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.