SOP – Handling & Uploading Client Changes (Revisions)

🎯 Objective

Ensure all client-requested changes are:

• Properly documented
• Safely stored
• Clearly communicated
• Correctly tracked in ClickUp

No data loss. No missed instructions. No confusion.

🧱 Scope

Applies to:

• All Fiverr website projects
• All revision / change requests (1st, 2nd, 3rd… onwards)

⚠️ Core Rules (Non-Negotiable)

• ❌ Never overwrite old files
• ❌ Never rely only on chat memory
• ❌ Never skip screenshots
• ✅ Every change request must have its own folder

🧭 Step-by-Step Process

🔹 Step 1: Create Changes Folder (Mandatory)

In the project Google Drive:

• For first revision:

changes_1

• For second revision:

changes_2

• Continue sequentially:

changes_3, changes_4 …

🚫 Never rename or reuse an old changes folder.

🔹 Step 2: Capture Client Messages (Proof Required)

Take screenshots of:

• Fiverr Order Chat
• Fiverr Inbox / Conversation Chat ( Using Go Full Page Extension. )

These screenshots must clearly show:

• Client instructions
• Date & time
• Any links or files mentioned

📸 Screenshots are mandatory even if the message is “simple”.

🔹 Step 3: Download All New Client Data

Download everything the client sent, including:

• Images
• PDFs
• Docs
• Links (save in a text file if needed)
• Voice notes (if any)

🚫 Do NOT rely on external links staying active.

🔹 Step 4: Upload Data to Changes Folder

Upload the following into the relevant changes_X folder:

• All downloaded files
• All chat screenshots
• Any notes or clarifications (if required)

Upload using the Upastra Drive And client folder only account only

(no personal accounts allowed).

🔹 Step 5: Discord Update (Carl-bot – Mandatory)

In the client’s Discord thread → Activity section:

• Use Carl-bot quick commands only
• Do NOT type manual messages

Use the command matching the change round:

/changes1  → First round

/changes2  → Second round

/changes3  → Third round

…

/changes10 → Tenth round

📌 Carl-bot already contains predefined messages.

Rules:

• Command number must match the Drive folder (changes_1, changes_2, etc.)
• Always use the next sequential command
• Never reuse or skip a number

🚫 If a change round is not logged via Carl-bot, it is not considered an official revision.

🔹 Step 6: Update ClickUp Activity

In the ClickUp task → Activity / Comments section:

• Add a short update: Changes : 1 , Changes : 2

Note: For First draft reply also add the positive, negative or moderate feedback from the client based on the client messages.

🔹 Step 7: Update Project Status

Finally:

- Change the task status to:

  New Changes

🚫 Do not move the status before all previous steps are completed.

🔍 Quality Check (Before Status Change)

Confirm all are done:

• - Changes folder created ✔
• - Screenshots taken ✔
• - Data downloaded ✔
• - Files uploaded ✔
• - Discord updated ✔
• - ClickUp updated ✔

If even ONE item is missing → stop.