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Artwork Approvals · Your clients and suppliers

What a client or supplier sees

Browse the guidesArtwork Approvals

Share this page with your clients and suppliers if they ask what the email is. They do not need a Koldheim account.

The email

It comes from Koldheim on behalf of your organisation, with one of these subjects:

  • Your approval is needed: a version of the artwork, or the printer’s proof of it, to approve or comment on.
  • Please confirm it arrived: a delivery, or the final files, to confirm.
  • A file has been shared with you: the approved file, for a supplier to download.

Steps for a client approving artwork

  1. Open the link in the email. The page shows the job, the version, any message, and the artwork itself.
    The page a client link opens, with the job, the version and the message outlined above the artworkThe page a client link opens, with the job, the version and the message outlined above the artwork
  2. Press Open to see it full size, or Download to save it.
    The artwork file row with the Open and Download buttons outlinedThe artwork file row with the Open and Download buttons outlined
  3. Press Approve followed by the version, for example Approve Version 2, or press Request changes, type what needs to change, and press Send my changes.
    The Approve Version 2 and Request changes buttons outlined under the artworkThe Approve Version 2 and Request changes buttons outlined under the artwork

Steps for a client signing off a proof

Some organisations ask the client to see the printer’s proof before anything is made.

  1. Open the link in the email. The page shows the job, “Proof of version” and the version it is a proof of, when the printer sent it, and the proof itself.
  2. Press Open or Download to check it.
  3. Press Approve if it can be made, or press Request changes, type what needs to change, and press Send my changes. The printer makes a new proof, and they get a new email for it.

What they will see

  • After answering, the page says what they decided and when. The link cannot be used to answer again.
  • If they asked for changes, they get a new email with the next version. The old link then says it has been replaced, and no longer shows the artwork.
  • To confirm a delivery, they press Confirm it arrived. For files, they press Download first.

Common problems

  • “This link has expired.” Links work for a limited time, 7 days for an approval unless your organisation changed it. Ask the account manager to send it again.
  • “This link has been replaced by a newer one.” A newer version, or a newer proof, was sent. Use the most recent email.
  • “This link has been withdrawn.” The job was cancelled.
  • “This link is not valid.” The address was copied incompletely. Open it from the email again.
  • Forwarding the email. Anyone with the link can answer it, and the answer is recorded against the address it was sent to. Ask them not to forward it; the account manager can send it to someone else instead.