Outcome and scope
Notify the intended customer about an approved delivery file. Resolve the recipient and sharing scope from a controlled client record, and freeze the version being delivered. Sharing an active working folder can expose drafts or later changes, so the delivery record should identify the exact approved artifact and the person responsible for releasing it.
Reconcile client and project identifiers, not just a company name. An address permitted for one project may not be authorized for another.
Prepare the fields and destination
Prepare these fields: Delivery ID, client ID, delivery version, approver, file ID, allowed recipient, notification time and resend reason. Keep source values separate from a reviewer’s confirmed values, and do not reuse an existing column for a different meaning. Create the first record with practice identifiers in a destination whose read and edit access matches the intended staff roles. Inspect the saved result from that role before using live information.
Freeze the approved set of file IDs instead of sending everything currently in a working folder. If an access expiry is used, explain the recovery contact and distinguish expired sharing from a deleted file.
Build the workflow in order
Read approved delivery records containing a client identifier and artifact version. Resolve the recipient from the client master rather than trusting an address written in a free-text request. If the artifact changes after approval, create a new delivery version and return it to review before sending any notification.
Check that the exact file exists and that its sharing configuration matches the client agreement. Decide whether access is restricted to named recipients or whether a broader link is justified. Verify the connection account can perform the necessary sharing action using an isolated practice artifact before modifying a live client folder.
The notification should state the delivery version, filename, review request and contact route. Associate its result with the delivery ID and version. A resend needs a reason and an owner. Neither an open-tracking signal nor a displayed link establishes that the customer has accepted the delivered work.
Work through a small example
For a practice client C-21, deliver version three while retaining version two internally. Check that a copied message template does not still link to version two. Use the intended recipient role to confirm access to the approved artifact and no unintended working materials. A resend should reference the same version-three record.
| State | Check | Action |
|---|---|---|
| Initial delivery | Approved version and recipient match | Check sharing and notify |
| Resend of same version | History and resend request exist | Record reason and notify again |
| Artifact changed | A new delivery version | Return the version for approval |
| Cannot open link | Notified, but access fails | Check recipient, expiry and permissions |
Handle changes during operation
A resend of the same artifact retains its version; changed content requires a new approval. Test an outdated recipient, another account and a moved file before relying on the dispatch record.
Estimate cost and usage
Budget around files per delivery, version changes, access checks and resends, not client count alone. Copying artifacts and sending references have different storage and processing implications. Include email and file-storage contracts. Do not broaden access merely to reduce cost, and reconcile execution history with actual recipient access during a small practice delivery.
Investigate failures
When a recipient cannot open a file, distinguish message delivery from access authorization. Check the account being used, any expiry and whether the file moved. Do not solve every access problem by turning the artifact into a public link. If the wrong recipient may have received access, suspend that sharing and escalate to the delivery owner.
Review before release
Before release, test a normal record, one missing a required value, a repeated identifier and an edited record. Use delivery id to trace the saved result back to the source. The acceptance condition is: Reconcile artifact version, recipient and access scope; keep dispatch separate from acceptance. Record the expected result before testing, compare it with the actual saved state, and resolve unexplained differences before increasing the scope.
Start a small workflow in Make
Try the required workflow with practice data, then choose a plan around its usage and features. Check current prices, promotions and eligibility in the official signup flow.
Sign up on MakeAffiliate linkEstimate costs for your workload
Enter monthly jobs, billable steps and retries to see how different billing units affect your estimate.
Open cost calculatorOfficial sources
Pricing, availability and feature limits can change. Check the linked official pages before subscribing.
- Make: Working with filesInformation checked: 2026-10-30
- Google Sheets modulesInformation checked: 2026-10-30
- Make: Incomplete executionsInformation checked: 2026-10-30
- Make pricingInformation checked: 2026-10-30
- Make pricing — Core at 10,000 monthly creditsInformation checked: 2026-10-28
- Make creditsInformation checked: 2026-10-26
- Make scenario settingsInformation checked: 2026-10-26
