An Electronic Code Book

Expanded Article -- Web Exclusive

by Todd Busch

For those of you who aren't familiar with Claris FileMaker Pro, it's a cross platform (DOS/Mac) software program for making databases. Its a great way to organize, display, and track your film data, and very easy to use, too. It works well between multiple

An electronic code book is becoming a very popular and indispensible item on feature films. The Newsletter would like to hear from other assistants who have created their own.

users over a network, and versions above 3.0 provide relational functionality, which means you can merge data between separate databases through a common identifying word or number.

For example, each record in the code book represents one take, and each take will have had a unique keynumber logged for it at the head. If you were to create a separate database for tracking your opticals for example, you can define a relationship between the databases by the Keynumber Start field ("KN Start" below). When the keynumber is typed into its appropriate field in the second database the other fields containing the slate information, camera roll, lab roll, screening notes, etc. will update automatically.

I recently had some experience with a more obscure use of this feature when I hot wired my personal database for the "Star Wars" Prequels. Among other things, I added a picture field for importing a representative frame from the dailies, which linked to the art department's storyboards of the previsualized shot. The plan was to export one PICT from the Avid for each set-up in the film, import them into a new database and link it to three other databases: one for the film and video information, a second for visual effects counts and negative tracking, and a third provided by the art department which contained all the storyboards for the film. To make this happen, each shot had to be logged with its corresponding scene number. A relationship was then created between its field and a similar field in each of the other databases. Once the procedure was completed, the data in all four databases were functioning as one. We made a layout that could display the production shot next to the original storyboard with all the film and video data below.

Exporting and importing PICTs from the Avid is fairly simple. However, this process still amounts to additional work for the assistants. On a project like "Star Wars", where three or four shots can become elements in a single effect shot, joining this material together is very helpful and, thanks to FileMaker Pro, easy to do.

A simple and extremely useful function that FileMaker Pro provides assistants, is the ability to track your negative. To create the visual effects landscape for "Spawn" , 22 effects houses were employed in 5 countries. I knew that tracking the negative would be a real task, so I had apprentice Anthony Camaioni keep a running log of the negative movements by lab roll and purchase order in a field aptly named "Where is it?" The procedure saved us more than once.

It's also possible to import an Avid ALE file, or a Lightworks ODB file into a FileMaker Pro database. Import the tape and timecode information from telecine and link it to the film data that has already been logged, or save yourself the time of logging and just import everything.

The Lightworks already functions as a database through the use of its Search Cards. You can get similar functionality for the Avid by using Filemaker to search data throughout the entire show. For example, it allows you to print out a list of all the medium shots of a particular character, without having to open a slew of bins, and search manually.

Filemaker Pro Tips

Over the past four years I have toyed with several incarnations of my electronic code book. I've wasted many hours trying to make it save me time down the road, but in the process, I have managed to eke out a rather unique insight into the program, and some interesting approaches to common problems.

Select Fields

A "Select" field is an ordinary text field, which you define as a Check Box in Field Format (under Format in the menu bar). This allows you to put a simple check next to the records in a find request that you want to keep. After you complete your searches, perform a Find in the Select field and the shots you selected will come up together so you can print them out.

Buttons

Buttons are one of FileMaker Pro's great programming tools. You can assign scripts, commands, and functions to buttons to save you time when repeating operations over and over again. For example, I use a 'Clear Selected' button, which clears all the checks in the Select field, before starting a new search.

Another example is a 'Find Selected' button. Design it to perform a find for all records with the select field checked (see above). Or you can create an 'Omit' button. When clicked, it removes a record from your find request.

Sorting

To sort a column by a field press Command-S on your keyboard. A window display pops up (see below) with all the fields in your database displayed. Just select the fields you want, in the order you want them sorted. It is also possible to assign a frequently used sort to a button so you don't have to repeat this operation.

Sorting your production slates alpha-numerically can be confusing, because FileMaker Pro sorts records in absolute alphabetical order (for example, scene A20 won't sort after scene 20). To work around this problem create a numeric Calculation field for "Scene" (your normal "Scene" field should be a text field). When you sort, do so by the numeric "Scene" field first, then the text "Scene" field, the "Take" field, and finally the "Camera" field. This way scenes and sub-scenes will fall into their proper continuity.

Index

For your database to return the best possible find request you have to be sure that your field entries are identical. With multiple users inputting information there is bound to be some discontinuities in spelling and/or terminology. To check all the entries of a particular field select Command-I, an Index window will pop up. Scroll through it and check for errors.

You have to be sure not only that your main character's name is always spelled the same, but that all your keynumbers have spaces in the proper places. When performing a find, FileMaker Pro will ignore a record with the wrong number of spaces in the keycode prefix.

FileMaker Pro runs for just under $200, and those of you still on 2.1 can get an upgrade to 3.0 for just under $100. For more information about the program there are a number of off-the-shelf manuals at your local bookstore and computer warehouse, or visit Claris on the web.

FileMaker Pro is a registered trademark of Claris Corporation.