How to mark client feedback as done

Client feedback arrives in waves. A comment on a logo comp, a PDF markup on a proposal draft, a voice note about homepage copy, three emails with contradictory direction on the same banner ad. For agencies and freelancers managing multiple accounts, the challenge is rarely hearing the feedback. It is knowing, at any given moment, which pieces have been addressed, which are still open, and which fell through the cracks two sprints ago.

Spreadsheets and sticky notes do not scale. Neither does scrolling back through email threads to confirm whether you made that colour change the client mentioned on Tuesday. What you need is a system where feedback lives alongside the file it refers to, carries a clear status, and can be resolved with a single action when the work is done.

Fabric is built for this. It brings together annotations, tasks, kanban views, and collaboration tools in a single workspace, so every round of client feedback has a home, a status, and a path to completion.

Where feedback starts: annotations on the file itself

The most useful feedback is specific. Rather than a client emailing "the colours feel off," you want them pointing at the exact element and saying what they would prefer. Fabric's annotation tools make this possible across file types: images, PDFs, videos, and documents all support threaded comments pinned to precise locations.

When a client leaves an annotation, it stays anchored to the file. Open the file a week later and the comment is still there, in context, waiting for a response. This is where marking feedback as done begins. Each annotation thread can be resolved once the revision is complete, collapsing it from the active view without deleting it. The history remains if you ever need to revisit the conversation, but your working view stays clean.

For agencies running multiple feedback rounds on a single deliverable, this layered approach matters. Round one comments sit resolved in the background. Round two comments appear as active threads. You can see at a glance how many open items remain on any given file, and when the last thread is resolved, you know that deliverable is clear.

Turning feedback into trackable tasks

Not every piece of feedback is a quick fix. Some comments require research, internal discussion, or coordination across team members. For these, Fabric lets you convert feedback into tasks with due dates, priority levels, reminders, and connected files.

A task created from a client annotation carries context with it. The original comment, the file it was pinned to, and any thread replies travel alongside the task. When a designer picks it up from the task list, they do not need to hunt for the brief or ask what the client meant. Everything is already linked.

Priority levels help when feedback is mixed. A client might send ten comments in a single review session, ranging from "move this logo 2px left" to "rethink the entire navigation structure." Tagging each resulting task with the right priority ensures the structural work gets attention first, while the pixel-level tweaks slot into the schedule where they fit.

Due dates and reminders keep the cadence tight. If a client review is on Thursday and three tasks need to clear before then, each one can carry a deadline and a reminder that fires with enough lead time to act. No one needs to maintain a mental calendar of what is due when.

Using kanban views to see the full picture

Individual tasks are useful. Seeing all of them at once, organised by status, is where the workflow becomes manageable. Fabric's kanban views let you arrange feedback tasks across columns like "Pending," "In Progress," and "Done."

This is the view that answers the question every project manager asks on Monday morning: where do we stand? A glance at the board tells you how many feedback items are open, how many are being worked on, and how many have been completed. Dragging a card from "In Progress" to "Done" is the decisive gesture that marks a piece of feedback as resolved.

Kanban views work well for both internal tracking and client-facing updates. You might maintain one board per client, or one board per project, depending on how your agency is structured. The flexibility means you can match the tool to your process rather than reshaping your workflow to fit the software.

For freelancers handling a smaller number of clients, a single kanban board across all active projects can serve as a daily to-do list. Filter by client or by priority, drag items as you work through them, and end the day with a clear record of what moved forward.

Collaborating with clients without losing control

Feedback only works as a loop. The client gives input, you make revisions, the client confirms. If any step in that cycle requires switching tools, forwarding files, or copying comments between platforms, things get lost.

Fabric's collaboration features keep the entire loop in one place. You can share files and folders with clients directly, giving them the ability to view deliverables and leave annotations without needing access to your broader workspace. When you want even more structure, published spaces let you create a dedicated review portal where clients see only what you want them to see.

Setting up a scoped client portal is covered in detail in the guide on how to set up a client portal. The key point here is that client feedback arrives inside Fabric, alongside the file, rather than in a separate thread or tool. That means every annotation, every task, and every kanban card is part of one connected system.

If you need to limit what a particular client can access, Fabric supports scoped permissions. The guide on how to give a client access to only their files walks through the setup. This is especially relevant for agencies where multiple clients share the same workspace but should never see each other's work.

Knowing when the client has seen your work

Marking feedback as done is one side of the equation. Knowing whether the client has reviewed the updated deliverable is the other. Fabric's link analytics show you when a shared file or published page has been viewed, how many times, and by whom.

This removes the awkward follow-up email. Instead of writing "just checking you had a chance to look at the revised mockups," you can see in your dashboard that the client opened the file on Wednesday afternoon. If they have not responded with further feedback, you can reasonably assume the work is approved, or nudge them with confidence that you are not pestering someone who has not even opened the link yet.

For agencies billing by project milestones, link analytics also serve as a lightweight audit trail. You can confirm that deliverables were shared and viewed at each stage, which is useful when scope conversations arise later.

Letting AI summarise where things stand

Across a busy week, feedback accumulates on dozens of files from multiple clients. Keeping track of all of it manually is a drain on attention. Fabric's AI assistant can summarise feedback across files, pulling together open annotations, pending tasks, and recent client comments into a digestible overview.

This is particularly valuable during handovers. If a team member is picking up a project mid-stream, the AI summary gives them a snapshot of where the feedback cycle stands without requiring a 30-minute briefing. It is also useful for your own Monday morning review, surfacing the items that need attention before you start digging into individual files.

The assistant draws on everything in your workspace, so the summaries reflect the full picture rather than a partial view filtered by whatever you happened to look at last.

Building a long-term record with self-writing docs

Individual feedback rounds come and go, but the pattern of a client relationship persists. Which clients tend to request more revision rounds? Which ones approve work quickly? Where do miscommunications tend to arise?

Fabric's self-writing docs and the client knowledge base capture this history automatically. As you resolve feedback, close tasks, and move kanban cards to "Done," the system builds a running record of each client relationship. Over time, this becomes a resource for scoping future projects, setting expectations with new clients, and identifying process improvements.

For agencies, this is the kind of institutional knowledge that usually lives in a senior account manager's head. With self-writing docs, it lives in the system, accessible to anyone on the team who needs it.

Frequently asked questions

Can I resolve annotations without deleting them?

Yes. Resolving an annotation thread in Fabric collapses it from the active view but preserves the full conversation. You can reopen resolved threads at any time to review the original feedback and your response. This is useful during later stages of a project when a client references something discussed in an earlier round.

How do I convert a client annotation into a task?

When viewing an annotation on any file, you can create a task directly from it. The task inherits the context of the annotation, including the file reference and any threaded replies. From there, you can assign it a due date, set its priority, and add it to a kanban board. The connection between the original comment and the task is maintained throughout.

Can clients see the kanban board?

This depends on how you configure sharing. You can keep kanban boards internal for your team's use, or you can share specific views with clients through published spaces. Some agencies prefer giving clients visibility into the board so they can see progress without asking for updates. Others keep the board private and share status summaries instead.

What happens when all tasks on a kanban board are marked as done?

The board remains available with all completed cards visible in the "Done" column. You can archive completed cards to clear the view, or leave them as a record of the work that was finished. For project-based boards, many teams archive the entire board once the project wraps and create a fresh one for the next engagement.

How do link analytics help with feedback tracking?

Link analytics show you whether a client has viewed updated deliverables after you have made revisions. This closes the feedback loop from your side. If analytics show the client viewed the file but left no further comments, you have a reasonable signal that the work is approved. If they have not opened the link, you know a follow-up is warranted.

Can I use Fabric's AI to summarise all open feedback for a specific client?

Yes. The AI assistant can pull together open annotations, pending tasks, and recent activity for a specific client or project. This gives you a single summary rather than requiring you to check each file and board individually. It is especially helpful during weekly reviews or client status calls.

Is client feedback kept secure?

Fabric uses AES-256 encryption and holds CASA Tier 2 certification. Client files, annotations, and task data are protected both in transit and at rest. Scoped permissions ensure that clients can access only the files and spaces you have explicitly shared with them, with no visibility into other client work or internal materials.

How do self-writing docs track feedback history?

Self-writing docs build a running record of your client interactions automatically. As feedback rounds are completed, tasks are resolved, and deliverables are approved, the system logs these events into a structured client history. Over time, this becomes a reference for understanding each client's communication patterns, revision tendencies, and project timelines.

Can I access feedback data from other AI tools like ChatGPT or Claude?

Fabric supports MCP (Model Context Protocol) connections, which means you can access your workspace data, including feedback, tasks, and annotations, from compatible AI tools. This is useful if you prefer working in a particular AI assistant but want it to have context about your client feedback status.

How do I send a client a single page with all their deliverables and feedback status?

Fabric's published spaces let you create a consolidated view for each client. The guide on how to send a client one page with all their deliverables covers the setup in detail. This is a clean way to present everything in one place, reducing the back-and-forth of individual file shares.

Related pages

• How to set up a client portal

• How to give a client access to only their files

• How to send a client one page with all their deliverables

• Fabric for agencies

• Fabric for freelancers