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Sharing a Proof within Workfront

You can share a proofed document within Workfront in multiple ways. Each method has advantages, as shown in the following table:

  Grants Access to the Document in Workfront Grants Access to the Proof in both Workfront and ProofHQ Requests Approval within Workfront
Sharing the Document  X  X  
Sharing the Proof (Adding Users to the Proof)

 X

(Grants View access when you share either the Approver role or the Reviewer & Approver role, as described in the "Adding Users to a Proof" section)

 X  X 

Sharing the Document

To share a proof with another user within Workfront, share the proofed document, as described in "Sharing Objects" in "Sharing Permissions on Objects."

Sharing the Proof

You can share a public URL, or you can add users to a proof. When you share a public URL, the users who receive the public URL do not appear in the Workflow section of the Proof details page. 

You can access a proof's public URL only after the proof has been added to Workfront. You can add users to a proof at any time.

Sharing a proof in this way is recommended if you plan to make the user a proofing approver. When you share the proof in this way and make the user you are sharing with an approver, the user is automatically granted View access in Workfront, and the proof appears in the user's My Work area for approval.

Sharing the Public URL

When users access a proof via the public URL, they view it with Read Only access. Users can add comments to the proof or subscribe to email notifications by signing in. Proofing users can sign in with their ProofHQ login credentials; non-proofing users can sign in with an email address and display name.

To access a proof's public URL that you can then send to users:

  1. If a proof has not already been generated for the document in Workfront, you must first generate it, as described in "Generating a Proof on an Existing Document" in "Creating a Proof." 
  2. Select the document that contains the proof that you want to share with users.
  3. In the Details tab, locate the Proofing section.
  4. Click Details.
    The Proofing Details dialog box is displayed.
  5. Expand the More Sharing Options section.
  6. In the Proof URL field, ensure that Enabled is selected, then click Copy link.
    The link is copied to your workstation's clipboard.
  7. Paste the public URL into an email or a chat window and send it to the desired recipient.

Adding Users to a Proof

You can add any Workfront user to the proof if you have Edit rights on the proof. If the proof has multiple stages, you add the user to an individual stage.

Users who you add to the proof do not need to have Proofing enabled in order to review the proof.

By default, users you add to the proof:

When Automated Workflow is enabled and you add a user to the proof who does not have proofing enabled in Workfront, a new stage is created within the Automated Workflow. The user who you are adding is automatically added to this new stage when they view the proof for the first time. (For more information about Automated Workflow, see "Adding and Managing Automated Workflows for Proofs.")

Adding Users to a New Proof

  1. Begin the process for generating a proof on a document or website that you are adding to Workfront, as described in "Generating an Advanced Proof on a Document" in "Creating a Proof."
  2. In the New Proof dialog box, in the Sharing section, select either of the following sharing options:
    • Basic sharing: Select this option to designate users who you want to have access to the proof immediately after the proof is created.
      Continue with Step 3.
    • Automated workflow: 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.
      For more information about creating an automated workflow, see "Configuring the Automated Workflow" in "Adding and Managing Automated Workflows for Proofs."
  3. In the provided field, begin typing the name of the user, company, or group 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 you select are added to the recipient list.
  4. To modify share settings, click the More icon next to a user's name in the recipient list. 
    proof_share_basic.png
  5. Click Edit proof role and alert settings.
    proof_share_basic_editrole.png
  6. Continue with "Configuring Role and Alert Settings."

Adding Users to an Existing Proof from the Documents Tab

  1. If a proof has not already been generated for the document in workfront, you must first generate it, as described in "Generating a Proof on an Existing Document" in "Creating a New Proof." 
  2. Select the document that contains the proof that you want to add users to.
  3. In the Details tab, locate the Proofing section.
  4. Click Details.
  5. The Proofing Details dialog box is displayed.
  6. (Optional) If you want to set or change the deadline for the stage, click No deadline or click the existing deadline next to the deadline icon, then use the calendar to select a new deadline.  
  7. In the Workflow section, in the stage where you want to add users, click More > Share.
  8. In the Share section, begin typing the name of a user who you want to share the proof with, then click the name when it appears in the drop-down list.
    Or
    Specify the email address of an external user who you want to share the proof with.
    Repeat this step to add multiple users to the proof.
  9. Continue with "Configuring Role and Alert Settings."

Adding Users to an Existing Proof from the Proofing Viewer

You can add users to a proof while you review a proof.

  1. Navigate to the proofing viewer of the proof you want to share.
  2. In the HTML5 viewer, click the Menu icon in the upper-left corner of the proofing viewer, then click Share.
    You are taken to the Workfront Proof application and the Share this Version dialog box is displayed.
    proof_share_dialog.png
  3. In the Share section, begin typing the name of a user who you want to share the proof with, then click the name when it appears in the drop-down list.
    Or
    Specify the email address of an external user who you want to share the proof with.
    Repeat this step to add multiple users to the proof.
  4. Continue with "Configuring Role and Alert Settings."

Configuring Role and Alert Settings

  1. Begin sharing a proof as described in either of the following sections:
  2. In the 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

    X

     

     

     

     

     

     

     

    Reviewer

    X

    X

    X

    X

     

     

     

     

    Approver

    X

     

     

     

    X

     

     

    X

    Reviewer & Approver

    X

    X

    X

    X

    X

     

     

    X

    Author

    (Not available when sharing with non-proofingusers)

    X

    X

    X

    X

    X

     

    X

     

    Moderator *

    (Not available when sharing with non-proofingusers)

     

    X

    X

    X

    X

     

    X

     

     

     
    * 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 themself 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. 
  3. 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 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.
    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 of updates throughout the day.
    An example use case for this summary is a department leader who want to monitor the overall progress of the project.
    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, he or she 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, as described in Step 2.
    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.
  4. Continue with "Adding an Automated Workflow to a Proof" or "Setting Up Access and Subscription Settings for a Proof."
    NOTE: You can add users to the proof, set up access and subscription settings, and add an automated workflow after the proof is generated.
    Or
    To generate the proof right now, click Create Proof or Share, depending on whether you are adding users to the proof while creating it, or you are adding users to the proof for a document that already exists in Workfront.
    You receive an email notification about any activity that was made on the proof, such as comments or approval decisions. 
    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 or changes to the proof.

Reporting on Proofing Approvals

You can create a report that reports on the proofing approvals that have been shared within Workfront. This report provides the following proof approval information in your system:

  • Document that was submitted for approval
  • Name of the approver
  • Proof version
  • Proof ID
  • Proof creation date

You access this approval when creating a report based on an object, as described in the "Creating a Report Using the Report Builder" section in "Creating a Report."

For more information about the Proof Approvals object report, see the "Reporting On Objects" section in "Understanding Objects."

Approving a Shared Proof 

When a user adds you to a proof and grants either the Approver role or the Reviewer & Approver role (either from the stand-alone Workfront Proof application or by using Automated Workflow within Workfront), the approval request is displayed on the Approvals tab in your My Work area. You can then view the proof and make an approval decision on the proof directly from Workfront.

For information about how to make approval decisions from the My Work area, see "Approving Work from the My Work Area" in "Approving Work."