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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.

Updated

For
Document owners, vendor managers, and workspace operators
Typical time
10 minutes to create
Open Exchange

Before you start

  • Available active Exchange case capacity
  • A source document and a clear owner for the final decision

Procedure

Step by step

  1. 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.

  2. 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.

  3. 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.

  4. 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, document title and language, declared tagging, structure-tree and bookmark presence, selected page facts, and historical acceptance-evidence attachments. Page comparisons are limited to the first 200 pages. These differences focus review; they are not a text or visual diff and do not certify WCAG, PDF/UA, ADA, or legal conformance.

Review operations across cases

Operations reports combine recorded turnaround and first review outcomes with current vendor assignments and work awaiting approval. Choose a 30, 90, or 180-day period and read the sample sizes and assumptions before adjusting the schedule.

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