Contents
01
Overview
02
Scope
03
Prerequisites
04
Tools & Platforms
05
Workflow
06
File Naming Convention
07
Folder Structure
08
Client Communication
09
Failure Cases & Escalation
10
Version History
01
Overview
Every deliverable passes through two internal approval gates before the client sees it. No exceptions, no shortcuts.
2
Approval Gates
24h
QC Turnaround
6
Workflow Steps
0
Skippable Steps
Pranay Bubna
QC Lead
Reviews all renders for technical quality. First gate.
Naveen Kumar
Final Sign-Off
Last gate before client sees anything.
Artist
Creator
Exports renders with correct naming and specs.
02
Scope
Applies to all project deliverables moving to client review. All Artists Every Project No Exceptions
03
Prerequisites
Project brief signed off by Naveen
Access to project's Frame.io workspace
Access to project folder on Google Drive
File naming convention understood (see Section 06)
Render specs confirmed with Pranay before export
04
Tools & Platforms
Frame.io
Client review and feedback
Google Drive
File storage and archive
Slack
Internal communication
ClickUp
Task tracking
Client feedback happens ONLY on Frame.io. Not Slack, not email, not WhatsApp. Period.
05
Workflow
Figure 1 — Delivery Workflow
Figure 2 — Approval Chain
Follow these steps in order. No shortcuts.
01
Artist
Export final renders with correct naming convention
Use the exact naming format from Section 06. If unsure, ask before exporting.
Same day as completion
02
Pranay Bubna
Review all renders for technical quality
Check resolution, frame rate, codec, color space, audio. Flag and send back if anything fails.
Within 24 hours
03
Naveen Kumar
Final review and sign-off
Does it match the brief? Is quality acceptable? If yes, sign off. Nothing leaves without this.
Within 24 hours of Pranay approval
04
Naveen Kumar
Upload approved files to Frame.io
Create project if needed. Set to "awaiting feedback" mode.
Same day as sign-off
05
Client
Review and provide feedback on Frame.io
Only approved channel for delivery feedback.
Per project contract
06
Naveen Kumar
Archive final approved files
Move to Work of Vortex on Google Drive. Keep working files in project folder.
Same day as client sign-off
06
File Naming Convention
Every deliverable follows this format exactly. No variation.
ProjectName
AssetType
Ratio
#.#
wSfx
Figure 3 — File Naming Anatomy
07
Folder Structure
Figure 4 — Project Folder Structure
08
Client Communication
All delivery feedback goes through Frame.io. Here's what happens at each stage:
Figure 5 — Communication Channels by Phase
09
Failure Cases & Escalation
Low
Minor naming error. Fix and re-upload.
Medium
QC fails. Send back to artist. Fix in 24h.
High
Client sees unreviewed work. Slack Naveen now.
Critical
Wrong file sent to client. Call Naveen directly.
Changes requested after final client sign-off = new scope = new contract. No free rework.
10
Version History
Vortex Labs
Client Delivery SOP — v3.0 — March 2026
Owner
Version
Date
Status
Active
March 2026
v1.1
Naveen Kumar
Standard Operating Procedure
Client Delivery
8 core processes defining daily standup, EOD updates, Monday dashboard, Friday retro, client management, finance, social approval, and project tracking.