T17 Creative approval room
Creative approval room
One queue for everything Tallgrass Studio needs you to look at: approve it, ask for changes, or ask a question. Nothing publishes until you respond here. Prepared for Jordan Vega, VP Marketing at Crestline Software, and the Crestline reviewers copied on each campaign.
Before you share this page with a client
This template embeds the full Approval queue, which holds review requests for every Tallgrass Studio client, not only Crestline Software. Before sending this page to Crestline, switch the embed to a saved view filtered to Crestline's campaigns, or share a duplicated copy of this page with that filtered view. Never send a client a queue that shows another client's campaign names or creative.
About the sample data
The embedded database is synthetic sample data and has no Client column, so this page treats each Campaign as belonging to one client. In this sample, Crestline's campaigns are Portal launch, Automation playbook and Partner program: four items with an approval status of Pending or Changes. The other rows in the view belong to other accounts. In your own workspace, add a Client field or filter the view by campaign before you share it.
Sample template: the firm, people, clients and figures are fictional, and the embedded view holds synthetic sample records.
Live example from the Dashboards app, shown with Luma Coffee's demo data.
How to review something in this queue
Approval queue
The view below shows every item with an approval status of Pending or Changes, sorted by publish date so the most time sensitive item is first. Pending means we are waiting on your first response; Changes means you already asked for edits and we are waiting on your review of the revision.
Oldest open item: Partner co-marketing ebook
This has carried an Approval status of Changes since Sep 17, publishing Sep 17 has already passed. We need: a decision on the revised chapter 2 draft sent Sep 18. If we do not hear back by Sep 26, we pull it from the current partner newsletter slot and re-schedule for the next available one, which is three weeks out.
What each response does
The item moves straight to Scheduled with the publish date shown. No further review happens before it goes live. Use this only when the item is genuinely ready, not to move things along faster; an approved item that needs a late fix costs more time than one more review round.
The item stays in Client review and comes back to your producer with your notes. List every change you want in a single message using the feedback rules below. A second small note sent an hour later restarts the clock on our turnaround commitment.
Use this when you are not sure whether something is ready, not as a way to avoid a decision. Your producer responds within one business day, then the item returns to this queue for your actual response.
Feedback rules
| Rule | What it means | Why |
|---|---|---|
| One consolidated message | Send all feedback on an item together, not item by item as you notice things | Each new note restarts our two day turnaround clock |
| Name the reason, not just the fix | "This misstates our refund window" tells us more than "change this line" | Lets the writer or designer fix the actual problem, not just the symptom |
| Route brand questions to one person | Only Jordan Vega or a named delegate gives final brand sign off | Avoids two reviewers approving conflicting directions on the same asset |
| Scope changes go through the brief, not a comment | A change beyond the original brief (new audience, new format) needs a new brief and may affect the publish date | Keeps the approval queue about review, not re-scoping |
| Silence is not approval | An item left untouched past its publish date does not auto-approve; it slips and we follow up | We would rather ask twice than publish something you have not seen |
Approval etiquette
Try to give one round of clear, consolidated feedback rather than several small notes over several days. If two people on your side disagree, resolve it on your end before sending the note to us; we cannot referee an internal disagreement inside the approval queue.
Questions received this week
Next review points
- Partner co-marketing ebook: response needed by Sep 26 or the slot is lost, see above.
- Client portal launch page: currently marked Changes, revision due back from Priya Nair by Sep 24, the original publish date.
- Automation playbook teaser: waiting on Crestline's naming question before the revision can finish.
How to use this template
Duplicate this page per client and keep the embedded view filtered to that client only. If a required decision has not been made by its publish date, mark the item Needs review in your own notes rather than assuming approval.
| Variable | Meaning | Required |
|---|---|---|
{{client.name}} | Client whose creative this approval room covers | Required |
{{approver.name}} | Named person with final approval authority for this client | Required |
{{item.publish_date}} | Publish date shown for each item in the queue | Required |
{{item.approval_status}} | Current approval status: Pending, Changes or Approved | Required |
{{response.deadline}} | Date by which a response is needed to hit the publish date | Required |
{{feedback.consolidated_note}} | The client's full feedback for an item, sent as one message | Required when status is Changes |
If an item passes its publish date with no client response, it is treated as slipped, not approved, and gets a follow up rather than a default status.