Choose one master for each deliverable
Name the original recording, edit version and final export distinctly. Avoid “final-final” naming that gives no clue which file was approved. A simple sequence with date, aspect and revision is enough. The important point is that the reviewer and publisher can identify the same object without opening every file.
State what approval covers
A client may approve the spoken wording but not the caption style, or approve one destination and not another. Record the scope of the decision. Do not infer broad promotional permission from a generic “looks good” message when a materially different use is proposed. The editing tool’s share button does not resolve these boundaries.
Keep corrections with the file
Include a short note for any intentional spelling, attribution or layout exception. If a downstream editor regenerates captions, those decisions can otherwise disappear. Avoid including unnecessary personal data or internal account details in the handoff. Give the recipient what is required to publish or revise the clip, not your entire project history.
Treat later edits as new versions
If someone changes the hook, cut or caption after approval, identify the changed file and review its affected meaning. Do not silently replace the approved export while leaving the old approval attached. A restrained version process makes correction faster without creating a bureaucracy around every harmless filename change.
Include a correction route
Tell the recipient which file is current and where to report a factual or caption correction. A clear route avoids silent edits being made in several disconnected copies. Do not require access to every internal production account just to request a change. Keep the process proportionate: one named owner and an identifiable file can be enough for a small team.
Sources used for this page
These records support the facts and comparisons above. Merchant-controlled records are labelled so you can separate product claims from independent evidence.
- Submagic documented editing workflow — Merchant documentation · care.submagic.co · Merchant-controlled · checked 2026-09-25