Website Copy Client Review Workflow

Purpose

This SOP defines the process for creating website copy, sharing it with clients for review, collecting feedback, and processing approved content for developer handoff. The workflow uses Google Docs for client collaboration, ensuring a simple and familiar experience for clients regardless of their technical background.

Applies to: All website projects (WordPress, GHL Native, or any other platform)

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Process Overview

┌─────────────────┐    ┌───────────────────┐    ┌──────────────────┐    ┌─────────────────┐
│  1. CAPTURE     │───▶│  2. SHARE WITH    │───▶│  3. CLIENT       │───▶│  4. PROCESS &   │
│  Content with   │    │  CLIENT           │    │  REVIEW          │    │  HANDOFF        │
│  MarkSnip       │    │  (Commenter)      │    │  via comments    │    │  to developer   │
└─────────────────┘    └───────────────────┘    └──────────────────┘    └─────────────────┘

Key Principles:

• One Google Doc per website page for focused feedback
• Use MarkSnip Chrome extension to capture content as markdown
• Upload .md files to Google Drive → auto-converts to Google Docs
• Flat folder structure in client collaboration area (easy for clients to find)

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Required Tools & Access

Tools

• MarkSnip Chrome Extension: Install from Chrome Web Store
  • Converts web pages to markdown format
  • Capture full page or selected content
  • Downloads as .md file or copy to clipboard
  • Keyboard shortcuts for fast capture
  • Batch processing for multiple pages
  • GitHub repo for documentation

Team Access

• Google Workspace account (symphonycore.com domain)
• Access to Client_Delivery shared drive
• MarkSnip extension installed in Chrome

Client Access

• Google account (any Gmail or Google Workspace account)
• Commenter permissions on shared folder

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Step-by-Step Procedure

Phase 1: Capture Content with MarkSnip

MarkSnip offers multiple methods to capture content. Choose based on your workflow:

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Method A: Copy & Paste (Fastest - Recommended)

Best for: Quick capture, direct to Google Docs

1. Navigate to the page in Chrome
2. Press Alt+Shift+C to copy page as markdown to clipboard
3. Open Google Drive → Client_Delivery/{client-name}/active-projects/
4. Create new Google Doc: + New → Google Docs → Blank document
5. Name it: {PageName} - {ClientName} (e.g., Home - Kraneworks)
6. Press Ctrl+V to paste the markdown content
7. Google Docs converts markdown formatting automatically

Repeat for all pages.

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Method B: Download Files (Batch Processing)

Best for: Capturing many pages at once

Single Page:

1. Navigate to the page
2. Press Alt+Shift+D to instantly download as .md file
3. Or click MarkSnip icon → set Title → click Download

Multiple Pages (Batch):

1. Open all website pages in separate tabs
2. Click MarkSnip icon → use batch processing option
3. Downloads all tabs as .md files

Upload to Google Drive:

1. Navigate to Client_Delivery/{client-name}/active-projects/
2. Drag and drop all .md files into this folder
3. Google Drive automatically converts to Google Docs
4. Rename files if needed: {PageName} - {ClientName}

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Method C: Selection Mode (Specific Content)

Best for: Capturing only certain sections, excluding headers/footers

1. Highlight the content you want to capture on the page
2. Right-click → MarkSnip → Copy Selection as Markdown
3. Or: Click MarkSnip icon → select Selection mode → Download/Copy
4. Paste into Google Doc or upload .md file

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MarkSnip Keyboard Shortcuts

Shortcut	Action
Alt+Shift+M	Open MarkSnip popup
Alt+Shift+D	Download current page as .md
Alt+Shift+C	Copy current page as markdown
Alt+Shift+L	Copy page URL as markdown link

Note: Files go directly into active-projects/ — no subfolders needed. Clients already have access to this folder.

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Step 1.2: Add Review Instructions

Create one additional Google Doc named 00-READ-FIRST - Review Instructions with client instructions (use template from 04-operations/templates/website-copy-review-instructions-template.md).

Step 1.3: Internal Review

1. Open each document and review for:
   • Accuracy of captured content
   • Grammar and spelling
   • Brand voice consistency
   • Completeness
2. Use Google Docs "Suggesting" mode for internal edits
3. Resolve all internal comments before notifying client

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Alternative: Creating New Copy (Not Capturing Existing)

If writing new content from scratch instead of capturing from a website:

Option A: Write Directly in Google Docs

1. Create new Google Docs directly in active-projects/
2. Use naming convention: {PageName} - {ClientName}
3. Follow the page structure template below

Option B: Write in Markdown Editor

1. Create .md files locally using the structure below
2. Upload to active-projects/ (auto-converts to Google Docs)

Page Structure Template:

# [Page Name] - Website Copy

> **Status:** DRAFT
> **Last Updated:** YYYY-MM-DD
> **Page URL:** /page-slug

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## Hero Section

**Headline:**
# Your Main Headline Here

**Subheadline:**
Supporting text that expands on the headline

**Primary CTA:** Button Text
**Secondary CTA:** Phone Number or Link

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## [Section Name]

**Section Title:** Section Heading

**Body Copy:**
Paragraph content goes here. Write in the client's brand voice.

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## Call to Action Section

**Headline:** Ready to Get Started?
**Body:** Encouraging text for the final CTA
**CTA Button:** Contact Us

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## SEO Metadata

**Page Title:** Title Tag (max 60 chars)
**Meta Description:** Description (max 160 chars)

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Phase 2: Notify Client for Review

Since files are already in active-projects/ (which clients have access to per Google Drive Organization Standard), simply notify the client.

Step 2.1: Send Client Notification

Send an email to the client with a link to the active-projects/ folder:

Subject: Website Copy Ready for Review - [CLIENT NAME]

Hi [Client Name],

Your website copy is ready for review!

REVIEW FOLDER: [Link to active-projects folder]

HOW TO REVIEW:
1. Open each document (one per page of your website)
2. Start with "00-READ-FIRST - Review Instructions" for detailed guidance
3. Highlight text and add comments for any changes you'd like
4. Reply "APPROVED" on any comment when a section looks good

Documents to Review:
- Home - [ClientName]
- About Us - [ClientName]
- Services - [ClientName]
- Contact - [ClientName]

DEADLINE: [DATE]

Questions? Reply to this email or add a comment in any document.

Thank you!

Note: Client should already have Commenter access to active-projects/. If not, share the folder with Commenter permission.

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Phase 3: Client Review Period

Step 3.1: Monitor for Feedback

1. Check for new comments daily
2. Google Docs sends email notifications for new comments
3. Respond to questions within 1 business day

Step 3.2: Respond to Comments

For questions:

• Reply directly to the comment with clarification
• Tag team members if specialized input needed (@email)

For change requests:

• If simple: Reply "Got it, we'll update this"
• If complex: Reply with clarifying questions
• If out of scope: Reply explaining the limitation and offer alternatives

For approvals:

• Reply "Thank you!" and resolve the comment

Step 3.3: Track Review Progress

Update the project README or ClickUp task with review status:

Page	Shared Date	Comments	Status
Home	2025-01-15	3	In Review
About	2025-01-15	0	Awaiting Review
Services	2025-01-15	5	Changes Requested
Contact	2025-01-15	1 (Approved)	Approved

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Phase 4: Process Feedback and Developer Handoff

Step 4.1: Finalize Approved Content

Once all comments are resolved and content is approved:

1. Open each Google Doc
2. Update the status line at the top to: **Status:** APPROVED
3. Add approval date: **Approved:** YYYY-MM-DD
4. Ensure all comments are resolved (no open comments)

Step 4.2: Export to Repository (Optional - for Version Control)

If you want to archive approved content in the repo:

1. Go to File > Download > Markdown (.md)
2. Save to 09-clients/{client-name}/website-project/content/
3. Rename to match convention: page-{slug}.md

Step 4.3: Create Change Summary

If changes were made, document them:

## Changes from Client Review - [Date]

### Home Page
- Updated headline from "X" to "Y" per client feedback
- Added phone number to hero section
- Revised CTA button text

### About Page
- No changes requested

### Services Page
- Added new service: [Service Name]
- Updated pricing language per client request

Step 4.4: Create Developer Task

Create a ClickUp task or update existing website task with:

Task Title: implement-website-copy-{client-name}

Description:

## Objective
Implement approved website copy for all pages

## Approved Content Location
- Google Drive: [Link to website-copy-review folder]
- Each document = one page (copy directly from Google Doc)

## Pages to Implement
- [ ] Home - Website Copy Review
- [ ] About Us - Website Copy Review
- [ ] Services - Website Copy Review
- [ ] Contact - Website Copy Review

## Implementation Notes
- Copy has been client-approved as of [DATE]
- SEO metadata included at bottom of each document
- [Any specific implementation notes]

## Change Summary
[Link to or paste change summary]

Step 4.5: Archive Review Documents (After Website Launch)

1. Create folder Client_Delivery/{client-name}/work-in-progress/completed/website-copy-{date}/
2. Move all website copy documents from active-projects/ to this folder
3. This preserves the comment history for reference
4. Archive after website is live, not immediately after approval

Note: Keep active-projects/ clean for the client - only active work should be visible there.

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Quick Reference

Workflow Summary

Step	Action	Location
1. Capture	Alt+Shift+C on each page → paste into new Google Doc	Browser → active-projects/
2. Review Instructions	Add 00-READ-FIRST - Review Instructions doc	Same folder
3. Internal Review	Team reviews, resolves internal comments	Same folder
4. Notify Client	Send email with folder link	Email
5. Client Review	Client adds comments	Same folder
6. Handoff	Create ClickUp task with link to approved docs	ClickUp
7. Archive	Move to work-in-progress/completed/ after launch	After website live

MarkSnip Quick Guide

Fastest Method (Copy & Paste):

1. Navigate to webpage
2. Press Alt+Shift+C (copies markdown to clipboard)
3. Create new Google Doc in active-projects/
4. Paste (Ctrl+V) → formatting auto-converts

Download Method:

1. Navigate to webpage
2. Press Alt+Shift+D (downloads .md file)
3. Drag file to Google Drive → auto-converts

Keyboard Shortcuts:

Shortcut	Action
Alt+Shift+C	Copy as markdown
Alt+Shift+D	Download as .md
Alt+Shift+M	Open popup
Alt+Shift+L	Copy URL as link

Client Email Template

Subject: Website Copy Ready for Review - [CLIENT NAME]

Your website copy is ready for review at:
[LINK TO active-projects FOLDER]

QUICK START:
1. Open each document (one per page)
2. Highlight text and add comments for any changes
3. Reply "APPROVED" when a section looks good

DEADLINE: [DATE]

Questions? Reply to this email or comment in any document.

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Troubleshooting

MarkSnip Won't Capture Page

• Cause: Extension can't run on certain pages (Chrome Web Store, browser internal pages)
• Solution: MarkSnip works on regular websites only, not browser extension pages
• Alternative: For password-protected staging sites, log in first, then use MarkSnip

MarkSnip Captures Too Much/Too Little

• Cause: "Document" mode captures entire page including headers/footers
• Solution: Use "Selection" mode - highlight the content you want first, then click MarkSnip
• Tip: Selection mode is better for capturing specific sections of content

Markdown File Doesn't Convert in Google Drive

• Cause: File extension not recognized or file corrupted
• Solution: Ensure file has .md extension; re-download from MarkSnip if needed
• Alternative: Open the .md file in a text editor, copy content, paste into new Google Doc

Client Can't Access Documents

• Cause: Email address mismatch or not signed into Google
• Solution: Verify client's Google account email; re-share active-projects/ folder if needed
• Alternative: Share with "Anyone with link can comment" (less secure)

Client Can't Find Documents

• Cause: Too many files in active-projects/ folder
• Solution: Use clear naming convention with client name (e.g., Home - Kraneworks)
• Prevention: Archive old projects promptly to keep folder clean

Client Made Direct Edits Instead of Comments

• Cause: Accidentally granted Editor instead of Commenter access
• Solution: Check version history (File > Version history); restore if needed
• Prevention: Always set Commenter permission, not Editor

Too Many Comments to Track

• Cause: Large website or detailed client
• Solution: Use "Comments" panel (Ctrl+Alt+M) to see all; filter by resolved/unresolved
• Alternative: Create summary document of all changes needed

Client Not Responding

• Timeline: Follow up after 3 business days
• Method: Email + phone call
• Escalation: Note delay in project tracker; adjust timeline

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Best Practices

Writing Effective Copy

• Match client's brand voice (reference client-profile.md, Brand Voice & Positioning section)
• Use active voice and clear language
• Include specific CTAs with phone numbers
• Keep paragraphs short (2-3 sentences)
• Front-load important information

Managing Client Feedback

• Respond to all comments within 1 business day
• Ask clarifying questions rather than assuming
• Group similar feedback to avoid redundant changes
• Document significant decisions for future reference

Efficient Workflow

• Process all pages at once, not one at a time
• Use consistent naming across all documents
• Set realistic review deadlines (5-7 business days typical)
• Send reminder at 50% of review period

Version Control

• Google Docs is the source of truth during review
• Export to markdown for repo archival (optional)
• Use Google Docs version history for tracking changes
• Archive Google Docs folder after website launch

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Related Documents

• Client Review Instructions Template: 04-operations/templates/website-copy-review-instructions-template.md
• Google Drive Organization Standard: 05-platform/platforms-config/google-drive-organization-standard.md
• ClickUp Client Delivery Process: 05-platform/platforms-config/clickup-client-delivery-process.md
• Website Project Template: 04-operations/templates/website-project-template/ (for task tracking, sitemap)

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Ownership & Review

• SOP Owner: Symphony Core Operations Team
• Last Updated: 2025-12-29
• Next Review Due: 2026-03-29
• Review Cadence: Quarterly or upon process change

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Version History

Version	Date	Author	Changes
1.0	2025-12-29	Symphony Core Team	Initial SOP creation