Three responsibilities need three answers
First, which file did the buyer receive? Second, which revision did the buyer approve? Third, who authorized production to use it? Those questions are related, but one event cannot reliably answer all three.
The QuickAttach workflow covers associating a file or link with an order and delivering it. Its public documentation does not establish an annotation, electronic-signature, or proof-approval system. If your business needs those functions, choose and validate an external process suited to the requirement.
Responsibility map
| Responsibility | Record | Owner |
|---|---|---|
| Prepare proof | Order, item, source design, revision | Designer |
| Send proof | Delivered file reference and time | Sender using delivery workflow |
| Collect decision | Customer response linked to revision | Approval-channel owner |
| Resolve changes | Revision notes and next proof | Designer |
| Release production | Human release record | Production lead |
Small stores may assign all roles to one person. The value of the map is still real: it separates decisions that happen at different times, even when the same person makes them.
A fictional ambiguous reply
For demo order 5140, a buyer downloads proof v02 and later writes “great, thanks.” The staff member does not infer approval from the download or the friendly reply. They ask whether the buyer approves v02 for production or is merely acknowledging receipt. The explicit answer is then recorded in the external approval log.
If the buyer replies to an older email containing v01, the staff member resolves the revision reference before releasing anything. The delivery system can show activity; it cannot supply the missing meaning of the customer's words.
Define the handoff contract
- The approval owner supplies the exact item and revision, response reference, and decision date.
- The designer confirms the production export corresponds to that revision.
- The production lead checks any remaining operational holds.
- The sender explains whether the delivered asset is a proof or a final file.
Set an exception route for conflicting feedback, multiple customer contacts, or changes requested after release. A process that handles only a clean “yes” will fail on ordinary customer conversations. Rehearse one ambiguous-response case with fictional data before using the workflow for live production.
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