Check HVAC proposal attachments for the intended recipient

Inventory the exact release candidate

Start with one approved proposal version and the intended customer recipient. Build a file list containing name, version, source, purpose, owner, audience approval and intended delivery method. Ask AI to flag missing approvals and inconsistent references using metadata and approved excerpts rather than unrestricted folders.

This check differs from selecting proposal photos or indexing closeout documents. Its output is a recipient-specific release matrix before a commercial proposal leaves the office. A document can be accurate and relevant while still containing another customer’s information, internal supplier pricing or comments that the recipient is not authorized to see.

Test a fictional folder with mixed audiences

A fictional release folder contains the final proposal PDF, a site photograph with internal annotations, a supplier cost sheet and an older draft bearing the same project name. The matrix should place the approved final PDF in the release candidate, route the photograph for its owner’s review, withhold the internal cost sheet and flag the old draft as the wrong version. It must not edit the files to make them appear approved.

If a cloud link is proposed, have the responsible person verify its actual sharing scope and destination. A descriptive filename or a screenshot of a share dialog does not prove every linked file has the intended access. Do not grant new permissions or create public links as part of the AI check.

Review the packet as the recipient would receive it

Have the account owner compare the final attachment list with the proposal references and have document owners resolve every restricted item. Verify that a removed file is not still available through another bundled link. Record what was approved and what was actually sent using the organization’s normal process.

The assistant may produce a preflight report and reviewer questions, but sending remains a separate authorized action. Do not claim that text extraction detects every hidden comment, metadata field or document-layer issue. Use established document preparation tools and specialist review where needed. Pilot on fictional packets with a wrong version, unrelated customer file and overbroad link; track correctly identified release exceptions rather than the number of attachments accepted.

Release checklist

• Match the intended recipient and proposal version.
• Separate relevance from external-sharing approval.
• Check actual link permissions through the responsible owner.
• Retain the approved file list and actual release evidence.

Source context and limits

Jobber documents notes and attachments in record workflows. Our proposed release matrix does not assert automatic document sanitization or guarantee that every hidden or shared data element has been inspected.