Download the template
Download the comma-separated template and open it in Excel, Numbers, Google Sheets, or a production database. The file contains headings and one annotated example row; replace the example before using it on a live project.
- Download the AI shot log CSV Portable comma-separated template with one annotated example row.
The field groups
| Group | Fields | Capture moment |
|---|---|---|
| Identity | project_id, asset_id, asset_name, final_file_hash | At asset creation and final export |
| Generation | tool, model, model_version, prompt, negative_prompt, seed, settings | Before leaving the generator |
| References | reference_ids, source_urls, rights_status | When inputs are attached |
| Selection | generation_id, selected_take, selection_reason | When the take is chosen |
| Post-production | human_edits, editor, edit_date | After each material edit stage |
| Governance | disclosure_required, disclosure_method, reviewer | During review |
| Approval | approval_status, approver, approved_version, approved_at | At client sign-off |
| Delivery | delivery_version, delivered_at, destination | At handover or publication |
How to use it without creating busywork
- Choose a stable asset ID before filenames begin changing.
- Paste prompts and tool settings directly instead of reconstructing them from memory.
- Store large references as linked files and put their IDs in the log.
- Create a new version or immutable event when a material field changes.
- Require approval against the asset ID and final-file hash.
- Export the relevant rows with the client delivery rather than exposing unrelated project data.
What to customize
Video teams often add duration, frame rate, start and end frames, audio-generation settings, and shot status. Image teams may add dimensions, color profile, upscale tool, inpainting mask, and print usage. Node-based workflows need a workflow file, custom-node versions, checkpoints, adapters, and environment information.
Do not remove the distinction between declared inputs, human edits, disclosure, and approval. Those are different claims made by different people at different times. Combining them into one notes field makes later review unnecessarily ambiguous.
Spreadsheet limits
A CSV is portable and transparent, which makes it a useful starting point. It does not provide attachments, fine-grained access, signatures, revision history, or an automatic connection to the exact file. For active production, use the same schema in a system that can preserve those links and then export a client-safe record when needed.
Frequently asked questions
Should one row represent a generation or a final shot?
Use one primary row per deliverable or shot and keep individual generation attempts in linked records when they matter. That keeps the delivery view readable without losing material iterations.
Should prompts be included in a client export?
That depends on the contract and the sensitivity of the prompt or source material. The production record can retain the full prompt while a client-facing export includes only the agreed fields. Record that redaction rather than silently removing context.
How do I tie approval to the right file?
Record an immutable version ID or cryptographic file hash next to the approval. A filename alone is weak because a later export can overwrite a file without changing its name.