Identify both the proof and the decision
Assign a proof version as soon as a file goes outside the shop. Use the job ID and revision in the filename and record when it was sent, who received it, and which sizes or sides it covers. Ask the authorized contact to give a specific decision. Save the reply, signed form, or platform record next to the version the customer actually saw. Keep the working design file separate from the frozen proof when continuous edits are expected.
Use separate status fields for pending review, changes requested, approved, and released to production. Approval says what the customer accepted. Release says which file and related instructions the operator should use. If the two records point to different revisions, hold the job and resolve the difference.
Worked example for a bakery label correction
| Version | File | Decision | Production status |
|---|---|---|---|
| 03 | J-1042-label-v03.pdf | Customer asks for a wording correction | Held |
| 04 | J-1042-label-v04.pdf | Customer approves the revised wording | Released as v04 |
| 05 | J-1042-label-v05.pdf | Customer requests a new barcode after release | Hold future production until reviewed |
The shop keeps the v04 decision even after v05 has been created. It records what was already printed and sends the barcode update as a new proof. If v05 is approved later, the new approval, proof, and production ticket each reference v05. The audit trail explains which pieces were made under which instructions.
What to save with each version
Record the decision date and time, the person who approved, and any agreed limits. A customer might approve wording and placement while requiring a physical sample for color. Record that distinction and hold any release that depends on the sample. If a job includes several SKUs, versions, or languages, name the specific pieces covered by the decision. Store the approval in a location accessible to whoever releases and prints the job.
If the production file differs from the displayed proof because it has been imposed, record the relationship between the approved design version and the imposed file. The operator should be able to trace both names and independently check the revision and stock. Protect old approved and rejected proofs from being mistaken for current production art by keeping archives separate from the live press folder.
Common approval tracking mistakes
Do not overwrite the approved attachment with a newer file bearing the same name. A reply that says “approved” is hard to use if the thread has several similar attachments and no reference. For an urgent verbal approval, write down the version, person, time, and decision and request confirmation through your normal process. Resend the proof when a change affects the output, even if the update looks minor on screen.
Use role names in the release checklist, such as account contact, artwork reviewer, and press operator. If one person holds every role, keep the same decision fields so a later reader can reconstruct the handoff.
Frequently asked questions
Can email be the approval record?
Keep the message with the exact file it identifies. Confirm the sender is the person authorized for the job.
Can one decision cover multiple variants?
Yes when it clearly identifies all the variants and versions reviewed. Separate approvals can be easier to track when the variants move at different speeds.
Do I need a new revision for a typo correction?
Yes if the production artwork changes. Use a new filename and preserve the approval for the version that was actually reviewed.
What if a hold comes in after printing starts?
Record when it arrived and which version is running. Follow your shop’s stop or change procedure and document what was already produced.