Skip to main content
Organizing Features

Lists

Written By Clayton Combe

Last updated 5 months ago

Lists are primarily for equipment you’ll use during your Projects, but you can make a list of anything you need. Most importantly, because Lists and Diagrams “speak” with each other, you can approach each job from whichever direction makes the most sense:

  • List first, then create Diagrams from your chosen equipment

  • Diagram first, then auto-update a List

  • Combination of the two

So when you are creating an equipment list for your project, there are two basic ways that you can do it. One of them is start with your diagrams and see what you end up using and then make a list from that. And the other is to make the list first. Maybe that's gear you own, maybe that's just common gear packages that you use. Um but build the diagrams based on the list. And with these connected lists, we can do either one. Um so the first thing we're going to look at here in this list is uh we have list dates. These are more for organization sort of uh notation purposes right now but you can assign these dates or just use the project dates which is the default. Um and then you're going to decide which diagrams this is connected with. Right now, this list is linked with both diagrams that are with it in the project and it will be linked with any new diagrams that are created in that project. And you can see that's just what's in there right now. And what you can see is that we are autoupdating from diagrams. It means that whatever's in those diagrams is automatically going to show up on this list even if you change it etc. And the way it's going to count them, how many are used is maximum per diagram. So that says I'm going to build these diagrams one at a time. So all I need, the most used is the most that are used in the diagram at one time. So you can see that's what these are. And let's take a quick look at these diagrams to see what we're working with. Very simple stuff just to prove the point. Three storms, a couple 18Ks, couple 4Ks. Great. In diagram two, we have the same type of stuff, different quantities. Uh, and then a couple other things here. I've also set up AAM and Bcam, which you can see here. These are created when the project is created. Uh, and then for A cam, just to prove a point, I've set up a camspecific uh, zoom lens here. And then there are the regular project lenses. So now, let's go take a look at that list again. So we can see that it is counting the maximum three storms. Uh basically the maximums of what we've used on both. We have our cam specific lens. We have our project lenses. Simple so far because we're just proving the point. If we switch this maximum per diagram over to sum of all diagrams, which says I'm going to build these all at the same time, so give me enough to do that. You can see that quantity changes. We'll switch back to maximum there. Now we have this field here. And when we open one of these, you can see we can change that. So these are actually the number of extra fixtures that we want or spares. So um we can go change that. Say, okay, I want a spare of that. I want two spares of that. And it's going to give you these total numbers over here. Uh keystrokes are also really helpful here. I'm using up and down to move these up and down. I can't sort them because this is an auto updated list, but we'll look at manual lists in a second. And if I do command left and right, you can see I can change that number of spares. Okay, the last thing that we're going to look at here is sharing. You can always share as a PDF. It's going to generate that. Can switch to portrait if you'd like. Um, and then save that to wherever. You can also just copy it as text the way that you could before. Now let's create a new list because there's already uh an auto update list here. It's going to create this one as non-auto updating. So, and this is going to be connected to both diagrams as well. And we're just going to create a couple of new items here. So, you can see that it's actually searching and it's going to search all of our uh libraries that it would search from the diagram add item toolbar. Uh so let's let's say a vortex. So we have list items here. That means that these are items that already exist on lists in my account that I've already used on lists. But you can also just look directly in the libraries and find everything that you'd be able to find anyway. So let's go ahead and add a vortex 8 here. Uh you see I haven't used any yet because I'm just building this list fresh. I'll do uh command return. Make a new item here. Let's call this a yeah how about an x22. I've used a list item there. Great. So now I have a couple items on this second list. We'll call this manual list. And since that's connected to these diagrams, when I open it up, you see we have this new lists sidebar. And this is when things get really interesting. Now I have auto list selected right now. And you can see that it has everything there that's on the list. And the great thing about having stuff here is that now this can act just like the add item toolbar. Now I kind of have my own little library that I've made my equipment list for this project. And I can also look at my manual list here. And you see I have my new items that I've added. So now I can just drag these on. I have my new items ready to go. I can also edit from here which lists this diagram is linked to. So this is the inverse of the relationship we were editing uh when we were looking at lists. And if we want to make detailed changes to this list that's selected, I actually do have access to the full uh the full sidebar here. Now one thing I can do is I can add a new item. Let's just call it new item. You see it didn't actually link to anything there and it has this little assign diagram item, this little question mark. So that means this can still be linked to something. And there are a couple ways to do that. Um, so one of them is I could go to the add item and I could, you know, find something here that would represent what I'm kind of thinking that list item would be. So you can use our images there. Let's call it an extra large FEL. Um, and what I could do is from lists, I can just drag and assign it to this. So it's that simple. If you want to kind of create new items that represent new things, just create them here. You can also do it directly from the list. So, if I wanted to just say, you know, extra, I'll just select it there. And now I have my new item. And uh I can just drag it on there like that. So, you see lists are now very smart, very adaptable. Uh you can put them in folders, you can connect them to different diagrams, you can do all sorts of useful things when putting these together. It's going to help you keep track of all that gear that you need. And even with uh edit list, the great thing is you can make sure that you're not going over what you said you were going to. So you see we have one here. It automatically created with one. Let's give ourselves a little break. So now we've used one of two. But if I start duplicating these, like let's say I add another one here. Now I've used two of two. I want another one over here. Now I've used three. It's going to give me that little warning color. And you know, I could go into the list and I could select it and I could update it here and and then it would be fine. But we do give you just a little plus button here. So you can update that if you need to, just if you're over. So lists are super useful. Now take a look at them. Let us know what you think.

Link your Lists and Diagrams

A List doesn’t have to connect with any Diagrams, but it’s most useful when it is. Tap the checklist button to choose which Diagrams to link with.

  • Any List can connect to any Diagram, and vice versa. Make it as simple or complex as you need. (We automatically create an auto-updating List with every new Project.)

  • The option to connect with new items applies to where your List is saved. If it’s in the overall Project, it can connect to any new items there; if it’s in a Folder, it will only auto-connect to new items in that Folder.

List dates

By default, your Lists will use the same dates as your Project. But if you need some gear for a different period of time, set specific dates using the Dates button. These dates will appear on the List PDF, as an organizational tool.

(in the future) List dates will be used on the “Project timeline”

Auto-update

By default, a List will auto-update based on any Diagrams it’s connected to. This means it will count all the uses of each item type, using your choice of method:

  • Maximum per diagram - assumes you’ll set up one Diagram at a time

  • Sum of all diagrams - assumes you’ll set up all connected Diagrams simultaneously

  • (in the future) By date overlap - combines the two concepts based on which Diagrams are on the same date

If you’re setting up a few Diagrams at a time, create an auto-update List for each group of simultaneous Diagrams.

Auto-update Lists will update any time someone opens the List to view its contents.

Adding List items

If you’re editing a “Manual” List (not set to Auto-update), it’s up to you to add sections and items. This allows you to start with the equipment you have available, and create your Diagrams based on that.

Building Lists of your own equipment (or common gear packages) and copy-pasting them into new Projects is a quick way to put together an order!

In the List editor, you can use the bottom buttons, or ⌘ Enter for an item (also hold Shift for a Section). Add an item, then start typing to search all equipment libraries for that item:

  • Built-in items

  • Built-in gels

  • (Pro) Custom items

  • (Pro) Cloud Library items

  • (Pro) Cloud Library gels

Select an item from the drop-down to add it to your List, and use the drag handle to sort your items into Sections.

Setting item quantity

You can set the quantity of your List items for both Auto-update and Manual Lists, but they’re two different values:

  • For Auto-update → sets the number of spare items, which adds to the auto-counted number to make the total

  • For Manual → sets the number of total items

Remember that ⌘ (left/right arrow) decreases/increases item quantity. Use Keyboard Shortcuts to work more quickly!

Bulk-updating items

Once List and Diagram items are connected, they stay connected. This means that on a Manual List, if you change a List item, it will affect all the matching Diagram items.

  • Changing the name → changes the name for all matching items

  • Selecting a different library item → replaces all matching items with the new library item

  • Deleting a List item → does nothing to Diagram items, just makes it so they don’t have a matching List item (you can always add it back from the Diagram)

When you make a change that will affect other items, we’ll ask you to confirm beforehand, just in case that’s not what you want. You can always add a new List item instead!

Lists in the Diagram editor

Whether you have an Auto-update or Manual List – or some of both – it’s convenient to see an overview of your available equipment. The Lists sidebar on the Diagram editor displays the contents of a List.

  • From the drop-down, select the List you want to show in the sidebar

  • Click the checklist button to edit which Lists are linked to the current Diagram (and whether the Diagram should link to new Lists in its context)

List items display in draggable rows that you can use to add items to the Diagram (just like the Add Item sidebar).

  • Dragging an item adds it to the Diagram

  • Dragging a Gels item to a Fixtures item adds it

  • Dragging an unassigned List item over a Diagram item assigns it (see below)

When you add items to the Diagram, the open List will update its quantities to match.

  • Auto-update → will update its total, based on the usage and spare quantity

  • Manual → will update its number of used (out of the total you already set)

    • If the number used is greater than the set total, it will display in a warning color, but also show a (+) button that allows you to increase the set total

To make further List changes, open the List editor using the Edit List button at the bottom.

Assigning library items to custom List items

Sometimes, the Scenario libraries won’t have quite what you’re looking for. If you don’t want to add a Custom Items to the library, you can create your own List item using Scenario symbols. Several ways to do it, first on the List editor:

  1. Add a new item to the List, with the name you prefer

  2. Click the “unassigned” [?] button on the left

  3. Search the libraries for the item you’d like

  4. Alternatively, add the item you want, then change its name

You can also do this from the Diagram editor:

  1. Add an item to the Diagram from the library

  2. Change its name

  3. Right-click the item and select Add To List (and select the List if more than one is connected)

Export a List

From the List editor, use the Share button to open the List PDF generator view.

  • Select portrait or landscape orientation, then click the Save to button to select a file location

  • Or, click Copy list as text to copy as text, good for pasting into an email

Was this helpful?

Still need help? Share an idea