Brand identity project
Keep logo drafts and brand documents inside the client workspace. Send review versions through a suitable share page, then keep the approved files clearly separated for final delivery.
Client files and delivery
Client media delivery workflows for creative agencies
Agency files rarely belong to just one person. A designer may prepare the visual, an account manager may send it for review and the client may later need the approved image, PDF or video for another system.
Media2URL helps keep those files connected to the client workspace where they belong. Your team can organise the working assets, control the available access and choose a review page, direct file URL or download workflow when the deliverable is ready.
The challenge
Agency file delivery gets complicated for a simple reason
One agency can be handling several clients at the same time. The same team may be working on website images for one client, brand files for another and a PDF campaign for somebody else. The problem is not only storing those files, it is keeping the right client material together and making sure a draft does not accidentally become the final deliverable.
Clients should not become mixed together
Each client's brand files, photos, and project documents deserve clean separation in dedicated workspaces.
Internal drafts and client ready files need a clear distinction
Preventing unapproved iterations and work in progress exports from being mistaken for finished deliverables.
A review link and final delivery link serve different purposes
A client needs a browser preview to inspect drafts, whereas a web developer needs a direct file URL or download.
Access needs to change when a project or contract ends
Offboarding client collaborators and closing temporary review links without deleting the team's historical assets.
The workflow
From internal work to client delivery
A client project normally passes through two different environments: the team working on the files and the client receiving them.
Media2URL gives the agency a workspace and file controls that make the handoff easier to manage.
1. Start in the correct client workspace
Switch to the workspace used for that client before adding files. This small check matters when the same agency account is handling several projects at once.
2. Give the team the access it needs
Invite the internal collaborators who need to work inside the workspace and use the available Owner, Admin, Editor or Viewer roles based on the job they are doing.
3. Prepare the file intended for the client
Upload the supported deliverable and use the available Image Editor, PDF Workspace or media processing tools when the file still needs work before review.
4. Choose review or delivery
Send a share page when the client needs to inspect the asset in a browser. Once the file is approved, use the appropriate direct URL, download link or other supported output for the final handoff.
Client organization
Keep internal work and client ready assets easy to tell apart
A client folder can still become confusing when it contains every export the team created during the project. The final logo should not sit beside five rejected versions with filenames that only the designer understands.
Use folders or tags in your Media Library to separate working material, review files and approved deliverables. Someone who joins the project later should not need the original designer beside them just to understand which asset is current.
A simple client project structure
| Area | What might belong there |
|---|---|
| Working files | Current drafts and material the internal team is preparing |
| Client review | Files currently waiting for feedback or approval |
| Approved assets | Final images, PDFs, video or other deliverables |
| Reference | Brand material or source files the team may need again |
A small project may not need all four. Avoid creating folders simply because the option exists.
Handoff distinction
Client review and final delivery are not the same step
| Client needs to... | Better starting point |
|---|---|
| See the draft | Share page |
| Review a protected file | Share page + suitable access control (Password / Expiry) |
| Download the approved asset | Download or direct file workflow |
| Put an image into another system | Direct image URL where supported |
| Keep several approved files together internally | Client workspace / library |
Do not force every stage through the same URL just because it is convenient. The client reviewing a design has a different job from the developer adding the approved asset to a website.
Decide if clients need workspace access
Not every client needs to become a workspace member. Internal staff need ongoing access to organise and edit files.
A client who only needs to review one draft is better served by a share page with password or expiry controls in Security & Access. Workspace seats fit long term retainers.
Protected client review links
An unreleased concept or confidential pitch should not travel as an open public URL.
Use Private Links for signed in members, or pair share pages with passwords and Expiring Links so drafts close after approval cycles.
Role based controls
In Team Workspaces, designers, account managers and external reviewers can have distinct permissions (Owner, Admin, Editor, Viewer).
Version history & edits
Client feedback creates revisions. Save iterations as new versions in the Image Editor or Media Library rather than scattering unrelated uploads.
Custom domain branding
Eligible Business plans can use a verified Custom Domain to serve media from the agency's hostname.
Agency workflows
Real client project scenarios
Website project
Designers can prepare images while the person building the site receives the final direct URLs or downloadable assets needed for implementation.
Campaign production
A campaign may include social graphics, PDFs and short media files. Keep the project together internally, but send only the assets intended for the client required for each review.
Retainer client
Long term clients can create many rounds of new media over the year. A dedicated workspace and consistent organisation make older approved assets easier to retrieve when the next campaign begins.
Creative teams that can use this workflow
- Branding and graphic design agencies delivering visual assets to clients.
- Web agencies handling website images, PDFs and client downloads.
- Video or content studios sharing review and approved media.
- Freelancers managing several active clients from the same Media2URL account.
Agency boundaries
Before you make the workflow part of a client promise
- Workspace availability and member limits depend on the current plan.
- A separate workspace does not automatically become a custom client portal.
- Private, password and expiry controls should be checked on the actual asset before they are promised to the client.
- Replacing a file and preserving an existing URL are separate workflow decisions. Check the available save mode before promising that a delivery URL will never change.
Questions about agency delivery
Frequently asked questions
Yes, where the account provides the required workspace controls and available seats. Check the current plan before building a process that assumes every client will have a separate workspace.
Only when ongoing workspace access makes sense for the project. A client who only needs to inspect one deliverable may be better served by a share page and the appropriate file access controls.
A share page is usually the clearer option because the client can open the hosted file in a browser. Direct URLs make more sense when the approved media itself needs to be used in another system.
Yes, where access protected by a password is available for that file and account. Expiry can also add a time boundary, while Private access follows workspace authorisation.
Yes, for supported files where a direct media URL is available. Use it when the client's website, CMS or another application expects the hosted file rather than a preview page.
Use the available editor or processing workflow and decide whether the new output should become a version, variant, replacement or separate asset. The correct choice depends on whether the previous version still matters.
No. A custom delivery domain changes the supported link hostname where the feature is configured. It does not create a separate client management or approval platform.
Review workspace membership and any active review links first. File retention is separate, so keep or remove the assets according to the agency's own project and retention requirements.
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