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The sofa is approved in a message, the stone is approved during a call, and the lighting changes are buried in an email thread. What system has actually helped your team keep one reliable record of every approval and revision?
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We keep an approval register with the item, decision, date, approver, and a link to the supporting message or meeting note. If an approval happens verbally, the designer sends a written recap that afternoon.
One source of truth is more important than the exact tool. Our rule is that a decision is not final until it appears in the project record. That removed a surprising amount of ambiguity.
We added the same rule after a contractor worked from an older PDF. The latest revision now has one clear owner, and the team gets a notification whenever it changes.