Set up an approval task with one current proof, a decision question, and a due date.
Name the current publication proof in its approval task.
Your reviewers get a clear task for the current proof. They know what decision to make and when it is due.
Put publication proof signoffs on reviewers' task lists.
Your reviewers get a clear task for the proof decision, with the link and due date from the meeting action item.
Prepare publication proofs as pending reviewer assignments.
Your reviewers get a clear approval task on the submitted proof, with the decision to make and the date you requested.