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Sharing a Proof in the Proofing Viewer

NOTE The information described in this article is available in the Web Proofing Viewer for video or static proofs, and in the Desktop Proofing Viewer for interactive proofs.

You can share a proof in the Web Proofing Viewer and the Desktop Proofing Viewer in the following ways:

Sharing the URL

You can share a proof via a URL if the owner has configured the proof for sharing. For information on configuring proofs, see "Configuring Share Settings for the Proof" in "Configuring Proofs in Workfront".

The steps after step 2 are identical in Sharing a Proof Within Workfront. Create a snippet.

  1. If the left icon menu is not displayed, click the Menu icon on the upper-left corner of the Proofing Viewer.
    Menu_icon_in_Proofing_Viewer.png
  2. In the left icon menu of the Proofing Viewer, click the Share icon.
    Share_btn_in_viewer.png
  3. (Conditional) In the Production environment, do either of the following:
    • To copy the public link to your system clipboard, make sure Get shareable link is selected on the left, then click Copy.
      You can now distribute the link via a third-party tool, such as a chat or an email application.
    • To email the link directly from Workfront, click Send link. In the Share proof links box that appears, type the contact's name or email address, add your message subject and any message content, then click Send.
  4. To copy the public link to your clipboard, click Copy link
    You can now distribute the link via a third-party tool, such as a chat or email application.
  5. To email the link directly from Workfront:
    1. In the Or email link to box, begin typing the recipient's name, then select the name when it displays in the drop-down list.
      Or
      Specify the email address of an external user who you want to share with.
    2. Select one of the following options:
      • Send public link: Includes a button in the email notification that opens the proof in the Proofing Viewer the recipient is using and grants View access. 
      • Send download link: Includes a button in the email notification that directs users to a download page, which provides file details, file name, and file size, with a thumbnail of the file displayed inline. Users can click Download file on the download page to download the file.
      • Add custom message: Allows you to specify a custom subject and body for the email notification. 
    3. Click Done.
      Depending on the options you selected to include, users receive an email notification with information about the proof and the buttons you chose to include.

Sharing the Embed Code

You can share a proof via embed code if the proof owner has configured it for this.

For information about configuring a prof with an embedded code, see "Configuring Share Settings for the Proof" in "Configuring Proofs in Workfront".

To share a proof via the embed code:

  1. In the toolbar on the left of the proofing viewer, click the Share icon.
    Share_btn_in_viewer__1_.png
  2. In the Share proof options that appear, click Get embed code, then click Copy.

Adding Users to a Proof

Create snippet to share text here with this.

You can add users to a proof while reviewing a proof if you have any of the following permissions:

  • Supervisor or Administrator permissions
  • Manager permissions and you are the proof creator or owner
  • Manager permissions with the Author or Moderator proof role

If the proof has an automated workflow, you can add the user to an individual stage. For more information, see "Understanding Automated Workflows."

By default, users you add to the proof:

When Automated Workflow is enabled and you add a user to the proof who does not have proofing enabled in Workfront, a new stage is created within the Automated Workflow. The user who you are adding is automatically added to this new stage when they view the proof for the first time. (For more information about Automated Workflow, see "Adding and Managing Automated Workflows for Proofs.")

To share a proof with individual users:

  1. In the toolbar on the left of the proofing viewer, click the Share icon.
    Share_btn_in_viewer__2_.png
  2. Do one of the following, depending on the environment you are using:
    • In the Production environment: 
      1. Click Add recipients in the list that appears on the left, then click the Add recipients button that appears. 
      2. In the Share this version box that appears, begin typing the name or email address of a user who you want to share the proof with, then click the name when it appears in the drop-down list. 
      3. (Optional) Change any reviewer options to the right of the person's name: 
      4. (Optional) Repeat the two previous steps to add multiple users to the proof.
      5. (Optional) Select Notify people by email to let the new recipients know you have added them to the proof.
      6. When you are finished adding users to the proof, click Share.
    • In the Preview environment:
      1. Click Add recipients in the list on the left.
      2. Under New proof recipients, begin typing the name of a user who you want to share the proof with, then click the name when it appears in the drop-down list.
      3. (Optional) Change any reviewer options to the right of the person's name: 
      4. (Optional) Repeat the two previous steps to add multiple users to the proof. 
      5. (Optional) Set a Deadline for the reviewers (available only if the proof does not have automated workflow).
        For more information, see "Setting Deadlines for a Proof."
      6. (Optional) Select Send email notification to new recipients to let them know you have added them to the proof.
      7. When you are finished adding users to the proof, click Done.
This article last updated on 2018-11-19 18:33:29 UTC