Deliverable Approval Chain and Sign-Off Record (QA)
A sequence with 7 steps: Freeze the deliverable version before routing it for approval.
By InnovaAI ResearchPublished
What are the steps?
Deliverable Approval Chain and Sign-Off Record (QA)
- 01
Freeze the deliverable version before routing it for approval
Lock the file in the portal and stamp a version number so the client reviews one artifact, not a moving target. Portals such as Clinked and SuperOkay support versioned file states; confirm the lock is visible to the client before sending the approval request.
- 02
Assign a named approver per client account, not a shared inbox
Record the approver's name, role, and backup in the portal record. Approval requests sent to a distribution list stall for days because nobody owns the decision.
- 03
Route the approval request with a fixed response window
State the deadline in the request itself (48 hours for standard assets, 5 business days for campaign launches) and note what happens if the window lapses. A written default keeps delivery schedules from slipping silently.
- 04
Capture the decision as a structured record, not an email reply
Use the portal's approval or eSignature function so the decision carries a timestamp and identity. Assembly and airSlate SignNow both produce sign-off artifacts that survive an audit or a scope dispute.
- 05
Log every revision request against the original scope line
Tag each round of feedback as in-scope or out-of-scope at the moment it arrives. Two revision rounds are typical in a retainer; the third is where change orders get negotiated, and the portal log is the evidence.
- 06
Publish the approved asset to the client's permanent portal folder
Move the signed-off version out of the working area into a locked delivery folder. Clients who can always find the final file stop asking the account team to resend it.
- 07
Run a monthly reconciliation of open approvals across all accounts
List every deliverable sitting in pending status longer than its response window and escalate to the account lead. Unresolved approvals are the leading indicator of a stalled retainer renewal.