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Configuring Email Notification Settings in Workfront Proof

Email notifications inform collaborators about recent activity on proofs, such as comments, replies, decisions.

Email notifications for reviewers can be set on the New proof page, New version page, and managed in the Workflow section of the Proof details page. For more information, see "Creating Proofs in Workfront Proof," "Creating Proof Versions," and "Managing Proofs."

Every user can also set their own email alert settings that will be automatically applied when a proof is shared with them. If the collaborators have their preferences, or account administrators have their recommendation on alerts frequency. This can be set as a proofing default on the users details pages.

NOTE These settings are suggested when users are creating the proofs and are adding these collaborators. However, these are suggestions only, so they can be adjusted at any time during the proofing process and the changes apply to all the activity made after the change. Proofing default settings are overridden by the settings at proof level.

Users with Administrator or Billing Administrator profiles can also set the proofing defaults for other users in their account from within Account settings.

For information about profiles, see "Editing User Profiles and Permissions."

Dropzone notifications (available only in Select and Premium editions) are governed by a separate set of settings that can be accessed by account Administrators in Account settings. For more information, see "The Dropzone" and "Account Settings."

 Configuring Proofing Defaults in Personal Settings (Workfront Proof users only)

You can configure proof settings for proofs you create.

For information about proof settings that the Workfront administrator or Workfront Proof administrator can configure, see Configuring Proof Settings for Your Organization.

Every user can set their own proofing defaults in their personal settings. For more information, see "Configuring Proof Settings for your Organization."

  1. Click Settings > Personal settings.
  2. Open the Proofing defaults tab.
  3. Click Default email notification settings to expand it.
  4. In the drop-down list to the right of the following two settings, select one of the options explained in the list below.
    • Default email alert: Affects every proof that is shared with you. This setting can be overridden at the proof level.
    • Default email alert for new guest reviewers: Affects reviewers that did not previously exist as contacts in your account.
      The following options are available in the drop-down list to the right of these two settings:
      - All activity: An email is sent to the reviewer every time there is any activity on the proof, such as a new comment, reply, or decision.
      This is a great option for the person who is managing the proofing process because it allows them to see the activity as it happens. Users do not receive an email alert about their own activity (for example, comments, replies, and decisions made.)
      - Replies to my comments: An email is sent to the reviewer only if someone replies explicitly to their comment (this excludes their own replies on their own comments). This means that if somebody on the proof makes a new comment, the reviewer is not notified.
      This setting is recommended for your clients on the proof so that they are not notified of any other comments on the proof, and are notified only of replies to their own comments.
      Although reviewers with this email alert setting are not notified of other new comments, they can still view all comments on the proof in the Proof Viewer.
      For information about comments, see "Managing Comments in the Proofing Viewer."
      - Decisions
      : An email is sent to the reviewer only when someone makes a decision.
      This email alert can be useful for the person who is managing the approval process (such as a project manager) because it allows the person managing the approval process to monitor progress on the proof and to see which users have made their decision.
      You are not notified of your own decision unless you select an email confirmation option when submitting your decision.
      - Final decision: An email is sent when the final decision is made on the proof (when the last approver on the proof has made their decision).
      This alert is often used by the designer because the designer does not need to take part in the actual review discussion. When the final decision is made, the designer is notified and can then take action on any necessary changes.
      This alert can also be useful for a department leader who needs to be notified only when the review process is finished.
      - Hourly Summary: An email is sent to the reviewer every hour with a summary of all the comments, replies, and decisions that have occurred in the last hour.
      The email is sent only when activity besides your own occurs within the past hour. If there is no activity from other users, no email is sent.
      This alert is a good way of seeing an overview of the project.
      An example use case for this summary is a senior reviewer who needs an overview of the project but does not need to be notified immediately of all activity on the proof.
      - Daily Summary: (default setting): An email is sent every day with all comments, replies, and decisions listed. An email is sent only on days when there is activity besides your own.
      This alert is a good way of seeing a summary of the project without being overwhelmed with multiple updates throughout the day.
      An example use case for this summary is a department leader who wants to monitor the overall progress of the project.
      For more information, see "Managing Comments in the Proofing Viewer" and "Making Decisions on a Proof."
      - Disabled
      : No email alerts are sent.
      This setting is useful for a person who is added to a proof only for reference purposes and does not need to be notified of any changes.
      The system default is Daily summary (also seen as Not Set). If you or your reviewers do not make any other changes, all your proofs have this setting.
      NOTE Proofing default settings are overridden by the settings at proof level. However, if proof email notifications are disabled for the whole account in Account settings, no email alerts will be sent to the collaborators even if the Disabled email alert is not selected on proofs.
      For more information, see "Proofing Email Alert Options."
  1. Change any of the following:
    • Email confirmation when proofs are ready: Specify whether you want to receive a Proof made email when you create a proof. For more information, see The Proof Made Email.
    • Format emails set to me: Choose between HTML styled emails and Plain text emails.
      NOTE: Proofing default settings are overridden by the settings at level. However, if email notifications are disabled for the whole account in Account settings, no email alerts will be sent to the collaborators even if the Disabled email alert is not selected on proofs.
  2. Under Message settings, change any of the following:

    • Proof subject template: Displays on the New proof page, New version page, Message page and Remind page. Can be edited before it's sent.

    • Proof message template: Displays on the New proof page, New version page, Message page, and Remind page. Can be edited before it's sent.

Changing Email Alerts for a Recipient

You can change email alerts for a particular recipient in a batch action.

  1. Click Contacts in the left navigation panel.
  2. Click the More (three dot) menu for the recipient, then click View member details in the dropdown menu.
  3. Open the Shared items section.
  4. Select the checkbox to the left of each item for which you want to change the email alert.
  5. Click More above the list of shared items, then click Change email alert in the dropdown menu.
  6. Change the email alert, then click Submit.

What about the Default proof settings section?

Configuring Proofing Defaults for a User

If you are a Workfront Proof administrator, you can set proofing defaults for users in your account.

  1. Click Settings > Account settings
  2. Open the Users tab.
  3. Open the More menu to the right of the user's name.
    More_button_small.png
  4. Click View users details in the dropdown menu.
  5. Under Settings, in the Default email alert settings section, change any of the following: (snippet--same as in first set of steps above)
    • Default email alert: Set the email alert that will be applied to every proof that is shared with you. Note that this setting can be overridden at the proof level.
    • Default email alert for new guest reviewers: This setting will be applied to reviewers that did not previously exist as contacts in your account. 
    • Email confirmation when proofs are ready: Specify whether you want to receive a Proof made email when you create a proof. For more information, see "The Proof Made Email."
    • Format of emails sent to me: Choose between HTML styled emails and Plain text emails. This list is incomplete. There's more in the UI.
      NOTE Proofing default settings are overridden by the settings at proof level. However, if proof email notifications are disabled for the whole account in Account settings, no email alerts will be sent to the collaborators even if the Disabled email alert is not selected on proofs.
      For more information, see "Proofing Email Alert Options."

Changing the Dropzone email settings

For information about the Dropzone, see "The Dropzone."

  1. Click Settings > Account settings
  2. Open the Dropzone tab (visible only if the Dropzone has been activated on your account).
  3. Change any of the following:
    • Email notification for all creators: Setting for people who submit proofs to your Dropzone.
    • Send proof message on activation: Specify whether you want to send a message once a proof is activated.
This article last updated on 2019-03-15 19:09:44 UTC