Who this guide helps
Creators maintaining a shared fictional universe
The short answer
Release a specific approved version and explain changes. A folder containing conflicting drafts is not a reliable handoff.
Practical workflow
Identify the document set, release date and approver. List additions, corrections and proposals separately. Link changed facts to affected scripts, maps and assets. Give collaborators a way to raise conflicts without editing approved canon silently. Keep access limited to authorized people and material.
What a useful handoff looks like
Ask relevant teams to confirm the received version and list dependencies still using older facts. Preserve an archive and decision log. Review unresolved conflicts before calling the handoff complete.
Mistakes to avoid
Do not overwrite earlier versions to conceal contradictions or label an unreviewed AI suggestion as canon. Approval belongs to the agreed human process.
Working example: fields to record
| Field | Illustrative entry — replace with your own facts |
|---|---|
| Release | Approved version identifier |
| Affected asset | Scene or map requiring revision |
| Acknowledgement | Team confirms the version received |
Add your own entries; the example is illustrative. Keep sensitive information private.
Sources & further checks
Official references are starting points for further checks, not approval of a specific case, product or project.
Editorial note
AI-assisted editorial guidance; not expert certification.
Original editorial guidance. Examples are illustrative, not client cases, measured outcomes or promised services.
Legal and health-related decisions require appropriately qualified local professionals. This site is an independent editorial resource, not a law firm or medical provider.