Help & Documentation
Offline-first guidance for safe gear lists.
Project Documents
Attach reference files to a project — scripts, contracts, moodboards, call sheets
The Documents tab on a project workspace stores reference files alongside the rest of the project. Upload PDFs, images, and document files; organize them into folders; preview inline; sync via cloud sync.
What the Documents Tab Is For
Reference files attached to a project. Not the gear list, not exports — incoming files you want kept with the project.
- Upload PDFs, images, and document files (DOC, DOCX, TXT).
- Organize files into custom folders.
- Tag documents by type (Script, Quote, Contract, Moodboard, Call Sheet, Location Scout, etc.).
- Preview images and PDFs inline without downloading.
- Upload a new version of an existing document to keep a revision history.
- Files sync via cloud sync alongside the rest of the project.
Supported File Types & Size
The document manager accepts the common production-relevant formats.
- Documents — PDF, DOC, DOCX, TXT.
- Images — JPG, JPEG, PNG.
- Per-file size cap: 50 MB. Images wider than 1920 px are scaled down to that width when saved.
- Files exceeding the cap, or in an unsupported format, are rejected with a clear error.
Tips
- Compress large PDFs first via PDF Tools → Compress.
- Export moodboards and other reference visuals to PDF, PNG, or JPG before uploading.
- CSV is accepted too (use it for shot lists, gear exports) — drop it onto the upload area, because the file picker lists only the formats above. Other spreadsheet and archive formats aren't — export the relevant pages to PDF, or keep them in the project's cloud storage instead.
Uploading & Managing
How to add documents to a project.
- Open the project and switch to the Documents tab.
- Click 'Upload Document', then drop a file on the upload area or click it to browse.
- Pick a Document Type (e.g. Call Sheet, Location Scout), and optionally a name and a note.
- Pick a destination folder (folders are created in the folder sidebar, not here).
- Click 'Upload'.
Tips
- Tag moodboard reference images as 'Moodboard' so they group visually.
- Each row has View (Open link for a link), Versions and Delete buttons. A document's name and folder are set when you upload it.
- One file per upload — repeat 'Upload Document' for each file.
Adding a link instead of a file
Not everything worth keeping on a project is a file you can upload. A shared drive folder, a Vimeo review link, a rental house's online quote — those live at a URL. Use Add Link next to Upload Document to store the address in the Documents tab alongside the files.
- A link is categorised the same way a file is (quote, call sheet, contract, …), so it filters and sorts with everything else.
- Give it a title, or leave that blank and the address is used — a link to drive.google.com/d/abc shows as 'drive.google.com/d/abc' so two links to the same site stay distinguishable.
- Links land in whichever folder you have open, exactly like an upload.
- Only http and https addresses are accepted. Anything else is refused with an explanation — that restriction is deliberate and protects you from a pasted address that would run code instead of opening a page.
- A link opens in a new tab. It is not previewed in the document viewer, because there is no file to show — the viewer offers to open it instead.
Tips
- Links carry no file, so they need no upload and show no sync badge: the address travels with the project itself and is available on every device as soon as the project syncs.
- Links are not versioned. Versioning exists to supersede a binary, and there is none — to point somewhere new, edit the link or add another.
- A link is only an address. If the target needs a login, or the sharing permission is later revoked, the link stays in the list but stops opening — the app cannot see the far side of it.
Folder Organization
Folders make a long documents list navigable.
- The Folders sidebar shows the structure.
- 'New Folder' adds a folder (e.g. Contracts, Scripts); 'Add subfolder' nests one inside another.
- A document lands in the folder picked in the upload dialog; a link lands in the folder you have open.
- Renaming and deleting folders is supported — deleting a folder moves its contents to the root, not to trash.
- Folder structure syncs with the rest of the project.
Tips
- A standard folder structure across projects (Scripts / Contracts / References / Exports) makes hand-offs to other people easier.
- Separate pre-production from post-production folders when relevant.
Document Versioning
Keep revision history without cluttering the list.
- Click the row's Versions button, then 'Upload new version'.
- Select the updated file.
- The new file becomes the active version.
- Older versions stay listed in the same 'Version History' panel, each with its own Download.
Tips
- Versioning is best for documents that go through multiple revisions during prep — scripts, call sheets, contracts.
- Each version is timestamped, so you can always reconstruct which revision was current on a given date.
- Older versions are kept rather than deleted — useful, but they do consume cloud storage.
Preview & Download
Inline viewing in the workspace.
- Click any PDF or image to open the Document Viewer inline.
- PDFs include multi-page navigation.
- Images can be opened full-screen — useful for moodboards and location scouts.
- 'Download' in the viewer saves the original file to the device. Files the viewer cannot show (Word, text) are offered for download instead.
Tips
- Inline PDF viewer is fastest for a quick script read without leaving the project.
- Full-screen image viewing pairs well with screen-sharing on a client call.
Cloud Sync & Availability
Documents ride the same cloud sync as the rest of the project.
- Uploaded files sync to the self-hosted Supabase storage automatically (when cloud sync is enabled).
- Files are accessible on every device signed into the same account.
- Previously viewed files cache locally for offline viewing.
- Large files take noticeable time to sync — the sync indicator shows progress.
- Only document metadata (names, types, folders, links) is shared with collaborators — the uploaded file contents stay on each device and do not sync across accounts.
- A red sync-error badge means the upload was rejected — reopening the Documents tab retries it automatically.
Tips
- Documents share the project's cloud-sync setup; no separate configuration is needed.
- Before heading to set, verify a critical document (permit, contract) is accessible on a second device — don't rely on a single sync round-trip.
- Umlauts, accents and characters like # or [ ] in a filename are folded to a safe form for cloud storage only; the name shown in the app never changes.
Keep the project's reference files inside the project — that way the answer to 'where's the script?' is always 'in the Documents tab'.
Was this helpful?
Related Topics
See also