SANJIESAN LICENSING / PRACTICAL GUIDE
Keep sample feedback and approval records clear
A collaboration can accumulate nearly identical filenames and contradictory comments very quickly. A small review log helps everyone discuss the same object. It should show what was submitted, what changed and what still needs a decision, without pretending that an informal comment is formal approval.
Give the submitted sample an identity
Use a project name, item name and version number that stay together across the image, document and feedback log. Record the date sent and the intended reviewer. If a visual shows several items, label the views so that a comment can identify a particular placement or panel rather than referring to “the one on the left”.
State what the submission is meant to answer. A colour study, a packaging layout and a physical sample may be reviewed for different purposes. Keep proposed material and size information next to the sample, marking anything not yet confirmed. A persuasive render does not establish that an object has been made or that its production details have been checked.
Connect each comment to a change
Keep one row per issue. Include the sample version, view, comment, proposed action and person responsible for answering it. Separate a request to change the artwork from a question about the brief. If two people ask for different outcomes, preserve both comments and ask for a consolidated direction instead of guessing whose comment takes precedence.
When you revise, describe the actual difference. “Moved the mark to the lower panel” is easier to check than “optimised the design”. Retain the previous version in the project record so that a reviewer can compare them. Do not silently replace a file at the same link while continuing to call it the old version.
Record decisions in the agreed process
Use status labels that reflect the evidence you have: submitted, feedback received, revision requested or awaiting a decision. Record an approval only through the process and authorised contact agreed for the project. Include what that decision covers and which version it refers to; a decision about one view should not be expanded to unrelated items.
Before moving work to the next stage, check the current brief, outstanding questions and the records required by the project’s written arrangements. Product manufacture, public announcements and commercial use can have separate requirements. A review log helps you find the record; it does not replace an agreement or decide what rights exist.
Close the loop with a compact handoff: current files, version list, unresolved items and the next responsible contact. Keep draft concepts apart from evidence of completed projects. If you later describe the work publicly, use only the project facts and materials that have been cleared for that purpose.
For a later correction, add a new entry referencing the old one. Keeping the original comment visible makes the change understandable to a colleague who was not in the meeting.