Plan Approval - Off-site reviews

Introduction

Off-site reviews is a new optional setting that allows reviewers to download the original submitted files when certain file types (ZIP, Excel, PowerPoint with media, etc.) can’t be fully previewed in the platform.

Admins enable this per project, making the download option available directly in the review workflow.

How it works

1. Enable the feature (Admins only)

A new toggle - Allow download during review - is available in project settings.

• Default: Off

• Applies to all assets that are part of the approval project

• Admin warning is shown before enabling

2. Downloading files in review

When enabled:

• Reviewers see a Download button in the Review detail

• All file types, including ZIPs, are downloadable

• Available only in Pending Review and Needs Change statuses

• No approvals or requests needed

If disabled or the submission predates the setting, no download option appears.

3. Downloading versions

• Users can download any version by opening its detail

• Download all creates a ZIP containing every submitted version

• Files include timestamp + version number in their names

4. Download behavior

• Files are downloaded as-is (no resizing, watermarking, or conversion)

• Warning message appears before download to remind users not to share unapproved materials

• If a file is missing, users see an error message

5. Updated download rules in Plan

To align with this feature:

• Downloading Approved assets from the project overview has been removed

• Single or bulk downloads remain available only for Pending Review or Needs Change assets

• Only the latest version is included when downloading from the project overview