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Enabling and Disabling Proofing for Users

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. 

Understanding Access to Proofing Functionality

The proofing functionality available to users in your Workfront system depends on your organization's Workfront Proof account.

All users in Workfront can access basic proofing functionality. 

Only users whose Workfront instance is integrated with a Workfront Proof Premium account can access advanced proofing functionality.

Basic Proofing (Legacy ADM)

Basic proofing is comprised of the following capabilities:

Advanced Proofing (Workfront Proof Premium)

Advanced proofing is comprised of the following capabilities:

Enabling and Disabling Proofing for a User

Manually Enabling and Disabling Proofing

If you are a Workfront system administrator, you can enable and disable proofing for users in Workfront.

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, click User can generate proofs, then click Yes or No in the menu to enable or disable proofing for the user.
  3. (Conditional) If the User can generate proofs option is enabled, click Proof Permission Profile, then click one of the following Workfront Proof permission options from the Proof Permission Profile 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: Not sure why this sentence is here, since the options below talk about proofs created only on the user's account. Maybe it's here to point out that the profile applies to existing proofs as well as new ones yet to be created?
    • Supervisor. Can manage and view all proofs created on the 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 the account. Can view other users' proofs only when added as a reviewer.
    • Administrator. Can manage and view all proofs created on the 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.
  4. Click Save Changes to complete the update to the user settings. 

Triggering Automatic User Synchronization from Workfront to Workfront Proof

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."

Adding Proofing Access While Sharing

When sharing a document with another user, the object owner can specify whether the user can proof the document. Users that you share with are set with Reviewer permission within Workfront Proof. Is this second sentence needed here?
For more information about sharing documents for proofing, see "Sharing a 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. 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 Preferences section, click Automatically generate proofs when uploading documents, then click Yes or No in the menu.
  3. Click Save Changes.

Configuring Whether All Users Can Access Workfront Proof directly from the Workfront Global Navigation Bar

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. 

  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

The Desktop Proofing Viewer is used by default when proofing interactive content. It is also available to use when proofing static and video content. 

As a system administrator, you can specify options for launching the Desktop Proofing Viewer for all users in your system who need to proof interactive content. 

  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.

  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 2018-07-30 21:37:04 UTC