Nov 9, 2025

Figma → Client Portal: Approvals Without Endless Threads

Stop chasing design feedback through scattered email threads and Slack messages. This guide shows how design agencies can streamline client approvals by uploading Figma exports to a centralized client portal with version control, structured feedback, and formal approval workflows.

The Design Approval Chaos Problem

Every design agency knows this pain:

The Scenario: You've spent days perfecting a design in Figma. Time to get client feedback.

What Happens Next:

Email design link to 4 stakeholders
Sarah responds via email: "Love it!"
Michael replies in Slack: "Can we try blue instead?"
Jennifer screenshots and marks up in PowerPoint, sends separate email
David doesn't respond for 3 days, then has major concerns
You have feedback in 4 different places with conflicting opinions

The Problems:

Scattered Feedback - Comments across email, Slack, text, phone calls
No Version Control - Which design are we discussing?
Unclear Approval Status - Is this approved or not?
Stakeholder Confusion - Multiple people, conflicting feedback
Lost Context - "Wait, what did we agree on last week?"
Documentation Gaps - No record of what was approved when
Revision Chaos - "But you approved this!" "No, that was the OLD version!"

The Cost:

Wasted time - Endless clarification emails
Revision fatigue - Changes based on misunderstandings
Scope creep - "But we never approved that" disputes
Client frustration - Confusion about what they're reviewing
Team burnout - Designers hate the approval process

The Solution: Centralized Client Portal

A dedicated client portal solves all these problems by:

Centralizing all designs in one place
Tracking versions with clear history
Collecting feedback in structured format
Managing formal approval workflows
Creating documentation trail
Providing client self-service access

This article shows you exactly how to implement a Figma → Client Portal workflow that eliminates approval chaos.

Why Design Agencies Need Client Portals

The Traditional Design Handoff Problems

Method 1: Email Attachments

Pros:
✓ Familiar to everyone
✓ No new tools to learn

Cons:
✗ Files buried in inbox
✗ No version control
✗ Large files bounce
✗ Feedback scattered in replies
✗ Hard to find previous versions
✗ No organized approval flow

Method 2: Figma Share Links

Pros:
✓ Live designs (no exports)
✓ Built-in commenting
✓ Version history

Cons:
✗ Requires Figma account for comments
✗ Clients don't always understand Figma
✗ Comments mixed with internal team notes
✗ No formal approval workflow
✗ Can't control what clients see (they see everything)
✗ Hard to segment by project phase

Method 3: Dropbox/Google Drive

Pros:
✓ Centralized file storage
✓ Clients can access anytime

Cons:
✗ No feedback mechanism
✗ Version control is manual
✗ No notification system
✗ Files mixed with other documents
✗ No approval workflow
✗ Not designed for design feedback

Method 4: Design-Specific Tools (InVision, Abstract, Zeplin)

Pros:
✓ Built for design feedback
✓ Version control included
✓ Commenting features

Cons:
✗ Another tool to pay for
✗ Client needs to learn new interface
✗ Doesn't integrate with project management
✗ Isolated from rest of project workflow
✗ Just for design (not full project context)

What a Client Portal Provides

A proper client portal offers:

1. Centralized Design Repository

All designs organized by project
Easy browsing of current and past work
Clear categorization (concepts, revisions, finals)
Search and filter capabilities

2. Version Control

Upload new versions without losing old ones
Clear version history with dates
Compare versions side-by-side
Roll back if needed

3. Structured Feedback

Feedback forms with specific questions
Comment threads on specific files
Rating or approval options
Consolidated view of all stakeholder input

4. Approval Workflows

Request formal approval
Track approval status (pending, approved, rejected)
Multi-stakeholder approval routing
Email notifications at each stage

5. Project Context

Designs linked to specific project tasks
See briefs, files, and feedback in one place
Timeline of all project activities
Full project history

6. Client Self-Service

24/7 access to all their files
Download approved designs anytime
View project status on demand
Submit new requests through portal

7. Documentation Trail

Record of what was approved when
Audit trail for scope discussions
Protection against "I never approved that"
Historical reference for future projects

The Figma → Client Portal Workflow

Complete Step-by-Step Process

Phase 1: Initial Concepts

Step 1: Create Designs in Figma

Work in Figma as usual:
- Develop initial concept explorations
- Create 2-3 design directions
- Include annotations if helpful
- Prepare for client presentation

Step 2: Export from Figma

Choose appropriate export format:

For Static Designs:

Export as PNG (high-res):
- Select frames/artboards
- Right-click → "Export"
- Format: PNG
- Scale: 2x or 3x (retina displays)
- Name clearly: "Homepage-Concept-A-v1.png"

For Presentations:

Export as PDF:
- Select all relevant frames
- Export as PDF
- Advantage: Single file, maintains quality
- Name: "Brand-Concepts-Presentation-v1.pdf"

For Interactive Prototypes:

Use Figma's prototype feature:
- Create prototype flow
- Share with "Anyone with link can view"
- Copy prototype link
- Upload link + screenshots to portal

Step 3: Upload to Client Portal

Navigate to client's portal area in Corcava:

1. Open client's project
2. Go to "Files" or "Client Portal" section
3. Click "Upload Files"
4. Select exported designs
5. Add to folder: "Design Concepts - Round 1"
6. Add description: "Three homepage design directions for review"
7. Tag: "Needs Feedback"
8. Click "Upload"

Step 4: Organize Files

Create clear folder structure:

Project Name/
├── 1-Discovery/
│   └── Client-provided-materials/
├── 2-Concepts/
│   ├── Round-1-Initial-Directions/
│   ├── Round-2-Refined-Concepts/
│   └── Final-Selected-Concept/
├── 3-Design-Development/
│   ├── Homepage/
│   ├── Inner-Pages/
│   └── Components/
├── 4-Revisions/
│   ├── Revision-Round-1/
│   ├── Revision-Round-2/
│   └── Revision-Round-3/
└── 5-Final-Approved-Designs/
    └── Ready-for-Development/

Step 5: Request Feedback

Create feedback request in portal:

Title: "Homepage Design Concepts - Please Review"

Message:
"Hi [Client Name],

We've uploaded three homepage design concepts for your review. 
Each takes a different approach to [key goal].

Please review and let us know:
1. Which direction resonates most with your vision?
2. What specific elements do you love?
3. What would you like to see changed?
4. Any questions or concerns?

We'll schedule a call to discuss once you've had a chance to review.

Files: [Link to portal folder]

Thanks!"

Action: Request Feedback
Notify: All project stakeholders
Due Date: 3 business days

Step 6: Collect Structured Feedback

Clients respond through portal:

All feedback appears in one thread:
- Sarah: "Love Concept B! Colors are perfect."
- Michael: "Agree on B. Can we adjust the header layout?"
- Jennifer: "B is great. Logo needs to be larger."
- David: "Concept B with tweaks from Michael and Jennifer"

Status: Consolidated feedback in ONE place
Decision: Clear consensus on Concept B with noted changes

Phase 2: Revisions

Step 7: Implement Feedback in Figma

Make approved changes:

In Figma:
- Refine Concept B based on feedback
- Adjust header layout (Michael's note)
- Increase logo size (Jennifer's note)
- Save as new version

Step 8: Export Revised Version

Export updated design:
- Name: "Homepage-Concept-B-v2.png"
- Note changes in filename
- Clear version progression

Step 9: Upload to Portal with Change Notes

Upload to: "3-Design-Development/Homepage/"
Filename: "Homepage-Design-v2.png"
Description: "Homepage design incorporating feedback from 11/5:
  ✓ Adjusted header layout (Michael)
  ✓ Increased logo size 30% (Jennifer)
  ✓ Refined color balance (Sarah)
  
Changes from v1 are marked in attached comparison."
Tag: "Needs Approval"
Version: 2

Pro tip: Include before/after comparison:

Also upload: "Homepage-v1-vs-v2-Comparison.png"
Shows side-by-side view of changes
Helps client see exactly what changed

Step 10: Request Approval

Notification to client:
"Revision v2 ready for review. We've implemented all 
your feedback from the initial concepts. Please review 
and approve if ready to proceed, or let us know if 
any additional tweaks are needed."

Action: Request Approval
Approvers: Sarah (decision maker), Michael & Jennifer (reviewers)
Due: 2 business days

Phase 3: Final Approval

Step 11: Obtain Formal Sign-Off

Portal approval workflow:

Sarah reviews v2 in portal
Clicks "Approve" button
System records:
  ✓ Approved by: Sarah Johnson
  ✓ Date: November 10, 2025, 2:34 PM
  ✓ File: Homepage-Design-v2.png
  ✓ Comment: "Looks perfect! Approved to proceed."
  
Status: Formally Approved
Locked: Prevents accidental changes

Step 12: Move to Final Approved Folder

System or designer moves file to:
"5-Final-Approved-Designs/Homepage/"

Original versions retained in:
"2-Concepts/" and "3-Design-Development/"

Complete audit trail preserved

Step 13: Proceed to Development/Production

With formal approval documented:
✓ Designer hands off to developer
✓ No ambiguity about what was approved
✓ Clear documentation if scope questions arise
✓ Client can't claim "I never approved that"
✓ Full version history if rollback needed

Setting Up Your Client Portal in Corcava

Portal Configuration

Step 1: Enable Client Portal for Project

Navigate to project settings:

1. Open client project in Corcava
2. Go to Settings → Client Portal
3. Toggle "Enable Client Portal Access"
4. Configure portal URL: clients.youragency.com/acme-corp
5. Set permissions (what clients can see/do)
6. Save settings

Step 2: Create Portal User Accounts

Add client stakeholders:

Client Users:
- Sarah Johnson (CEO) - Full access, approval authority
- Michael Chen (Marketing Dir) - Full access, reviewer
- Jennifer Kim (Brand Manager) - Full access, reviewer  
- David Park (Product Lead) - View only

Each gets unique login credentials
Email invitations sent automatically

Step 3: Set Up File Categories

Create organization structure:

File Categories:
- Design Concepts
- Design Development  
- Revisions
- Final Approved Designs
- Source Files (Figma links)
- Reference Materials

Each category has:
- Description
- Permissions (who can see/upload)
- Notification settings

Step 4: Configure Feedback Workflow

Set up approval routing:

Feedback Workflow:
1. Designer uploads file → Status: "Draft"
2. Designer requests feedback → Status: "Pending Review"
3. Clients comment/review → Status: "Under Review"
4. Designer uploads revision → Status: "Revision Submitted"
5. Client approves → Status: "Approved"

Optional: Require multiple approver consensus

Step 5: Customize Portal Branding

Match your agency branding:

- Upload agency logo
- Set brand colors
- Customize welcome message
- Add agency contact info
- Include support resources

Portal Features to Enable

File Management:

☑ Version control (automatic)
☑ File preview (images, PDFs)
☑ Download options (individual, bulk)
☑ Search and filter
☑ Tags and labels
☑ Favorites/bookmarks

Feedback Tools:

☑ Comment threads on files
☑ @mentions for specific people
☑ File annotations (markup)
☑ Feedback forms
☑ Rating systems (1-5 stars)
☑ Approval buttons

Notifications:

☑ Email when new files uploaded
☑ Alert when feedback requested
☑ Reminder when approval pending
☑ Confirmation when approved
☑ Digest of all activity (daily/weekly)

Project Context:

☑ Link files to specific tasks
☑ Show timeline of uploads
☑ Display project milestones
☑ Include meeting notes
☑ Attach briefs and requirements

Best Practices for Design File Organization

Naming Conventions

File Naming Structure:

[Project-Area]-[Description]-[Version]-[Date].extension

Examples:
✓ Homepage-Hero-Concept-v1-2025-11-01.png
✓ Logo-Final-Approved-v3-2025-11-08.pdf
✓ Email-Template-Newsletter-v2-2025-11-05.png
✓ Brand-Guidelines-Complete-v1-2025-11-10.pdf

❌ Avoid:
✗ design-final-FINAL-really-final-v2.png
✗ homepage.png
✗ Screen Shot 2025-11-01 at 3.45.23 PM.png
✗ untitled-4.pdf

Version Numbering:

v1.0 = Initial concept/first version
v1.1 = Minor tweaks to v1.0
v1.2 = More minor tweaks
v2.0 = Major revision/different direction
v2.1 = Minor tweaks to v2.0
v3.0 = Another major revision

Folder Structures:

Option A: By Project Phase

1-Research/
2-Strategy/
3-Concepts/
4-Development/
5-Revisions/
6-Finals/
7-Assets/

Option B: By Deliverable

Website/
  ├── Homepage/
  ├── About-Page/
  ├── Product-Pages/
  └── Contact-Page/
Brand-Identity/
  ├── Logo/
  ├── Color-Palette/
  ├── Typography/
  └── Guidelines/
Marketing-Materials/
  ├── Social-Media/
  ├── Email-Templates/
  └── Print-Collateral/

Option C: By Date (Chronological)

2025-11-01-Initial-Concepts/
2025-11-05-Feedback-Round-1/
2025-11-08-Revised-Designs/
2025-11-12-Final-Approvals/

Recommended: Hybrid Approach

Project-Name/
├── 1-Discovery-Research/
│   └── 2025-10-25-Kickoff-Materials/
├── 2-Design-Concepts/
│   ├── 2025-11-01-Initial-Directions/
│   └── 2025-11-05-Refined-Concepts/
├── 3-Design-Development/
│   ├── Homepage/
│   ├── Product-Pages/
│   └── Brand-Assets/
├── 4-Revisions/
│   ├── 2025-11-10-Round-1/
│   └── 2025-11-15-Round-2/
└── 5-Finals/
    └── 2025-11-20-Approved-Deliverables/

File Description Templates

For Initial Concepts:

Title: Homepage Design Concepts - Round 1

Description:
Three distinct homepage design directions exploring 
different approaches to [goal].

Concept A: Modern, minimalist approach
Concept B: Bold, graphic-heavy approach  
Concept C: Clean, editorial approach

Next Steps: Please review and provide feedback on which 
direction resonates most. We'll refine based on your input.

Uploaded: November 1, 2025
Designer: Alex Martinez
Status: Needs Feedback

For Revisions:

Title: Homepage Design - Revision 2

Description:
Refined homepage design incorporating feedback from 11/5 review.

Changes Made:
✓ Enlarged hero headline (per Sarah's note)
✓ Adjusted CTA button color to brand blue (per Michael)
✓ Added customer testimonial section (per Jennifer)
✓ Increased whitespace around product images (per David)

Next Steps: Please review and approve if ready to proceed 
to development.

Previous Version: Homepage-Design-v1.png
Uploaded: November 8, 2025
Designer: Alex Martinez
Status: Pending Approval

For Final Files:

Title: Homepage Design - FINAL APPROVED

Description:
Final approved homepage design ready for development.

Approved By: Sarah Johnson (CEO)
Approved Date: November 12, 2025, 3:24 PM
Final Version: v3

Included:
✓ Desktop version (1920x1080)
✓ Tablet version (768px)
✓ Mobile version (375px)
✓ Annotated specs for developer

Source Figma File: [link]
Developer Handoff: November 13, 2025

Managing Client Feedback Effectively

Structuring Feedback Requests

Feedback Request Template:

Subject: Design Review Requested: [Project Name]

Hi [Client Name],

I've uploaded [description of work] to your portal for review.

WHAT TO REVIEW:
[Direct link to files]

WHAT WE NEED FROM YOU:
1. Which design direction do you prefer?
2. What specific elements stand out positively?
3. What would you like to see changed or refined?
4. Are there any concerns or questions?

TIMELINE:
Please provide feedback by [date, 3-5 business days].
We'll incorporate your input and deliver [next milestone].

HOW TO PROVIDE FEEDBACK:
- Log into your portal: [link]
- Click on files to add comments
- Use the feedback form for structured input
- @mention specific stakeholders if needed

NEXT STEPS:
Once we receive your feedback, we'll [next action].

Questions? Reply to this email or call [phone].

Thanks!
[Your Name]

Guiding Questions for Better Feedback:

Instead of "What do you think?" ask specific questions:

For Concept Phase:

1. Which direction best represents your brand personality?
2. Which layout makes our value proposition clearest?
3. Which design would resonate most with your target audience?
4. Are there elements from multiple concepts you'd like combined?

For Refinement Phase:

1. Does the visual hierarchy guide your eye where it should?
2. Are calls-to-action clear and compelling?
3. Does the color palette feel appropriate for your brand?
4. Is anything confusing or unclear?
5. On a scale of 1-10, how close is this to your vision?

For Final Review:

1. Does this design achieve the goals we set in our brief?
2. Are you confident presenting this to your team/customers?
3. Is there anything that would prevent you from approving?
4. Any last-minute tweaks before we finalize?

Handling Conflicting Feedback

When stakeholders disagree:

Problem:

Sarah: "Love the blue!"
Michael: "Blue doesn't work, needs to be green"
Jennifer: "Actually, I prefer red"

Solution Process:

Step 1: Acknowledge All Input

Portal response:
"Thanks everyone for the feedback! I see we have different 
color preferences:
- Sarah: Blue
- Michael: Green  
- Jennifer: Red

This is common and helps us explore options."

Step 2: Ask Clarifying Questions

"To help us find the right solution, can you each share 
WHY you prefer your color choice?

- Sarah: Why does blue feel right to you?
- Michael: What makes green a better option?
- Jennifer: What draws you to red?

Understanding the reasoning will help us find a solution 
that addresses everyone's concerns."

Step 3: Propose Compromise Options

After understanding reasoning:

"Based on your feedback, the core question is [brand perception 
vs. conversion optimization vs. standing out from competitors].

Let me create three variations exploring:
A) Sarah's blue (professional, trustworthy angle)
B) Michael's green (fresh, growth angle)
C) Jennifer's red (bold, energetic angle)

We can test these and let data guide the decision."

Step 4: Escalate to Decision Maker

If stakeholders still can't agree:

"Sarah, as the final decision maker, which direction should 
we proceed with? We're happy to create all three options 
for you to choose from, or we can conduct quick user testing 
to gather objective feedback."

Pro Tip:Corcava's client portal lets you designate "Approvers" vs. "Reviewers":

Reviewers can comment but not approve
Approvers have final sign-off authority
Prevents approval gridlock

Advanced Portal Workflows

Version Comparison Views

Side-by-Side Comparisons:

When uploading new versions, create comparison images:

In Figma:

Create comparison artboard:
┌─────────────────────────────────────┐
│  Version 1        →      Version 2  │
│  ┌──────────┐           ┌──────────┐│
│  │          │     VS    │          ││
│  │  Old     │   ----→   │  New     ││
│  │  Design  │           │  Design  ││
│  │          │           │          ││
│  └──────────┘           └──────────┘│
│                                      │
│  Changes Made:                       │
│  ✓ Header layout adjusted            │
│  ✓ Logo size increased 30%           │
│  ✓ CTA button repositioned           │
└─────────────────────────────────────┘

Export as single image showing both versions + change notes.

Benefits:

Client immediately sees what changed
Reduces confusion about versions
Documents evolution of design
Makes revision discussions easier

Interactive Prototype Links

For User Flow Reviews:

Upload to portal:
- Screenshot of key screens
- Link to Figma prototype
- User flow diagram
- Instructions for testing prototype

Description:
"Interactive Prototype: Checkout Flow

To test:
1. Click prototype link below
2. Start at 'Product Page'
3. Try adding item to cart and completing checkout
4. Pay attention to: [specific aspects to evaluate]

Prototype link: [Figma prototype URL]
User flow diagram: [attached PDF]

Feedback needed on:
- Is the flow intuitive?
- Any confusing steps?
- Does it feel smooth?
- Missing anything?

Approval Milestone Tracking

Link Design Approvals to Project Timeline:

In Corcava's project management:

Project Timeline:
├── Milestone 1: Concepts Approved ✓ (Nov 5)
├── Milestone 2: Homepage Design Approved ✓ (Nov 12)
├── Milestone 3: Inner Pages Approved (Nov 20)
├── Milestone 4: Responsive Designs Approved (Nov 27)
└── Milestone 5: Developer Handoff (Dec 1)

Each milestone requires formal portal approval before proceeding.

Benefits:

Clear project progress visibility
Prevents moving forward without approval
Documents timeline for billing purposes
Creates accountability on both sides

Batch Approval Workflows

For Large Projects:

When uploading 20+ design files:

Create approval batches:
Batch 1: Homepage (3 files) - Due Nov 10
Batch 2: Product Pages (8 files) - Due Nov 15
Batch 3: Account Pages (6 files) - Due Nov 20
Batch 4: Marketing Pages (5 files) - Due Nov 25

Each batch gets separate approval workflow.
Prevents overwhelming client with too much at once.
Allows development to start on approved batches while others are in review.

Client Portal Security and Permissions

Access Control

Role-Based Permissions:

Role: Client Admin (Sarah)
Permissions:
☑ View all files
☑ Upload files
☑ Comment on files
☑ Approve designs (binding)
☑ Manage other client users
☑ View project financials
☑ Download files

Role: Client Reviewer (Michael, Jennifer)
Permissions:
☑ View all files
☑ Comment on files
☑ Request changes
☐ Approve designs (can provide input but not final approval)
☐ View financials
☑ Download files

Role: Client Viewer (External Stakeholders)
Permissions:
☑ View specific files only
☐ Upload files
☑ Comment on files (optional)
☐ Approve designs
☐ View financials
☑ Download allowed files

File-Level Permissions:

File: "Internal-Strategy-Deck.pdf"
Visible to: Agency team only (hidden from client)

File: "Final-Approved-Logo.pdf"
Visible to: All client users

File: "Revision-Round-1.png"
Visible to: Client Admin + Reviewers (not external viewers)

Confidentiality and NDA Protection

Portal Security Features:

☑ SSL encryption for all uploads/downloads
☑ Password-protected access
☑ Two-factor authentication (optional)
☑ Automatic logout after inactivity
☑ Download tracking (who downloaded what, when)
☑ Watermark options for preview files
☑ Disable right-click/download for specific files
☑ Expiring share links (time-limited access)

For Highly Sensitive Projects:

Enable extra security:
- Require NDA before portal access granted
- Add watermarks to all preview images
- Disable downloads for work-in-progress
- Only allow downloads for approved finals
- Log all file access for audit trail

Integrating Portal with Design Process

Agency Internal Workflow

Step-by-Step Integration:

1. Discovery Phase

Internal:
- Research, strategy, competitive analysis
- Create brief and mood boards
- Define success criteria

Portal:
- Upload client-provided materials to "Discovery" folder
- Share research findings summary
- Upload approved project brief

2. Concept Phase

Internal:
- Sketch ideas, create concepts in Figma
- Internal team review and refinement
- Prepare 2-3 polished directions

Portal:
- Export concepts from Figma
- Upload to "Concepts" folder
- Request feedback from client
- Collect and consolidate input

3. Design Development

Internal:
- Refine selected concept
- Develop full page designs
- Create design system components

Portal:
- Upload designs as they're completed
- Show progress between scheduled calls
- Allow client to track development
- Request feedback at key milestones

4. Revision Phase

Internal:
- Implement client feedback
- Make requested changes in Figma
- Create version comparison docs

Portal:
- Upload revised versions with change notes
- Link to previous versions for context
- Request approval on revisions
- Track approval status

5. Final Delivery

Internal:
- Prepare all final files
- Organize source files
- Create handoff documentation

Portal:
- Upload all approved finals to "Deliverables" folder
- Include source Figma links
- Provide usage guidelines
- Grant perpetual download access

Time Savings Analysis

Before Client Portal:

Typical Approval Cycle:
- Designer emails designs: 10 min
- Client A responds via email: next day
- Client B responds via Slack: 2 days later
- Client C calls with feedback: 3 days later
- Designer consolidates scattered feedback: 45 min
- Designer creates revision: 2 hours
- Repeat cycle 2-3 more times
───────────────────────────────────
Total time: 8-12 days
Admin overhead: 2-3 hours
Revisions: Often based on miscommunication

After Client Portal:

Typical Approval Cycle:
- Designer uploads to portal: 5 min
- Automated notification to all stakeholders: instant
- All clients review and comment in portal: within 2 days
- All feedback consolidated in one place: automatic
- Designer reviews consolidated feedback: 10 min
- Designer creates revision: 2 hours
- Upload revision and request approval: 5 min
───────────────────────────────────
Total time: 3-4 days (60% faster)
Admin overhead: 20 min (85% reduction)
Revisions: More accurate, less back-and-forth

Annual Time Savings (for agency with 20 projects/year):

Admin time saved per project: 2.5 hours
Time saved per year: 50 hours
Cost savings (at $100/hour): $5,000/year
Plus: Faster projects → more project capacity → more revenue

Common Client Portal Mistakes to Avoid

Mistake 1: Uploading Everything Without Organization

Wrong:

Portal has 200 files in root folder
No clear naming or structure
Client has no idea what to look at first
Files from 6 months ago mixed with today's work

Right:

Clear folder structure by phase
Only current/relevant files visible
Archive old versions to separate section
Clear "START HERE" guidance

Mistake 2: Not Providing Context

Wrong:

Upload: "design-v3.png"
No description
No explanation of what changed
Client confused about what they're reviewing

Right:

Upload: "Homepage-Design-v3.png"
Description: Includes specific changes made and why
Context: Links to previous version and original brief
Clear ask: Specific feedback needed

Mistake 3: Skipping the Approval Step

Wrong:

Client says "looks good" in Slack
Designer proceeds to production
Later: "Wait, I never formally approved that"

Right:

Require formal approval through portal
Document with timestamp and signature
Don't proceed without recorded approval
Creates legal protection for both parties

Mistake 4: No Notification Strategy

Wrong:

Upload files to portal
Assume client will check regularly
Days go by with no response
Project timeline slips

Right:

Upload + immediate email notification
Set deadline for feedback
Send reminder 1 day before deadline
Follow up if no response by deadline

Mistake 5: Treating Portal as File Dump Only

Wrong:

Portal = where files go to die
No activity, no engagement
Just a storage location

Right:

Portal = hub of project activity
Active discussions on files
Regular uploads showing progress
Client feels connected to project

Training Clients on Portal Use

Client Onboarding Process

Step 1: Welcome Email

Subject: Welcome to Your [Agency] Project Portal

Hi [Client Name],

Welcome to your dedicated project portal! This is your 
one-stop hub for:
✓ Viewing all design files
✓ Providing feedback
✓ Tracking project progress
✓ Accessing final deliverables

Getting Started:
1. Visit: [portal URL]
2. Log in with credentials below
3. Watch 2-minute walkthrough video
4. Explore your dashboard

Your Login:
Username: [email protected]
Temporary Password: [password]
(You'll be prompted to change on first login)

Need help? Reply to this email or call [phone].

Looking forward to a great project!
[Your Name]

Step 2: Video Walkthrough

Create 2-3 minute screen recording showing:

1. How to log in (0:00-0:20)
2. Where to find uploaded files (0:20-0:45)
3. How to comment on designs (0:45-1:10)
4. How to approve designs (1:10-1:30)
5. How to download files (1:30-1:50)
6. How to contact support (1:50-2:00)

Step 3: PDF Quick Reference

ONE-PAGE GUIDE: Using Your Project Portal

VIEWING DESIGNS:
• Click "Files" in left menu
• Navigate folders to find designs
• Click thumbnail to view full size

PROVIDING FEEDBACK:
• Click "Add Comment" below design
• Type your feedback
• Click "Submit"
• @mention teammates if needed

APPROVING DESIGNS:
• Review design thoroughly
• Click green "Approve" button
• Add optional comment
• Click "Confirm Approval"

DOWNLOADING FILES:
• Click download icon on any file
• Or select multiple and click "Download All"
• Files saved to your computer

QUESTIONS?
Email: [email protected]
Phone: (555) 123-4567

Encouraging Portal Adoption

Make it the default:

In all communication, reinforce portal use:

❌ "Let me know what you think"
✓ "Please log into the portal and leave feedback"

❌ "I'll email you the designs"
✓ "Designs are in your portal under 'New Uploads'"

❌ "Can you approve this?"
✓ "Please use the portal approval workflow"

Recognize early adopters:

When client uses portal effectively:

"Thanks for leaving such detailed feedback in the portal!
This really helps us stay organized and ensures we address
all your points. Really appreciate it!"

Positive reinforcement → continued use

Address resistance:

If client keeps emailing feedback instead of using portal:

"Thanks for the feedback! To keep everything organized,
could you paste this into the portal? That way it's 
documented alongside the design and our whole team can 
reference it. Here's the direct link: [link]"

Then respond to their portal comment, not the email.
Train them that portal = faster response.

Measuring Portal Success

Key Metrics to Track

1. Approval Cycle Time

Formula: Days from upload to approval

Before portal: 8-12 days average
Target with portal: 3-5 days average
Measure monthly and trend over time

2. Revision Rounds

Formula: Number of revision rounds per project

Before portal: 3-4 rounds average
Target with portal: 2-3 rounds average
Fewer rounds = better initial communication

3. Client Engagement

Metrics:
- Portal login frequency
- Comments per project
- Files downloaded
- Time spent in portal

High engagement = invested client

4. Miscommunication Issues

Track incidents of:
- "I thought we approved X"
- "Where's the file you sent?"
- "Who said that?"
- "What version are we looking at?"

Target: Near-zero with portal documentation

5. Team Time Savings

Track hours spent on:
- Emailing files
- Consolidating feedback
- Finding old versions
- Resolving approval confusion

Calculate savings monthly

Client Satisfaction Impact

Feedback from clients using portals:

Positive signals:
✓ "So much easier than email"
✓ "Love being able to see everything in one place"
✓ "Great to have all the history"
✓ "Makes me feel more involved in the process"
✓ "Wish all our vendors had this"

These comments indicate portal success

Survey at project end:

Question: "How would you rate the project portal?"
Scale: 1-5 stars

Target: 4.5+ average
Anything under 4.0 = investigate why

Follow-up: "What did you like most about the portal?"
Use answers for marketing and testimonials

Conclusion: Streamlined Design Approvals

The Bottom Line:

Moving from scattered design feedback (email, Slack, calls) to a centralized client portal workflow delivers:

For Your Agency:

✅ 60% faster approval cycles
✅ 85% less admin time
✅ Fewer revision rounds
✅ Clear documentation trail
✅ Professional client experience
✅ More project capacity

For Your Clients:

✅ One place to find all designs
✅ Clear view of project progress
✅ Easy feedback and approval process
✅ 24/7 access to their files
✅ Transparency and involvement
✅ Confidence in what's approved

Implementation Timeline:

Week 1: Set up portal, configure first client project
Week 2: Onboard client, run first approval cycle
Week 3: Refine based on feedback, add 2-3 more clients
Week 4: Portal becomes default workflow for all projects
Month 2-3: Optimize and measure improvements

The Figma → Client Portal Workflow Summary:

1. Design in Figma (your creative space)
2. Export polished designs
3. Upload to client portal with context
4. Request structured feedback
5. Collect consolidated input in one place
6. Implement revisions in Figma
7. Upload new version with change notes
8. Obtain formal approval through portal
9. Proceed to next phase with confidence
10. Maintain complete documentation trail

Ready to Eliminate Design Approval Chaos?

Start your free Corcava trial and get:

✓ Fully-branded client portal
✓ Unlimited file uploads with version control
✓ Structured feedback and approval workflows
✓ Project management integration
✓ Client self-service access
✓ Mobile app for on-the-go reviews
✓ Complete documentation trail

Stop chasing approvals through email. Centralize everything in one professional portal.

For more design agency workflow optimization, check out our guides on managing design retainers, handling change requests, and automatic time tracking for designers.