How to manage proof revisions without long email threads

The first proof is often not the last. A customer asks to move a name, swap a photo, or fix spelling. That is normal. The failure mode is running those changes as a new conversation every time.

If version 3 lives in a text message, version 2 in Gmail, and version 1 on the order, someone will produce the wrong file.

What “revision” should mean

A revision is a replacement of the current proof, not a second independent job. The customer should review one live file. Your team should still be able to see what they already approved or rejected.

Production should not start from a file the customer can no longer act on.

A workable revision loop

1. Read the change request on the order, not only in email.
2. Update the artwork.
3. Send the new proof as the current version.
4. Leave previous versions in history so you can see what changed.
5. Make sure an old link cannot approve the retired file.

Common mistakes

• Sending “here is the new one” without a new review action
• Keeping the old proof link live so two versions can both be approved
• Writing the change notes only in a staff chat
• Treating a revision as a brand-new order

Using Orstrax Orderflow

When a customer requests changes, Orderflow can move the order to a status you configured (for example, Changes Requested). Their comments stay with that proof version.

From Update Order, upload the new file on the Proof tab, add a message if you need to explain the revision, and choose Send Revised Proof. The customer uses the same review page. Older proofs show as Previous or Replaced. A replaced proof link cannot approve the old file; the customer is asked to review the latest version.

Team-only comments belong on Internal Note, not on the Proof tab.

Existing users: Using Proof Review.