Configuring Proofs in Workfront

After you generate a proof, as described in "Generating Proofs in Workfront," the New proof page appears. This article explains how to use the following sections of the New proof page to configure the proof so that it's ready for review:


Add Files

Adding Files to a Document Proof

  1. Begin creating the proof, as described in "Generating Proofs in Workfront."
    The New Proof page appears.
  2. To proof one or more documents, add documents to be proofed in either of the following ways (repeat this process to add multiple documents to be proofed):
    • Drag a document from your file system into the drag-and-drop area in the Add Files area.
    • Click browse, then find and select the document you want to upload from the file system on your workstation.
      The filename appears below the box where you added it. By default, the filename is also the name of the proof.
  3. (Optional) If you want to change the name of the proof, type a new Proof name, then click Done.
  4. Continue with "Single Proof" below

Adding Content to a Proof for a Website or Other Web Content

You can configure a website proof as a static set of page screenshots, or as interactive content in which reviewers can navigate the website and view HTML5 images, interactive banners, and so forth. This section explains both tasks.

  1. Begin creating the proof, as described under "Generating a Proof for a Website" in "Creating Proofs in Workfront."
    The New Proof page appears.
  2. Type the URL of the website you want to proof in the Add Files area, then press Enter.
    The URL appears below the box where you typed it.
    You can repeat this process to add multiple websites to be proofed.
  3. Click the URL you have added.
    Options for configuring the website proof appear.
  4. (Optional) If you want to change the name of the proof from the website URL to something else, type a Proof name.
  5. (Conditional) If you are creating a static proof of the website, make sure Capture screenshot is selected and use any of the following options.
    NOTE You cannot change this setting if you create subsequent versions of the proof. 
    • Screenshot resolution. Lets you adjust the resolution of your content when reviewers view the proof, allowing them to see how it appears on devices of varying sizes, such as phones, tablets, and monitors.  
      If you select multiple resolutions, a separate proof is created for each resolution you select.
      NOTE When a reviewer comments on the proof, the comment includes the resolution showing when the comment was made so that other reviewers know which resolution is associated with the comment. [For Workfront Proof, we allow this for Interactive proofs. But in Workfront it is only for static proofs?]
    • Look for subpages. Lets you capture the website's subpages as well as its main pages. You can click Select all to include all the pages, or you can click only certain pages you want to be included. The plus and minus buttons let you expand and close the subpage areas in the website.
  6. (Conditional) If you are creating an interactive proof for the website, select Interactive and note the following:
    • If your organization is still using the Legacy Proofing Viewer instead of the Desktop Proofing Viewer for interactive proofing, the website for which you are creating an interactive proof must be hosted with a secure protocol (https) and must be able to be embedded in an iframe (iframe embedding restrictions are controlled by the website you are attempting to embed). (You might not have access to the Legacy Proofing Viewer because it is supported by Flash, which has been deprecated in most environments. )
    • After the initial proof is created, this setting cannot be changed when creating subsequent versions. 
      For more information about interactive proofing, see "Generating a Proof for Interactive Content."
  7. Click Done.
    Workfront lists the screenshot captures that will be generated for proofing.
    If you are creating a static website proof and you selected multiple screenshot resolutions in step 5, the list includes a set of screenshots for each resolution. You can generate these screenshots as separate proofs or combine them into a single proof (see "Single Proof" below). We recommend that you combine them, especially if you are creating a static website proof.
    NOTE If you are adding a new version to an existing URL proof, any options that were configured on the original proof or previous version are maintained in this version.
  8. Continue with "Single Proof" below.

Single Proof

When this option is disabled, all documents and websites are generated as individual proofs, and you can upload up to 20 files at a given time.

When this option is enabled, all static files and websites are available in a single proof, and you can upload up to 50 files at a given time.

NOTE Interactive files, including videos and interactive websites, cannot be combined into a single proof.

  1. Ensure that you have first added documents or the URL for a website or other web content to the proof, as described above in "Add Files."
  2. (Optional) Enable Combine all compatible files into single proof, then type a Proof name for the resulting proof.
  3. (Optional) In the Add Files area on the left, drag the files or websites you have specified to change the order in which they appear as pages in the combined proof. 
  4. Continue with "Workflow Options" below.


Configuring the Workflow for the Proof

  1. In the Workflow section, select either of the following options:
    • Basic: Select this option to designate users who you want to have access to the proof immediately after it is created. You can share the proof with multiple users.
      For more information about sharing a proof, see "Adding Users to a Proof" in "Sharing a Proof within Workfront"
    • Automated: Select this option to manage content review and approval when you have complex review processes, or if you send content for review to the same groups of people regularly. With automated workflow, the proof moves from stage to stage until final approval. The relevant users are notified any time they are required to make an approval.
      To configure an automated workflow:
      1. With Automated Workflow selected, specify the following information to begin customizing the workflow:
        Workflow Template: Select a template to use from the drop-down menu.
        Your account administrator must set up and share workflow templates with you. Whether you have access to modify the template depends on the template settings configured by the administrator. If the ability to modify the template is disabled, only the owner of the template can modify it.
        If you are an administrator and you want to create a new automated workflow template, you must log in to your Workfront Proof system. You cannot create a new automated workflow template within Workfront.
        Allow users to see this proof only if their stage is active: Enable this option if you want only those users who are set as recipients on an active stage to have access to the proof. Users who are set as recipients on a stage that is not active do not have access to the proof.
      2. Specify a name for the first stage in the workflow. The stage name appears on the Workflow diagram and is included in the email notifications that are sent to reviewers.
      3. In the Recipients section, add users to the stage by using the provided field. Consider the following when adding users:
        - A user can be added to a proof only once. You cannot add the same person to more than one stage on the proof.
        - You can drag one or more users from one stage to another. You can drag users directly to another stage, or you can drag users to a stage on the Stage flow diagram. To select multiple users, press Shift+Ctrl (on Windows) or Shift+Command (on Mac).
        - Reviewers who are not added to a private stage cannot see the stage on the proof or comments made in that stage.
        Adding reviewers to an automated workflow is a similar process as adding reviewers to a basic workflow. For more details, see for sharing a proof, as described in "Configuring Share Settings for the Proof." 
      4. In the Stage settings section, specify the following information:
        Activate stage: For each stage of your Workflow, you can decide when it should be activated. For your first stage, the following options are available.
        -On proof creation
        -On a specific time and date
        Additional options are available for subsequent stages. These options require a parent stage. They are:
        -After previous deadline is reached
        -All decisions are Approved or Approved with changes
        -All decisions are Approved
        -All decisions are made
        Set stage deadline: Select this option to set a deadline for the stage.
        Calculate deadline from: The option you select in this field determines the functionality of the Deadline field.
        -Proof creation: Select this option to use the Deadline field to select the deadline date for the proof. 
        -Stage activation: Select this option to use the Deadline field to select the number of business days that will be added to the stage activation date to automatically set a deadline on the proof.
        Lock stage: Select when the stage can be locked. The following options are available.
        -When the next stage starts
        -When all decisions are made
        Primary decision maker: Select the Primary decision maker on the stage. Decision makers are available in the drop-down list only after you add reviewers to the stage.
        If you pick a Primary decision maker, only one decision required option will no longer be available on this stage.
        Require only one decision for this stage: Select this option for the review to be completed after one of the decision makers makes their decision.
        Private stage: When this option is selected, comments and decisions are not visible to people who are not added to this stage or are not Supervisors, Administrators, or Billing Administrators in the account.
      5. (Optional) To add another stage to the workflow, click Add Stage, specify a name for the new stage, then repeat Step 4 through Step 5 to add multiple stages to the automated workflow. Repeat this process to add multiple stages.
        You can view all stages of a workflow in the Stages diagram in the Workflow section. The Stages flow section remains at the top of the page when scrolling. Expand this section to view the diagram.
  2. Continue with "Configuring Share Settings for the Proof" below. An opinion: Using numbers instead of letters (a., b., c.) for substeps is confusing and disorienting in this long and complex section. 

Configuring Share Settings for the Proof

You can add recipients to a basic workflow or to an automated workflow. 

  1. In the Workflow section, in the Type contact name or email address to add a recipient box, begin typing the name of the user, company, or group in Workfront Proof who you want to share the proof with, then click the name when it appears in the drop-down list.
    Users from the company or group in Workfront Proof that you select are added to the recipient list. 
    If your proof contains an automated workflow, repeat this step for each stage of the workflow.
  2. In the row of the user whose settings you want to update, click the drop-down menu in the Proof role column, then select the role you want to assign to the user.
  3. In the Proof role drop-down list, select a role to grant to each user you are sharing with. The following table shows each role and the rights associated with it:


    View a Proof

    Add Markups

    Add Comments

    Edit Own Comments If There Are No Replies

    Make a Decision

    Edit or Delete Comments Made by Others

    Edit the Proof

    View Approval Request in the My Work Area

    Read Only



















    Reviewer & Approver




    (Not available when sharing with non-proofingusers)



    Moderator *

    (Not available when sharing with non-proofingusers)





    * Moderator: In addition to what is shown in the table above, users with the Moderator role can also:
    -Submit new versions
    -Add new reviewers
    -Apply actions on comments
    -Resolve comments
    -Delete comments and replies on the proof (made by themselves or others)
    Deleting the first comment in a comment thread deletes the entire thread. Deleting a reply in the comment thread deletes only that reply. 
  4. For each user, you are sharing with, in the Email alerts drop-down list, select the type of email alerts this user will receive.
    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."
    Daily Summary: 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."
    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.
    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.
    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.
    Set a deadline: Select the day and time when users must take action on the proof.
    If you are adding users to a proof for a document that already exists in Workfront, you should have already set a deadline.
    Notify people by email: Select this option to send an email to the users, notifying them of the proof.
    Click Add a custom message to specify a message to include in the email notification.
  5. Continue with "Email Notification" below.

Email Notification

  1. In the Email notification section, select whether to send email notifications and a custom message to the users you selected in "Workflow":
    • Notify recipients about this proof: Select this option to send an email notification to users. When Basic sharing is selected in the Workflow section, an email notification is sent when the proof is created. When Automated workflow is selected in the Workflow section, an email notification is sent when the proof enters the stage of the automated workflow that the user is associated with.
    • Add custom message: Select this option to include a custom message in the notification. You can specify a subject and message body. The message body can include rich text formatting, such as bold, bullets, and hyperlinks.
  2. Continue with "Proof Settings" below.

Proof Settings

  1. In the Proof settings section, select any of the following options: [Missing? "Primary decision maker"] [More or less duplicated from "Setting Up Access and Subscription Settings for a Proof"]
    • Require login - proof can only be shared with other users: When this option is disabled (default), anyone with the URL is able to view the proof.
      When this option is selected:
      • Only Workfront Proof users are able to view the proof.
      • Users cannot sign in to the proof unless they have been added to the proof.
      • Subscriptions cannot be enabled.
    • Only one decision required for this proof: When this option is selected, the review is completed after one of the decision makers makes their decision.
      This option is disabled by default.
    • Require decisions to be electronically signed: Users are required to specify their user name and password at the time that they make a decision on a proof.
    • Lock proof when all required decisions are made: When this setting is enabled, the proof state is locked after all decisions have been made. The state is automatically changed from unlocked to locked when the final approver makes their decision.
      This option is disabled by default.
    • Download original file: When this option is selected, reviewers are able to download the original file from which the proof was created.
      When this option is deselected, the Download icon is no longer visible.
      This option is enabled by default.
    • Share proof via public URL or embed code: When this option is selected, the proof can be shared via a public URL or embed code.
    • Subscribe to proof via public URL or embed code: When this option is selected, people who have not been added explicitly to the proof can subscribe to the proof. The person subscribing to the proof is granted the role and email that you define in the following settings:
      • Subscriber role: The default proof role that is assigned to all reviewers that subscribe to the proof. 
      • Email alert settings for subscribers: The default email alert that is assigned to all reviewers that subscribe to the proof.
      • Proof access via email link required for: Configure whether the subscriber receives an email with a link to the proof. You can select No email (email link is not required to access the proof), Proof notification email only (the subscriber receives a link to the proof via email without any verification), or Validation and proof notification emails (Subscriber receives a link to the proof via email and must click the link to access a proof; the purpose of this option is to ensure that the person has entered a correct email address to which they have access).
        NOTE If the proofs have Automated Workflow attached all subscriptions will generate confirmation emails to the proof Owners, so they could decide which stage the person should be added to.
  2. Click Create Proof.
    Workfront begins generating a proof of the selected documents or websites. Depending on the file size and type, the lag time on a document upload can vary. Be patient as bigger files take longer to generate. You can navigate away from the page and Workfront continues to generate your file. The maximum file upload size is 4GB.
  3. After the proof is generated, click Proof to launch the proofing tool. 
    The document appears in the proofing tool.
    Users who do not have proofing enabled on their account are still able to view the document and make comments to the proof.

[This is duplicated with a few differences with "Creating Proofs in Workfront Proof"]  

This article last updated on 2018-12-18 18:58:40 UTC