Rights and review

A rights agreement records the party, allowed uses, coverage dates and contract attachment for a content item. A content file records its version, upload date, attached file, linked content item and approver. Together they let the Publication Reviewer answer which version was approved and which agreement covered the use at the time. The review decision belongs to a version, not simply to a project or a folder of files.

When a Producer submits a content file version, the Publication Reviewer checks the current rights agreement. Approval of that exact version moves the linked content item to Approved only when coverage is current. If the agreement is outside its dates or the allowed use does not cover the content, the reviewer keeps the item in Review and resolves the rights question before deciding again.

• Agreement coverage. Each agreement is linked to a content item with party, allowed uses and dated terms.
• Version decision. The reviewer sees the submitted file version and records the approving person against it.
• Content status. Approval advances the linked item only after the rights condition passes.

Agree the words used for allowed uses so reviewers can compare an intended delivery with the contract without guessing. Decide who enters agreement dates and who checks the attached contract. A contract may cover multiple uses, but each content item must point to the agreement used for its own decision. The reviewer should check the current date against both the agreement start and end before approving. Check agreement dates directly before a planned delivery; Rights Coverage Watch shows agreements ending today or earlier.

A new file version calls for its own decision. The team should rehearse that an older approval does not substitute for approval of the file now being delivered. The Editorial Manager also checks current coverage at publication, because an agreement that was current during review may expire before delivery.

A studio prepares a client portrait for a campaign. The agreement identifies the client party, an allowed campaign use and a coverage window. The Content Producer uploads a corrected image version and the Producer sends it for review. The Publication Reviewer opens the version, checks the agreement and approves that file while the coverage is current. The item moves from Review to Approved. If the same version is later scheduled for a use outside the agreement, the manager checks coverage again before publication and resolves the contract question before proceeding.

• Rights Coverage Watch — Agreements ending today or earlier for immediate review.
• Content Review Queue — Items needing a version and rights decision.
• Content Items Status Board — Deliverables grouped by lifecycle status without hiding the owner.

Use review and delivery for the decision sequence. The roles page sets the access rehearsal.