Configuring Proofs in Workfront

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

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.

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" below.


You can create either a basic workflow or an Automated Workflow for a proof. The workflow is where you add users and specify how you want them to review the proof.

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 Proof Roles for Users You Have Added to the Proof" below.

Configuring Settings for Users Added to the Proof

  1. Under Workflow, in the row of the user whose settings you want to update, click the drop-down menu in the Proof role column, then click the role you want to assign to the user.

    The following table lists 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-proofing users)




    (Not available when sharing with non-proofing users)





    NOTE 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 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.)
  2. (Optional) With the drop-down menu still open, select any additional permissions that appear at the bottom of the menu. Higher resolution screenshot needed here as soon Storm instance is available
    • Resolve comments and apply actions: Allows the user to do the following:
    • Share the proof by tagging users: Allows the user to add another user to the proof as explained in Tagging Users to Share a Proof.
      NOTE: If these two options are unavailable (dimmed), the user already has a permission profile that allows resolving comments, applying actions to comments, and tagging any user. If the options do not display, the person you added is not a license holder.
  3. Click Apply at the bottom of the drop-down menu in the Proof role column to confirm the proof role and permissions you have selected for the user.
  4. Repeat steps 1 through 3 for any other users you have added to the proof.
  5. For each user you are sharing with, in the Email alerts drop-down list, select the type of email alerts this user will receive when people make comments and decisions on the proof.
    For more information about these options, see Email alerts for proof comments and decisions.
    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.
  6. 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 Open proof to launch the Proofing Viewer. Click_Open_proof.png
    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 2019-04-11 20:17:58 UTC