Overview
The project's Documents tab holds two kinds of documents, both separate from uploaded project files:
- Freeform documents — proposals, briefs, meeting notes: anything you write yourself in the document editor. Styled automatically by your account's document theme, so they look like they belong with your invoices and quotes.
- Library documents — generated from templates (call sheets, agreements, releases) using the data already stored on the project.
Writing a Document
Click New Document on the Documents tab to create a freeform document and land straight in the editor.
The editor works the way a modern document editor should — there is no Save button:
- Everything saves automatically as you type. Close the tab, lose your connection, or walk away mid-sentence: nothing is lost.
- Use the toolbar for headings and subheadings, bold, italic, strikethrough, and lists. Numbered lists count hierarchically (1, 1.1, 1.2) so structured documents read properly.
- When you're finished, click Done — you're simply taken back to the document. Behind the scenes, your editing session is recorded as one version in the document's history.
- Give the document a name at any time by typing in the title field.
One person edits at a time. While you have a document open in the editor, everyone else sees it read-only, with a live "…is editing" indicator. If an editor's tab crashes or they walk away, their lock expires by itself within a couple of minutes and their unsaved session is preserved as a version — nothing is ever lost, and nobody is ever locked out for long. A Take over editing option appears when a previous editor has gone quiet.
Freeform documents use the same workflow states, privacy controls, PDF export and email options as library documents — and because they render through your document theme, the exported PDF looks like a sibling of your invoices.
You can also read and edit freeform documents from an AI assistant connected through the Beeswax MCP — each assistant edit lands in the version history like any other editing session.
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 | The content is locked and Beeswax keeps the exact rendered document. |
| Archived | The document is hidden from active use and cannot be edited. |
Finalised documents are locked, so the copy you sent for signature can always be retrieved. To change a finalised document, use Start New Revision: the document returns to draft, and the finalised copy stays in its version history.
Version History
Every project document keeps a version history, like a timeline you can step back through.
For freeform documents, a version is recorded automatically for each editing session — open, write, done: one version. Very long sessions also record an automatic checkpoint every half hour. You never have to declare a version yourself. To label a version after the fact, use Add note next to it in the version history ("Sent to client", "Reworked pricing") — notes are optional and can be edited or removed at any time.
For library documents, a version is saved whenever the document's content changes — its name, its manual answers, or its subject — and whenever the document is finalised. Workflow steps on their own, such as publishing or archiving, do not create a version.
Each version records the content of the document, the data it resolved to at that moment, who saved it, and the state the document was in. That means an old version shows the crew list, client details, and answers that applied at the time, not today's.
Open the version history from the version badge on the document, from the Version History action, or from the Version column on the documents list. From there you can:
- View any version as a read-only document, and download it as a PDF
- Compare any two versions — freeform documents show a line-by-line diff of what was added and removed; library documents compare field by field
- Restore an earlier version's content — the rollback is saved as a new version, so nothing is lost
- Add a note to any version so the important ones are easy to find later
- Delete a superseded version you no longer need
The current version cannot be deleted, and neither can versions captured at finalisation — those are kept as a record. Restoring needs project management access and only works while the document is editable; finalised or archived documents must be revised first.
Documents created before version history was introduced start their history from the next change. Versions captured by older Beeswax releases can be viewed and compared but not restored, because they recorded only what the document said, not the answers behind it.
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.