Configuring Default Proof Roles in Workfront

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

As a Workfront administrator, you can configure the default proofing roles for users and guest users on proofs created in Workfront in the following circumstances:

  • When the user or guest user is a designated recipient added to a proof's workflow.
  • When the user or guest user has permissions to access a proof via the associated Workfront object (such as a project, task, or issue), but is not a designated recipient in the proof's workflow.
    This can happen, for example, when a user is added to the parent task for the proof, but not to the workflow for the proof. 

See "Rights Associated with Proofing Roles" below for a list of each proofing role and the rights associated with it.

Configuring Default Proofing Roles

  1. In the Global Navigation Bar, click Setup
  2. Near the bottom of the list that appears on the left, click Review and Approval
  3. In the Roles for designated recipients of a document proof section, select the default role users and guests who are added to a proof.
    -This setting applies only to users who are created in the Workfront system after the role is set; not to existing users.
    -The person adding users to the proof can adjust this role, as described in "Adding Users to a Proof" in "Sharing a Proof within Workfront."
  4. In the Roles for non-recipients that open a document proof section, select the default role for users and guests who have access to a proof, but are not designated recipients in the proof's workflow.
  5. Click Save.

Rights Associated with Proofing Roles

The following table lists each proofing role and the rights associated with it: [this is duplicated in "Sharing a Proof within Workfront"]


View a Proof

Add Markups

Add Comments

Edit Own Comments If There Are No Replies

Make a Decision

Edit or Delete Comments Made by Others

Edit the Proof

View Approval Request in the My Work Area

Read Only



















Reviewer & Approver




(Not available when sharing with non-proofing users)



Moderator *

(Not available when sharing with non-proofing users)




Pink checkmarks: waiting on Dawid's confirmation:

* In addition to what is shown in the table above, users with the Moderator role can also:

  • Submit new versions
  • Add new reviewers
  • Apply actions on comments
  • Resolve comments
  • Delete comments and replies on the proof (made by themself or others)
    Deleting the first comment in a comment thread deletes the entire thread. Deleting a reply in the comment thread deletes only that reply. 
This article last updated on 2019-01-18 04:48:42 UTC