How to review a large catalogue without losing track

Set the scope before anyone starts

Name the edition and version, then state what this round covers. Copy, prices, artwork, and final production checks should not be mixed without clear ownership.

Open the PDF in the browser first. Check page order, rendering, navigation, and zoom before inviting reviewers.

Split responsibility, not the document

Product can check specifications while marketing reviews offers and legal checks required text. They should work on the same version.

Separate files make sense only when sections have independent owners and approvals. Otherwise, someone must rebuild the catalogue from several review histories.

Keep corrections in one version history

A useful comment points to the page and says what must change. Mark required corrections separately from questions that can be answered without a new export.

Upload the corrected PDF as a new version. Finish the round with a decision on the complete catalogue, including pages that had no comments.

A comment should survive a layout change

“Page 37: replace image” may point to the wrong content after reflow. Mark the image and describe the intended replacement. The version history keeps the original location available even when later pages move.

For a repeated rule, write one main comment and mark a few examples instead of adding the same sentence to every page.

Approval needs a stated boundary

A catalogue can be approved for content while colour proofing or production checks remain open. Record that boundary with the decision so nobody treats a partial sign-off as permission to print.