Declare documents

This article explains step by step how to declare the use of your AFP documents, in order to ensure accurate billing and proper tracking of your projects.

In a “Declarative” configuration, each use of a document (for example, to produce a documentary) must be declared.

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In this article:

• Accessing the Download History

• Step 1: Selecting documents to declare

• Step 2: General information

• Step 3: Video information (only if videos are used)

• Step 4: Video timecodes (only if videos are used)

• Step 5: Review and submit the declaration

• Tracking and managing declarations

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Accessing the Download History

Go to the Download History tab, accessible from your personal menu or My Selections, to view the documents you have downloaded over the past two years. More information about this page is available here.

The Declaration column indicates the status:

• Undeclared

• Declared

• In progress

• Not declarable (e.g. mock-ups, documents billed per download and not under the declarative model, etc.)

👉 To start a declaration, click Declare downloaded documents.

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Step 1: Selecting documents to declare

Only declarable documents appear at this step. Documents that have already been declared or are not declarable (e.g. mock-ups, per-download documents, etc.) are not shown.

• Among all declarable documents, check those you wish to declare.

• Filter by content type, date, user; search by name, ID, download date, collection, or selection in which the document appears.

• You can choose to display all declarable documents or only those you have already selected (the All documents filter switches to Only the selected documents when clicked). A counter at the bottom of the page shows the number of selected documents.

Your selections are saved automatically: you can leave and resume your declaration at any time.

Once you have selected all the required documents, click Next.

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Step 2: General information

At this step, you must provide the information needed to identify your declaration:

• Enter the project name, the context in which the documents are used, and, if applicable, the name of the company to be billed.

• This information ensures accurate identification and proper management of your declaration.

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Step 3: Video information (for declarations including videos only)

If you are declaring videos, this step allows you to enter additional information. All mandatory fields must be completed for the declaration to be valid. This data may help our teams determine pricing and manage the declaration correctly.

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Step 4: Video timecodes (for declarations including videos only)

For each video used:

• Specify the relevant excerpts by entering a start timecode and an end timecode (format mm:ss). You can add multiple excerpts from the same video by clicking “Add Timecodes +”. A green checkmark indicates a valid timecode; a red checkmark indicates an error.

• Or check “Select the entire video” if you wish to use the video in full.

The declared duration of each excerpt is displayed on the right for verification. Ensure that all timecodes are correctly entered before proceeding to the next step.

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Step 5: Review and submit the declaration

This step allows you to review your entire declaration before submission: General information, Selected documents, Video timecodes (if applicable). 

Need to make changes? Click “Change my choices” to add or remove documents from your declaration by returning directly to the “Choice of documents to declare” step.

Once the review is complete, you can validate your declaration. It will then be automatically sent to your AFP sales representative for invoicing.

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Tracking and managing declarations

Go to Administration → Document Declarations to:

• View declaration history

• Resume or discontinue a declaration in progress

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