Light Users

NOTE Light users are available only on special edition plans and only for customers that reach a minimum threshold. For more information, please contact your Account Manager.

Light users provide organizations with a mechanism for granting reviewers access to the dashboard without giving them the permissions to view contacts or create and edit proofs. Unlike regular users, Light users do not have and cannot be granted any edit rights on the proof.

The following information describes the specific permissions Light users have in the account and on any proofs they are added to. For a quick cheat sheet on the Light user permissions, check out the permissions table in the last section of this help page.

Light user - account permissions

Light users have their own login and password to your account, and when they login, they see their own dashboard.


Light users can use the Proofs awaiting decision chart to manage their workload. This chart shows the proofs they need to make a decision on. The Proofs to manage chart will remain empty because Light users don’t have the ability to create or own proofs.

One of the great features of the Light user profile is the fact that they don’t have access to your Contacts list. This is a perfect solution in a situation where you’d like to give someone access to a dashboard, but you don’t want to share any account information with them.

In the sidebar a Light user will see the standard Views that they can use to filter the proofs in the account that were shared with them. If any Custom Views were shared with a Light user, they can see them and export them to a CSV.

If the Dropzone is active in the account, it will be visible to the Light user. They can submit proofs to the Dropzone; however, they are not able to manage them.

The list of folders Light users will see includes all public folders as well as private folders that were specifically shared with them. If tags were used on any of the proofs shared with the Light user, they will be able to see them in the tag list in the sidebar.

Light users, like any other user in Workfront Proof, have access to their own Personal settings; however, their view is limited to the Settings and Integrations tabs. In Settings they can update their personal information and view the account information. The Integrations tab lets them connect their profile with their Basecamp account.


Light users have access to the Proof details page for every proof that was shared with them; however, they don’t see the full details. They don’t have access to the Activity and Messages logs and are not able to edit any proof settings. Light users can view Custom Fields used on the proof, but are not able to edit them.


For a list of proof permissions, please take a look at the section below.

Light users can view the File details page for any files that were shared with them and can download the file from that page.


Light user - proof permissions

Lights users can review and approve proofs same as any other reviewer in Workfront Proof. They can be assigned the following proof roles:

  • Read Only - can view the proof and the comment list
  • Reviewer - can make comments but is not able to make a decision on the proof
  • Approver - can make a decision but is not able to make comments
  • Reviewer and Approver - can add comments and make a decision on the proof

Light users cannot be assigned the roles of Authors or Moderators or made owners of proofs.

Just like any other reviewer, Light users can attach files to comments, download the original file (if this setting is allowed on the proof), and can generate the Print summary with a list of comments, markups, and decisions made on the proof and exported the proof to Excel. They are not able to set Actions on comments, lock comment threads, or resolve comments.


Permissions table

cleaner.png View the Dashboard

cleaner.png Use the Proofs to review chart

no.png Use the Proofs to manage chart

cleaner.png Use Standard Views

cleaner.png View Custom Views that were shared with them

cleaner.png Export Custom Views that were shared with them to a CSV file

no.png Create or edit Custom Views

cleaner.png View public folders

cleaner.png View private folders that were shared with them

no.png Create or edit folders

cleaner.png View tags that were used on proofs and files shared with them

no.png Create or edit tags
no.png Add tags to proofs and files

cleaner.png View the Dropzone

cleaner.png Submit proofs to the Dropzone

no.png Manage Dropzone proofs

cleaner.png View the Proof details page

cleaner.png View the proof settings

no.png Edit the proof settings

cleaner.png View Custom Fields used on the proof

no.png Edit Custom Fields used on the proof

cleaner.png Download the original file

cleaner.png Request a Print summary

cleaner.png Export the proof to an Excel file

no.png View the Activity and Messages logs

cleaner.png Add comments

cleaner.png Add markups

cleaner.png Use the compare tool

cleaner.png Delete their own comment if no reply was posted*

cleaner.png Edit their own comment if no reply was posted

cleaner.png Make decisions (depending on the proof role)

cleaner.png Be assigned the proof role of Read Only, Reviewer, Approver or Reviewer and Approver

no.png Be assigned the proof role of Author or Moderator

no.png Delete other reviewers’ comments

no.png Edit other reviewers’ comments

no.png Use @ mentions

no.png Use Actions on comments

no.png Resolve comments

no.png Lock comments

This article last updated on 2017-09-15 16:15:23 UTC