Use a revision rule staff can follow
Choose one increasing sequence for review copies: v01, v02, v03. Avoid filenames such as “final-new-really-final,” which conceal the order of changes. Include the same revision on the proof itself. The buyer may rename the downloaded file, but a visible revision in the document can still anchor the discussion.
A new review version should reflect a meaningful change in the material under review. Your working software can keep its own autosaves; the customer does not need that internal history. Decide who is allowed to create a new customer-facing revision so two designers do not independently issue v03.
Manual register for a fictional label job
In demo order 5135, a customer buys a product-label design. The following register makes the review history understandable without depending on the delivery app to manage approval.
| Revision | Change | External decision | Next step |
|---|---|---|---|
| v01 | Initial layout | Customer requests larger ingredients text | Create v02 |
| v02 | Ingredients enlarged | Customer spots a spelling error | Create v03 |
| v03 | Spelling corrected | Awaiting explicit response | Hold production |
This is synthetic training data. It demonstrates why approval of an earlier layout is not enough after a text correction: the latest export still needs to be checked.
Write a short revision message
Proof v03 for order 5135 is ready. This revision corrects the spelling in the lower text panel; the layout remains as previously reviewed. Please check the corrected text and reply through our agreed approval channel with “Approve label v03” or a list of remaining changes. Production is awaiting that response.
Only say that other elements remain unchanged after checking them. Exporting can introduce unintended differences, so compare the complete proof rather than the edited sentence alone.
Keep replacement behavior out of the naming assumption
The QuickAttach delivery workflow supplies the distribution step. A filename convention does not determine what happens to a previously sent link when you replace an attachment. Test that behavior separately before relying on it. Preserve the revision register in an approved operational location and tell the customer which version to use.
Before every revised send, check the order, item, revision inside the document, change summary, feedback destination, and production hold. If an approval response does not identify its version, clarify it before releasing work.
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