Exchange
Create and manage an Exchange case
Set acceptance criteria, invite a scoped vendor, and keep source files, deadlines, and activity in one controlled case.
- For
- Document owners, vendor managers, and workspace operators
- Typical time
- 10 minutes to create
Before you start
- Available active Exchange case capacity
- A source document and a clear owner for the final decision
Procedure
Step by step
Choose a playbook or create a case
Start with the standard checklist or a workspace playbook. A playbook copies instructions and acceptance criteria into independent case rows without sharing evidence or vendor access.
Create one case or import a CSV
For portfolio work, import up to 100 draft cases with a title column and optional priority, deadlines, assignments, and playbook. Capacity is checked atomically before any rows are created.
Assign ownership and milestones
Choose a case manager and reviewer, then set ordered vendor, QA, delivery, and final case deadlines so each stage has an accountable owner.
Invite the vendor and track activity
Send the case-scoped invitation and use the timeline, comments, evidence, milestones, and status transitions rather than moving files through untracked email threads.
Case lifecycle
The normal path moves from draft through assignment, vendor work, submission, QA review, approval, controlled delivery, and archive. Requested changes create a resubmission path instead of overwriting the prior revision.
Vendor access
Vendor and recipient links are scoped, expiring where applicable, and stored as hashes. Do not forward a vendor link to another person or use one case as a general shared drive.
Playbooks and safe cloning
Playbooks are workspace-owned setup templates. Editing a playbook never changes criteria already copied into a case. Cloning creates a new draft with open criteria; source and reference files are copied only when explicitly requested.
Revision intelligence
The case workspace can compare immutable file hashes, size, page count, selected PDF structure facts, and acceptance evidence activity. These differences help focus review but do not certify WCAG, PDF/UA, ADA, or legal conformance.
Related guides
- Review, approve, and deliver Exchange workCompare immutable revisions, verify evidence, request changes, approve the right submission, and create controlled delivery access.
- Manage workspaces, members, invitations, and rolesKeep work in the right workspace, invite teammates, assign least-privilege roles, and transfer ownership carefully.
- Understand plans, billing, and usage limitsRead workspace allowances, choose a plan, start checkout, and understand which limits apply to each workflow.