Setup checklist: write a concrete closure rule
“Done” should describe an observable result, not simply that someone stopped working. For a fictional campaign graphic, the rule might require the accepted version, the agreed export sizes and a recorded client approval. Another service may have a different standard. Make the definition part of the request setup so the producer and reviewer do not discover conflicting expectations only when a deadline or monthly billing boundary arrives.
Distinguish production from acceptance
A producer can finish a draft while the client still owes a decision. Label that state honestly. Closing the request early may make the board look efficient while hiding unresolved work. Conversely, leaving an accepted deliverable active forever can block capacity. ManyRequests offers statuses and closing actions; verify how your current configuration maps them to the agency’s actual promise rather than assuming the default label is sufficient.
Check the handover package
Identify the final files, any agreed source assets, usage notes and the destination where the client should retrieve them. Do not promise source-file ownership or licensing rights that your service agreement does not grant. If a required component is missing, record it as open. A downloadable file proves that a file exists; it does not prove it is the right version or that every agreed format was delivered.
Leave a useful completion note
An example note is: “Approved V4 delivered in the two agreed sizes; source-file handover is not part of this request.” Adapt the content to your actual agreement. Include any remaining action without concealing it beneath a completed status. Preserve the original request and approval history for later questions. Closure should make the next person’s understanding easier, whether that person is the client, a backup teammate or someone reviewing the service next month.
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.
- ManyRequests managing requests and exporting data — Merchant documentation · help.manyrequests.com · Merchant-controlled · checked 2026-09-19
- ManyRequests project management and proofing — Merchant documentation · manyrequests.com · Merchant-controlled · checked 2026-09-19