Freeze what the customer approved
Keep the approved proof reference and the source design used to produce it. Record the external approval response against the exact revision. If production preparation changes visible content, return that change for review instead of quietly calling the new output approved.
Some production adjustments concern technical requirements rather than customer wording. Even then, the responsible designer should compare the new export with the approved layout. Export presets, missing assets, and accidental page selection can change the result without anyone intending a creative revision.
Use the printer’s specification
Obtain the actual requested page dimensions, finishing requirements, and export instructions from the chosen production supplier. This article does not prescribe a universal bleed, color profile, or PDF standard. Requirements differ, and QuickAttach distributes the file rather than validating its manufacturing suitability.
Decide who can declare the artwork ready for production. A support colleague who sends the email may not be qualified to perform that check. The release card should name the checker and state what was checked, without implying that the app supplies a formal approval system.
Fictional release: a folded menu
Demo order 5136 contains a folded menu design. The customer approves proof v04 through the store's email review process. The designer creates a production PDF using the nominated printer's instructions, then confirms that page order and the corrected prices match v04. The sender attaches the production export to the relevant order item only after that check is recorded.
Copy this artwork closing checklist
- Approval reference: exact proof revision, decision date, external record location.
- Production destination: printer or supplier and the specification used.
- Content comparison: wording, images, page count, orientation, and ordered variants.
- Export inspection: open the actual final file, not just the source design.
- Release owner: person responsible for the production check.
- Delivery identity: order, item, filename, and final revision.
Send a message explaining that this is the production file and identifying what it replaces. Keep the review copy out of the final package unless it serves a clear purpose and is unmistakably labeled.
Follow the QuickAttach walkthrough for attaching and delivering the approved export. Do not imply that receiving an approval elsewhere automatically triggers QuickAttach or manufacturing. The human handoff remains necessary unless you have independently verified a separate integration.
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