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Sending Email Messages to Users on a Proof

During the review and approval process, you might want to send a message to one or all of the reviewers on a proof. Messages can be an easy way to remind reviewers to complete their review of a proof, or as a way to provide other information related to the proof.

You can choose between sending a generic reminder email and sending your own customized message. 

You can send a message to individual users or to all users who are associated with a given stage.

  1. Select the document that contains the proof that contains the users you want to message.
  2. In the Details tab, locate the Proofing section.
  3. Click Details.
    The Proofing Details dialog box is displayed.
  4. (Conditional) To send a message to multiple users in a stage:
    In the Workflow section, in the stage that contains the users that you want to message, do one of the following (depending on whether the proof for which you are messaging users has or does not have Advanced Workflow enabled):
    • If you are sending messages to users on a proof that has Advanced Workflow enabled: Click More, then click Message all.
    • If you are sending messages to users on a proof without Advanced Workflow: Click the More Options icon, then click Message all.

      The Message dialog box is displayed.
  5. (Conditional) To send a message to an individual user:
    In the Workflow section, in the stage that contains the users that you want to message, do one of the following (depending on whether the proof for which you are messaging users has or does not have Advanced Workflow enabled):
    • If you are sending messages to a user on a proof that has Advanced Workflow enabled: Click More, then click Message.

    • If you are sending messages to a user on a proof without Advanced Workflow: Click the More Options icon, then click Message.

      The Message dialog box is displayed
  6. In the Send to section, deselect any users who you do not want to receive the message. All selected users will receive the email message.
  7. Specify the following information:
    Notify people by email: This option cannot be deselected. All users receive the message via email.
    Discard custom message: Click 'Discard custom message' if you want to include only the default email content.
    The default reminder email includes the following information:
    -Personal link to the proof
    -Thumbnail of the proof image
    -The following proof details: Proof name, version number, folder name (if applicable), and a list of the reviewers and their progress on the proof.
    Subject: Specify a message subject.
    Message: Specify any message content.
  8. Click Send.