Keep a press-on design reference and permission log

The short answer

A design reference and permission log has one row for each reference you might use. Each row connects the exact element you want to borrow, such as a star arrangement, a color layout or a motif, to four things: the person who made it, where you found it at its original source, how you plan to use it, and any terms or messages you have about it. You can build the log in any free spreadsheet or document app and export it as a PDF whenever you want a fixed copy. The log does not decide whether a use is allowed. It shows what you have checked, what the creator actually said and what is still unresolved. If the scope of a use matters to you, for example on a set you plan to sell, send open questions to the creator or to a qualified adviser rather than settling them yourself.

What to record for each reference

Column	What goes in it
Reference ID	A short code you reuse everywhere, such as REF-03
Original-source URL	Where the design was first posted by its creator, not a repost or pin
Creator's stated name	The name or handle the creator uses at that original source
Source-identity verification date	The date you confirmed the original source and creator
Intended element	The specific part you want to use, not the whole design
Planned use	Personal set, gift, custom order artwork, listing photo and so on
Applicable terms link or version	The terms or license that applied when you checked, with the date or version
Saved evidence location	The folder or file name holding your screenshots, emails or messages
Permission request date	The date you contacted the creator, if you did
Response and stated scope	What the creator said, in their words, including any limits
Unresolved question	Anything the terms or reply did not answer
Next action	The single next step, such as follow up or choose another reference

Keep inspiration notes about palette, nail shape, length or finish on a separate tab or document, linked by the same reference ID. That way a mood note is never mistaken for a permission record.

Fill it in when you pick a reference

• Add a row as soon as you choose a reference, before you start sketching or painting.
• Name the exact element you are considering, such as the three-star cluster rather than the whole nail.
• Write down the intended use, because a reply that covers a personal set may not mention custom orders.
• Find the creator's original post and any terms that apply to it. Save a dated copy of the terms or your correspondence, and note where you saved it.
• Compare the scope you have documented with your planned use, and record any gap as an unresolved question.
• Enter one clear next action.

Use statuses that reflect evidence

• Not checked: the reference is logged, but you have not yet looked at the source or terms.
• Clarification requested: you have contacted the creator or are waiting on an answer to a specific question.
• Documented response received: you have the creator's reply or the applicable terms saved and linked.

Change a status only when new evidence arrives. Crediting the creator, finding a downloadable file or seeing the word free on a listing does not move a row forward on its own. If the evidence is incomplete, the row keeps its unresolved status. Record what you found and what you will do next, rather than writing a conclusion such as 'allowed' or 'OK to sell'.

An illustrative entry

The row below is a hypothetical example, not a real creator or design. It shows how a row looks while a question is still open.

Reference ID:        REF-03
Creator:             identity awaiting verification
Intended element:    arrangement of three stars
Planned use:         custom-order artwork
Terms:               not located
Status:              clarification requested
Next action:         verify the original creator and request the
                     relevant terms before selecting this reference

Making a free PDF copy

Keep the editable master in a free spreadsheet, and use the app's print or export option to save a PDF when you want a snapshot. Common moments for a snapshot are finalizing a custom order design sheet or closing out a collection. Put the date in the file name so older snapshots are easy to tell apart. Store the PDF with the evidence folder named in the saved evidence location column, so the record and its supporting screenshots or messages stay together.

Connect it to design sheets and set inventory

Write the reference ID on the design sheet, on any sizing sheet for a custom order, and on the storage label or inventory row for the finished set. If a creator later clarifies or changes what they allow, you can quickly find every set and sheet that used that reference and update its next action.