Hand over a file for review

A useful handoff says what the file is, what the reader should check and what response you need. A bare link leaves too much to guess.

Before you start: Use the correct file revision and check that the intended recipient has suitable access.

Prepare the handoff

1. Find the exact item in Files. Check its complete name, folder and contents. Confirm the revision you want reviewed.

2. Use the item’s Copy link action to obtain its actual link. Do not build a URL from the filename. Open the copied link yourself to make sure it points to the intended item.

3. Write a short request in your usual communication channel. Include the file name, revision, purpose, requested response and agreed response time.

For example:

Please review the meeting checklist, revision 2, using this file link. Check whether the setup instructions are clear enough to follow. Reply with any changes needed, or confirm that this revision is ready to use, by our agreed review time.

Replace the example details and include the real copied link before sending.

Confirm the recipient’s result

4. Send the request to the intended person. Ask them to open the link using their own account—not yours.

5. If there is uncertainty, ask which filename and revision they can see. A content-specific question is more useful than only “Can you open it?”

6. Read their feedback and act on the requested changes. Being able to open the file and approving its contents are different outcomes.

You have completed the handoff when the person can use the intended version and understands the review you requested. A saved sharing entry or a sent message alone does not establish that result.

If access fails: Check the account, file and sharing sources. Do not grant Owner or enable public access simply to get around a viewing problem.

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In this series: Organise and share files — guide 5 of 6.

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