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The Dropzone

About the Dropzone
The Dropzone is a way for people (e.g., clients, suppliers, colleagues) to submit proofs to your account without having to log in to your account.

New proofs and new versions of existing proofs can be submitted via the Dropzone.

All file types currently supported by ProofHQ can be submitted using the Dropzone.

The Dropzone can be used in three ways:
  • Web Dropzone
  • Desktop Uploader Dropzone
  • Email Dropzone
When a proof has been submitted via the Dropzone it will appear in the Dropzone page in your ProofHQ account and from there you can route it into your workflow. To access the Dropzone page, click the link in the Sidebar.

NOTE The Dropzone is only available on our Enterprise Plans.

Also see Dropzone in Account settings.


Web Dropzone - How to submit a new proof

1._Submit_new_proof_to_Dropzone.jpg

To submit a new proof via the Dropzone URL:
  • In your browser go to the unique Dropzone URL (this can be found in the Dropzone tab in Account settings)
  • Enter your email address
  • Click Select a file or Capture a web page and choose the file/web page you wish to upload
  • Enter the security code, then click Next (a progress bar will be displayed showing you the progress of your upload).
  • In the next screen you will be able to add Proof details (note that this section will only appear if it has been enabled in Dropzone settings)
  • Once you've filled in the details click Next (or if you need to change anything click Back)
  • You will then be shown a screen confirming your submission
NOTE Any reviewers added to the proof will only receive their notification email upon activation of the proof (see below).


Web dropzone - How to submit a new version of an existing proof

2._Submit_new_version_to_dropzone.jpg
To submit a new version of a proof using the Dropzone URL:
  • In your browser go to the unique Dropzone URL (this can be found in the Dropzone tab in Account settings)
  • Enter your email address
  • Select the tick box to show you are uploading a new version of an existing proof
  • Click Select a file or Capture a web page and choose the file/web page you wish to upload
  • Enter the security code, then click Next (a progress bar will be displayed showing you the progress of your upload).
  • A validation email will then be sent to you. Click the link in the email and it will open the Dropzone window in your browser. Please note that the link in the email notification will only be valid for 24 hours.
  • Select the previous version of the proof (only proofs that you created/submitted will be shown)
  • In the next screen you will be able to add Proof details (note that this section will only appear if it has been enabled in Dropzone settings)
  • Once you've filled in the details click Next (or if you need to change anything click Back)
  • You will then be shown a screen confirming your submission
NOTE Any reviewers added to the proof will only receive their notification email upon activation of the proof (see below).


The Desktop Uploader Dropzone - How to submit a new proof

You can submit your proofs to the Dropzone via the Desktop Uploader.

This is a convenient way for uploading large files or large volumes of files to the Dropzone as proofs.

You don't need to log in to the Desktop Uploader to upload your proofs to the Dropzone, and you can submit the proofs to any Dropzone that has been shared with you. To do this: Desktop_Uploader_-_Dropzone.png
  • Select the files (2) - drag and drop files from your desktop or click Browse files to add them to the upload queue.
  • Enter the Dropzone URL (3). (This can be found in the Dropzone tab of the Account settings page.)
  • Enter your email address (4)
  • Click the Upload (5) button
Desktop_Uploader_-_Dropzone2.png

If you are logged in to your ProofHQ account through the Desktop Uploader you can access the Dropzone submissions area from the Welcome screen(6) or the Dropzone tab (7) in the application.

Desktop_Uploader_-_Dropzone_logged_in.png
Complete your submission
  • You (the submitter) will be sent a "Complete your submission" email asking you to confirm whether the file was a new proof or a new version.

    NOTE The link in the email notification will only be valid for 24 hours.

  • Click the relevant link and follow the steps above depending on whether it is a New proof submission or a New version of an existing proof


Email Dropzone - How to submit a proof

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Proofs can also be emailed to the Dropzone. To submit proofs this way:
  • Send an email with the file attached to the Dropzone email address (the Dropzone email address can be found in the Dropzone tab within Account settings)
  • You (the submitter) will be sent a "Complete your submission" email asking you to confirm whether the file was a new proof or a new version. Please note that the link in the email notification will only be valid for 24 hours.
  • Click the relevant link and follow the steps above depending on whether it is a New proof submission or a New version of an existing proof
NOTE The Dropzone owner (and any people set to be notified) will not be notified that there has been a new submission to the Dropzone until all the steps above have been completed.

Also see Dropzone settings.


The next step once the proof has been submitted

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  • The Dropzone owner will receive a notification email to advise that a new proof has been submitted to the Dropzone
  • The proof will appear in the Dropzone page in your account (to access the Dropzone page, click the link in the Sidebar)
  • The proof will only be accessible by the Dropzone owner (or a user who has at least a Supervisor profile). The owner can be changed within Dropzone settings (note that only a Billing Administrator or an Administrator can do this.
  • Before the proof can be worked on it must be activated/unlocked by the Dropzone owner (a user with at least a Supervisor profile can also do this). Note that the status of the proof will show as Submitted until it has been activated/unlocked.
  • To activate the proof, go to the drop down menu to the right of the proof and choose Activate. (Alternatively, from within the proof page go to the Tools menu and choose Unlock proof.)
  • Once the proof has been activated/unlocked:
    • The proof status will change to Active
    • Any people that were added to the proof will receive a notification email to advise that they have a new proof to review. (Note that no email will be sent until the proof has been activated/unlocked.)
    • The proof can be worked on as normal
NOTE If the submitter also adds themselves explicitly to the proof, they will not receive a New proof email.


Managing your Dropzone

The Dropzone page makes it easy to manage the submissions to your Dropzone. Your Dropzone page includes the following options and functionality:
  • Page layout (1)
  • Choose to include/exclude archived proofs in the view (2)
  • Action buttons (3)
  • Sort (4)
  • Filter (5)
  • Proof actions menu (6)
  • Unarchive the proof (7)
  • Expand/collapse proof summary (8)
  • Select a proof (9)
New_Dropzone_design__Feb_2013_.jpg
Page layout

Available page layouts are:
  • List
  • Thumbnail list
  • Thumbnails
The default page layout is set to the Thumbnail list. In this layout you'll see a miniature image of your proofs, files (if possible to generate) and folders (if set), with other details included in separate columns. You can change it by clicking the Page Layout icon (1).

Include/exclude archived proofs in the view

Click the toggle button (2) to include/exclude archived proofs in/from the view.

Action buttons

The proof action buttons (3) will appear upon selection of proofs in the Dropzone. The action buttons allow you to:
  • Apply tags
  • Move the proof to another folder
  • Share the selected proofs
  • Delete the selected proofs
  • More actions
    • Lock
    • Activate
    • Archive
    • Unarchive
    • Change owner
    • Download
Sort

When a new proof is submitted to your Dropzone it is automatically added to the top of your view, with the oldest submission being at the bottom of the list. To view the list in a different sort order, click one of the column headings - Type, Name, Status, Decisions, or Owner.

For example, if you want to see the proofs in alphabetical order, click the Name heading once to sort the list by name in ascending order (A - Z). Click the Proof name heading again to reverse the order and display the items in descending order (Z - A).

You can also use the Sort button (4) on the top right of the page. Using this option you can sort by Latest, Oldest, Type, Name, Status, Decisions, or Owner.*

* If your column is sorted in ascending order the column header will show an upward arrow next to the column name. To reverse the order (to descending) click the relevant column header (this will show a downward arrow next to the column name).

Filter

You can filter the items in your Dropzone folder. To apply a filter, click the Show filters (5) icon at the right top of the page.

The filter bar (5) will appear and each category will have a filtering drop down menu to allow you to select your preferred value. The default value for each category is All.

To apply all chosen filters click the filter icon at the end of the filtering bar. The effect is cumulative.

The Filter values you select remain in effect until you change them. If you want to see and access the full list of items again, you MUST change all the filter values back to the default, All.

Proof actions menu
The proof actions menu (6) contains the following options:
  • View proof details
  • Share
  • Message
  • New version
  • Download the original file
  • Share proof links
  • Print comments
  • Excel summary (this will export the information in the page to an Excel spreadsheet)
  • Activate
  • Delete

Unarchive the proof

You can unarchive a proof by clicking the unarchive icon (7) to the right of the proof name.

Expand/Collapse proof summary

Click the plus icon (8) to the left of the proof name to expand/collapse the proof summary.

Selecting proofs

Select the tick box for individual or multiple proofs. The action buttons will appear upon selection of proofs.


Dropzone submissions - proof states

  • When the file is uploaded to the Dropzone, the proof will show in your Dropzone with a state of Draft
  • Once the submission has been completed, the proof will show in your Dropzone with a state of Submitted
  • Once the proof has been activated/unlocked, it will show in your Dropzone with a state of Active
  • If the proof is locked, it will show in your Dropzone with a state of Locked


Dropzone settings

You can set your preferred Dropzone settings by going to the Dropzone tab in Account settings.