THE SHORT VERSION
Give each asset a visible decision, an exact version and one accountable approver before it enters the publication queue.
Build a monday.com review board when a campaign has several assets moving through different decisions. The useful view shows who must act, which version they should inspect and whether the approval covers the file that will actually be published. AI-generated assets need the same controls as photography, illustration or edited video.
Use one item per deliverable that can receive an independent approval. For an illustrative launch, that might mean a social image, a short video and a translated caption. Do not combine them into one green status unless the same person reviews all three together and a partial rejection cannot be confused with permission to publish.
1. Design the decision before the board
Define the accountable producer, final approver and publisher. One person may hold several roles, but name them explicitly. Agree which questions the approver decides: offer accuracy, visual direction, legal wording or final channel readiness. Send specialist checks to the right reviewer before asking for final approval, rather than treating every comment as equally authoritative.
Write a short acceptance checklist that fits the campaign. Include the current brief, exact offer conditions, asset rights, spelling, channel dimensions and required disclosures. For video, add caption accuracy and the final frame. Use the caption correction guide for speech-led assets and the campaign resizing guide when adapting one design to several placements.
2. Build a small, readable board
| Column or record | What to store | Why it matters |
|---|---|---|
| Item | Deliverable, channel and language | Avoids approving the wrong edition |
| Producer | One accountable owner | Makes revision responsibility clear |
| Review due | Date needed for a decision | Leaves time for corrections |
| Production stage | Draft, review or revision | Shows work still in progress |
| Decision | Pending, changes requested or approved | Separates acceptance from activity |
| Current version | File or controlled asset link | Identifies the review target |
| Decision record | Approver, date and version | Preserves what was accepted |
| Publication record | Account, time and live URL | Connects approval to actual release |
Map these records to available People, Date, Status and text or link columns. Keep the initial board readable without requiring a dashboard. A useful split is a production status plus a separate approval decision. That prevents “finished editing” from becoming “approved” and makes a requested revision visible even when the producer has completed their assigned work.
3. Keep feedback attached to an exact version
Where the plan supports the Files Column, monday.com documents file uploads, annotations and version handling. Use a clear version name, such as campaign-video-v03, and state which file is current. Ask reviewers to reference the frame, page or wording they want changed. A file comment helps locate a problem; the decision record still needs to identify the accepted version.
The Free-plan documentation excludes the Files Column. For a simple internal board, link the controlled asset in the item’s updates and put the version in the review message instead. Do not promise file annotations, external guest access or automation on a free account. Check the actual plan and permissions before inviting a client or depending on a feature for the deadline.
4. Use a review message people can answer
Copy this structure into the item’s review update: “Review request: [asset and version]. Intended placement: [channel and language]. Decision needed by: [date and time zone]. Check: [specific checklist]. Open questions: [unresolved points]. Reply with approved or changes requested, identifying this version. Publisher: [name].” Replace every placeholder before sending the request.
Keep feedback in one thread for the current review round and have the producer summarize the changes in the next version. If two reviewers disagree, send the conflict to the named approver rather than quietly choosing a comment. A new offer, revised caption or replacement image after approval should return to review. An approved label does not cover future edits automatically.
5. Give publication its own evidence
When approval is complete, record the exact asset and caption handed to the publisher. Keep scheduled, published and failed states distinct in the publication record. A board status is an internal statement, not proof that a social platform accepted a post. Add the live URL after checking the destination, and retain any unresolved issue with the responsible owner.
Start manually and add reminders only when ownership and state meanings are stable. Confirm automation allowances and notification recipients before enabling rules. If a small team has only one asset under review, a shared document with a clear decision record may be simpler. The board earns its place when it helps people find the current version and act without reconstructing the campaign from scattered messages.