Decide what the master covers
Name the purpose of each reusable template, such as a new project or a recurring service. Identify who approves changes and who maintains the file. A completed client proposal is a separate project record with its own history.
Keep decisions about current prices, discount authority and client-specific terms with their respective owners. An approved layout does not approve every commercial detail that someone later enters.
Give the team one clear master location
Choose an existing location the team can open. Record the master file, version, owner and approval date, along with a short note explaining when to use it and whom to contact about a problem.
Limit edits according to your team's responsibilities. A visible link helps someone find the master, but the owner should still check that the intended users have access.
Follow the copies after a change
In the fictional register, version 4 of a new-project template is the current master. The sales-folder copy has been replaced, while confirmation from the desktop starter kit is still pending. A version 3 starter-kit copy is marked for retirement.
The recurring-service template has a separate owner review pending. Do not mark that row current merely because the new-project template is approved. All names, versions and locations in the worksheet are fictional.
- List the places where active starter copies exist.
- Replace or retire each copy and record who confirmed it.
- Keep historical client proposals as project records, labelled so they are not mistaken for reusable masters.
Review the register when something changes
Update the record when the owner approves a revision, the master moves or someone reports a stale copy. Record the version and approval date, then tell the people who prepare proposals where to find it.
Keep earlier masters in an archive when needed for history. The open work is not finished until the relevant copy locations have been checked.
Use Areinum to organize the update
Give Areinum Assistant the master details and known copy locations, and ask for a list of updates to review. Your maintainer confirms the master and checks the locations using the team's existing tools.
See the example
Approved proposal template register
All template names, owners, dates, and folder paths in the worked example are fictional.
| Template ID | Purpose | Master location | Version | Owner | Approved on | Copy locations to update | Status | Copy update confirmation |
|---|---|---|---|---|---|---|---|---|
| PROP-01 | New project proposal | Fictional team folder / Proposals / master-v4.docx | Version 4 | Fictional proposal owner | 2026-05-08 | Sales shared folder; desktop starter kit | Current | Sales folder replacement recorded; starter kit confirmation pending |
| PROP-02 | Recurring service proposal | Fictional team folder / Proposals / retainer-v2.docx | Version 2 | Fictional service owner | 2026-05-15 | Fictional wiki link; personal starter copy | Owner review needed | Wiki link and personal copy both awaiting maintainer confirmation |
| OLD-01 | Retired new project template | Fictional archive / proposal-template-v3.docx | Version 3 | Fictional proposal owner | Superseded 2026-05-08 | Fictional desktop starter kit | Retirement to confirm | Old starter-kit copy still awaiting retirement confirmation |
- Create one row per reusable template, naming its master location and the person or role accountable for approval.
- List active copies in Copy locations to update. Use Copy update confirmation to record which copy was replaced, by whom and when; leave unresolved locations visible.
- Current means the named owner approved this version for the stated purpose. The other statuses show work that remains open.
- Keep client proposals as project records where needed. All sample templates, owners, and folders are fictional.
Limits of this method
- The source supports an adjacent maintenance mechanism. It does not show that a proposal template will stay current or that a team will use this register.
- Approval authority, price-list control, discounts, and client-specific terms must come from the business’s own owners and records.
Questions you may have
Should we delete completed client proposals when a template changes?
No. Keep them as project records when needed, and distinguish them from the current reusable master.
Who may approve the new template?
The business should name the responsible approver. The person maintaining the file may be a different person.
What if we do not know whether a starter copy was replaced?
Leave that location pending and ask its owner to confirm. A changed master does not prove every copy was updated.
Sources and further reading
- Wikis and verified pages in Notion, Notion Help Center
Notion describes page owners, verification periods and notifications when verification expires. These are examples of maintaining a knowledge page.
This describes Notion features, which depend on plan and configuration; it does not establish template adoption.
Notion documents page owners, verification periods, and owner notifications when verification expires.
This page describes Notion workspace features, not proposal-template governance or team adoption. Plan, access, and workspace configuration affect which verification options are available.
2026-10-18
The demo is in English. Access may need to be arranged.
Explore the demo