Require more than one weak clue
Filenames, modification dates, and folder names can all be misleading. A reliable match should connect the purchase to the production record and the approved deliverable. When the evidence conflicts, keep the row on hold and ask the owner of the work to resolve it.
Do not place actual customer documents in the audit spreadsheet. Use controlled source references and record the conclusion. The reconciliation register should help locate evidence, not become another uncontrolled copy of it.
A reconciliation table
| Order | Purchased item | File reference | Evidence | Disposition |
|---|---|---|---|---|
| DEMO-486A | Basic review | review-A-R1 | Production record and approved export agree | Ready |
| DEMO-486B | Extended review | review-B-final | Filename agrees; content scope differs | Hold |
| DEMO-486C | Updated review | review-C-R2 | Revision note identifies this purchase | Ready after second check |
The examples are synthetic. Notice that a plausible filename does not override a mismatch in purchased scope.
Separate routine checks from exceptions
Verify every association before customer delivery. For a large archive, a sample audit can help estimate how reliable the source register is, but it does not make unreviewed ambiguous rows safe to send. Include similar names, repeat purchasers, multiple-item orders, and revised documents in any sample because these are likely to expose mapping problems.
If the sample reveals systematic mistakes, stop the batch and repair the underlying mapping method. Do not simply increase the sample until the error rate looks acceptable.
A pre-import sign-off
- Purchased scope matches the deliverable.
- Order and item references agree with the source record.
- The file is the approved customer copy, not a draft.
- Revision status is explicit.
- Existing delivery and access promises are recorded.
- The reviewer and unresolved exceptions are named.
QuickAttach’s delivery workflow provides an order association after selection. It cannot validate that the merchant selected the correct historical source. No bulk import capability is assumed here.
Keep batch totals for ready, held, excluded, and completed records. Those categories make progress honest: a held file is not a failed migration, but it must not quietly enter the send queue. Finish by having support locate one migrated synthetic order without consulting the original author.
Deliver the right file with the right order
See how QuickAttach connects a customer-specific file or link to a Shopify order item.
See the QuickAttach order-to-download walkthrough