File Delivery Manifest: How to Document What You Share

When to prepare a manifest

In this guide, a file delivery manifest means an index that accompanies a collection of shared files and describes what is included. It is an optional documentation practice, not a prescribed standard or an automatic feature. You can decide whether it suits a particular delivery and what information would be useful to its recipients.

You might consider an index when a delivery includes several files, similar names, multiple versions, or different review tasks. Before creating one, decide who will use it and what they need to do: locate a document, review a version, leave comments, or confirm which items are included. For a single, clearly identified file, you may decide that a separate index is unnecessary.

• Consider an index when you want to describe a collection, its versions, or its review tasks.
• This guide concerns an index for shared digital files, not a transport or cargo document.

What information you could include

Choose fields to suit the delivery rather than treating any particular list as mandatory. One possible table includes the exact file name, a short description, a version or date, the format, and a status. For example, you might describe a presentation as “for content review” rather than using a general label such as “presentation.”

If you want to identify a requested task, you could add a brief instruction, such as “review figures on page 4.” Use labels consistently within the index, and choose a date format that is unambiguous across locales, such as YYYY-MM-DD. If a file is a draft, for comments, or approved, state that status only when it accurately reflects the decision made by the responsible person.

• Possible fields: exact name, purpose, version or date, format, and status.
• Add a requested action if the recipient has a specific review task.
• Use clear, consistent labels and an unambiguous date format.

Preparing an index for drafts and deliverables

You can draft the index from the files you intend to share, then compare the list with that collection. If drafts and items approved for use are both included, label their statuses clearly rather than grouping them under one vague label. A file name containing words such as “final” or “latest” does not, by itself, record a decision by the person responsible for approval.

If you use a naming convention, one possible pattern is a topic followed by a date or version and the format. Before renaming a file, consider whether other people rely on its current name. If multiple formats contain the same material, you can note that relationship in the index.

• Label drafts, items for review, and approved deliverables according to their actual status.
• Do not treat a file name alone as confirmation of approval.
• If you rename a file, update the index to match the name shared with recipients.

A checklist you can use before sharing

If you choose to use an index, you can compare it with the collection before sending. Check each listed row against a file, then compare the files intended for delivery with the rows. You can also review whether names, versions, descriptions, and statuses reflect what you intend to share. This is a suggested check, not a guarantee that the collection is complete or correct.

For a shared link, user, or group, check the destination and the access settings you have chosen for the intended recipients. If your delivery includes links or download instructions, you can test them before sending. The index is documentation; sharing and access settings are managed separately.

• Compare the index with the files you intend to share.
• Review names, versions, formats, and statuses for consistency.
• Check sharing settings for the intended recipients.
• Test links or instructions if your delivery uses them.

Recording changes after sending

If you update a file after sending a delivery, you can update the corresponding entry in your index or send a revised index. Identify the affected item and record its new version or date using the convention already chosen. You may also describe the change and refer to the earlier version in your project notes or communication, particularly if recipients may have downloaded or commented on it.

A notification can state which file changed, which version you intend recipients to use, and whether their requested task has changed. For example: “report_client.docx was updated on 2026-10-12; use this version and review the conclusions section.” If you send a replacement index, say that it supersedes the earlier one. Do not assume that recipients no longer have copies of an earlier file.

• Identify the changed item and record its new version or date.
• State which version recipients should use and whether their task has changed.
• If you send a revised index, identify it as a replacement for the earlier one.

Example and limits of an index

A compact, illustrative index could look like this: “project_report.docx — summary and recommendations — 2026-10-12 — DOCX — for comments”; “results_charts.pdf — visualizations for the results section — version 2 — PDF — check labels”; “approved_logo.svg — asset for layout — 2026-10-10 — SVG — approved.” These entries demonstrate one possible combination of purpose, date or version, format, and status. Use “approved” only when the responsible person has confirmed that status.

Apification Cloud supports organizing files in a versioned workspace designed for sharing, sharing items through links, users, or groups, and reviewing item history, including downloading previous versions and restoring content. These are Cloud capabilities; the index described in this guide is a separate documentation practice, not an automatic Cloud feature. You can use the index alongside the sharing settings and file history available in Cloud.

• Adapt the example fields and labels to the collection you are documenting.
• Apification Cloud supports organizing and sharing files and reviewing item history.
• The index is documentation prepared for the delivery, not an automatic Cloud-generated manifest.

Frequently asked questions