Three people sent feedback. Which version are you building?

01Make the review small enough to finish

A comment in the design file. A screenshot in a message. A late email asking for the opposite.

If you are also selling the work, managing the project and doing the revisions, that scattered feedback becomes another job. Start by giving the review round a clear shape.

• Version: the exact file, preview or document being reviewed.
• Decision: what this round is meant to settle.
• Deadline: when feedback needs to arrive.
• Decision owner: who resolves conflicts and confirms the final list.
• Boundary: what is included and what needs a separate scope or cost decision.

An illustrative review brief: “Please review preview v3 for content accuracy and the enquiry journey by Thursday. Add comments to this preview. Maya will consolidate the final decisions. New page requests will be estimated separately.” Adapt the people, dates and scope to the actual project.

02Keep the comment attached to the work

A request needs an address. Record the page, component, paragraph or frame it concerns, plus a link to the original feedback.

Figma supports comments pinned to a point or region of the canvas and links back to individual comments. Resolving a comment hides it from the default canvas and sidebar view; resolved comments can be shown again. [1]

That gives you a useful trail. Agree what “resolved” means in your process so a hidden comment does not leave the next person guessing whether the change was accepted, implemented or declined.

03Build one change list

Keep the sheet short. One actionable request per row, with the decision visible beside it.

Swipe or scroll to compare

Merge repeated requests into one row, but retain every source link. Keep contradictory requests separate until the decision owner settles them.

Linear provides a useful example of preserving the trail: marking a triage issue as a duplicate merges its attachments and customer requests into the chosen canonical issue. A plain sheet can follow the same principle without adopting another tool. [2]

04Give AI the sorting work

Start with feedback you are permitted to process. Use an approved export or selected notes and remove unnecessary personal or confidential information.

Draft instruction to adapt: Convert these feedback notes into the six-field change list. Keep a source link for every request. Group duplicates while retaining their sources. Show contradictory requests as unresolved. Mark vague requests “clarify.” Do not invent approval, priority, effort, deadline or scope. Do not send replies, create tasks or change the deliverable.

Then check the result against the original comments. A neat summary can still miss the sentence that changes the decision. Ask the decision owner to confirm the list before work is assigned.

05Choose an approval route you can operate

For a small project, a shared sheet and an explicit confirmation message may be enough. Save the approved list and the version together.

If your team already uses Asana’s approval feature, it supports approved, changes requested and rejected outcomes. Its current documentation lists plan requirements and warns that anyone can complete an approval by default; permissions need attention if only the assignee should approve. [3]

For an n8n agent workflow, tools connected to human review pause for approval or denial before execution. The reviewer sees the requested tool and parameters. Apply that gate to actions such as sending the client’s confirmation or changing records, then test the actual configured path. [4]

A new approval app has a cost: setup, access, training and another place to check. Add it when the existing review process has a specific limitation that the tool can solve.

06Close the round with evidence

• Compare the completed work with the approved list and review version.
• Record which checks passed and which items remain open.
• Show the decision owner the result and ask for the required acceptance.
• Keep late requests in the next round or reopen the relevant decision explicitly.
• Retain the source trail instead of deleting feedback to make the board look finished.

For example, “update the contact button” needs a clearer acceptance check: correct label, correct destination and a working route on the agreed phone and desktop layouts.

07Try it on one review round

Before adding automation, time one round in your current process. Then try the change list on a comparable round.

Count time spent gathering feedback, clarifying it, checking the AI draft, redoing work and chasing acceptance. Record missing requests, unresolved conflicts and work started before approval.

This is a proposed pilot. Keep the method if it makes decisions clearer at an acceptable total cost. Simplify it if maintaining the list becomes more work than the confusion it removes.