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Changing the Email Alerts You Receive as a Reviewer on a Proof

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

All proofing reviewers, including external stakeholders, can specify which proof notifications they want to receive for a proof. The setting you select remains in effect only for the proof you have open.

!!! Need to find out if this new functionality (19.1 B3) impacts a bunch of other articles!!!

NOTE: This is different from the email alert settings you can configure in Workfront. 

  1. Open the proof for which you want to configure notifications you will receive.
  2. If the left toolbar is not showing, click the Menu icon, located in the upper-left corner of the Web Proofing Viewer.
    Menu_icon_in_Proofing_Viewer.png
  3. In the left toolbar, click the Settings icon.
    Settings_icon.png
  4. Select the Send me email notifications about setting you want for the proof:
    • 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 the 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.
      For information about comments, see "Managing Comments in the Proofing Viewer."
    • 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, the designer 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.
    • 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.
    • Daily Summary: (default setting): 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 updates throughout the day.
      An example use case for this summary is a department leader who wants to monitor the overall progress of the project.
      For more information, see "Managing Comments in the Proofing Viewer" and "Making Decisions on a Proof."
    • No email: 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.

    The setting you select remains in effect only for the proof you have open.

Create a snippet for these bullet points to use here, Configuring Proofing Viewer Settings, and in Configuring Proofs in Workfront. These options also appear in Configuring Your Email Alerts in Workfront Proof

This article last updated on 2019-01-18 22:40:52 UTC