How Does the Delivery Ledger Work?
Direct answer: Every export through Export Flow writes a ledger entry recording which files went out, to which destination, and what state the delivery is in. The useful part is that finishing a deliverable and actually delivering it are separate states — a rendered, validated file is Confirmed, and it only becomes Delivered once it has been uploaded and the delivery email has gone out.
That distinction is why the follow-up engine never chases a client about a file that never reached them.
The states, and what each one means
| State | What it means |
|---|---|
| Draft | An entry exists but the delivery has not been completed |
| Confirmed | Export Flow finished the work — rendered to the target format, metadata embedded, naming and folder structure applied |
| Delivered | It reached the client — files uploaded and the delivery email sent |
| NeedsChanges | The client asked for revisions through a review link |
| Replaced | A newer delivery supersedes this one |
| Archived | Closed out and kept for the record |
Approval is tracked separately, as its own field: none, pending, approved or
changes_requested. A delivery can be Delivered and still awaiting approval — those
are different questions, and conflating them is how “did they ever reply?” becomes
unanswerable.
Why Confirmed and Delivered are not the same thing
Promotion to Delivered requires both halves: the upload and the email. An upload with no email stays Confirmed.
That looks pedantic until you consider what the follow-up ladder does with it. Rule 2 fires when something was delivered under 14 days ago with no approval, escalating to high urgency after seven days. If an interrupted upload counted as delivered, Kora would start chasing a client about a file they were never told about — and you would look disorganised for a reason you could not see.
So the ledger is deliberately conservative about the strongest claim it can make.
What a ledger entry records
Each entry holds the files that went out — filename, output path, size, checksum and mix type — with the destination, the timestamp and the state above.
Two things it does not hold, worth stating because they are easy to assume:
- No per-file version number. A deliverable file records what it is, not which revision it is. Version identity has to live in the filename — which is what the naming templates are for.
- No revision index or per-file date beyond the delivery timestamp.
How the ledger drives follow-up
The ledger is not a passive log. Three of the eight follow-up rules read from it:
| Rule | Trigger | Urgency |
|---|---|---|
| 2 | Delivered under 14 days ago, no approval | High after 7 days |
| 3 | Entry marked NeedsChanges | High |
| 5 | Linked project completed | Medium |
That is the practical difference between a delivery log and a delivery ledger. A log tells you what happened. This one changes what Kora puts in front of you tomorrow.
Frequently asked
What is a delivery ledger?
A timestamped record of every handoff — which files went out, to which destination, when, and what state the delivery is in. In Kora it is written automatically by Export Flow rather than maintained by hand, and it feeds the follow-up engine.
Does the ledger track file versions?
No. An entry records filename, path, size, checksum and mix type, but there is no version number or revision index. Version identity lives in the filename, applied by the naming template.
What is the difference between Confirmed and Delivered?
Confirmed means Export Flow finished the work — rendered, tagged, named. Delivered means it reached the client, which requires both the upload and the delivery email. An upload without the email stays Confirmed.
Will Kora chase a client automatically?
No. It surfaces the follow-up as a suggestion with the reason attached; sending is always yours. Rule 2 raises a delivery to high urgency after seven days without approval, but nothing goes out on its own.
What happens when a client asks for changes?
The entry moves to NeedsChanges, a high-urgency trigger on the follow-up ladder, so the revision request surfaces rather than sitting in an inbox.
Related pages
- What formats does Export Flow support?
- What is Export Flow for music delivery?
- What is a music CRM?
- Professional music delivery workflow