Managing proof versions

Introduction to versions

Managing feedback across multiple versions or revisions of a piece of work can be a huge challenge. Workfront Proof simplifies this process by letting you create and compare multiple versions of a proof.

There is no limit to the number of versions of a proof you can create. So, if you need to go through many revisions with a client to get a final approval, all the versions created can be viewed and easily managed within Workfront Proof. (Also see Version sets below)

Permissions are specific to a version, so you can give a person permission to see one version but not another. Conversely, if you share a later version with a person, they will not be able to see earlier versions unless you go back and explicitly add them to those previous versions as well.

To create a new version of a proof you must have edit rights on the proof.

Please see Proof roles and Permission profiles to get more information on who has edit rights on a proof and Creating proof versions to find out more about creating versions.

Viewing versions

You can manage versions from the Proof Viewer and Proof details page.

Viewing different versions of the proof in the Proof Viewer

The full name of the version you are viewing will show at the top left of the Proof Viewer (1). The other versions of the proof will show as version number only (2). To see the name of another version of the proof, hover the cursor over the version number. To view another version, click the version number and that version will be shown in the Proof Viewer


Click here for the new Workfront Proof Viewer

To compare two versions, click the Compare button (3). If there are multiple versions of the proof, you can select which two version you want to compare by clicking the relevant version number in each side of the compare mode split screen.

Also see Reviewing proofs

Click here for the new Workfront Proof Viewer

Viewing different versions of the proof via the Proof details page

All versions of the proof can be accessed via the Proof details page.

You can move between versions by clicking the versions tabs (1) at the top of the page. 

Linking and unlinking proof versions

If your proof has multiple versions, the previous version of the proof is commonly known as the parent proof.

If you would like to change the parent proof (previous version) for another proof in your account, or connect a single proof to another proof in your account (as a new version of the other proof), you can do so easily by following these steps:

  • Go to the Proof details page
  • Click the Change previous version button (1)
  • Select Change the previous version (2)
  • The Change previous version pop up will appear, where you'll be able to select the proof you wish to set as the parent proof (previous version) (3)

If you can't see your proof on the list you can:

  • Sort the columns by clicking on the column header (4)
  • Filter by name (5) - type in the name of the previous proof and apply the filter by clicking the filter icon

Click Save (6) to connect both of the versions.
NOTE When you connect a proof to another proof in your account (as a new version), the proof that now becomes the previous version (in the proof chain) will be locked automatically.

Unlinking proof versions

If you would like to unlink the proof you're currently viewing from its parent proof (previous version) without linking it to another proof in your account:

  • Go to the Proof details page
  • Click the Change previous version button (1)
  • Select Remove link to previous version (2)

NOTE Only the last version can be unlinked (disconnected) from the whole set of versions. It will then become a single proof.
NOTE If you need to insert a version in between two existing versions, you can unlink all versions of the same proof and re-link them in the correct order.

Version "sets"

For static proofs and SWF files, each set of five versions will count as one proof against your total proof limit.

So, if you upload five versions of a design (including the original version), that counts as one proof. If you upload six versions of a design, that counts as two proofs. Eleven versions would count as three proofs and so on.

For audio visual files, each new version counts as a new proof.

This article last updated on 2017-09-15 16:26:54 UTC