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Customer Proof / BAT Approval Tutorial

The proof-and-approval loop: generate a faithful versioned proof, send it, collect approval or comments, and block production until the current version is approved — with a full audit trail.

Purpose

A proof (BAT — bon à tirer) is the customer's documented go-ahead. This guide covers the proof-and-approval loop in Label Studio Creator: generate a faithful proof, send it, collect approval or comments, and — crucially — block production until the job is approved.

The approval gate protects both sides: nothing prints until someone with authority has signed off on exactly what will be produced.

Proof / BATApprovalCommentsVersion controlProduction gateAudit trail
Proof approval loop Generate → send → approve / revise → release Proof Send Review Approved Revise Revise loops back to a new proof version; only Approved unlocks production.

1. Generate a faithful proof

A proof must represent what will actually print — not a prettier preview:

  • Export a composite PDF at the real size with correct fonts and images.
  • Show the die/cut line and bleed so trimming is understood.
  • Include a separation proof when white or spot plates matter.
  • Stamp the proof with a version number and date.
Tip: add a small info block (job #, size, version, color mode) on the proof so approvals are unambiguous.
Proof sheet Artwork @ real size Job #1042v299×57 mmCMYK+W Dashed = cut line / bleed

2. Send & track

Attach the proof to the job

Keep the PDF with the job record so the approved artifact is traceable, not lost in email.

Send to the approver

Deliver to the person authorized to sign off; note who and when.

Set status “Awaiting approval”

Move the job into a clear waiting state so no one prints it by mistake.

Track the version

If you send a revised proof, bump the version so old proofs can't be approved by accident.

3. Collect approval or comments

OutcomeAction
Approved (BAT)Record who approved, when, and which version; unlock production.
Approved with changesTreat as revise: apply changes, issue a new version, re-send.
Rejected / commentsLog the comments against the job; revise and re-proof.
No responseKeep the job held; production stays blocked until approval exists.

4. The production gate

This is the heart of the workflow: an unapproved job cannot be released.

  • The queue holds the job until an approval is recorded for the current version.
  • Approving version 1 does not approve version 2 — the gate is version-specific.
  • The operator sees the approval status before printing.
  • Every gate decision is part of the audit trail.
Never bypass the gate “to save time.” An unapproved run is the most expensive kind of mistake — you may reprint and lose the customer's trust.
Approval gate Job (v2)held GATE Release(v2 approved)

5. Audit trail

Who & when

Store the approver identity and timestamp with the approved version.

Which version

Link the approval to the exact proof file that was signed off.

Comments history

Keep the chain of comments/revisions for disputes and repeat orders.

Reprints

Reprints reference the approved version; no silent re-approval needed for the same artwork.

6. Common problems and fixes

SymptomLikely cause & fix
Wrong version producedOld proof approved. Version proofs; gate on the current version only.
Approval can't be tracedSign-off in email. Attach proof to the job and record approver/time.
Job printed unapprovedGate bypassed. Enforce hold until approval exists.
Endless revision loopVague comments. Capture specific, versioned change requests.

Recommended flow

Safe proof flow: generate versioned proof → attach to job & send → set “awaiting approval” → record approval for that version → gate unlocks → produce → keep the audit trail for reprints.

Prepared for Label Studio Creator. Approval, hold/release, and audit features depend on your installation and plugins; adapt the gate to your team's sign-off authority.