Approval Workflow

How bios, dossiers, and outreach materials get reviewed and approved before going live.

What Requires Approval

Asset	Approval needed from	Before what action
Attorney bio	Client approval contact	Publishing on any platform, submitting to any directory
Dossier (client-facing version)	Client approval contact	Sharing with any third party
Outreach email (first use of a new template)	Internal review	Sending to any external contact
Campaign strategy	Client approval contact	Starting execution
Case results / verdicts for public use	Attorney confirmation	Including in any submission or pitch
Headshot / photos	Client approval contact	Publishing on any platform

Workflow

Stage 1: Draft

• Create the asset (bio, dossier, campaign plan, outreach email)
• Self-review against the relevant checklist:
  • Bios: bio writer prompt quality check
  • Dossiers: dossier QA checklist
  • Outreach: check against PR outreach SOP quality standards
• Mark as Draft in the file or tracker

Stage 2: Internal Review

• A second team member reviews the asset
• Check for:
  • Factual accuracy (does every claim trace to a source?)
  • Tone (no marketing language, no superlatives)
  • Completeness (all required fields filled)
  • Formatting (matches the template)
• If issues found: return to Stage 1 with specific notes
• If clean: mark as Ready for client review

Stage 3: Client Review

• Send to the client approval contact
• Include a clear summary of what you’re asking them to approve
• Set a deadline (suggest 3 business days for bios, 5 for campaign plans)
• Track in the campaign tracker with status In review

Stage 4: Revision

• If the client requests changes:
  • Make the changes
  • Re-verify any new facts they provided against source standards
  • Re-send for approval
• If the client adds unverified claims (“add that he’s won 500 trials”):
  • Ask for proof before including
  • If no proof, include with a “per attorney” attribution or omit

Stage 5: Approved

• Mark as Approved with the date and approver name
• Store the approved version in the repo
• This version can now be used for submissions, pitches, and publishing
• Any future changes restart the workflow from Stage 1

Turnaround Targets

Asset	Internal review	Client review	Total target
Attorney bio	1 business day	3 business days	4 business days
Dossier	1 business day	5 business days	6 business days
Campaign plan	1 business day	5 business days	6 business days
Outreach template	Same day	N/A (internal)	Same day

When Approval Expires

Re-approve if:

• The dossier has been updated (new facts change the bio)
• More than 6 months have passed since approval
• The firm has rebranded, moved offices, or changed attorney roles
• The client requests a review