Client Approval Portal

Usually you receive a personal login link by email. One click opens the portal, with no registration and no password. The link is valid for 7 days and can be used multiple times. If it has expired, simply request a new one on the login page via “Sign in via email link”. If you have access with a password, log in with your email address and password. You can get access from your contact person – their details are at the top of the portal under the contact icon. A colleague who is already logged in can also invite you.

On the login page, click "Forgot password" and enter your email address. You will then receive an email with a link you can use to set a new password. Alternatively, you can always log in without a password via “Sign in via email link”.

Yes, for security reasons inactive sessions are ended after a certain time. The timeframe is generous enough that short breaks – for a phone call or a meeting – are not a problem. After being signed out, you simply log back in; your existing comments and markups are of course preserved.

All projects shared with you can be found in the project overview. The status shows you where a project currently stands: "In progress" means it is still being worked on, "Awaiting approval" means your feedback is expected, "Completed" means the project is finished, and "Paused" means it is currently on hold.

In the project overview you can search by title, project number or contact person, and filter the list – for example to show only unread or only urgent projects. The active sort criterion is highlighted in bold so you can see at a glance how the list is currently ordered. Completed projects are displayed in a neutral style so they don't overlay the active ones.

Simply click on the file to open it in the detail view. For multi-page PDF files, you can use the arrows to browse between pages and zoom the view in or out. Videos can be played, paused and moved to a specific point using the timeline.

Every file has a version history. There you can view an older and a newer version side by side using a slider. If you like, you can also display several versions next to each other at the same time. Different aspect ratios are no longer distorted in the comparison.

In the image detail view, the deadline is highlighted in colour as soon as it is close or already reached. That way you can immediately see where a response is particularly urgent.

Open the file and write your comment in the comment field next to it. The editor works like a small text document: you can format text, create lists or insert links. Press "/" to open a menu of formatting options, and use "@" to mention a specific person – they will receive a notification.

Yes. There is a paper-clip icon in the comment field, next to the emoji button. Use it to attach additional files – for example a reference image, a sketch or a screenshot. The attachments are available directly with the comment.

Yes. Under every comment there is a small reply icon. Your reply appears directly beneath it as a thread, so questions and clarifications always stay attached to the original comment.

With a single click on an emoji, you can react to a comment without writing a reply yourself – for example with a check mark for "looks good" or a thumbs up. The reaction is visible to everyone; a quick look at the names below shows who reacted how.

Small tools are available on the image, such as a pen, arrow, circle, line, a text field or numbered pins. With these you can point directly to the spot you mean. You can move your own markup afterwards, resize it or delete it at any time.

Open the PDF file and choose the required text tool. You can highlight, underline or strike through text to indicate directly what is being discussed or should be changed. This tool is only visible for PDFs.

Play the video to the point you want and write your comment. The current timestamp is added automatically, so everyone knows what your note refers to. A small marker appears on the timeline for each comment – clicking it jumps straight to that point in the video.

Yes. Pause the video at the desired point – a small toolbar appears with arrow, line, rectangle, circle, numbered pin, text and freehand. Your sketch is saved together with the comment and shown again at the matching moment later. Individual shapes can still be moved, resized or deleted one by one afterwards.

Open the file and select "Approve". This confirms that everything looks correct from your point of view.

If something still needs to be adjusted, choose "Request correction" instead and briefly describe in a comment what should be changed. Use "Reject" if the file does not work from your point of view at all.

For some projects, certain information is needed beforehand, for example an EAN/GTIN number or an article number. As long as this information is missing, an approval is not yet possible. The portal shows you what still needs to be added – both in the image detail view and in the gallery overview.

Yes. A project can be completed even if individual items have been rejected – the rejection remains documented in the summary. This makes it easy to distinguish between the approved items and those that are not used, without blocking the project completion.

A single file can be downloaded directly. If you need several at once, select them and download them together as a single file. For very large volumes of data, the portal provides a link for an external download. On request, data can also be uploaded to the customer's cloud.

You can retrieve the PDF summary at any time from the relevant project. It contains all comments and markups. As soon as a project is completed, a final summary with comments and approvals is sent automatically as an attachment to the completion email.

Yes. The PDF summary remains available even if the project itself is no longer active. That way you can look back at any time to see what was approved, commented on or rejected when the project was closed.

You only see the projects you've been assigned to, including the briefing and internal reference files. Customer contact details and internal agency comments stay hidden from you – you work in your own, restricted area.

You upload your new version in the file detail view just like anyone else. Your version is only visible internally at first – the agency team reviews it and only then releases it for the customer. That way the customer never sees a work-in-progress state that hasn't been signed off yet.

That depends on the agency team and the project. Customer comments and correction requests can be forwarded to you or logged as a task directly in the project, so it's clear what still needs to be adjusted.

You'll find the phone number and email address at the top of the CLAPPO Approval Portal via the contact icon. The links to the imprint and privacy policy are also there.