Setkeeper General F.A.Q.

Table of contents

  1. Invitation to join a project, account and connection
  2. Project
  3. Script
  4. Departments
  5. Production files
  6. Planning
  7. Users & Access Rights
  8. Info sheet
  9. Settings
  10. GSuite Configuration
  11. More information

1. Invitation to join a project, account and connection

Login

You access Setkeeper with a unique login (your email address) and a password.
If you wish to be invited with another email, the project administrators have to invite you as a new user and remove your former account in the Users list.

Password

If you forgot your password, click on “I forgot my password”, you will receive an email containing instructions.
If you wish to change your password, click on “I forgot my password”.

Connection types

Situation 1: classic connection with email and password.

Situation 2: connection with your company email and SSO (Single Sign-On).
What is SSO?
With Single Sign-On the user logs in once to his professional account (e.g. Google, Microsoft, Yahoo) to access different applications.
The security policy of your Production Company could require a SSO connexion to Setkeeper.

Situation 3: 2FA connection.
When activating the 2FA in your personal settings, you will be asked to download an authentication app (e.g. Google Authenticator, DUO, etc.) to scan the QR code and generate an auth code, so you can log in.
What happens if you can’t access your phone after activating 2FA?
Make sure you download the 6 emergency codes and store them safely. You then can use them (just once each) instead of your 2FA app.
For the next connections:
You will only need to fill in the auth code that your 2FA app will give you. Don’t worry, no more QR code scanning or complicated setup!

Invitation and account

When you receive an invitation email to join the project, click on “Join the project”.
Situation 1 – You do not have a Setkeeper account: create your password when connecting for the first time.
Situation 2 – You do not have a Setkeeper account and login with your company email: the unique authentication process creates an account and connects you to Setkeeper automatically.
Situation 3 – You already have a Setkeeper account: enter your regular password.
Situation 4 – You already have a Setkeeper account linked to another email: you are considered as a new user, create your Setkeeper account.

Recommandation: save the login page as a bookmark https://app.setkeeper.com

2. Project

Create a project

Click on “New project”. Fill in the Name fields, select project type, size and language, then add Prep start and Production start dates (they will be added to Planning).
See tutorial video

Sort projects list

Sort projects by alphabetical order or creation date.

3. Script

Import a script

Import a .fdx or .pdf script.
(Script headers are detected by default; you can remove them when importing, so your scenes are correctly identified.)

You can add a revision name.
The original script formatting will be respected when exporting PDFs (watermarked scripts, sides).
For tv-series, create episodes and import script for each episode.
See tutorial video

How to format your Final Draft script?

See formatting standards in this script sample for script to be properly parsed.

Export sides

In Script tab, select scenes, then click on “Export sides”.

  • Drag&drop scenes in the requested order.
  • Name file to be “Saved As” (a name is given by default).
  • Select to cross-out or hide non-selected scenes.
  • Keep or remove revision colors (e.g. print sides).
  • Layout: select full page or half pages (e.g. print two pages per sheet).
  • Add a header: revision name or file name.
  • Export your document to the Production files or download it.

See tutorial video

Cross-board sides

For TV-series, export cross-boarded sides.
See tutorial video

Group characters and sets

Characters and Sets can be grouped and synced with Departments.
Filter and sort by name, grouped or synced elements, number of scenes (and number of lines per character)..

Group script elements that belong together and merge them into a unified set or role in Departments (e.g. “Edward” and “Edward Bloom”).
De-sync elements before de-grouping them. (See below.)
Tutoriel vidéo

Sync characters and sets with Departments

Sync selected sets and roles with one or multiple departments (e.g. UK locations, Morocco locations, Validated sets ; Casting, Children Casting, Extras&Background).
It makes it easy to automatically obtain sets and characters in Departments for Location and Casting processes.

When de-syncing script elements, location or casting sheets remain in Departments as originally added.
Then, when re-syncing, script and departments elements will match again. (Use identical elements names in Script and Deparments modules.)
See tutorial video

4. Departments

Add and edit a department

Click on “Add a department” and add a name, select type and default access rights.
You can edit the departments name by clicking on the blue Option icon on the right.
Manage the departements order by drag&dropping them.
See tutorial video

Elements from script in a department

Situation 1: roles and sets have been synced in Script module.
Situation 2: click on “Import from a list of items”, copy and paste a list of roles or sets.
Situation 3: click on “Import from another project” and select elements and sheets.
Situation 4: add a set or a role manually by clicking on “New”.
See tutorial video

Change roles and sets index

Click on Options icon and select “Change index”. Elements will be automatically sorted in ascending order.

Sort elements from script

Above the list, sort by “Name”, “Index” or “Number of scenes” in which the set or role appears.

Filter elements from script

In sidebar: filter by validation, episodes, scenes, labels.
Validations are linked to sheets. Scenes and labels are linked to script.

Create custom labels

Click on “Add a label”, then “Add a value” (e.g. “Locations” then “Africa”, “America”, “Asia”, “Europe”).
Apply labels to sets and roles to filter them.

An element from script and suggestion sheets

You need to suggest locations, actors, costumes, props, vehicles and more elements.
Example 1: click on “New” and create location, casting or other elements sheets.
Example 2: click on “Import a list of items”, copy and paste locations, actors, elements names.
Example 3: click on “Import from another project” and select elements and sheets from another project.
Example 4 : click on “Import from catalog” and select sheets from your catalog.

Track or select their validation: suggested, preselected, validated, rejected. (See “Manage and track sheets validation” below.)
Comment the sets, roles and other elements from script.
Click on “Map” and see addresses filled in the sheets.
Sort the sheets by alphabetical order or creation date.
See tutorial video

A suggestion sheet: assets and information

You need to import images, videos and share information about your suggestion.

Slideshow: create sections (e.g living-room, kitchen, garden from a location ; videos, portfolio, audition videos).
Import images and videos (don’t close the window until the upload process is finished).
Sort sections by alphabetical or manual order by drag&dropping.
Click on thumbnails to change name.
Add a description.
Map: add location addresses. Add main location point on the map so it appears on the global map.
Technical data: fill out the location information for your team.
Documents: import .pdf, .doc, .xls files (videos have to be imported as a slideshow).
See tutorial video

Track sheets validation. (See “Manage and track sheets validation” below.)
Comment on sheet or media (images and videos).
Add labels to easily sort them.
To read and target specific parts of the sheet, you can show or hide each segments.

Manage and track sheets validation

When you suggest locations, actors, other scripts elements, the production team will select their validation level: suggested, pre-selected, validated, rejected.
When you track the project progress, select sheets validation level, and filter them to refine your analysis.

5. Production files

Documents

Create folders and import documents.
See tutorial video
Watermark and share: recipients receive PDF files watermarked with their name. (To customize the watermark, see “Messages” below.)
See tutorial video
Watermark and download: download watermarked PDFs to print and distribute them.
See tutorial video
Watermark encrypted files: save the password once on Setkeeper to watermark the files.
(The files your recipients will receive remain encrypted.)
Merge PDFs: select files, click on “Merge” in “Actions” menu. Change file order and name the new file (e.g. export scenes in shooting-day order).
See tutorial video
Encrypt a PDF: select a password, the recipients will need it to open the file. (You will be able to decrypt this PDF.)

Access rights per folder and document
First, use Setkeeper to send documents to your recipients. Then, you will be able to refine access to folders and documents.
Situation 1 – Documents library: click on the icon “Edit access rights”, then “Add someone”, and finally refine Security settings.
Situation 2 – Folder: go in the folder and apply the same steps as in situation 1.
Situation 3 – Specific file: select your document, click on “Edit access rights”, and apply the same steps as in situation 1. (The recipients won’t access the entire folder.)

Recipients

Recipients list contains both users “invited” and “not invited” on the project.
Apply distribution groups to each recipient (See “Distribution groups” below.)
Example 1 : first download our .xls template, then fill in contact information fields and re-import it onto Setkeeper.
Example 2 : add recipients manually.
See tutorial video

Click on a recipient’s email, you will see the documents sent to him and their delivery state.

Distribution groups

Smart groups
Teams and users invited are automatically displayed as smart distribution groups and updated when you chnage Users module.

Special groups:
1) Users invited on the project (with account creation)
2) Recipients from distribution groups (smart and custom)
3) All recipients (from “Recipients” tab)

Custom groups
Create custom groups to easily share documents (e.g. specific shooting day, specific documents).
Arrange groups with invited users and recipients not invited on the project.
When you add manually a recipient in a group, he will be automically in “Recipients” tab.

See tutorial video

Messages

Sending types:

  • Personal link : no Setkeeper account needed. The recipients receive personal link by email.
  • Closed loop : Setkeeper account required to access documents.
  • Attachment : no Setkeeper account needed. Documents are sent as attachments. (Attached documents must be <10 MB.)

Security :

  • Set an expiration date.
  • Enable PDF-Download Prevention.
  • Add a second line below recipient’s name.
  • Customize color and transparency.

Attachments order: select attachments order by drag&dropping them.

Analytics: check to ensure your messages were delivered, and to see where there has been a delivery problem (i.e. full inbox, wrong email address, etc.).
See tutorial video

Message template: in “Project settings”, administrators select branded email with the Production logo, or classic email, without the Production logo.

6. Planning

Plannings list

Departments are automatically displayed as plannings. New departments are created as plannings.
Note that at least “Reader” rights for a specific department is required to access the corresponding planning.

You can add custom plannings (e.g. unavailability, meetings, trips) in the “Planning’ module. Take in consideration that they are visible to users who can access “Planning” .
Select colors, change names or delete custom calendar planning icons.

Create events

Create events and invite users who will be notified by email; associated script elements are displayed in their respective page.
See tutorial video

Subscribe to the Planning

Subscribe to the Planning on iOS Calendar or Google Calendar.
Click on “Subscribe”.
Option 1 : in Email tab, click on “Send me a link by email”.
Option 2 : in URL tab, click on “Copy”.
Example 1: iOS Calendar
In Calendar, click on : File > New Calendar Subscription. Paste the URL and click on “Subscribe”. Customize the Auto-refresh frequency.
Example 2: Google Calendar
In Google Calendar, click on Other calendars > Add by URL. Paste the URL and click on “Add Calendar”.
Example 3: Outlook
If you have an Outlook.com account, follow this procedure to subscribe to a calendar.
See tutorial video

From Calendar application (Mac OS), subscribe to the Planning and print it.

7. Users & Access Rights

What defines a user?

A user has been invited and joined the project.
Email information of each user is mandatory, to give user’s login access to the platform.
For this reason, if you wish to modify a user’s email address, you will need to delete them and re-invite them with a new email address.

Create and edit teams

To edit production teams, click on “Edit list”. Change the fields and add teams.
Click six-dotted drag&drop icon on the left and move teams and users in the desired order.
Save your changes.

Add and invite users

Add a user by clicking on the green “Add someone” button above the list.

When you click on “Invite on project”, the user will be granted his team preset access rights. Refine them if needed and click on “Save”. (The modifications will appear in “Users rights” tab.)

You can: add team members to complete your unit list, remind them to fill in the Info sheet, or delete a user profile.
See tutorial video.

Import users from another project

Click on “Import” and select the project you want to import users from.

Export users list

Export the Unit lis or Consolidated dashboard.

What are Access Rights?

Manage access rights for each module: Departments, Production files, Users, etc.
Select Default team right for each module: No access, Reader, Editor, Manager. This way the invited users will be given this default right.
Then refine access rights for specific users.
Read the rights description for each module (the left column below the page).
See tutorial video

Edit access rights

For each module: set teams default right and refine access rights for specific users if needed.
Click on “Save changes” for each module.
See tutorial video

Access rights management

You can set access rights in various ways:
– grant access rights when inviting a user (check “Invite on project” option)
– edit them in a specific info sheet
– manage them in a global way in this module Users.

Add Administrators

Click on dropdown menu to select invited users.
See tutorial video

8. Info sheet

Mandatory fields

Fill in mandatory fields to complete required production information. Click on “Edit info sheet”, then “Save”. You can export the info sheet as .xls file.

Access rights and administrators

Refer to your access rights list for each module of the platform and admistrators’ emails.
See tutorial video
Administrators can edit users access rights in their info sheet. (Read also “What are access rights?” for rights global setting.)

9. Settings

Select interface language

Interface language can differ from project language (e.g. if you select a French interface, departments will remain in English).

Select time-zone

For teams working in different time-zones, you can select their custom time-zones to be reflected.

Email signature

Add a signature, it will appears below your email messages in Production files.

Images and videos compression

You can select the quality of your import of images and videos depending on the quality of your internet connection.
Videos are automatically compressed.

10. GSuite Configuration

Authorizing Setkeeper for Gsuite SSO

When activated, all users having an email address ending with @yourdomain.com will be required to connect to Setkeeper with their Google Suite account.
This also provide you with the ability to revoke this access at any time from your GSuite administration panel.
We ask for very few permission, we just need the user email and profile. Email is used to authenticate the user, profile is used to fill in their first name and last name automatically.

Requirements
  • Having a domain managed with GSuite
  • Being administrator of this domain on GSuite
Process to add a Trusted app to GSuite
  • Follow instruction from https://support.google.com/a/answer/7281227 to go to your list of Trusted Apps
  • Once on the Trusted Apps list, click the “Whitelist an app” button
  • Choose Web Application as App Type and fill OAuth2 Client ID with: 996937056717-3ojpb8rgffp5qddq5c4vnr2epjfs97qg.apps.googleusercontent.com
  • Click on add
  • Request for your domain to be SSO only by sending an email to support@setkeeper.com. Once our team reviewed you request, your domain will be flagged as SSO only.
  • You’re all set! Users with a @yourdomain.com email will have to connect with their Google account
Authorizing Setkeeper for Gsuite Drive
Requirements
  • Having a domain managed with GSuite
  • Being administrator of this domain on GSuite
Process to add a Trusted app to GSuite
  • Follow instruction from https://support.google.com/a/answer/7281227 to go to your list of Trusted Apps
  • Once on the Trusted Apps list, click the “Whitelist an app” button
  • Choose Web Application as App Type and fill OAuth2 Client ID with: 575877037701-8g8cu58q2pusegalm91si057h1seplms.apps.googleusercontent.com
  • Click on add
  • You’re all set! Users with a @yourdomain.com email will be able to import their files from their Google Drive into Setkeeper

10. Contact Support

For further information or help on how to use the Setkeeper platform, please contact us at: support@setkeeper.com

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