How can I integrate a creative review platform into a client services team's approval workflow for outdoor advertising assets?

To integrate a creative review platform into a client services team’s approval workflow for outdoor advertising assets, set it up as the central place where briefs, creative assets, feedback, approvals, and version history all live in one trackable process.

1) Map the current approval flow

Start by documenting the existing steps, for example:

1. Campaign brief received
2. Creative team produces OOH / DOOH assets
3. Client services reviews for brand fit and scope
4. Client reviews
5. Legal/compliance checks if needed
6. Final approval
7. Production / trafficking

Identify:

• Who approves what
• Which feedback stages are internal vs client-facing
• Where delays usually happen
• Which file formats are being reviewed

2) Define roles and permissions

Set up the platform so each stakeholder has a clear role:

• Client services manager: coordinates review and consolidates feedback
• Creative team: uploads assets and responds to revisions
• Client stakeholders: comment and approve final designs
• Legal/compliance: optional approval for regulated claims, disclaimers, sizing, location rules
• Traffic/production: receives approved final files

Use permissions so:

• Clients can only see relevant campaigns
• Approvers can annotate and sign off
• Internal team members can leave private notes if supported

3) Standardize the review templates

Create templates for outdoor advertising asset reviews, such as:

• Static billboard
• Digital billboard / DOOH
• Transit shelter
• Street furniture
• Supergraphic / large-format print

Each template should include required checks:

• Correct dimensions and bleed
• Readability at distance
• Brand guidelines
• CTA visibility
• Legal copy / disclaimers
• Local market or zoning restrictions
• Day/night visibility for DOOH
• Animation length or rotation rules for digital placements

4) Use a structured approval workflow

A practical workflow might look like this:

Stage 1: Internal QA

• Client services reviews against brief
• Creative checks technical specs
• Optional legal check

Stage 2: Client review

• Client reviews annotated proofs
• Consolidated feedback is collected in-platform

Stage 3: Revision cycle

• Creative uploads v2, v3, etc.
• Platform preserves version history and comments

Stage 4: Final approval

• Client signs off in the platform
• Approval is time-stamped and logged
• Final approved file is locked for production

5) Centralize feedback and eliminate email threads

Require that all feedback be submitted in the review platform instead of email or chat. Benefits:

• Comments are tied to specific areas of the asset
• Less confusion over versions
• Easier to track who requested what
• Faster resolution of conflicting feedback

For client services, this makes it easier to:

• Consolidate feedback into one action list
• Spot duplicate or contradictory comments
• Confirm when approvals are complete

6) Build version control into the process

Every revision should be uploaded as a new version with:

• Version number
• Date/time
• Reviewer notes
• Status: draft, in review, changes requested, approved

This is especially important for OOH because small changes can affect:

• Legibility
• Placement compliance
• Print production accuracy
• DOOH file specs

7) Automate notifications and deadlines

Configure alerts for:

• New asset ready for review
• Feedback due
• Revision uploaded
• Approval pending
• Final approval received

You can also create SLA reminders, such as:

• Internal review within 24 hours
• Client review within 48 hours
• Escalation if approval is delayed

8) Create a clear approval policy

Document rules such as:

• No asset moves to production without final approval in the platform
• Only one designated approver can give final sign-off, or define quorum
• Last comments after approval require reopening the review
• Email approvals are not valid unless logged into the system

This protects the team from disputes later.

9) Connect it to existing tools

If possible, integrate the review platform with:

• Project management tools like Asana, Monday, Jira, Trello
• DAM systems for asset storage
• Slack or Teams for alerts
• Cloud storage for file access
• Creative tools if supported

This reduces duplicate work and makes the process more seamless.

10) Measure and improve

Track metrics such as:

• Average approval time
• Number of revision rounds
• Common feedback categories
• Assets approved first pass
• Delay points by stakeholder

Use these insights to refine the workflow and training.

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Example workflow for an OOH campaign

1. Creative uploads billboard concepts into the review platform.
2. Client services checks against brief and specs.
3. Legal reviews if claims/disclaimers are involved.
4. Client receives a link to comment directly on the proof.
5. Creative revises and uploads v2.
6. Client services confirms all feedback is addressed.
7. Client approves in-platform.
8. Final approved art is exported and sent to production.

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Best practices

• Keep one source of truth for each asset
• Require explicit approval, not implied approval
• Use standardized naming conventions
• Separate internal comments from client comments if needed
• Train clients on how to annotate and approve
• Keep an audit trail for compliance and accountability

If you want, I can also help you design a sample workflow diagram, a RACI chart, or a step-by-step SOP for your client services team.