To organize an AI short film, keep the generated source files, editing project, sound, captions and delivery exports together under one project folder. Give each shot a stable identifier, record which take the edit uses, and test a copied project before treating it as an archive. The goal is simple: reopen the film without searching through browser history or guessing which file was approved.

This is our suggested workflow for an individual creator or small team. The examples describe an invented short film, not a production we have observed or an official Prompt2Screen requirement.

Build a folder structure around the work

Imagine a short called Last Platform: a traveler discovers a suitcase on an empty station platform. Before generating the first shot, create a Last-Platform folder with six sections:

  • 01_Project: editing project files and dated project snapshots.
  • 02_Picture: downloaded image and video sources, grouped by shot identifier.
  • 03_Audio: dialogue, ambience, effects and music, with descriptive filenames.
  • 04_Text: caption files, titles and credits text.
  • 05_Exports: review copies and a clearly marked delivery folder.
  • 06_Notes: generation log, source records and a short handoff note.

Keep the structure shallow enough to navigate while editing. A folder for every prompt adjective will be harder to use than a folder for each shot. Import media from these settled locations rather than from a temporary downloads folder, and avoid moving source files casually once the edit references them.

Give the shot an identity that survives revisions

For the station wide shot, use the identifier S010. The suitcase close-up can be S020 and the traveler’s reaction S030. Leave gaps so you can insert another shot later without renaming the whole sequence.

An example filename is LP_S020_take-03_original.mp4. If you create an enlarged or otherwise processed version, preserve the original and identify the derivative separately, such as LP_S020_take-03_upscaled.mp4. These are proposed naming conventions, not software requirements.

Record the chosen take in a shot list instead of calling every promising download “final.” For S020, a useful entry might say: “Take 03 selected in cut 05; take 02 retained as an alternative because the handle is clearer.” That sentence records a decision the filename cannot explain.

Where the tool supplies its own download identifier, preserve it in the log before applying your naming scheme. This gives you a way to connect the local file with the generation you selected.

Keep a compact generation log

One row per retained take is enough to begin. Record the shot identifier, local filename, service and model name as displayed, generation date, prompt, reference filenames and any relevant settings the interface exposes. Leave unavailable fields blank rather than guessing.

Add a short reason for keeping the take. For our suitcase shot, that might be: “Latch opens cleanly; platform edge remains visible; usable pause before the hand enters.” This note helps the next editor understand which part of the clip matters.

Store the reference image itself where you can legitimately retain it, rather than relying only on a remote link. Keep source and permission records with externally supplied assets. The log documents your process; it should not be treated as a guarantee that rerunning a prompt will reproduce the same result.

For decisions about matching a character or prop across shots, link your log to a visual continuity sheet. File organization then supports an actual editing decision instead of becoming paperwork you never consult.

Separate source takes from review versions

Give the editing sequence and its review export matching revision numbers. For example, Last-Platform_cut-05 should correspond to the file you send for feedback. Keep the notes for that review beside it.

If a collaborator requests “the earlier ending,” ask which numbered cut they mean. Preserve a project snapshot before changing the ending, then make cut 06. A screenshot of a timeline can help orient a teammate, but keep the editable project as well.

Apply the same discipline to audio and captions. A caption track checked against cut 05 needs another timing check if cut 06 changes the opening. Our captioning workflow explains that review. Mark each track’s language, revision and review status so an unfinished translation cannot pass for the approved version.

Collect the media and inspect what was included

Use your editor’s collection or archive function where appropriate, then check the resulting package. In Premiere, Adobe documents selecting sequences in File > Project Manager and using Collect Files and Copy to New Location. The resulting project links to the copied media. Its Exclude Unused Clips option omits unused media; see Adobe’s project-copying instructions.

For our example, decide explicitly whether the alternative suitcase take belongs in the handoff. If it does, verify that it was included even though the current sequence does not use it. Also check the notes, reference stills, caption sources and other materials stored outside the editing timeline.

List fonts, effects or other dependencies the receiving editor will need. If something cannot be transferred, state that in the handoff note and include a reference export showing the intended appearance.

Test the copy as a working project

A useful test is to open the copied project on the receiving computer, with the original media location unavailable. Keep the originals intact. Inspect the media paths, play the sequence and export a short representative section containing picture, sound, titles and effects.

For file copying, Blackmagic Design describes a Resolve clone tool that copies media folders with checksum verification. That verifies the copying step; it does not establish that every project dependency was selected or that the film renders correctly. See Blackmagic’s media-management overview.

Keep another copy on separate storage. Record when you last opened the archive successfully and which editor version you used. A folder labeled “backup” is more useful when someone has verified what it contains.

Rehearse the handoff before a deadline

Try the whole process on a three-shot exercise: collect the project, open the copy and ask another person to locate the current cut and selected takes using only your notes. Fix whatever requires a verbal explanation.

VIA’s Prompt2Screen is scheduled for 10 October 2026 at Blox Space in Torino, as listed on the official event page. Use a practice project to rehearse file management, and follow the organizer’s current brief for the actual event. A clear archive lets you return to the film after the deadline with its creative decisions still understandable.

Sources & further reading

Updated 25 September 2026. Event availability and final details are maintained on the linked official event pages.

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