Clanker CloudA project can feel finished while its final state remains unclear. Files were delivered in several places, one approval is still pending, and the client has a request that was never added to scope. A closeout pack gives everyone a shared account of what is complete and what still needs a decision.
Clanker Cloud Workspace can prepare that pack from the approved scope, delivery record, acceptance evidence, and current files. Ask an Agent to reconcile those sources and preserve the distinction between delivered work and accepted work.
Collect the evidence for closeout
Use the engagement Project with its current brief, deliverable list, client acceptance messages, and open-item notes. Identify the files intended for handoff and which version of each is current.
For a fictional studio, the source packet says:
Approved scope: page copy and three page designs.
Page copy delivered and accepted on 13 October.
Three designs delivered on 16 October; acceptance not recorded.
Current files: page-copy-v3.md and designs-review.pdf.
Source images are supplied by the client, not included here.
Translation was requested but never approved as added scope.
No ongoing maintenance engagement is recorded.
Do not ask the Agent to certify completion from the existence of a file alone. A delivered artifact, an acceptance statement, and a proposed next service are different kinds of evidence.
Ask for a summary, manifest, and open-items list
Use a Session in the Project:
Prepare closeout-summary.md from the approved scope,
delivery record, and client acceptance material.
Separate delivered, accepted, pending, and outside-scope items.
Reference the source for material status statements.
Save handoff-manifest.csv with deliverable, current filename,
version, location if known, and access to verify.
Save closeout-open-items.md with decisions and missing evidence.
Do not mark the designs accepted without a source.
Do not promise maintenance or send the pack to the client.
Open all three files. The summary should tell the client-facing story; the manifest should help someone find the work; the open-items list should help the engagement owner complete the remaining decisions.
Reconcile status before calling the project finished
For the fictional packet, the expected treatment is:
| Item | Expected closeout status |
|---|---|
| Page copy | Delivered and accepted. |
| Three designs | Delivered; acceptance evidence missing. |
| Client source images | Not part of the supplied handoff packet. |
| Translation | Requested addition, not approved scope. |
| Maintenance | No ongoing agreement recorded. |
Follow the sources behind the status statements. If the Agent describes every item as complete, ask it to revise the summary around the missing design acceptance. If a location or version is absent, keep it unknown until someone verifies it.
Avoid presenting a new request as unfinished contracted work unless the approved scope supports that interpretation. Keep commercial decisions with the engagement owner and your normal review process.
Test the handoff from the recipient's point of view
Check the exact saved files intended for handoff. Can a colleague identify the current copy, open the design PDF, and understand the remaining questions? Does the manifest refer to an internal location the client cannot access?
Use the private sharing guide for Workspace recipient access and sign-in requirements. Downloaded copies and shared Workspace files are different delivery paths; verify the one you intend to use.
Keep internal evaluations and unrelated client records out of the client-facing pack. Review the final filenames and contents before delivery rather than relying on an earlier draft's appearance.
Preserve context for the next engagement
When acceptance or another decision arrives, add the dated source and revise the closeout pack. Retain the earlier version so the team can understand what changed. A final file does not become current merely because its name contains “final.”
Save process improvements in the agency handoff procedure. Keep engagement-specific observations in the Project. For a follow-on discussion, use the renewal review workflow with the actual delivery evidence.
A reusable Closeout Agent can follow the same reconciliation method on later engagements. Test it on a fictional packet with missing acceptance and conflicting filenames before relying on it with a client.
Begin with the Project handoff starter. The useful result is a pack the next owner can use without guessing which work was accepted, which file is current, or which question remains open.
Sources
Give your assistant one useful job
Bring delivery evidence and open items into Workspace, then create a reviewed closeout summary and file manifest for the next owner.