Overview
Project Documents generate client-facing and production documents from the data already stored on a project. They sit on the project's Documents tab and are separate from uploaded project files.
Documents can use project details, client information, project team participants, and manual answers entered on the document form.
Document Library
The document library includes:
- Shoot call sheets
- Talent release forms
- Non-disclosure agreements
- Creative advertising contracts, including production, supplier, performer, photography, music, publicity, sponsorship, studio, and consultant agreements
Use the library search and type filters to find the document you need. If the template you need is not available, submit a document type request from the library. Optional reference files must be 2 MB or smaller.
Creating a Document
- Open the project.
- Go to Documents.
- Click Create Document.
- Choose a document type from the library.
- Enter a name, select a subject if required, and complete any manual fields.
- Save the document.
Some document types ask for a subject, such as the client company or a project participant. Project participants only appear as subject options when they are marked visible on documents from the Team tab.
Document Workflow
Project documents move through a simple workflow:
| State | Meaning |
|---|---|
| Draft | The document has been created and can be edited. |
| Published | The document is ready to share, but has not been finalised. |
| Finalised | Beeswax stores the resolved data and a snapshot of the rendered document. |
| Archived | The document is hidden from active use and cannot be edited. |
Finalised documents can still be edited. When you save changes to a finalised document, Beeswax refreshes the resolved data so the current PDF reflects the latest document fields.
PDFs and Email
From the document page you can:
- Preview the document as a PDF
- Email the PDF to one or more recipients
- Add CC recipients and a message
- Use suggested recipients from the subject, document-visible project team, and account contacts
PDF generation uses the account's document theme so project documents align visually with invoices and quotes.
Privacy
Project documents are private by default. Use the visibility action to switch a document between private and public access.
Private documents are only visible to users who can access the project and satisfy the document privacy rules. Public documents are visible to users who can access the project.
Call Sheets
Call sheets can include shoot timing, locations, parking, weather, schedule notes, and confirmed team participants. When a location includes coordinates, Beeswax can render a map in the generated document.
Permissions and Plans
Creating, editing, emailing, finalising, and archiving project documents requires project management access. The Project Documents feature must also be available on the account plan; free plan accounts do not show this tab.