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POKA Documentation

Briefcase Collaboration

Project workspace system for structured file collaboration, review routing, and approval decisions.

Overview

Business operations hub for agencies, freelancers, and production teams.

  • Best suited for :

    • Media agencies coordinating creative drafts across internal and client reviewers.
    • Freelancers managing revisions without losing version clarity.
    • Production houses running formal approval checkpoints before delivery.

  • Workspace setup includes :

    • Briefcase creation per project or campaign.
    • Member roles with scoped permissions.
    • Folder hierarchy for production stages.
    • Metadata and tags for search and routing.

  • Review control includes :

    • Defined review stages such as internal QA, client review, and final approval.
    • Approver pools for accountability and decision ownership.
    • Decision history across approve, revise, and hold actions.
    • Version tracking to preserve iteration context.

  • Collaboration quality is improved by :

    • Threaded comments tied to file context.
    • Activity stream visibility for team actions.
    • Clear ownership of final output before delivery handoff.

Step-by-step Flow

New briefcase: Summer Campaign 2026

Owner
Workspace
Status

Create Briefcase Workspace

Create a new briefcase per project or campaign and assign a clear owner.

Step 1 of 8

Limits

Operational Constraints

  • Review decisions are restricted to users with explicit approval capability.
  • Member access is constrained by assigned briefcase permissions and department rules.
  • Large unstructured folder trees can reduce discoverability and slow review cycles.
  • Incomplete metadata standards can reduce usefulness of search and filtering.
  • Client-facing access must be shared intentionally through approved portal/share paths.
  • Concurrent edits and feedback require clear ownership rules to avoid workflow conflicts.

Notes

Recommended Practices

  • Media agencies: Use campaign and deliverable naming standards so account teams can find assets instantly during client calls.
  • Freelancers: Keep folder structure minimal and stage names simple to avoid admin overhead.
  • Production houses: Map review stages to real production checkpoints like offline cut, color, and final master.
  • Client review teams: Use a dedicated client stage with limited actions to avoid accidental internal workflow changes.

Workflow Diagram

Briefcase CollaborationRoot
Workspace Setup

Briefcase Creation

Create project-level workspaces with defined ownership.

Member Access Roles

Assign who can view, edit, upload, and approve.

Folder Architecture

Structure files by production stage and deliverable type.

Metadata Schema

Tag assets for fast retrieval and review routing.

Review Workflow

Stage Definitions

Configure internal, client, and final approval checkpoints.

Approver Assignments

Assign accountable reviewers at each stage.

Decision History

Track approvals and change requests with full context.

Version Compare

Preserve and review iteration changes over time.

Collaboration Layer

Threaded Comments

Keep feedback linked to exact files and moments.

Context Attachments

Attach related assets to support review decisions.

Activity Stream

Monitor who changed what and when.

Output Readiness

Approved Master Selection

Lock the final approved file version for handoff.

Delivery Handoff Prep

Prepare approved output for secure delivery.

Client Review State

Confirm client-facing status before release.