A file arriving in an order message does not explain how the customer wants it used. Before preparing a personalized item, separate permission to make that order from permission to display its artwork in a portfolio.
Ask for the intended use
Record who supplied the file, which order it belongs to and the customer's stated authorization for its use. Follow your established rights-review process when a request is uncertain. This is an intake record, not a substitute for resolving a rights question.
Keep publicity choices explicit. A customer may approve making a gift while declining photographs that reveal a name, event or unreleased logo. Store that preference where the person preparing photos can find it, rather than burying it in a long message thread.
Preserve the link to the approved file
Save the artwork version and permission record together under the order identifier. If a replacement file arrives, check whether the earlier instructions still apply. Use a clearly authorized house design for a public workflow demonstration when a customer file is restricted.
Small shops evaluating AntBelt G1 can prepare this process before opening a new personalization service. The practical result is a clear answer about which artwork belongs to the job and which images may be shown publicly.
Browse related planning notes in /updates/.