Inventory the dependencies
Identify images, illustrations, fonts and other external assets used by the source document. Record which are linked and which are embedded, alongside their original references where permitted. A source file can open while a link is missing, outdated or replaced with a lower-quality preview. Inspect the authoring application’s actual findings instead of treating a screenshot as evidence that every dependency is present.
Resolve version and rights questions
Ask the content owner or designer to identify the intended asset version and permitted use. Relinking should be deliberate: a file with the same name can contain different content or rights. Do not substitute a stock preview or download another image without authorisation. Where artwork crosses organisations, agree which source assets can be shared and which must remain under the licence holder’s controlled workflow.
Check what the output actually includes
Update authorised links before export and inspect the resulting production artifact through the agreed route. Adobe documents link checks in its print PDF preparation workflow. Record the checks actually completed and unresolved findings. An exported file may no longer depend on the same paths as its editable source, but that does not resolve rights, content or future editing questions. Keep the source and output relationship understandable.
Worked example — fictional
A fictional designer opens a campaign source with an outdated product photograph link. The approved content record names a newer permitted photograph, so the designer updates the actual link and produces proof version 6. The review identifies the changed image before release. Another linked asset cannot be distributed externally under its current permission, so the team provides the accepted production output through the agreed route rather than packaging every original file. The source archive retains the asset reference and restriction for the next campaign.
Avoid common dependency traps
Relative paths can work on one machine and fail after a folder is moved. Packaging source files does not automatically grant rights to all included images or fonts. Embedded content can still be obsolete even though no missing-link warning appears. A successful export should be checked for intended content and output requirements, and should not be assumed to validate every asset’s provenance.
Release a reproducible package
Create a manifest naming the source, exported file, permitted assets and any dependencies required by the selected provider. Use the readiness tool to turn findings into assigned tasks. Keep unlicensed material out of shared exports. Preserve an untouched accepted production version and explain later changes, so another designer can restore the intended composition without guessing which asset was current. If the original asset owner is unavailable, keep the version or rights question unresolved and seek an authorised alternative. An absent response cannot supply a licence or confirm intended content.
Take this to the next job
- Identify actual linked and embedded assets
- Confirm intended versions and rights
- Resolve source-application findings
- Inspect the actual exported content
- Limit packaged dependencies to permitted material
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