I am not sure I can offer anything constructively but this sounds like it could be a nightmare scenario and from one admin to another I would take a few steps back and think of how to improve this process so that the global administrator is not involved on a granular level with every proof. Surely there are things that you can build and implement to get this structure into more of a systematic workflow. This seems like it would have the chance to become chaotic.
We use tasks:
Artist uploads artwork -> marks task done
Next task in line can start, when finished -> Kicks off next action