Before You Share Checklist
Use this checklist when you are about to send work to a client, collaborator, editor, publisher, or anyone else outside your immediate workspace.
Main principle
Create the proof before the file leaves your hands. That is simpler and stronger than trying to rebuild the timeline later.
1.
Choose the Right Version
- Decide which exact file, export set, or archive represents what you are about to share.
- Prefer the specific milestone version, not a messy working folder with unrelated leftovers.
- If the project is large, certify a clean archive that captures the state of the work at that moment.
2.
Prepare the Record
- Use a clear project name and version name.
- Add a short note describing what this version is and why it matters.
- Confirm the correct owner profile is attached to the record.
- Create the proof before sending anything externally.
Example naming pattern
Project: Northwind Website Redesign
Version: v03_client-review-homepage-and-brand-assets
Note: Review package sent before round-one feedback4.
After Sharing
- Keep related email threads, messages, contracts, briefs, or invoices nearby.
- Create another proof when the work changes materially and will be shared again.
- Use version notes so later comparisons are easy to understand.
FAQ
Should I certify every tiny change?
No. Certify the milestones that matter for sharing, review, approval, or delivery.
What if I already sent the file?
You can still create a record for the current state, but the strongest timeline is created before external sharing happens.
What if there are several related files?
Use the files that best define the milestone, or certify a clean archive when that better represents the project state.