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Configuring a User's Proofing Access

As a system administrator, you can grant and revoke a user's access to create and view proofs in Workfront.

As a user, if you have access to generate a proof, you can provide other users with access to review the proof. 

For information about proofing functionality available for basic and integrated proofing, see "Understanding Access to Proofing Functionality."

Used to be called "Enabling and Disabling Proofing for Users"

FRIDAY AFTERNOON 2/22 - make sure this is the same as in Flare--may have not kept them the same as I went

Mindy has pointed out that this article pertains to legacy plans [only? what about the two new lowest plans, Professional and Team?]. In the 3 new highest plans (Enterprise and Business-most customers are choosing Business-sweet spot, and Professional), which are now being used for all new and renewing customers and ALL customers will be on them by end of June 2020, everyone in a client company has proofing licenses an you can't enable/disable proofing for anyone. Need to figure out how to deal with this in this and possibly other articles. See notes for meeting with Mindy here: https://keep.google.com/u/0/#NOTE/1XWp3m-ZcYevaS2fzx5bBi4DDw_SlhLxinXLq4GJC4ynsnNF3IhxctWbdyOOscw

Enabling and Disabling Proofing for a User (Legacy Plans Only)

If your organization is using a legacy Select or Premium Workfront Plan, as a Workfront administrator, you can change a user's Workfront Access settings to enable and disable proofing functionality for the user.

When you enable proofing for a user, Workfront enables the option for the user's proofs to generate automatically. For more information about this option and how to disable it, see "Configuring Whether Proofs Are Automatically Generated." 

Though you can enable a user as a proofing user, he or she must have Administrator permissions in order to navigate directly to the Workfront Proof interface from the Workfront Global Navigation Bar. For information about how you can enable this option for all proofing users in your Workfront system, see "Configuring Whether All Users Can Access Workfront Proof directly from the Workfront Global Navigation Bar."

  1. Navigate to the People tab in the People area, select the user or users whose proofing access you want to modify, then click Edit.
  2. In the Access section, select User can generate proofs.

Configuring a User's Proof Permission Profile

  1. (Conditional) If the User can generate proofs option is enabled, click one of the following Workfront Proof permission options in the Proof Permission Profile drop-down menu (see "User profiles and permissions").
    NOTE Though you are changing this option in Workfront, it is actually a Workfront Proof setting.
    The permission profile you select is granted to the users for each proof that exists within your organization:
    • Supervisor. Can manage and view all proofs created on your organization's account. Can also edit reviewers added to these proofs. Cannot manage users and cannot manage the Workfront Proof settings. 
    • Manager. (Default setting. Recommended if you are allowing direct access to Workfront Proof within Workfront to all users.) Can manage and view only the proofs created or owned on your organization's account. Can view other users' proofs only when added as a reviewer.
    • Administrator. Can manage and view all proofs created on your organization's account. This includes adding and removing reviewers, proofs and comments. Can also edit account settings.
      Users with this permission profile also are given Administrator permissions in Workfront Proof.
    • Custom. If you have configured a custom permission profile within Workfront Proof, this profile is also available.
    IMPORTANT Ensure that the permission profile you grant here does not provide higher access than the user's Access Level setting in Workfront (see "Creating or Modifying Access Levels"). If it does provide higher access, the user can access proofs within Workfront Proof that he or she cannot access within Workfront.
    This is especially important if you plan to allow all Workfront users to access Workfront Proof directly from the Workfront Global Navigation Bar, as described in "Configuring Whether All Users Can Access Workfront Proof directly from the Workfront Global Navigation Bar." By default, only Workfront administrators have access to a direct link to the Workfront Proof site from the Workfront Global Navigation Bar.

    Consider the following additional information when setting permissions:
    • If you change a user's permission profile to a profile with fewer permissions, the user might lose visibility to existing proofs within Workfront. This can occur when someone shares a task with a user within Workfront, but doesn't share the proof attached to the task (see "Adding Users to a Proof" in "Sharing a Proof").
    • You can set Workfront Proof permissions from Workfront only if your Workfront environment is integrated with a Workfront Proof Premium account. If you cannot use proofing as discussed in this section, contact your system administrator.
    • At least one user in your Workfront environment must have Administrator permissions for proofing. An error message appears if you try to attempt to remove Administrator permissions for proofing from all users.
    • When you change a user's Workfront Access level to any level other than System Administrator, the user's Workfront Proof permission profile defaults to Manager.
      When you change the Workfront Access level to System Administrator, the Proof Permission profile changes to Administrator.
  2. Click Save Changes to complete the update to the user settings. 

NOTE When you create or update a user in Workfront and the user's Workfront email address matches that of a licensed Workfront Proof user, the system enables proofing for the user within Workfront. For more information, see "Understanding User Synchronization between Workfront and Workfront Proof."

Configuring Whether Proofs Are Automatically Generated

You can configure whether the system automatically generates proofs when users you specify add documents to Workfront.

By default, the system automatically generates a proof any time a proofing user adds a document to Workfront.

NOTE If your Workfront account is integrated with a Workfront Proof Premium account, the system automatically generates proofs only for new documents, not for new document versions. 

  1. Click the People tab in the People area, select the user or users whose proofing access you want to modify, then click Edit.
  2. In the Preferences section, click Automatically generate proofs when uploading documents, then click Yes or No in the menu.
  3. Click Save Changes.

Configure Workfront Proof access via Workfront Global Navigation Bar for all users

By default, only users with administrative rights within Workfront can access Workfront Proof as described in "Accessing Workfront Proof from the Workfront Global Navigation Bar" in the article "Accessing Workfront Proof from Workfront."

You can grant all users access to the Workfront Proof button within the Workfront Global Navigation Bar by contacting Workfront Support and submitting a request.

IMPORTANT If you plan to allow all Workfront users to access Workfront Proof directly from the Workfront Global Navigation Bar, ensure that the permission profile for each user does not provide more access than the user's access level within Workfront. This prevents users from accessing proofs within Workfront Proof that they cannot access within Workfront. For more information, see "Enabling and Disabling Proofing for a User."

Configuring User Access to the Web Proofing Viewer

The Web Proofing Viewer launches by default when users in your organization proof video and static content.

As the system administrator, if your organization opted to use the Legacy Proofing Viewer as the default until it is removed, you can switch the default for your users to the Web Proofing Viewer. 

You might not have access to the Legacy Proofing Viewer because it is supported by Flash, which has been deprecated in most environments.

  1. From Workfront, click the Workfront Proof icon in the Global Navigation Bar to access Workfront Proof.
  2. Click Account settings near the upper-right corner of Workfront Proof, then click the Settings tab.
  3. Under Proof Defaults, at the end of the New Proofing Viewer for video and static proofs row, click Setup.
  4. Modify the Web Proofing Viewer settings, as explained under "Web Proofing Viewer" in the article "General Proof Settings,"
  5. Click Save

Configuring User Access to the Desktop Proofing Viewer

As a Workfront administrator, you can specify options for launching the standalone Desktop Proofing Viewer app for all users in your system who need to proof interactive content. For information about this app, see "Understanding the Desktop Proofing Viewer."

  1. From Workfront, click the Workfront Proof icon in the Global Navigation Bar to access Workfront Proof.
  2. Click Account settings near the upper-right corner of Workfront Proof, then click the Settings tab.
  3. Under Proof Defaults, at the end of the Desktop Proofing Viewer for Interactive proofing row, click Setup.
  4. Modify the Desktop Proofing Viewer settings, as described in "Desktop Proofing Viewer" in "General Proof Settings."
  5. Click Save.

Configuring Custom Devices for Interactive Proofs

You can add any custom devices to your system, allowing users to review interactive content and simulate how the content appears on a specific device when they are using the Desktop Proofing Viewer. (This functionality is not available in the Web Proofing Viewer, where users can review interactive content, but only as it appears in various resolutions, not on various devices.)

  1. From Workfront, access the Workfront Proof interface, as described in "Accessing Workfront Proof from Workfront."
  2. Modify the Desktop Proofing Viewer settings, as described in "Custom Devices for Proofs" in "General Proof Settings."
This article last updated on 2019-03-21 19:29:53 UTC