What Happens After a Customer Gives Final Proof Approval?

Do not overwrite the approved proof

Once a customer has approved a proof, keep that approved revision intact. It is part of the job history and should continue to show what the customer authorized at that point in time.

Create a new revision for the requested change

If the customer asks for different copy, dimensions, colors, placement, personalization, material, or another production detail, make a new revision. Label it clearly so the production team and customer can tell the versions apart.

Return the job to customer review

The old approval should not automatically authorize the new revision. Send the updated proof through a fresh review cycle and ask the customer to approve the new version or request another change.

Keep production status obvious

While the revised proof is awaiting approval, the workflow should make that state unmistakable. The prior approval remains historical evidence; the newest revision is the one that needs a current production decision.

Preserve the full trail

Keep the prior proof, new proof, customer request, timestamps, comments, attachments and both approval cycles. That avoids the worst version-control question later: “Which file did we actually approve?”