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Creating a Proof

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

You can create proofs for documents and websites on projects, tasks, and issues if you are a proofing user in Workfront.

The functionality available differs depending on whether you are generating a proof for a document or a URL. Also, the process for generating a proof differs depending on whether this is the first time you are generating the proof or if you are generating an additional version.

If proofs fail to generate after following the steps described in the following sections, see "Troubleshooting Proof Creation Failures."

Generating a Proof on a Document

You can generate a proof on a document that already exists in Workfront (but for which a proof has not previously been generated), you can generate a proof on a new document at the time you are uploading it to Workfront, or you can generate a new version of a document proof.

Generating a Proof on an Existing Document

  1. Navigate to the project, task, or issue where you want to create a new proof.
  2. Click the Documents tab.
  3. Select the document for which you want to generate a proof.
  4. Click Generate Proof.
    Workfront begins generating a proof of the document.
  5. 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.
  6. (Optional) To add users to the proof, to set up access and subscription settings, or to add an automated workflow, continue with any of the following sections:

Generating a New Document Proof or a New Version

Using Drag-and-Drop to Generate a New Proof or a New Version

You can drag and drop a document from your file system (such as your desktop) to generate a proof. You can use drag-and-drop to create a new proof, or to create a new version of an existing proof. The proof contains the following settings, depending on whether you are creating a new proof or a new version:

  • New proof: Creates a basic proof.
  • New version of existing proof: Creates a new version with the same proof settings as the previous version. 

To use drag-and-drop to generate a new proof or new proof version:

  1. Ensure that proofs are configured to be automatically generated, as described in "Configuring Whether Proofs Are Automatically Generated."
  2. Continue with "Adding Documents to Workfront."

Generating an Advanced Proof on a Document

  1. Navigate to the project, task, or issue where you want to create a new proof or a new version of an existing proof.
  2. Click the Documents tab.
  3. (Conditional) To create a new proof:
    1. Click the Add Document drop-down menu.
      proof_adddocuments_menu.png

      In the Production environment, this option is not yet available. Instead, click Add Documents to launch the Add Documents dialog box to upload documents.
      add_documents_dialog.png
    2. Click New Proof.
      The New Proof page is displayed.
      proof_upload_dialog.png
  4. (Conditional) To create a new version of an existing proof:
    1. Select the document where you want to add a new version.
    2. Click the More drop-down menu.
    3. Click New Version > Proof.
      The New Proof Version page is displayed.
      proof_upload_dialog.png
      [Update this screen shot - Currently it is the New Proof. There is New proof version (only the title differs from what is showing here)]

      In the Production environment, click More > New Version.
  5. 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 you file system into the drag-and-drop area in the Add Files area.
    • Click in the drag-and-drop area in the Add Files area, then browse to and select the document you want to upload from the file system on your workstation.
      proof_document_upload.png
  6. To proof one or more websites, specify the URL of the website you want to proof in the Add Files area, then press Enter.
    Repeat this process to add multiple websites to be proofed.
    For more details about proofing websites, see "Generating a Proof for a URL"
    proof_website.png
  7. (Optional) Modify the file names of any uploaded files:
    1. Mouse over the document name you want to modify in the document list in the Add Files area, then click the Edit icon. 
      proof_edit.png
    2. In the Proof name field, specify a new name, then click Done.
  8. (Optional) To delete any files from being uploaded, mouse over the document you want to delete in the document list in the Add Files area, then click the Delete icon. 
    proof_delete.png
  9. (Optional) Enable the option, Combine into single proof.
    When this option is enabled: All files and websites are available in a single proof, and you can upload up to 50 files at a given time.
    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.
    To combine all uploaded files and websites into a single proof:
    1. Enable the option Combine into single proof.
    2. In the Proof name field, specify a new name for the combined proof.
    3. In the Add Files area, reorder the included files by dragging a file to the desired order. The order of the files is the page order of the combined proof.
  10. (Optional) In the Workflow section, select from 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.
      For more information about creating an automated workflow, see "Configuring the Automated Workflow" in "Adding and Managing Automated Workflows for Proofs."
  11. Select whether to send email notifications and a custom message to the users you selected in Step 10:[Documented elsewhere?]
    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.
  12. Select any of the following proof settings: [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 selected, only Workfront Proof users are able to view the proof.
    This option is disabled by default; any person with the URL is able to view the proof.
    When this option is selected:
    - 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).
  13. 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.
    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 to the proof.

Generating a Proof for a URL

You can generate a proof for a URL for the first time. Or, you can generate a new version of a URL proof where a proof has previously been generated.

NOTE You can generate a proof for a URL only if the following conditions are met:

  • 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.
  • The website is public-facing (not located behind a firewall).

To generate a proof for a URL:

  1. Navigate to the project, task, or issue where you want to create a new URL proof or a new version of an existing URL proof.
  2. Click the Documents tab.
  3. (Conditional) To create a new proof:
    1. Click the Add Document drop-down menu.
      proof_adddocuments_menu.png

      In the Production environment, this option is not yet available. Instead, click Add Documents to launch the Add Documents dialog box to upload documents.
      add_documents_dialog.png
    2. Click New Proof.
      The New Proof page is displayed.
      proof_upload_dialog.png
  4. (Conditional) To create a new version of an existing proof:
    1. Select the URL proof where you want to add a new version.
    2. Click the More drop-down menu.
    3. Click New Version > Proof.
      The New Proof Version page is displayed.
      [Update this screen shot - Currently it is the New Proof. There is New proof version (only the title differs from what is showing here)]
      proof_upload_dialog.png

      In the Production environment, click More > New Version > Generate URL Proof.
  5. Specify the URL of the website you want to proof in the Add Files area, then press Enter.
    Repeat this process to add multiple websites to be proofed.
    proof_website.png
  6. Click the website in the document list in the Add Files area.
    proof_upload_website_modify.png
  7. Specify the following information:
    Proof name: Specify a name for the proof. By default, the proof name is the same as the site URL. 
    Handle site contents: Select from the following options:
    - Capture screenshot: Creates a proof of a static image of the URL's front page.
    - Interactive: Creates a proof that allows reviewers to navigate the site, view HTML5 images, Flash elements, and so forth.
    In order to create an interactive proof, the website must be hosted with a secure protocol (https). In addition, websites that cannot be embedded in an iframe cannot be generated as an interactive proof (iframe embedding restrictions are controlled by the website you are attempting to embed).
    After the initial proof is created, this setting cannot be changed when creating subsequent versions. 
    For more information about interactive proofing, see "Generating a Proof for Interactive Rich Media Content."
    Screenshot resolution: (This option is not available for interactive proofs.) You can adjust the resolution that your content is displayed in, or you can select multiple resolutions.
    This enables users reviewing the proof to view how content will appear on different devices, such as various sizes of phones, tablets, and monitors.
    If you select multiple resolutions, a separate proof is created for each resolution you select.
    When users comment on the proof, the current screen resolution is automatically displayed in the comment to ensure other users are aware what resolution the comment is associated with. [For Workfront Proof, we allow this for Rich Media proofs. But in Workfront it is only for static (screen shot) proofs?]
    Look for subpages: (This option is not available for interactive proofs.) Select this option to navigate through pages of the website. You can expand the website up to 2 levels deep from the main page. Mouse over a page to view the URL of the page. Select only those pages that you want to proof. Each page you select is created as an individual proof by default; or, enable the Combine into single proof option to combine all selected pages into a single proof.
  8. Click Done.
    If you are adding a new version to an existing URL proof, any options that were configured on the original proof or previous version are maintained in this version.
  9. Click Create Proof.
  10. (Optional) Configure any advanced proofing options, such as sharing the proof, adding an automated workflow, or setting up access and subscription settings. For more details about these options, see the following sections:
    "Sharing a Proof within Workfront"
    "Adding and Managing Automated Workflows for Proofs"
    "Setting Up Access and Subscription Settings for a Proof"

Generating a Proof for Interactive Rich Media Content

NOTE You can generate a proof for interactive rich media content 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. 

Understanding Interactive Content

Interactive content provides multiple methods of engaging viewers through an ad. With advanced technology, including animated elements, applets, and streaming audio and video, your content can instantly interact with an audience. This allows agencies to access aggregated metrics and retrieve data on the success of their campaigns. 

Following are examples of interactive content:

  • Ads that include video streaming 
  • Banners that expand when you hover 
  • Flash elements in static adds
  • HTML5 animations 
  • Applets (such as icons that allow you share to social media)

Adding Interactive Content

Adding Interactive Content as a URL

For information about how to add an interactive URL proof, see "Generating a Proof for a URL."

Adding Interactive Content as a ZIP File

  1. Prepare your content by creating a .zip bundled file.
    The .zip file must meet the following requirements:
    • All assets, such as CSS, JavaScript, videos, sounds, and images should be included in the bundle file
    • Interactive content should include the main file (index.html, index.htm)
      If the main file is not placed in the root location, the tool automatically searches the folder to find the main file
      The main file does not need to be named index.html/index.htm, however, you need to make sure only one .html/.htm file is placed in the main location
    • The file must contain at least one static file webpage
    • Maximum bundle size is 500 MB
    • In the case of .zip files created in iOS, the tool automatically identifies the right folder where the content is placed
  2. Navigate to the project, task, or issue where you want to upload the .zip file.
  3. Click the Documents tab.
  4. Click Add Document, then click New Proof.
    The New Proof page is displayed.
    proof_upload_dialog.png
  5. (Optional) Configure any advanced proofing options, such as sharing the proof, adding an automated workflow, or setting up access and subscription settings. For more details about these options, see the following sections:
    "Sharing a Proof within Workfront"
    "Adding and Managing Automated Workflows for Proofs"
    "Setting Up Access and Subscription Settings for a Proof"
  6. Click Create Proof.
    Workfront begins generating a proof of the zipped documents. Depending on the file size, 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. 
  7. After the proof is generated, click Proof to open the content in the proofing tool.
  8. Use the markup tools to provide feedback. 

  9. Click Finish Review to post decisions and collaborate with other team members.