Why does a new version undo the approval?

Because the approval was given to particular bytes. Its SHA-256 is stored with the decision, so an approval never slides onto a file nobody approved. The old approval stays in the history; the new version needs its own.

What happens to a file that fails the malware check?

It is refused and not kept, and it never becomes a version. If the scanner cannot answer, the file waits in quarantine rather than being let through.

Which stages does a file pass, and what is kept?

Upload, quarantine, malware check, removing location and device details, then available as a version; the review shows where each file is. A file that never finishes uploading or never passes the check is deleted from quarantine after 7 days. A refused file is deleted at once; only its name, fingerprint, size and the reason are kept. The record of each upload (who, when, the fingerprints of the file as uploaded and as kept, and the check result) is kept, and nothing deletes it automatically. A video is marked as cleaned only after the result was checked; when it cannot be proven, the video is kept unchanged rather than broken, and says so.

What does a brand or a creator see in the portal?

Only the project or the engagement they were invited to: the deliverables, their versions, the decisions and the comments that are not internal. Never a price, a budget, a fee, an internal note, your team, other creators' engagements or other projects.

What happens if the add-on ends?

Nothing is deleted. The portal becomes read-only: outside parties can still sign in and read, but cannot comment, upload or approve. Your team can still decide on a submitted deliverable and take access away.

Is the review time a promise or a target?

Neither. It is a count of what happened on this project: decisions and the time between each one and the last time that deliverable was sent for review. A decision with no recorded send for review is listed apart, not counted as zero, and nothing is estimated.

Does an approval give us the right to use the content?

No. An approval says the content is right. Usage rights are agreed in the engagement and its contract, and a platform's own authorisation is separate again.

Can an AI assistant or an integration work with this?

Yes, to read and to leave a note. deliverable_review_get reads a deliverable's versions, decisions, comments and uploads, portal_access_list shows who outside can open a project (never a sign-in link), and deliverable_note_draft adds a note that is always internal. In Brand My Inbox the same tools are crm_deliverable_review, crm_portal_access and crm_add_deliverable_note. No tool approves or requests changes, sends for review, invites or removes an outside party, uploads a version or signs: those are a person's decisions.

Content review and portals: versions, approvals, brands and creators

How a deliverable goes from brief to approved in the Creator Operations add-on, and how a brand or a creator works on it from outside your agency. Every version is bound to its SHA-256, every decision to the version it was about, and the portal shows each party only what is theirs. It works the same in EmailPro and in Brand My Inbox.

Steps

Every deliverable follows one cycle: Brief (planned), Draft (in progress), In review (submitted), then Approved or Changes requested, and Published once it is out. The board, the filters and the lists use these same statuses.
Open a deliverable and press Review. Upload a version: a file up to 20 MB goes in one step; video and audio above 20 MB go up in parts, straight from your browser. Every file is checked for malware in quarantine first, and becomes a version only once it is clean. A JPEG or PNG photo leaves with its location and camera details removed; another image (such as WebP) is kept as uploaded. A video or audio file has them removed too when removing details from media is turned on for your server; each version says which happened: removed, none found, or kept as uploaded and why.
Each version keeps its file name, size and SHA-256 fingerprint. When the draft is ready press Send for review. A decision is always about the exact version it was made on: if a newer version arrives, the deliverable goes back to Draft and needs a new decision. Older decisions stay in the history, bound to their own bytes.
Comment on the deliverable or on one version. Tick Internal for a note only your team sees; internal notes never reach a portal.
Under Portal access in the project, invite a brand (the whole project) or a creator or their agent (their own engagement only). Choose what they may do: a brand may view, comment and approve; a creator may view, comment and upload versions.
The person invited gets an email with a sign-in link that works once and for 15 minutes. No password. They see only the deliverables they were given, the versions and the comments that are not internal. They never see prices, budgets, fees, internal notes, your team or other creators.
A brand approves or requests changes in the portal; your team can also decide on the screen. Take access away at any time under Portal access: the next request of that person no longer opens anything, and their file links stop.
Each deliverable in the portal shows where it stands and the next step for the person reading it: upload the first version, send it for review, approve or request changes, or wait for the other side, with the due date and a link to the form that does it. Once approved, the approved version is shown with its SHA-256. Your team sees the same next step in the review, and under Portal access how client review goes on the project: how many decisions the client made in the portal, how many your team recorded, and the median time from sent for review to decision, counted only from what was recorded.
An access with an end date says so to the person when it is less than 7 days away. When it ends, the portal tells them it ended and to ask you, and opens nothing. Under Portal access press Change when access ends to move the date or remove it; nothing is emailed. A revoked access is given back only with a new invitation.

Questions

Why does a new version undo the approval?: Because the approval was given to particular bytes. Its SHA-256 is stored with the decision, so an approval never slides onto a file nobody approved. The old approval stays in the history; the new version needs its own.
What happens to a file that fails the malware check?: It is refused and not kept, and it never becomes a version. If the scanner cannot answer, the file waits in quarantine rather than being let through.
Which stages does a file pass, and what is kept?: Upload, quarantine, malware check, removing location and device details, then available as a version; the review shows where each file is. A file that never finishes uploading or never passes the check is deleted from quarantine after 7 days. A refused file is deleted at once; only its name, fingerprint, size and the reason are kept. The record of each upload (who, when, the fingerprints of the file as uploaded and as kept, and the check result) is kept, and nothing deletes it automatically. A video is marked as cleaned only after the result was checked; when it cannot be proven, the video is kept unchanged rather than broken, and says so.
What does a brand or a creator see in the portal?: Only the project or the engagement they were invited to: the deliverables, their versions, the decisions and the comments that are not internal. Never a price, a budget, a fee, an internal note, your team, other creators' engagements or other projects.
What happens if the add-on ends?: Nothing is deleted. The portal becomes read-only: outside parties can still sign in and read, but cannot comment, upload or approve. Your team can still decide on a submitted deliverable and take access away.
Is the review time a promise or a target?: Neither. It is a count of what happened on this project: decisions and the time between each one and the last time that deliverable was sent for review. A decision with no recorded send for review is listed apart, not counted as zero, and nothing is estimated.
Does an approval give us the right to use the content?: No. An approval says the content is right. Usage rights are agreed in the engagement and its contract, and a platform's own authorisation is separate again.
Can an AI assistant or an integration work with this?: Yes, to read and to leave a note. deliverable_review_get reads a deliverable's versions, decisions, comments and uploads, portal_access_list shows who outside can open a project (never a sign-in link), and deliverable_note_draft adds a note that is always internal. In Brand My Inbox the same tools are crm_deliverable_review, crm_portal_access and crm_add_deliverable_note. No tool approves or requests changes, sends for review, invites or removes an outside party, uploads a version or signs: those are a person's decisions.

Updated 2026-10-25 · llms-full.txt