The files arrived, but work is still stuck
Illustrative scenario: a small studio is building a client website. The salesperson received the logo and copy by email. Designer Eva opens the links, but one file belongs to the client’s personal account and another is an old version. The client has already sent everything, yet the studio asks for it again.
This workflow helps Eva find the right files, open them with her work account, and see what is still missing. We use Google Drive, email, and a simple spreadsheet. We do not add a client portal or change permissions automatically.
You need an account allowed to create and share folders, the recipient’s work address, and a client-approved way to exchange documents. If your organization blocks external sharing, use its permitted channel. Do not bypass the restriction with a personal account.
1. Separate internal documents from client materials
In Google Drive, choose New → New folder. Create Studio — internal project and a separate Client — website materials folder. Do not place the second folder inside a folder shared with every client. Keep budgets, internal notes, and the working tracker in the internal folder. The client folder should contain only documents intended for this engagement.
Open Share on each folder and check General access. Keep it Restricted for this example. Review the people and groups already listed before adding anyone. If access is inherited from a parent folder, create an appropriately separate location or ask your administrator to correct it. Renaming the folder does not remove inherited access.
Google explains roles and inheritance in its folder-sharing documentation. Available controls depend on organizational policies and the type of storage.
2. Invite named people with the access they need
Add Eva’s work address to the internal folder. Give her editing access if her job requires editing. Add the same account and the client’s address to the client folder. A client uploading files into a regular shared folder may need Editor access, which permits more than uploading. If that is unsuitable, have the client send the document through an approved channel and add it yourself.
Do not put passwords or API keys in the folder or tracker. Invite the work account to the application instead. If the application cannot support an invitation, agree on an approved method with the administrator.
3. Record each file and what it is needed for
Download the tracker with an illustrative example. In Google Sheets, choose File → Import → Upload and import the CSV into a new spreadsheet. Share it only with your internal team.
The first row says Eva needs the logo for the first-page design; the client supplies it; the link is still empty; and a missing logo allows layout work but blocks the final design. That is more useful than an unexplained “logo complete” checkbox.
For your own items, enter the project, required version, named responsible person, and real link. Mark access as verified only after the next step. Enter a deadline you have actually agreed on. The tracker does not impose a universal response period.
4. Open the link using the recipient’s account
Eva signs in with her work account and opens the exact link in the tracker. The salesperson’s ability to open it is not enough. Eva checks that the file is accessible, the version is correct, and the contents are usable for her first task.
If editing is required, verify it on a harmless working copy. If she only needs to read the file, do not grant unnecessary rights to change the original. Record the verification date and who performed it. See Google Drive’s sharing instructions for the access controls.
5. Ask only for what is actually missing
After the internal review, send one consolidated message. For example:
Thanks for the copy; Eva has opened it. We still need the current logo for the first design. Please add it to the agreed folder or reply to this email. If it is not available yet, we can agree on a temporary alternative. Please do not send application passwords.
If access fails, first compare the invited address with the account Eva used. Then check sharing on both the specific file and its folder. Request another copy only when the original cannot be made available through the agreed channel.
When the handover is complete
The handover is complete when Eva accepts responsibility for the next work, opens the required materials, and confirms she can begin the agreed first task. Another document can arrive later if it does not block that task and has a named supplier and deadline. A signed proposal does not replace this check.
Before sharing a report, also confirm that the client cannot access another client’s information. Hidden sheets and protected cells do not secure confidential data. Use separate files and access permissions for separate clients.
We reviewed the Google documentation for this page on October 1, 2026. The studio and tracker are original illustrative examples, not a reported customer project. This route uses existing accounts; any business subscription, administration, and staff effort still have a cost.
For your own records, use the blank tracker.