you wanted to delete this record CLICK Yes This eliminates the category Agent the description and any notes that are associated with Agent If you wish to add another category Toll Free for example CLICK on INSERT and the Adding a Phone Type screen appears Adding a PhoneType Telephone Number Type Fhone Type Toll Free Description Toll free phone numbers Notes Cancel Help Type Toll Free in the Phone Type box CLICK OK to add Toll Free as a phone type It is optional to add either a description or any notes If you wish to CHANGE a phone type CLICK on the item you wish to change or use your up and down cursor arrows to HIGHLIGHT it and CLICK on the Change button or DOUBLE CLICK on the type you wish to edit Either method brings up the Changing a Phone Type edit window Once you ve edited CLICK OK to accept your changes You ll notice below the listing of phone types is another list box with the heading Phone numbers of the type selected above We haven t yet entered any phone numbers so this box is empty but this synchronized second box is there to provide a list of phone numbers whose type match
288. t middle names to create a unique Name ID for each person Since we re adding a name through this back door we re starting with the Name ID in the appropriate format We ll look at Name ID s further when we get to the tutorial section on adding cast and crew names Press TAB and the Add Personnel entry window appears It gets a bit tricky here because as you enter his name the Name ID changes accordingly when the Derive Name ID box is checked You must enter his name to recreate the Name ID you typed in the Add Character window 37 CLICK in Last Name and type Morely TAB to First Name and type Darcy You may have noticed that after you left the Last Name field the Name ID changed to contain only the last name It is therefore essential that you add the first middle name Press TAB and check that the Name ID is now Morely Darcy as you originally entered NOTE It s not really quite as critical as the above made it sound since if you type in a different spelling or name for that matter the Name ID field in the Add a Character Role or Position update form adjusts to your modified entry accordingly CLICK OK to close this form and return to the Add a Character Role or Position form TAB to Description and type in Oberon s Helper CLICK OK and CLICK YES to Record added do you want to add another record MOVE CURSOR to Role Position and type in 4 TAB to Part Name and type in Theseus TAB to Type and verify that it say
289. t button is your standard way of adding a new record to the current data file It will bring up an entry update form which you can use to enter information for the new record The Change button brings up the same entry update form as the insert button but its fields are filled in with the existing information from the currently selected record You can edit these entries to change the contents of the record The Delete button removes the currently selected record In cases in which related information exists in other files this related information may be deleted as well From within most browse boxes the Insert Change and Delete functions can also be accessed by using the RIGHT CLICK button on your mouse A pop up menu will appear and you use the normal LEFT CLICK button of the mouse to select the desired menu item In windows which have a number of browse boxes the Insert Change Delete buttons may in certain cases have been changed to Add Edit Remove or other descriptive words The functionality of these buttons has stayed the same but the words on them have changed in order to facilitate the possibility of using keyboard shortcuts Keyboard Shortcuts As with most windows programs many menus and screens feature the option of using keyboard shortcuts instead of accessing commands and navigation only by using the mouse In many cases these shortcuts can save you time by keeping your fingers on the keyboard When a keyboard shortcut exis
290. the type selected in the top box Hence if you have Toll Free selected in the top box all the Toll Free telephone numbers will be shown in the bottom box and only the toll free numbers This provides another view of information that you have input 23 Phone Number Types File Browser Iof xi Telephone Number Type E gt v Insert Delete We have finished presetting Phone Number Types and may now close out the window either by CLICKING on the Close button hitting the ESCAPE key or CLICKING on the small x button in the upper right of the Phone Number Types File Browser window We will continue to customize your selections Setting Up Address Types Up at the Main Menu CLICK on General again and this time CLICK on Address Types Let s take a look at your presets What address category options do you want to have on file for your cast crew vendors Home School and Work are currently listed in this File Browser for your convenience To add delete or change the Address Types this time use your mouse to RIGHT CLICK a selection This calls a pop up menu with Insert Change and Delete as options St Address Types File Browser olx Address Type Description k Insert Change Delete Use your left normal mouse button and CLICK on Insert This opens the Adding an Address Category window where you ll add Mailing Address to the preset selections that have been included in the program As with
291. the data files during the process This same warning is made with respect to making backups Since any file copy or backup process takes place one file at a time even if it does all seem to happen in the blink of an eye it is possible that another PRS user could make changes to one or more of the files during this process This could potentially create referential problems between the files which might result in some information becoming unreadable or lost 158 Using PrsBack to move your files The PrsBack program provided to make it easy for you to back up your files is also the easiest way to transfer files between standalone computers The backup made on the source computer can later be restored on the destination computer Make a standard backup onto removable media such as a floppy disk Bring this to your other computer and open PrsBack on that computer Select Restore and choose the removable media as the source of the data to restore Specify your PRS working directory as your destination directory PrsBack will restore the files by rewriting over the files on your destination computer Close PrsBack and run PRS to verify that the proper files are now installed NOTE PrsBack works only on your basic data files Ifyou have picture files or diagrams they will have to be copied separately NOTE Picture files blocking diagrams and drawings databases rely on the exact address of the file including the drive and path information If you
292. the program is pre built and does all the heavy lifting for you The main thing to know and understand in using PRS is that the database functions are based primarily on three actions browsing updating and reporting This manual will go into more detail about these later but the quick overview is that you normally begin by browsing looking at the contents of a file To add new information or to change current information about a record you use an update form When you exit an update form the new information you have added or changed is automatically saved into the appropriate file s unless you hit Cancel in which case you exit from the form without saving your changes To print information in a pre designed form you use the report function Numerous reports have been predefined and can be previewed on your screen before printing You may occasionally feel that the database creates additional work for you because you need to enter data about various aspects of an item in several different forms in order to input all its related information The program is structured this way in order to give you more options Entering a person s address for instance requires bringing up an additional form instead of having address entry fields for one or two addresses on the personnel entry form Addresses and likewise phone numbers have been separated into 71 different files so that you can enter a virtually unlimited number of addresses and phone numbers
293. the wood are exterior As you have just discovered it might be useful to mention twinkling lights in the notes field for Woods Fairy To do this we will edit the Woods Fairy entry HIGHLIGHT Woods Fairy in the Set Names Browser and CLICK Change to call up the Changing a Setting Name window for that item In the Notes field type Twinkling lights on when fairies are present and press OK to save this addition and exit back to the Set Names Browser 32 amp Changing a Setting Name MA E SetName Set Name Woods Fairy Description Notes Twinkling lights on when fairies are present Cancel Help NOTE We placed the twinkling lights reminder in the Notes field You might have placed it in the Description field instead since it would then have displayed in the Set Names Browser and been printed on most reports This is a matter of personal preference and you will develop your own methodology for what you want as a Description and what to keep in Notes One thing to remember is that most Description fields have a length limit of about 100 keystrokes whereas Notes fields can contain text up to 20 times that length If you wish to DELETE an entry HIGHLIGHT the item to be removed in the list box and CLICK Delete and then Yes to Confirm Delete In the window s lower left is a box containing a list of set dressing items used for the selected setting set name There are columns for Quantity Qty Set Dressing Item Source a
294. their wedding MOVE CURSOR to bottom of screen to CLICK OK We will now add some additional scenes to provide data to work with Back in the Scenes File Browser CLICK Insert and next to Scene type in Act 1 Scene 1 1 or you could use CTRL to put Act 1 Scene 1 in the entry field CLICK to the right of it and enter to turn it into Act 1 Scene 1 1 In either case TAB to Scene Order and type 11 10 TAB to Scene Type and CLICK the drop down and HIGHLIGHT Dialogue TAB to Page Number type 22 TAB to Set Name and CLICK on drop down and HIGHLIGHT Athens Royal Court TAB to Timing and type 0004 Note that you are not entering a colon but you do need to include zeroes for empty hours and minutes When you hit the TAB key you will see the field convert to the proper hour minutes and seconds 00 04 00 In Description type Father enters with Hermia and Youths MOVE CURSOR up to the VCR Play forward arrow to save this data and move to a fresh entry screen For Scene type in Act 1 Scene 1 2 TAB to Scene Order and type 11 20 TAB to Scene Type CLICK on drop down and HIGHLIGHT Dialogue TAB to Page Number type 28 TAB to Set Name and CLICK on drop down and HIGHLIGHT Athens Royal Court TAB to Timing and type 000330 which will convert to 00 03 30 TAB to Description and type Hermia and Lysander plan to elope MOVE CURSOR up to the VCR Play forward arrow to save this data and move to a fresh entry screen Enter five more scenes of inf
295. ther pounds or kilograms gt Fitting Date The date when the fitting measurements were taken You wouldn t want to depend on out of date fitting data This is displayed in the standard windows short date setting style which is defined on your computer You can make entries in that format or use shortcut versions of the date for your entry such s typing only mmdd instead of mm dd yyyy Hat Hat size up 20 characters Ring Ring size up 20 characters Jacket Size Jacket size up 20 characters Dress Size Dress size up 20 characters Neck Size Neck circumference in inches or centimeters Sleeve Length Sleeve length measurement in inches or centimeters Armpit to Waist Measurement in inches or centimeters Bust Chest Measurement in inches or centimeters Hips Measurement in inches or centimeters Waist Measurement in inches or centimeters Neck to Waist Measurement in inches or centimeters VV VV VV VV VV V V Neck to Floor Measurement in inches or centimeters 107 Waist to Ankle Measurement in inches or centimeters Inseam Measurement in inches or centimeters Outseam Measurement in inches or centimeters Shoe Size Shoe size note size amp country up to 20 characters Bra Size Bra size if applicable up to 20 characters Glove Glove size up to 20 characters VV VV VV V Ring Ring size up to 20 characters Address and Phone Tab This tab co
296. tion at a school so we know that we ll also be using classrooms for certain activities so we ll add them to the list Press the Insert button Activity Location Types File Browser Location Types E Een n O Rehearsal Studio heatre gt Insert Delete Locations of type selected above to bring up the Adding a Location Type window In the Location Type entry field type Classroom Since this doesn t need a description we ll leave the Description and Notes fields blank We could press OK and exit back to the browse form but instead we ll get a little adventurous and actually add a location name directly from here and see what kind of trouble we can get into Cascading Entries We re now going to get a little tricky so make sure you have several uninterrupted minutes for the next part of the procedure We are actually jumping forward to add location data before we have finished defining all the categories and will therefore be creating additional categories and sub categories on the fly as necessary 25 NOTE Even though we are showing you this advanced capability of PRS early in the tutorial we don t really recommend that you enter data in this fashion You should normally add information by first defining your categories and then going ahead and adding the individual pieces of related information Jumping forward by using the cascading entries approach lends itself to not fully
297. tion column Only the contents of the Description column move 34 Resizing a list box column While you re at it place your pointer in the heading line of the lower list box on the small vertical divider between the Set Dressing Item and Description columns When your cursor turns into a double arrow you can click and drag the right edge of the Source column to change its width In this case since the Set Dressing Item column is wider than the entry in it you might make it narrower to see more of the Description column ncluded in set sele Item PDescriptio NOTE Feature introduced in PRS v1 20 Any column re sizing you do in this fashion will now be remembered by PRS Ifyou close the window and reopen it the columns will return to their new widths In addition again beginning with v1 20 PRS now remembers which tab you last selected so that tab will again be selected when you re open a window CLICK on Woods Humans in the upper list box and you see Twinkling Lights has disappeared in the lower box Use your cursor keys to MOVE up to Woods Fairy and you see Twinkling Lights reappear The lower list box only shows those items related to the set selected in the upper list box If you wish add some other set dressing items for the various sets and see how this works You may have noticed that we have been ignoring the third lower right list box since this displays a list of the scenes that take place in the selected set
298. tory ciOnSetAppsiPRS 121 you should copy to this directory in the destination machine after creating it if need be Be sure to specify that you want to create subdirectories if this is necessary Of course you won t want to try this process with a standard floppy drive since that wouldn t be nearly large enough Use a zip drive or other larger capacity storage media If you use a CD R to hold your copy you will need to eliminate the write protection read only attribute on the files after transferring them from your CD to the destination computer Otherwise you will receive numerous file access errors when trying to add or update data 159 Appendix G Network System Notes This topic contains sections created by and reprinted with the permission of Mark Riffey Granite Bear Development Thanks Mark Resolving network and other file problems Network file problems such as those with symptoms like error 1477 and 2172 can take many forms They can be caused by one or more of the following e Kinked or damaged cable just because it looks ok doesn t mean it is test it or swap it out for another one you may have Cable running close to a fluorescent light ballast fixture Loose connector plug on cable Old worn out cables particularly coax cables that have been around for years Out of date drivers Bad hub or a bad port on a hub Failed failing network card Power problems PLEASE protect your systems with a UPS
299. ts for a menu or form item it is denoted by the shortcut letter being underlined Keyboard shortcuts can be accessed by pressing the ALT key simultaneously with the underlined shortcut key NOTE Once you have entered the menu structure either through a keyboard shortcut or by CLICKING on one of the menu items you should use your keys directly to access sub menu items without having to depress the ALT key again In menus you may also navigate using your arrow cursor keys Synchronized List Boxes Many of the browse forms have two or more browse boxes in them The primary browse box usually located at the top of the window shows information contained in the main file being browsed The additional browse boxes contain information related to the selected record in the main browse box As you change to a different selected record you will see the related synchronized list boxes change to show you the appropriate related lists In this way you are provided access to a great deal of information simultaneously without having to move to another screen 73 Entry Update Forms List boxes synchronized or otherwise aren t going to do you much good if you can t get your data into them This is where the Entry Update forms come in The entry update form for a browse can be accessed by pressing the Insert button sometimes labeled Add The entry form that appears is a child form which means that you have no access to the parent br
300. tume ID names and descriptions and includes sub lists of wardrobe items included in costumes by Costume w Notes This report groups wardrobe items by their associated Costume ID Name including the general costume description character and actor who wears the costume and all general item specific information Only costumes which have wardrobe items associated with them are included in this list Notes information is also included in this report by Source or Owner This report creates a list of wardrobe items showing the associated Costume ID Size whether owned or rented and unit cost for each source vendor or supplier Wardrobe items which are not yet associated with a source are listed at the beginning of the report This report is particularly good for creating return lists for the end of a production by Ownership Type This report creates a list of wardrobe items showing the associated Costume ID Size source vendor or supplier and unit cost for each grouped by ownership type rented bought borrowed etc Wardrobe items which have not yet been assigned a type are listed at the beginning of the report This report is particularly convenient for quickly determining what items still need to be obtained Wardrobe Items Pix This report displays a list of your wardrobe item names and includes thumbnails of any pictures which are linked to the item Prop Lists List Props by Name Creates a list of all props in database Pro
301. u enter on this screen is referenced from various areas of the program The Preferences form is different than your other update forms in that as soon as you enter something in it that item is changed There is no cancel function to go back to previous settings NOTE If you are running PRS on a network and the program is installed on a single computer accessed via shortcut pointers from a number of other computers any changes made in the User Preferences window may affect all users Setups in which multiple users with the PRS program installed on their individual machines are accessing a unified dataset elsewhere on the network will not affect each other if they change their individual User Preferences General Tab Here you enter general information about the production Much of this information is not currently used elsewhere but may be in future releases e Play Name The name of the play This appears extensively in the reports NOTE Most reports use this as their second header line at the top of each page If you wish to have a different second header you will have to enter that here instead of the name of the play e Author Author s name or names e Producer Producer s name or names e Director Director s name or names e Theatre Theatre where performances are will be held e Company Name of company putting on the show This appears occasionally in reports NOTE This company name
302. ubdirectories under your main PRS working directory but depending how you configure PRS and select these graphic images they may reside elsewhere on your computer or network NOTE PrsBack is not designed to format or burn to CD or DvD drives If you want to back up to one of these media either use a cd enabled backup program or use PrsBack to create a backup on your hard drive and then use a separate disk burning program to copy the backup file over to the CD or DvD media Other Backup Options We re not going to insist on any specific way to make backups since every user will have his or her own system which they favor A number of very good backup programs are on the market and you may already have one on your computer Another possibility is to use a standard zip file creator such as pkzip and to zip the files or directories you wish to back up We usually assign it a file name that has the date in it such as Midsummer20061023 zip We highly recommend using one of these alternate systems to create backups for your graphics files NOTE Backups of tps files should be made only when PRS is not running On networked installations make sure that there are no users accessing PRS when you make your backups 12 Introduction to PRS PRS stands for Play Rehearsal Scheduler It was originally designed as a play breakdown form to aid in scheduling and creating actor lists for dramatic theatrical productions It has expanded significantly f
303. uels Mark A 7 Demetrius 9 Helena Workman Sarah E At the beginning of the section we said we wouldn t define any characters for Pre Set yet As it happens defining the entire cast for our pre set not only reminds us that the entire cast should be in place before the play begins it also provides us with a scene which we can later use for scheduling all cast to come to cast meetings dress rehearsals etc Go ahead and select Pre Set and using the lower list box quickly add character role numbers 2 3 4 5 6789 10 11 12 13 14 15 16 17 18 amp Scenes File Browser _ ol x Scene Order Setting Type Scene Number View Other Related Data Blocking Pix Scene Scene Type Page Order Timing SetName Description NS Overture 0 00 0 20 00 Athens Royal Court Walk in music Dialogue 20 11 00 0 03 00 Athens Royal Court The Royals plan their weddin Act1 Scene 1 1 Dialogue 22 1110 0 04 00 Athens Royal Court Father enters with Hermia anc Act 1 Scene 1 2 Dialogue 28 11 20 0 03 30 Athens Royal Court Hermia and Lysander plan to Act 1 Scene 1 3 Dialogue 32 11 30 0 02 00 Athens Royal Court Helena s plan to win Demetrit Act 1 Scene 2 Dialogue 38 12 00 0 06 00 Athens Meeting House The acting company assemk Act 2 Scene 1 Dialogue 46 21 00 0 04 15 Woods Fairy Puck introduces himself Act 2 Scene 1 1 Dialogue 50 21 10 0 03 30 Woods Fairy Titania amp Oberon fight Oberc Act 2 Scene 1 2 Dialogue 54 21
304. ues throughout your show so assigning an order as part of the cue description would only confuse things Press OK to return to the Adding a Cue to Scene window Since this cue is not tied to a cue line we will skip over the next couple of fields For Description type Pre show lighting for audience walk in You may note that we have given this a different description than the cue details description this is because cues that are re used should be able to have descriptions available for each use Press OK to save your cue 69 Creating cues without assigning them to a scene Occasionally you may want to create your cues list and then later assign these cues to specific scenes Perhaps you know that there are certain sound effect or music selections you want to use but are not ready to assign them to specific cue spots From the main menu select Breakdown Cues Names of Cues Music and Sound Fx Cues to open a window showing all audio cues currently described for the production Press INSERT to open the Adding a Sound entry form For Sound Name type Light Rain For Sound Cue Type select Sound Effect For Perform select CD to indicate where the sound is coming from For Length enter 0005 this converts to 3 minutes Enter the Track Number from the CD in this case type 3 For Description type Light rain no thunder to better describe the sound Press OK to return to the Sounds list window If you wish you can now assign
305. up becomes the only true backup of your data What Clean File does is expand a collection of empty data files and replace your existing files with them It also contains default versions of the various category type files used by PRS complete with their original category data When you start Clean File a standard PkUnzip expand screen opens this part is licensed from PKware which you may use to select the destination for the files you are expanding The default destination directory is C OnSetApps PRSxx Because the utility eliminates your existing data files we have instituted a password starting with PRS v1 20 to help make sure that you want to perform this function The password is EatMyData Please note use of upper and lowercase text since passwords are case sensitive 155 Appendix E Using several installs of PRS to simultaneously manage more than one production Our preferred method of using PRS to manage several productions on the same computer involves creating a separate directory for each production and installing PRS separately into each directory To do so begin by creating the new folder directory in which you wish the program to reside Creating a new folder directory is a Windows function which must be performed before beginning the new install For more specifics see your Windows manual or Windows help system under folders creating At some point the DOS term directories transitioned into Windows ter
306. ur computer however it can be rather useful if you happen not to have one when you need it It is designed to be simple without a lot of extra features Each button starts with a different letter to simplify using keyboard shortcuts for operation 124 Go Starts the stopwatch timer running The time of day when the stopwatch was started is also displayed Read Displays a frozen version of the stopwatch elapsed time when this button is pressed Lap The first time the lap button is pressed it displays the time elapsed since the start button was pressed The next time s it is pressed the time elapsed since the previous time the lap button was pressed is displayed Stop Freezes the main display with the total elapsed time The time of day when the Stop button was pressed is also displayed NOTE Even after Stop is pressed an invisible clock continues counting If you press Stop again a new total elapsed time will be displayed still based on the original Start time You can thus still get an accurate total elapsed time even if you have pressed the Stop button inadvertently Clear Resets all numbers in the stopwatch Exit Closes the stopwatch window If the window is closed and re opened all times return to zero 125 Reports Reports are the printouts of information from your various files The reports in PRS have been designed to provide you with ways to look at your data in various organize
307. ut are normally neither displayed in browse forms nor printed in most reports Formats Name and define technical specifications for the various formats which may be used for filming videotaping projecting and or viewing your images The measurements you enter here are used as a basis for calculations by the Lens Projection Calculator PRS comes to you with the image format specifications already provided for many of the commonly used formats and some of the not so often used ones as well You may not need to enter additional format data but if you do this file allows you to add new formats as needed 83 We have attempted to be as accurate as possible in providing format information You can obtain technical information from various standards organizations such as SMPTE or from manufacturers as they introduce new equipment If you are dealing with wide screen video particular care must be taken since different video equipment manufacturers seem to deal with the 16 9 aspect ratio in different ways You may wish to verify our numbers with the manufacturer of your equipment before making any production decisions based solely on your computations here The format list box can be sorted by Format ID Medium Stock Size or optional Sort Order by selecting the appropriate tab e Format A short general format name used to describe the format This name should be specific enough to be easily identifiable Remember when you shoot a film
308. ve field for notes about this type of location Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Location Area Types This file holds names of categories for the general location areas at which you will be scheduling your activities You can set up these categories in any way that will be convenient for you in keeping your locations organized Typical categories might be theatre complex college or city name See Location Types above for further description of the difference between a location and a location area The location area categories file browser contains a synchronized list box displaying the overall location areas of the type selected in the main browse box e Location Area Type Category name for a type of location area e Description A brief description of the location area category e Notes A longer descriptive field for notes about this location area category Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Scene Categories This file holds names of categories for the scenes you will be breaking down in the database You can be as specific or generic as you wish with these names Typical categories might be Dramatic Musical Dance Overture Curtain Call etc The Scene Types Brows
309. ve the program installed on the computers of each user When setting up a shortcut icon on a client computer the start in property should point to the network address where the data files reside This should operate faster but requires attention in keeping all instances of the installed program at the same version level and stands a higher chance of data corruption if there are problems in the network Define a Printer Important PRS always needs to have a printer defined as the default printer on your computer It doesn t make any difference to PRS whether that printer is actually on or connected but you do need your operating system to have defined a printer as the default printer If you don t have a printer or printer drivers you can make your fax driver your default printer or default to a pdf creation driver such as Acrobat Distiller if you have it You can normally choose a default printer using your windows Start menu selecting Control Panel then Printers then RIGHT CLICK on the desired printer and CLICK Select as Default Printer from the context menu Various versions of Windows may have different ways of setting a default printer so consult your Windows operating system manual or help system if you need assistance NOTE Occasionally there may be a printer driver which doesn t interface properly with some PRS reports particularly those that print memo fields We have seen this happen with the Win95 DOS Text d
310. w 2 Address Categories 3 Activity Location Categori s 4 Categories For Location reas 5 Scene Category Names The one with the check next to it is currently active You can select a different window from this menu which will bring it to the front and make it active This can be particularly useful if you have lost or buried a window behind many others It is possible to open the same list window more than once at the same time This is convenient if you want to look at different aspects of a category simultaneously However one point of warning is in order Opening more than one update form and simultaneously accessing the same data is a BAD IDEA PRS will not allow editing a given record from more than one window or more than one user at the same time As an example you can work on entry forms for two actors simultaneously but you cannot use two forms to update data for the same actor at the same time At this point close down whatever browse windows you have opened but leave the PRS program window open Customizing Your Preset Selections The next step will be to customize some of your preset selections Preset selections define some of the categories of information you will be using in your PRS program The categories defined in these preset selections files will reappear to simplify the entry process in various drop combo selection boxes elsewhere in the program so customizing the lists to your needs can save
311. w location area type can be chosen by pressing the Select Category button and choosing an area type from the selection list A second list box on the main browse window shows the specific locations included within the location area A selection tab also allows for viewing a list of personnel associated with this location area The insert update form contains entry fields for e Overall Location ID A unique ID name for the general location area This ID name should be short but easily recognizable preferably something which will easily sort 110 alphabetically e Full Name This longer field can hold the full name of the location area e Description A brief description of the location area e Overall Location Area Type You may assign a category for the type of general location area Typical categories might be City University Theatre Complex etc Location area types which have already been defined are found in the drop down list You nay use an area type from the drop down list or type in a new category name to add 1t to the list e Notes Additional notes related to the Overall Location Area Additional tabs on the entry update form provide access to related personnel addresses and specific location info Specific Locations The Specific Locations file is used to keep track of the individual exact places where your activities will take place Each rehearsal room or classroom is therefore a different specific lo
312. want reports to print with a leading x or ext you should include it in your entry e PIN Beeper PIN or other code number if applicable e Order Here you can set the order in which the phone number appears in reports and in certain display screens It refers to the display order of phone numbers related to the same Name ID not an arbitrary sorting order for all phone numbers e Description Short optional description of phone number e Notes A memo field in which to put longer notes The notes field is seldom printed in reports Pictures Cast amp Crew Picture files can be associated with members of cast and crew to provide quick access to reference snapshots The Cast amp Crew Pictures file browser includes tabs to sort picture files by the Name ID Picture File Name and Picture Name or will limit the list to only a selected person s pictures NOTE In order for PRS to be able to view a picture file it must be in one of these formats BMP GIF JPG PCX or WMF The Browse window also includes an Auto Display checkbox whose initial setting is taken from your User Preferences a Display Picture button to manually display the selected picture or redisplay after a window resize and an Image Editor button to open the image editor on your computer associated with the image s file type NOTE Resizing the window will not affect the size of the displayed picture e Actor Crew Name ID Select a N
313. with the prop name in certain reports e Notes A memo field in which to put longer notes The notes field is seldom printed in reports Props in Scene Relating props to the scenes where they will be used provides additional information for the overall script breakdowns If your play has simple prop usage you may decide that you don t need to break prop usage down to this level However if you have numerous props to keep track of this can prove invaluable in helping manage them e Scene Number Use a scene number name which has been entered in the scene breakdown e Name of Prop The identifying name for the prop e Quantity How many of this prop are used in the scene e Prop Location This was originally intended to keep track of where the prop is stored backstage but it could be used equally well to note where the prop should appear on stage e Description A brief up to 100 characters description of the prop s usage in the scene which will be printed in certain reports e Notes A memo field in which to put longer notes The notes field is seldom printed in reports Prop Pictures PRS does not provide a utility for photographing capturing scanning or drawing pictures It does however provide a way to keep track of pictures and drawings created with other tools by relating picture files to props and allowing you to view them and add descriptions and notes NOTE In order for PRS to be able to view a
314. without a scene number the activity will not be listed since activities in this list only appear if at least one role position must be present at the activity However an activity s being listed is not dependent on whether any of the roles have been cast Characters by Day This report creates a list of character roles included for each time of day for which activities are scheduled Cast and understudy names are listed for each role and each day is printed on its own page This list is not activity specific by Scene Order This report creates a list of scheduled activities for each scene This serves as a cross reference list to determine when a scene will be or was rehearsed etc Activities scheduled without a scene number are listed at the beginning of the report by Time This report creates a list of activities for each time of day for which one is scheduled This report is not typically used very often but may be useful for statistical reasons by Character Role Number Continuous List This report creates an activity schedule list for each character in the play This is composed and printed as a continuous list so a new report page does not start with each character role NOTE If an actor is playing several parts the character role schedule for each of the parts must be consulted Tech crew and other non actors who have been assigned character role position numbers will have schedules only if their role numbers have be
315. xt Taba air od 90 Preparedness Level Tab New in PRS v1 20 cccceeceeseesceesceeeceecesecseceaecaaecaeecaeeeaeeeaeeeeeeeeeeaeeneeeenees 90 Scenes TA O A NOR 92 Blocking DIAS ee E aE aan ae ahaa ad a EUG AGREE EAE RRS RE heen 92 Character Roles Position Names asno 93 CharacionR ales nd 94 SetChange Personnel 00 a toca 95 COSTUME NAMES oa reaa EEEE cascade essa aene nun avewen ues sunax case E NEE sase ier EE ER 95 Wardrobe llas a A ai tii 95 Wardrobe Tteris COstaine inetre eie ends deen vada dales Eaa aias raae aiies 96 Costume Outfit Pictures a a i etica 97 Wardrobe Item Pictures cocinada is conde Ine dede teeltees Ubon cin Goad bedi Sears e a ieina raae lali 98 IA NN 98 Props AE E NA 99 POP sPICUUT ES ccdereocastsspats a ae an Uan coeds Con hese dvesvans duabsantdeesedss teegbine edicto deeb vanesovedesceedtags declara 99 A A NA 100 DEL Dressing les said e ia a e ee r 100 Dressing Items Included int Set c scesccsesescvesercesssnseveconeenevenencseveseacoecnseseronessenevnevasencoesenenesenenenarsneees 101 Set Dressing Pictures cesado sanas Sasabdus evans ius peinada apa dla acaso par 101 TA A NN 102 Action Cues tii 102 Effects CUES cita oeer naaasar aai Supe bsossuclasedbasadesbaesagesdagadeestustassasessunes dessassasasiaets 103 Ti hting CUES aii a E Ta E eaaa aA a E e dE 103 Music and Sound Fx Cues List cccccccccccccesceesceesceseceseesecasecaceeseesseeceenensceeseceseceaeceaecaaecaaeeaeeeseeeneeeneseneeaees 103 SOU
316. y Country to which shipment is being sent e Notes Notes relating to the purchase order Lens Projection Calculator The lens calculator allows you to compute what any focal length lens will do for virtually all image formats Format information is stored in the Format Specifications database accessed as part of the general setup menu You may change format information or add new formats to provide the calculator a greater range of flexibility The lens calculator is organized in a logical fashion You select your format before making any calculations and then move on to the Projection Distance Size tab to compute the image size for a given lens and distance If you don t know what length lens to use move to the second tab and fill in the desired subject size and distance and it will compute the required lens A third tab features the more complex computations that relate to the actual filming videotaping or photography You enter your lens f stop and subject distance and it computes the image size at that distance as well as the depth of field and near and far focus points Many aspects of the lens calculator have been designed to make your life simpler Though lenses are always entered in millimeters you may wish to enter your distances and sizes in meters rather than feet To do so just click on the meters radio button and all existing entries and sizes will be converted automatically to meters To go back to feet just cl
317. y enter notes relating to the Script Type Notes fields are capable of holding much more information than the description fields but are normally neither displayed in browse forms nor printed in most reports Person Types e The Person Types file contains the various categories of personnel working on the production These names are used internally for PRS At this point these settings should not be changed added or deleted by users This file may be accessible at some times during beta testing but is planned to be hidden for release versions of PRS Cue Types The Cue Types file is where the various categories of cues for the production are defined You may not add categories of cues however you can re name the cue category name to be something more appropriate for your production e Cue Type ID This is the name PRS uses internally to reference your cues The contents of this field cannot be changed e Cue Type Name This is a descriptive name for the cue category You may within reason change this name to better reflect the cues for your production Certain cue categories have their own setup so changing lighting to a different category type such as water effects would produce confusing results e Description You may enter a short one line description of the Cue Type for clarification purposes e Column This is for an intended future feature whereby certain cue sheet reports will be available in
318. you have given for the costume name NOTE This list does not show the wardrobe items associated with each costume Costume Names w Notes This report displays a list of your costume ID names the character role number and name associated with each and any description you have given for the costume name as well as any notes you have entered for the costume NOTE This list does not display a list of wardrobe items associated with each costume by Character Role Number This report displays a list of your costume ID names for each character role number Character roles are listed in role number order Role name and cast member are also displayed as well as a truncated version of the description field for each outfit Costume Pix This report displays a list of your costume ID names and includes thumbnails of any costume pictures which are linked to the costume Wardrobe Items Lists Wardrobe Items List This report creates an alphabetical list of wardrobe items showing the size source vendor whether owned or rented and unit cost The notes field is also printed 135 by Costume Name This report groups wardrobe items by their associated Costume ID Name including the general costume description character and actor who wears the costume and all general item specific information Only costumes which have wardrobe items associated with them are included in this list by Costume Quick List This report creates a list of all cos
319. you time later on If there is a category you know you will need it s recommended that you enter it initially Likewise if there s a category you won t need removing it means you won t need to scroll past it each time you are making a selection from that category Don t worry about making a wrong decision at this point You can always come back and change your selections or new choices can be added to the drop downs at the time of making entries in their respective forms Note One limit to changes that you can make later is that you won t be able to combine two categories into one You may be able to eliminate categories but not if you have data which uses that category name These are called relational data constraints are built into the program to keep you from losing data You may however change a category name or mis spelling and all data in this category will automatically adopt the new name or spelling 22 C PRS User s Manual v1 20 Setting Up Phone Types In the Main Menu CLICK on General From the menu selections that appear CLICK on Phone Types and the Phone Number Types file browser will come up A list of phone types has been provided for your convenience Agent Cell Fax Home Pager Voice Mail Work are examples of categories of phone numbers you will use to contact your cast crew and vendors You may modify add to or delete any of the categories To DELETE an existing Phone Type let s say Agen
320. your UP CURSOR ARROW six times each click adds 5 minutes PRESS OK So that we ll have enough scenes to make a schedule printout meaningful please continue to add rehearsals for the next few days using whichever method you prefer Date Scene Number Start Time End Time Location 10 02 02 Act 1 Scenel 2 4 00 pm 4 45 pm Hedgeworm101 10 02 02 Act 1 Scene 1 3 5 00 pm 5 25 pm Hedgeworm101 10 03 02 Act 2 Scene 1 4 00 pm 4 45 pm Bostwick Stage 10 03 02 Act 2 Scene 1 1 4 50 pm 5 30 pm Bostwick Stage 10 04 02 Act 2 Scene 1 2 4 15 pm 4 45 pm Hedgeworm101 10 04 02 Act 1 Scene 1 5 00 pm 5 45 pm Hedgeworm101 10 07 02 Act 1 Scene 1 1 4 00 pm 5 00 pm Bostwick Stage Go back to the Activity Time Schedule List and you see the list of rehearsals you ve entered Now that a number of activities have been entered let s take a look at those VCR buttons that are part of the entry form 55 85 0 01 Tus These buttons are similar to the ones on the toolbar below the menu but the Insert button to the right of them allows you to move straight to a blank entry form from an edit form In addition the small magnifying glass button in the center of the VCR buttons row provides you with a basic text search feature for your activities when you re in the Change an Activity Time edit update form Let s try it now If you re not in the Activity Time Schedule List go there now In the activities list box DOUBLE CLICK on the 70 04 02 Act 1 Scene 1 5 00 pm entry
321. ype drop list select Lighting You may have noticed that when you made your selection a new entry field Cue Name suddenly appeared Cue names for different cue types are kept in their own files since different types of cues will have different related fields to describe them From the Scene Number drop list select Pre Set In the Cue Name drop list field type Walk in Lighting This is the name we are assigning for the lighting cue that will be used before and after the performance as well as during intermissions Since this cue has not yet been created when you press TAB to move to the next field the Adding a Lighting Cue window opens to allow you to add any information about specifics for the cue It is not required to give the cue a number but you may assign one if you wish Since this is our first lighting cue let s give it Lighting Cue Number 00 For Lighting Cue Type select Preset since this is not a dynamically changing cue There is no preset Length for the cue so make no entry here Transition Type refers to any transition that may be built into the cue In other words when you select the cue on your board does it automatically fade in build or cut Normally we will want this cue to fade in so select Fade In In Description type House lights at full plus crossing lekos on curtain to describe the cue You may have noticed that this form does not contain an Order field This is because you may wish to re use c

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