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Email alert settings

Overview

These notifications inform the collaborators about recent activity on the proofs, i.e comments, replies decisions, and they can be adjusted at any time by the proof Owners, Administrators or by collaborators themselves.

Email alerts for reviewers can be set on the New proof page, New version page, and managed in the Workflow section of the Proof details page.

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 more information, see User profiles and permissions.

Dropzone notifications* are governed by a separate set of settings that can be accessed by account Administrators in Account settings.

 *Select and Premium editions only

Personal settings - proofing defaults

Every user can set their own proofing defaults in their Personal settings. 

To go to the Proofing defaults tab

The first two sections of the Proofing defaults tab are related to email alerts and notifications.

The personal proofing defaults can also be suggested differently if a user is added to a proof not as an individual but in a predefined Group or in Automated Workflow template - in these separate proofing defaults can be set for the collaborators and the settings override the personal defaults.

Personal Proofing Defaults

Personal_Settings_-_Proofing_Defaults.png

 

Contact Proofing Defaults

When you change your own Email alert setting in your proofing defaults you have an additional option to update all the existing proofs shared with you in the pop-up

 Automated Workflow Templates

NOTE Despite the defaults the email alerts can still be changed on the existing proofs.

To change email alerts for a particular recipient in a batch action:

  1. Go to Contacts page
  2. Locate the contact
  3. open the details page
  4. scroll down to the Shared items section
  5. Select all items of your choice
  6. Choose Change email alert from the More menu

 

Proofing defaults - default email notification settings

Default email alert - you can set the email alert that will be applied to every proof that is shared with you (NOTE This setting can be overridden at proof level).

Default email alert for new guest reviewers - this setting will be applied to reviewers that have never been added to a proof before (i.e., they did not previously exist as contacts in your account).

Email confirmation when proofs are ready - here you can decide if you want to receive a Proof made email when you create a proof.

Format of emails sent to me - you can choose between HTML styled emails and Plain text emails.

NOTE Proofing default settings are overridden by the settings at proof level. However, if the proof email notifications are disabled for the whole account in the Account settings, no email alerts will be sent to the collaborators even if the Disabled email alert is not selected on the proofs (but e.g. Daily Summary, All Activity).

Proofing defaults - message settings

Proof subject template - this will automatically show on the New proof page, New version page, Message page and Remind page but can be edited before it's sent.

Proof message template - this will automatically show on the New proof page, New version page, Message page, and Remind page but can be edited before it's sent.

Account settings - setting up proofing defaults for a user

To set Proofing defaults for users in your account, follow the steps below:

  • Go to Settings and choose Account settings
  • Open the Users tab
  • Open the user's actions menu by clicking the arrow at the right hand side of their line
  • From the dropdown menu select View users details
  • On the User details page go to the Default email alert settings in the Setting section of the page
  • Here you can set the user's email alert defaults, as above

Changing the Dropzone email settings

  • Go to Settings and choose Account settings
  • Open the Dropzone tab (this will only be visible if the Dropzone has been activated on your account)
  • Here you can set:
  • Email notification for all creators - setting for people who submit proofs to your Dropzone
  • Send proof message on activation - you can decide if you want to send a message once the proof is activated

See Dropzone.