There sees to be some confusion over best practice, with the new Cast/Crew submission form, so I thought I would share my experience and consolidate the advice I have been giving in the forums.
If adding show stars, first select Import then click on the Import All Stars button. As currently configured, the form will retrieve all stars listed at summary level, but without character names. Tab through the form, and when you find a star you want to add, overwrite Self with the desired character name. (This should be the name as credited on screen, and without any year/season tags.) If you need to reclassify the actor as Recurring Role or Guest Star, do so at this stage using the drop down menu. Add the actor to the submission form by selecting the Add! button.
You may want to add from the current list of recurring actors. Select Import then click on Import Recurring Stars. The form will retrieve all recurring actors listed at summary level, but without character names. Tab through the form, and when you find a star you want to add, overwrite Self with the desired character name. If you need to reclassify the actor as Star or Guest Star, do so at this stage using the drop down menu. Add the actor to the submission form by selecting the Add! button.
If adding guests, use the Add hyperlink at the top of the form. Enter the actor's name in the search field, and hit the search button. Note that if the search takes along time, it is probably because there are no matches in the database for one of the actor's names you have input, and the system will be searching for everybody in the database with the other name (e.g. if you search for John Mxyzptlk, the system will be preparing to return a list of every John in the database). If your person has one unusual name, it may be best to restrict your search to that name, although be warned that this approach may mean you fail to find misspellings or alternative spellings.
When the system returns the name of your person, overwrite Self with the desired character name. If you need to reclassify the actor as Star or Guest Star, do so at this stage using the drop down menu. Add the actor to the submission form by selecting the Add! button.
If the system returns several names that might relate to your actor, e.g. John Doe, John Doe (II) and John Doe (III), you could try clicking on the view details hyperlink next to each result. If you're lucky, one or other might have a bio. Alternatively, try searching the TV.com database for these names in another window, where you will be able to check which one relates. If the system returns two or more identical names, try using the view details hyperlink next to each result. If that doesn't help, try adding one or other by selecting the Add! button.
When you add an actor from the database, the details appear at the foot of the form, and the actor's name is hyperlinked. If there is any doubt as to whether this ID relates, click on the hyperlink to open the actor's profile page. If it does not relate, you can delete the entry by ticking the box and selecting the Delete hyperlink at the top of the page. If another of the search results might relate, try adding that name and repeat the process.
If searching for an actor does not return the name you are looking for, you can try adding a name to the database by selecting the Add A Brand New Person! hyperlink at the end of your search results. Use this feature wisely, and do not use it at all if you know that the person you are looking for is held in the database, but has not been found by the search engine. Enter the first name, surname and any middle names in the relevant field, and enter the character name in the Character name field. If the character name is unknown, delete Self. The form will accept blank entries. Select the appropriate role type (Star, Recurring Role or Guest Star). Add the actor to the submission form by selecting the Add! button.
If you add a brand new person, their profile will be corrupted. The credited name field of the first brand new person will drop the forename. The credited name field of second or subsequent brand new persons will replace the forename with a name from another brand new person. After your submission is approved, you will have to submit an edit to the person profile, explaining that you are correcting a system bug.
If you want to delete an actor that is already attached to an episode, tick the box next to the actor's name, select Delete at the top of the form, then click the Remove button.
If you want to downgradethe role typefor an actor whois already attached to an episode (amendingfrom star to recurringorguest; amending from recurring to guest) tick the box next to the actor's name, select Editat the top of the form, select the correct role type from the drop down, then click the Save button.
If you want to make any other edits to an actor whois already attached to an episode (correcting character name, or upgrading role type fromguest or tostar) you currently have to delete him and add him back again with the correct details. This can all be done on the same form. Tick the box next to the actor's name, select Delete at the top of the form, then click the Remove button. Add the actor back using the protocols described above.
Exercise caution before using other actor role types: Cameo and Special Guest Star credits are currently treated as crew credits, do not appear on the episode summary form, and are classed under Other on the actor's profile.
If you want to add crew to an episode, select the Add Cast form. (It's the same form, but doesn't seem to work if you try to Add Crew.) Select the Import button then Import Crew. The form will retrieve all producers and crew listed at summary level, with job titles. Tab through the form, and when you find a star you want to add, delete Self from the Character Name field. If you need to change the job title, do so at this stage using the drop down menu. Add the artisan to the submission form by selecting the Add! button.
If adding a person who has more than one job title at summary level,using the Import Crew function will only add one of his job titles, no matter which job title you select. To add a second job title, you will need to add that person as you would a guest, usingthe add functioninstead of theimport function.Use the Add hyperlink at the top of the form. Enter the artisan's name in the search field, and hit the search button. When the system returns the name of your person,delete Self from the Character Name field, and use the drop down menu to select the appropriate job title. Add the artisan to the submission form by selecting the Add! button.
If the crew member you want to add is not listed, you can add that person as you would a guest: use the Add hyperlink at the top of the form, enter the crew member's name in the search field, and hit the search button. When the system returns the name of your person, delete Self from the Character Name field, and use the drop down menu to select the appropriate job title. Add the artisan to the submission form by selecting the Add! button.
If searching for a crew member does not return the name you are looking for, you can try adding a name to the database by selecting the Add A Brand New Person! hyperlink at the end of your search results. Enter the first name, surname and any middle names in the relevant field, and delete Self from the Character name field. Select the appropriate role type using the drop down menu. Add the artisan to the submission form by selecting the Add! button.
If you need to correct an existing crew credit, you will need to access the page through the Add Crew path. Notethat users are reporting difficulties with this function: edits and deletions of credits that have just been added incorrectly work fine; edits and deletions of long-standing credits do not seem to take.
Having added or edited all the actors or crew members you need to, take the time to review your entries. If you need to amend a character name or role type, tick the box next to the name and select Edit at the top of the page. If you decide to drop an incorrect or suspect entry, tick the box next to the name and select Delete at the top of the page.
Note that we can currently make no more than seven additions, edits or deletions on each submission. If you try to edit an eighth entry, the system is liable to ignore the edit and add a new entry for that person.
I hope this is of some use, reflecting as it does the state of play today. It may all change tomorrow!
[UPDATED 21 JULY 2007]
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