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Sharing proofs

Introduction to sharing proofs

Workfront Proof lets you easily share proofs with other reviewers. Anyone can be added to a proof, you don't need to have a Workfront Proof account to review proofs.

If you share a proof by adding reviewers:

  • The people you share a proof with will appear in the Workflow section of the Proof details page
  • You will be able to set their role on the proof
  • You will be able to set their email alert

NOTE

  • When you add someone to a proof, you decide if you would like them to be notified of the proof or not - please see the New proof email for more information
  • You can add anybody to a proof (as long as they have a valid email address). They do not need to have a Workfront Proof account!
  • Reviewers do not count towards your user limit. You can add as many people to a proof as you like, for free!

Reviewers can be added to a proof from:

NOTE Only reviewers with edit rights on the proof can add reviewers to a proof. 


Adding reviewers on the New proof and New version pages

You can add reviewers to a proof when you are creating a new proof or uploading a new version of a proof:

  • Type in the email address of the reviewer you would like to add (1)
  • If you shared proofs with this person before, their email address will come up in the autocomplete dropdown (2)
  • If you change your mind, you can remove a reviewer from the share list by clicking on the trash icon (3)
  • You can easily remove all reviewers in one go by clicking on the top trash icon (4)

New_proof_page.png
Please go to the Creating proofs help page to find out more about creating proofs and Creating proof versions help page for more information on proof versions.

Adding reviewers from the Dashboard

You can add reviewers to your proof straight from the Dashboard, from Recent items:

  • Click on the actions dropdown available to the right from the proof (1)
  • Select Share (2) from the menu

Recent_items.png

  • The Share this version page will come up. Here you can:
    • Add reviewers by adding their email address (3)
    • Remove all reviewers with one click (4)
    • Remove each reviewer individually (5)
    • Set the email alert for every reviewer (6)
    • Set the proof role for every reviewer (7)
    • Set a deadline for the reviewers (8)
    • You can decide if you would like your reviewers to receive the New proof email (9)
    • Include or discard a custom message (10)
    • Add text to the body and the subject line of the custom message (11)
  • To share the proof, click Save (12)

Share_this_version_page.png

Adding reviewers from the Proof details page

To add reviewers from the Proof details page:

  • Go to the Proof details page of a proof
  • Click on the Share this version button (1)

Proof_details_page__1_.png

  • The Share this version page will come up. Here you can:
    • Add reviewers by adding their email address (2)
    • Remove all reviewers with one click (3)
    • Remove each reviewer individually (4)
    • Set the email alert for every reviewer (5)
    • Set the proof role for every reviewer (6)
    • Set a deadline for the reviewers (7)
    • You can decide if you would like your reviewers to receive the New proof email (8)
    • Include or discard a custom message (9)
    • Add text to the body and the subject line of the custom message (10)
  • To share the proof, click Save (11)

Share_this_version_cal_2.png

Adding reviewers from the Folder details page

Users with edit rights on the proof can share the proof from the Folder details page:

  • From the proof actions menu
  • From the actions toolbar

Proof actions menu 

To share a proof from the Folder details page using the actions menu:

Folder_details_-_actions_menu.png

  • The Share this version page will come up. Here you can:
    • Add reviewers by adding their email address (3)
    • Remove all reviewers with one click (4)
    • Remove each reviewer individually (5)
    • Set the email alert for every reviewer (6)
    • Set the proof role for every reviewer (7)
    • Set a deadline for the reviewers (8)
    • You can decide if you would like your reviewers to receive the New proof email (9)
    • Include or discard a custom message (10)
    • Add text to the body and the subject line of the custom message (11)
  • To share the proof, click Save (12)

Share_this_version_page__1_.png
Actions toolbar


You can share one or more proofs from the Folder details page:

  • Go to the Folder details page of a folder
  • Select one or more proof (1)
  • To select all items click on the top checkbox (2)
  • Click on the Share selected items button in the toolbar (3)

Folder_details_-_actions_toolbar.png

  • The Sharing folder items page will come up - here you can:
    • Add people by adding their email address (4)
    • Select a proof role for every reviewer (5)
    • Select the email alert for every reviewer (6)
    • Set a deadline for the reviewers (7)
    • Click Save to share the items (8)

Sharing_folder_items.png
NOTE You can share proofs, files and folders using this method. Please see Sharing folders and Sharing files for more information.


Adding reviewers from a view

Users with edit rights on a proof can share a proof from a view:

  • From the actions menu of a proof
  • From the actions toolbar (bulk actions)

Proof actions menu

  • You can share a proof from any of the standard Views available in the Sidebar:
    • Select a View from the Sidebar
    • Click on the Actions menu (1)
    • Select Share (2)
      Views_-_proof_actions_menu.png
  • The Share this version page will come up. Here you can:
    • Add reviewers by adding their email address (3)
    • Remove all reviewers with one click (4)
    • Remove each reviewer individually (5)
    • Set the email alert for every reviewer (6)
    • Set the proof role for every reviewer (7)
    • Set a deadline for the reviewers (8)
    • You can decide if you would like your reviewers to receive the New proof email (9)
    • Include or discard a custom message (10)
    • Add text to the body and the subject line of the custom message (11)
  • To share the proof, click Save (12)
    Share_this_version_page__2_.png

Actions toolbar

You can share one or more proofs from any of the standard Views available in the Sidebar:

  • Select a View from the Sidebar
  • Select one or more proof that you want to share (1)
  • If you want to select all items, tick the topmost tickbox (2)
  • Click on the Share selected items button (3)
    Views_-_acitons_toolbar.png
  • The Share page will come up - here you can:
    • Add people by adding their email address (4)
    • Select a proof role for every reviewer (5)
    • Select the email alert for every reviewer (6)
    • Set a deadline for the reviewers (7)
  • Click Save to share the items (8)

Share_page.png
NOTE You can share proofs, files, and folders using this method. Please see Sharing folders and Sharing files for more information.


Adding reviewers from the Proof Viewer

Reviewers with edit rights on the proof can add people to the proof from the Proof Viewer:

  • From the people section of the sidebar
  • Using the Add a reviewer button

People section of the sidebar

To add people from the People section in the Sidebar of the Proof Viewer:

  • Open the proof in the Proof Viewer
  • Expand the Sidebar to your left (1)
  • Expand the People section (2)
  • Click on Share (3)

Proof_Viewers.png 

  • The Share this version page will come up. Here you can:
    • Add reviewers by adding their email address (4)
    • Remove all reviewers with one click (5)
    • Remove each reviewer individually (6)
    • Set the email alert for every reviewer (7)
    • Set the proof role for every reviewer (8)
    • Set a deadline for the reviewers (9)
    • You can decide if you would like your reviewers to receive the New proof email (10)
    • Include or discard a custom message (11)
    • Add text to the body and the subject line of the custom message (12)
  • To share the proof, click Save (13)

Share_this_version_cal_4.png
Add a reviewer button


To add a reviewer to the proof with one button:

  • Open the proof in the Proof Viewer
  • Click on the Click to add a reviewer to the proof button (1)
Proof_Viewer_-_Click_to_add_a_reviewer_button__1_.png
  • The Share this version page will come up. Here you can:
    • Add reviewers by adding their email address (3)
    • Remove all reviewers with one click (4)
    • Remove each reviewer individually (5)
    • Set the email alert for every reviewer (6)
    • Set the proof role for every reviewer (7)
    • Set a deadline for the reviewers (8)
    • You can decide if you would like your reviewers to receive the New proof email (9)
    • Include or discard a custom message (10)
    • Add text to the body and the subject line of the custom message (11)
  • To share the proof, click Save (12)

Share_this_version_cal_2__1_.png