An IP character project needs a clear record of the artwork version, the decisions made and the party responsible for each approval. Keep that handover readable for the people making the next sample or preparing the product information.
Distinguish a reference from an approved asset
A catalogue image, moodboard and authorised character file serve different purposes. The Dragon with a Bell Collar can illustrate a visual accessory discussion; it should not be described as a licensed collaboration merely because it appears in an IP project presentation.
Ask the project owner to identify the artwork that may be used and the applicable approval process. This article organises that information; it does not determine rights or grant permission.
Separate the approval categories
A character owner may review the expression while a buyer reviews packaging or quantities. Keep the decisions distinct. Record the version, reviewer role, response and any remaining conditions. Do not use an unqualified approved label when only one aspect has been accepted.
Give the next team a short governing set
The handover should point to the current artwork, accepted sample reference, requested changes and unresolved questions. Preserve earlier versions as history, but make the current reference unmistakable. A large folder with no index leaves the recipient to guess which file governs the work.
Does a sample approval establish permission to use every related asset?
No. Keep asset permissions and design acceptance in their respective project records, and ask the authorised project owner to resolve any uncertainty before the files are used.
The artwork handover checklist can help organise the files that accompany this record.