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Creating Proof 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.

Understanding Versions

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.

Permissions are specific to a version. This allows you to give a user permission to see one version but not another. Conversely, if you share a later version with a user, that user cannot see earlier versions unless you go back and explicitly grant the user access to those previous versions.

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.

NOTE Sharing proof versions is described in the Sharing proofs article.

Creating a New Version from the Proof Viewer

To create a new version from the Proof Viewer:

  1. Navigate to the Proof Viewer
  2. Click the New version button. (1)
    Versions_-_New_version_via_the_Proof_Viewer.png
    The New version page is displayed.

Creating a New Version from the Proof Details Page

To create a new version via the Proof details page:

  1. Navigate to the Proof details page.
  2. Click the Plus icon. (1)
    Or
    Click the New version button in the upper-right portion of the page. (2)
    Versions_-_New_version_via_the_Proof_details_page.png
    The New version page is displayed.

Creating a New Version from the Actions Menu

To create a new version via a proof's Action menu:

  1. Navigate to any list view.
    For example, navigate to the Dashboard or All items view.
  2. Open the actions menu for a proof.(1)
  3. Click New version. (2)
    Versions_-_New_version_via_the_action_menu.png
    The New version page is displayed.

Creating a New Version from the New Proof Page

To create a new version from the New proof page:

  1. Open the New proof page.
  2. Click the New version link (1) at the top of the page.
    New_Version_form_New_proof_page.png

The New Proof dialog box is displayed. 

If the name of your new submission(2) is exactly the same as the name of one of your existing proofs, a notification at the top of the page (3) reflects this.

New_Version_form_New_proof_same_filename_note.png

After you click the New version link, the Existing proofs popup appears.

  • Select the previous version (4) for your new submission. New_Proof-New_Version_popup_v2.png

    If you cannot see your proof on the list, do any of the following:

    • Sort the columns by clicking the column header. (5)
    • Filter by name* - type in the name of the previous proof and apply the filter by clicking the filter icon. (6)
      This option is available only if you have more than one page of items on the list.
    • Identify your Box submissions by the Box logo. (7)
  • Click Save. (8)
    The New version page is displayed.

Please also see Creating proofs.

The New version page

The New version page will show all the reviewers from the previous version, including their roles and email alert settings.

You can easily edit the roles and alerts of existing reviewers or remove existing reviewers from the new version on this page.

The New version page has the following sections:

  • Upload (1)
  • Share (2)
  • Organise (3)
  • More Settings (4)
    Versions_-_The_New_version_page.png

Upload

In this section you can upload a file or capture a web page as a new version of an existing proof.

To upload a file:

  • Drag and drop your file to the blue box (1)
    • Please note that the drag and drop function will only be available with browsers that fully support HTML5, which excludes IE7, IE8, IE9, Safari among others (Safari 6 does not yet support all HTML5 features including our "Drag and drop".)
  • Click the Select files button and select the file you wish to upload (2)
  • Rename the new version by typing in the new name of the version (3)

New_Version_page_-_Upload_1.png
 To add a web capture as a new version:

  • Enter a URL into the web capture field (4)
  • Once you've entered your URL(s), click the green plus button (5)
  • Rename the new version by typing in the new name of the version (6)

New_Version_page_-_Upload_2.png
To delete the file/web capture you uploaded, simply click on the trash icon to the right of the file (7). To delete all, click the top trash icon (8) - if you are combining multiple files into a new version (Enterprise only).

NOTE

  • A new version can only be created from one file/web capture
  • If your account is on an Enterprise plan and you upload multiple files or web captures, they will be automatically combined into a single new version. Please see Combined proofs for more information.

Share

In this section you can share the new version with reviewers.

Reviewers from the previous version will be automatically copied over, however they can be removed before the version is created.

In the Share section you can:

  • Change the owner of the version to another user in your account (1)
  • Add people to the version (2)
  • Set a deadline (3)
  • Decide if you want to notify the reviewers of the new version to review * (4) - your selection will be logged in the Activity section of the Proof details page
  • Add a custom subject and message ** (5)
  • Set the proof role for the reviewers (6)
  • Set the email alert for the reviewers (7)
  • Remove a reviewer from the share list (8)
  • Remove all reviewers in one go (9)

New_version_page_-_Share_1.png

  • Here you can also check the decisions your approvers made on a previous version. To display the details hover over your approver's name (10).


New_version_page_-_Share_2.png
* If the Creator / Owner of the proof has Proof made emails disabled by default (in their Personal settings), they won't receive any Proof made or New proof emails even if the Notify people by email box is checked on the New proof page.

** You can save a template subject and message within Proofing defaults in your Personal settings. If you have saved a template, it will appear automatically in the New proof page.

Please also see Deadlines and the Settings tab (in Account settings).

Organize

In this section you can:

  • Add the version to a folder (1)
  • View the folder share list by clicking the link next to the folder name (2), if the proof is being added to a shared folder
  • Create a new folder (3)

Organise_-_folders.png

  • Apply one or more tags to the proof (4)

Organise_-_tags.png
NOTE

  • The folder will be copied from the previous version of the proof. If you select a different folder, the whole proof (all versions) will be moved.
  • Tags are inherited from the previous version of the proof as well. If you add a new tag to the new version, previous versions will be automatically tagged as well.
  • Billing Administrators and Administrators can make the folder field mandatory across the whole account. This setting can be enabled in the Account settings - Settings tab.

More Settings

The proof settings are automatically copied over from the previous version of the proof, however you can edit them in the More settings section.

Here you can:

  • Select your preferred Proof settings (1)
    • Lock the proof when all decisions are made
    • Login required
    • Electronic Signatures (Enterprise Only)
    • Only one decision required
  • Select a Primary decision maker (2)
  • Allow or block (3)
    • Download of original file
    • Public sharing of the proof including public sharing settings
    • Subscription

The selections made in this section will be shown in the Proof details page (where some fields can be edited).
More_Settings.png

The New version message

If there was a custom subject/message included in the previous version of the proof, it will show by default on the New version page. You can:

  • Edit the subject and message
  • Unselect the Notify people by email box, meaning no email will be sent to your reviewers to notify them that they have a new version to review

NOTE This is not impacted by any default custom subject/message saved in your Personal settings.

If you have a default subject and message saved in your personal settings, this will impact on what message is shown by default on the New version page:

  • If you chose to notify your reviewers by email for the previous version of the proof using the standard email (i.e., no custom subject/message), your default custom subject/message (your personal settings) will be shown on the New version page. You can then edit the custom subject and message or unselect the Notify people by email box (meaning no email will be sent to your reviewers to notify them that they have a new version to review).
  • If you chose not to notify your reviewers by email for the previous version of the proof (i.e., no standard or custom email), the New version page will not include any message by default. To notify your reviewers of the new version, click the Send a Message link, which will show your default custom subject/message (per your personal settings). You can then edit the custom subject and message if needed.

If you do not have a default subject and message saved in your Personal settings, the following will show on the New version page:

  • If you chose to notify your reviewers by email for the previous version of the proof using the standard email (i.e., no custom subject/message), the Notify people by email option will be selected by default on the New version page. To add a custom message click the link.
  • If you chose not to notify your reviewers by email for the previous version of the proof (i.e., no standard or custom email), the New version page will not include any message by default. To notify your reviewers of the new version, click the Send a Message link. You can then add a custom subject and message by clicking the Add Custom Message link.