DELIVERY · 6 MIN READ
How to track whether property media was actually delivered
A completed package can sit unsent, and a sent message can contain the wrong link. Tracking the delivery event closes the operational loop and gives later revisions a clear starting point.
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Treat delivery as a recorded event, not as the presence of files in a final folder. Capture the property job, exact approved package or link, intended recipient, send or publish time, delivery owner, access result and any outstanding deliverables. Keep “delivery ready” separate until that handoff evidence exists.
Define delivery evidence
Decide what proves the client handoff in your workflow. At minimum, connect the recipient and time to the exact package or access location. If access needs activation or payment under the studio’s policy, track that state without assuming that a sent email equals accessible media.
Do not infer delivery from an approved status or a filename containing “final.”
| Field | Question it answers | Example evidence |
|---|---|---|
| Package reference | What exact media was handed off? | Approved package identifier or link |
| Recipient | Who was intended to receive it? | Client contact on the job |
| Event time and owner | When and by whom was it sent? | Recorded handoff event |
| Access check | Could the intended path be opened? | Client-view verification result |
Check the package from the client view
Before the handoff, open the package using the intended access path. Confirm the property identity, approved versions, requested variants and understandable organization. Exclude source files, rejected versions and unrelated property material.
If the workflow sends an email or portal notice, verify that its link and instructions refer to the same approved package.
Represent partial delivery honestly
For an illustrative photo and video job, the client agrees to receive approved photos while video remains in review. Record a photo delivery event and keep video outstanding with its next owner and update time. Do not mark the whole job delivered.
When the video follows, create the remaining handoff evidence and close the job only after every required deliverable has a recorded disposition.
Use the event when revisions arrive
A post-delivery change request should reference what the client actually received. Create a new revision path from that delivered version, preserve the original event and record the corrected handoff separately.
A daily closeout can surface delivery-ready jobs with no event and delivered jobs with an outstanding item. Those are actionable exceptions, not reasons to recheck every completed job.