Hi - We are a relatively high volume creative agency with a large number of unique clients and deliverable types. We've struggled with getting consistent usage of the proofing and approvals tool from our clients. Some find it difficult and confusing, primarily due to the notifications they receive (e.g. there isn't a single - "this is ready for approval" button that takes them to approve or decline).
I'm sure we aren't the first creative agency to run into this challenge. Do any other creative agencies care to share how they handle this process today? Currently here is an example of how we do it:
- Parent Task: Deliverable (New > Changes Required > Client Review > Complete)
- Sub Task: Copy (Workflow: New > In Progress > Internal Review > Complete)
- Sub Task: Design (Workflow: New > In Progress > Internal Review > Complete)
- Sub Task: Build [if web] (Workflow: New > In Progress > Internal Review > Complete)
The sub-tasks dates are based on when that specific task date is due. The parent task date is when the entire deliverable is due. The individual tasks require internal approval. The parent task is used for client approval when the deliverable is ready for client proofing. We have client's added as collaborators, and then they are assigned the task + files for review when it's ready for them.
- We need to manually tag the client user in order for them to get a notification. This requires a manual step that can get missed.
- Once that occurs, they are following the task and then get a notification for every single update - internal updates included. As a result, they get too many notifications and miss the important ones.
- Once added to the parent task, my understanding is they see all detail on the subtasks. All internal communication is exposed at that point which isn't terrible - but it'd be preferable if it wasn't.
- We have to manually select the client user to assign it to them - and those with similar names have been selected accidentally before. This isn't ideal and is a security risk. We immediately unshare the task and inform the client - which is not ideal, but required. The workaround here is unique workflows for every single client, but when we did this we ran out of available workflows (160 is the max).
Any thoughts/ideas? At a minimum, I'm hopeful we can get other creative agencies sharing their process for client approvals in this thread to help each other out. Thanks so much.
Presh Marketing Solutions