Store the production's paperwork

Every production generates paperwork that isn't a script or a breakdown: call sheets, movement orders, contracts, risk assessments, insurance, the location agreement someone needs at 6am. It usually lives in one person's email. Documents is where it goes instead, attached to the production and reachable by anyone with access to it.

Upload files and make folders

Use Upload File to add a file and New Folder to organise them. Folders can go anywhere, including inside other folders, so a shoot's worth of call sheets doesn't have to sit in the same list as the contracts.

You can rename files and folders afterwards, which matters more than it sounds. Paperwork usually arrives named for whoever produced it rather than for whoever needs to find it.

Uploading the same name twice keeps both

Upload a file whose name is already taken and SceneMatch keeps both, adding a suffix to the new one: Call Sheet Day 12.pdf and then Call Sheet Day 12 (1).pdf.

A second upload of the same name is almost always a revised version, and replacing the original would destroy the record of what was circulated on the day. Nothing is lost, and you can rename the new one to whatever it actually is.

A name can only be used once in a folder

Inside any one folder, every name has to be free, and files and folders share the same names. You can't have two folders called Call Sheets side by side, and you can't rename a file to a name a neighbouring folder already uses.

One level down the same names are free again, so a Call Sheets folder can contain another Call Sheets folder, and a file name used at the top level can be used again inside a folder. That's what makes per-episode or per-block folders work: each one can use the same names inside.

Find a document again

Once the shelf is full, three things help.

Sort the list. Open Sort and order files and folders by name, date added or file size. Click the same option twice to reverse it. SceneMatch remembers your choice on that production, for every folder you open. Date added is the one to reach for after a busy week, and file size is how you find what's filling the production's storage.

Look at folder sizes. A folder shows the total of everything inside it, at any depth, not just the files sitting directly in it. Sorting by size ranks folders as well as files, which is the quickest way to see that six months of dailies are living under Reference.

Search. The production search covers documents by name, and each result shows the folders above it, so you can tell two files called Call Sheet apart before you click. Opening a result takes you to the folder holding the file, with the file itself marked. The same happens from a document shown anywhere else in the app, such as the paperwork on a shooting day or an invoice on the billing page.

Documents aren't attached to scenes or characters

Documents is deliberately a plain file store, for the paperwork about the production rather than the breakdown of it. The one exception is a shooting day: a file uploaded on the day is linked to it, and filed here in a folder SceneMatch keeps for it.

If something belongs to a scene, a look or a shooting day, it's better attached there: photos on the scene character, notes on the shooting day, references from the script to warehouse items. People come across those while doing the work they belong to, without having to remember they exist.

A document can be found by its name, through the folders or through search, so somebody has to already be looking. File a scene's reference photo in Documents and the person prepping that scene will never see it.

Every member sees every document

Documents aren't divided by department, even on a production that keeps departments apart. What a member can change follows their role. See roles and departments. Remember this before uploading anything sensitive, since paperwork is the most likely thing in a production to be commercially confidential.