Documents, contracts & additional project data
Manage files, document requests, contracts, artist residencies, and material issues
Projects can contain different specialist components. What you see depends on the configuration and your permissions. This chapter covers the standard workflows for project documents, contracts and document requests, artist residencies, and material issues.
Project documents
Documents can belong to a particular tab or appear in an All documents component that combines files from across the project. Common examples are production plans, technical riders, press materials, quotations, and approvals.
Depending on the file type and permissions, you can upload, download, preview, print, rename, reassign, replace, or delete a document. Tab-specific documents keep specialist areas separate; the combined view supports handover and helps prevent files in another tab from being missed.
Contracts
Contracts are protected project documents with additional structured data:
| Field | Purpose |
|---|---|
| Project and contract partner | Connects the contract to the project and a CRM contact. |
| Contract type | Distinguishes guest performance, fee, cooperation, and other contracts. |
| Amount and currency | Records the fee, contribution, or other value. |
| Social security levy, foreign tax, reverse charge | Records relevant additional amounts and reasons. |
| Deadline | Shows when the document or next action is required. |
| Status and status comment | Documents the processing stage. |
| Note | Stores supporting information outside the uploaded file. |
| Document access | Selects individual users and departments allowed to view the contract. |
When uploading, you can also create tasks and assign them to a person who has document access.
Check access before assigning tasks
Only assign a contract task to someone who can also access its document. Contract access and general project access are separate safeguards.
Document requests
A document request starts the process before the contract file exists. Its views separate requests assigned to me, created by me, and completed requests.
The responsible person opens the request and uploads the required file. They can carry over the prepared contract data and define final document access. The request then moves to the completed area and links to the resulting contract. Open requests you created can be edited or deleted.
Artist residencies
The Artist residencies component documents an artist's or CRM contact's stay and its costs. At least one accommodation address must first exist in user administration. You can then record:
- artist or CRM contact,
- accommodation and room type,
- arrival and departure dates and times,
- cost per night,
- per diem and additional per diem,
- number of breakfasts and deduction per breakfast,
- description and organisation-specific CRM fields.
The number of nights and totals are recalculated when dates or rates change. Review arrival/departure days and breakfast deductions before exporting.
Material issues
A material issue connects the project with inventory. It can contain inventory items, custom items, quantities, period, room, responsible people, notes, tags, images, and other files. The project view shows the issues for this production; the central material-issue overview is better for searching across projects and rooms.
Deviating issue periods are highlighted. The issue log records changes and helps trace adjustments to quantities, dates, or assignments.
Choosing the right component
| Need | Component |
|---|---|
| General file without special protection | Project documents |
| Contract file with amounts and restricted access | Contracts |
| Ask a person to provide a missing contract file | Document request |
| Accommodation, travel dates, and per-diem costs | Artist residency |
| Issued equipment or custom material | Material issue |
| Short external reference instead of a file | Link or link list |