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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.

image.png


🔹 Step 2: Capture Client Messages (Proof Required)

Take screenshots of:

  • Fiverr Order Chat
  • Fiverr Inbox / Conversation Chat

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


🔹 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.

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