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Configuring Proof Settings for Your Organization

As an administrator for Workfront Proof or Workfront, you can customize the default proof settings for your organization. These settings include default sharing options, branding, and more.

The following sections describe how to configure various default settings for your organization:

Configuring Actions

A Select or Premium Workfront Plan is required to use this feature. For more information about the various plans available, see "Workfront Plans."

For information about using actions in the proofing viewer, see "Using Actions on Comments in the Proofing Viewer."

You can configure actions for your organization in the following ways:

Adding or Renaming an Action

  1. Log in to Workfront Proof as the Workfront Proof administrator.
  2. Click SettingsAccount settings in the upper-right corner of the Workfront Proof interface, then click the Settings tab.
  3. Do either of the following:
    • To create a new action, in the Actions section, click New action.
      There is no limit to the number of actions you can set up in your account.
    • To rename an existing action, click Setup next to the action.
  4. Type a name for the action, then click Save.
  5. Click Save.

Deactivating or Reactivating an Action

  1. Log in to Workfront Proof as the Workfront Proof administrator.
  2. Click SettingsAccount settings in the upper-right corner of the Workfront Proof interface, then click the Settings tab.
  3. Click Setup next to the action you want to deactivate or reactivate.
  4. Select Activate or Deactivate, then click Save.

Reordering Actions

  1. Log in to Workfront Proof as the Workfront Proof administrator.
  2. Click SettingsAccount settings in the upper-right corner of the Workfront Proof interface, then click the Settings tab.
  3. Click the blue up and down arrows next to Setup to reorder the actions.
    Re-order_actions.png

Configuring Custom Devices for Proofs

You can add any custom devices to your system, allowing users to review interactive content and simulate how the content appears on a specific device.

For information about how users can select devices when reviewing interactive content, see "Changing Interactive Proof Resolution in the Desktop Proofing Viewer."

To add a custom device:

  1. Log in to Workfront Proof as the Workfront Proof administrator.
  2. Click SettingsAccount settings in the upper-right corner of the Workfront Proof interface, then click the Settings tab.
  3. In the Custom Devices for proofs section, click Add new device.
  4. In the Add new device box that appears, specify the following information:
    • Name: The name users see when selecting the device in the Desktop Proofing Viewer, as described in "Changing Interactive Proof Resolution in the Desktop Proofing Viewer."
    • Dimensions: Specify the dimensions to use for this device. Users see the dimensions displayed below the device name.
    • Ratio: Specify the ratio for the device.
    • Type: Select whether the device is a Mobile, Tablet, or Desktop.
    • User agent string: Enter the user agent for the device to provide information that makes our software run and display as designed for the device.
      You can obtain the user agent by going to https://www.whatismybrowser.com/detect/what-is-my-user-agent from the device.
    • Disabled: If this option is selected, the device is not available for users to select when reviewing interactive proofs.
  5. Click Create.

Configuring Pop-Up Messages for Proofs

You can configure pop-up messages on proofs to communicate general information to all reviewers in your organization.

You can configure messages to appear in the following situations:

  • On load message: Displays when the proof first opens. Useful for explaining to users how to review a proof or to provide a disclaimer or other legal text.
  • On decision message: Displays when a user selects a decision on a proof. Useful for giving your users checklists for things such as brand or regulatory compliance. For information about decisions, see "Making Decisions on a Proof."
  • Confirm button text: The label that displays on the button in the On load pop-up message explained above.

To create pop-up messages for proofs:

  1. Click Edit to the right of the message you want to customize.
  2. Specify a message and include the appropriate formatting, then click Save.
  3. (Optional) If you customized the On load message and you want to also customize the confirmation button label, click Edit to the right of Confirm button text, specify a label, then click Save

Configuring Proof Defaults

You can define global proof default settings that apply to all proofs created by users in your organization's account.

NOTE The visibility of these settings in your account depends on your plan level; requirements for each setting are specified below.

To modify the default settings for Proofs:

  1. Log in to Workfront Proof as the Workfront Proof administrator.
  2. Click SettingsAccount settings in the upper-right corner of the Workfront Proof interface, then click the Settings tab.
  3. Continue with the following sections to learn about each available option in the Proof Defaults section:

Deadline (+business days)

Workfront Proof applies this deadline to all new proofs in your account that do not have an Automated Workflow.

Copy owner from original proof

This setting is useful if you have different people creating different versions or copies of proofs. By default, it is set to Enabled, which means that the owner of the first version a proof is also the owner of all consecutive versions of the proof, regardless of who creates these versions.

If you disable this setting, the person who creates any new version of a proof becomes the owner of that version. This means that different versions of the same proof can have different owners.

This setting applies both to creating new proofs and copying proofs.

Electronic signatures

A Select or Premium Plan is required to use this feature. For more information about the various plans available, see "Workfront Plans."

This setting makes electronic signatures mandatory on all proofs created in your organization's account. When decision makers on the proof submit their decision, Workfront Proof prompts them to confirm the decision by entering their login credentials. This means that your users cannot share proofs with Guest reviewers who don't have Workfront Proof logins.

The electronic signatures message displays when Workfront Proof prompts reviewers to electronically sign their decision on a proof.

To learn more about electronic signatures, see "Understanding Electronic Signatures."

Proof counter

A Select or Premium Plan is required to use this feature. For more information about the various plans available, see "Workfront Plans."

The Proof counter assigns a number to the proofs created in your account. It is unique to your account.

When a user creates new versions of a proof, the proof counter assigns the same number to every version.

You can specify the number from which the proof counter should count every time a user creates a proof.

IMPORTANT Once you enable the counter and start creating proofs, you cannot change the start number.

Make folder mandatory

This setting forces users to add their new proofs to folders. A proof creator can save a proof only after selecting the folder where they want to store it. This is helpful in keeping your proofs organized.

Disable proof email notifications

This setting is most commonly used by companies who developed an integration with their own systems using our Public API. If enabled, your account does not send any emails, including the New proof emails and Email alerts. You can still see the Message and Share proof links options in the account, but they do not trigger any emails.

Note that this option does not suppress Dropzone submission emails, bulk download messages, emails with PDF Summaries, and Backup emails

Right-to-left text support in comments

If your reviewers use languages with right-to-left text direction in their comments, you can enable this setting so that they are able change the text direction of a comment. 

Login required

A Select or Premium Plan is required to use this feature. For more information about the various plans available, see "Workfront Plans."

Login required enhances the security of the proofs created in your account. If it is enabled, reviewers are required to log in using their email and password before they are allowed to view proofs created in your organization's account. This means that your users cannot share the proof with Guest reviewers.

Comment deletion

If you don't want your reviewers to be able to delete their own comments, you can disable this option in your account.

Web Proofing Viewer

The Web Proofing Viewer is available to use for video and static proofs. 

You can choose whether the users in your organization use the Web Proofing Viewer or one of the other two available viewers. See "Understanding Differences Between the Various Proofing Viewers" for more information.

To enable the Web Proofing Viewer for users in your system, select from the following options:

For information about using the Web Proofing Viewer, see "Reviewing Proofs in the Web Proofing Viewer."

Desktop Proofing Viewer

The Desktop Proofing Viewer is available to use for interactive proofs. It can also proof static and video content.

You can choose whether the Desktop Proofing Viewer is the default viewer for your organization's system by selecting one of the following options:

  • Enabled and default: The Desktop Proofing Viewer opens every time a user launches an interactive proof. When this option is selected, the user can proof secure (https) and non-secure (http) websites as well as websites with iFrame protection, such as YouTube and Facebook.
  • Enabled and not default: You might not have access to this option because the Legacy Proofing Viewer is supported by Flash, which has been deprecated in most environments.
    The Legacy Proofing Viewer opens every time a user launches an interactive proof. From there, the user can launch the proof into the Desktop Proofing Viewer.
    This option is selected by default.
  • Disabled: You might not have access to this option because the Legacy Proofing Viewer is supported by Flash, which has been deprecated in most environments.
    All interactive proofs launch in the Legacy Proofing Viewer. Users do not have the option to use the Desktop Proofing Viewer.

For information about using the Desktop Proofing Viewer, see "Reviewing Proofs in the Desktop Proofing Viewer."

Configuring Sharing Defaults

You can specify who your organization's proofs can be shared with, what versions are available for reviewers, and when proofs with an automated workflow are visible to users who are associated with a given stage.

For more detailed information about sharing settings within Workfront Proof, see "Configuring Sharing Settings." 
Configuring a Custom Sub-Domain for Your Organization

You can create a customized sub-domain for your account. The sub-domain will replace the word "app" in your account URL with the sub-domain name. 

For more detailed information branded sub-domains, see "Branded Sub-Domains" in the article "Branded domains."
Branding

You can set up branding for the following areas:

  • The splash page that displays when the proof loads
  • Login and Logout screens
  • Email notifications

For detailed information about how to brand the Workfront Proof site, see "Branding."

Configuring Advanced Password Settings

Under Advanced password settings, you can enhance password security for your users.

  1. Click Setup to the right of the setting you want to configure:
    • Minimum password length: The default Workfront Proof password length is six characters. You may want to increase the number, depending on your organization's policies.
    • Character mix: You can force the users to use a mix of lowercase, uppercase, numbers, and symbols in their passwords. You decide how many characters the password should contain.
    • Maximum characters repetition: You can specify how many characters can repeat in each user's password.
    • Automatic password aging: Forces users to regularly change their password. You decide how often they will do so.
    • Number of password repetitions not allowed: Configure the number of password repetitions not allowed in your account.
    • Profile lockout: Locks your users out of the account after a number of unsuccessful login attempts that you specify. You also specify how long they should wait before they can access their account again.
    • Lock user if password not reset after 30 days: If your user doesn't change their initial password within 30 days from their profile activation, they are locked out of the account.
      Account Administrators can unlock (reactivate) users who get automatically locked by the system. This will give them additional seven days to change their password.
    • Lock user account if inactive for 120 days: If your user doesn't log into Workfront Proof or a Login-required proof for 120 days, they are locked out of the account.
    • Change password after first login: Requires users to change their temporary password after their first login.
      Account Administrators can unlock (reactivate) users who are automatically locked out by the system.
      For more password information, see "Logging In and Changing Your Password and Email."

 

This article last updated on 2018-11-15 17:31:02 UTC