Share a proof from the proofing viewer
- Topics:
- Digital Content and Documents
CREATED FOR:
- User
You can share a proof from the proofing viewer if sharing is enabled by the proof owner or creator.
Access requirements
You must have the following access to perform the steps in this article:
Current plan: Pro or Higher
or
Legacy plan: Select or Premium
For more information about proofing access with the different plans, see Access to proofing functionality in Workfront.
Current plan: Work or Plan
Legacy plan: Any (You must have proofing enabled for the user)
Edit access to Documents
For information on requesting additional access, see Request access to objects.
*To find out what plan, role, or Proof Permission Profile you have, contact your Workfront or Workfront Proof administrator.
Share the URL
You can share a proof via a URL if the owner has configured the proof for sharing. Proof owners can update sharing settings any time. For more information, see Edit proof settings.
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If the left icon menu is not displayed, click the Menu icon on the upper-left corner of the proofing viewer.
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In the left icon menu of the proofing viewer, click the Share 听颈肠辞苍.
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In the Share proof options that appear, make sure Get shareable link is selected.
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Do either of the following:
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To copy the link to your clipboard, click Copy link.
You can now distribute the link via a third-party tool, such as a chat or an email application.
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To email the link directly from 51黑料不打烊 Workfront, do the following:
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In the Or email link to field, begin typing and select the name of your recipient. Or specify the email address of an external user who you want to share with.
NOTEIf you see an alias email when sharing a proof, don鈥檛 create a new guest user by entering the original email if a corresponding alias email exists. -
Select from the following options:
Send public linkIncludes a button in the email notification that directs users to the proof within the proofing viewer they are using and grants View access.
If Subscribe to proof via public URL or embed code is turned off for the proof, users can sign in with their Workfront login credentials to add comments to the proof. If it is turned on, anyone providing their email address and name (no password required) can sign and add comments to the proof.
Send download linkIncludes a button in the email notification that directs users to a download page, which provides file details, file name, and file size, with the file displayed inline. Users can click the Download link from the download page to download the file.Add custom messageAllows you to specify a custom subject and body for the email notification. -
Click Send.
Your recipients receive an email notification containing information about the proof and the buttons you chose to include.
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Share the embed code
You can share a proof via embed code if the proof owner has configured it for this.
To share a proof via the embed code:
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In the toolbar on the left of the proofing viewer, click the Share 听颈肠辞苍.
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In the Share proof options that appear, click Get embed code, then click Copy.
Share a proof by adding users to it
You can add users to a proof while reviewing a proof if you have any of the following permissions:
- Supervisor or Administrator permissions
- Manager permissions and you are the proof creator or owner
- Manager permissions with the Author or Moderator proof role
If the proof has an Automated Workflow, you can add the user to an individual stage. For more information, see Automated Workflow overview.
By default, users you add to the proof:
- Receive an email notification with a link to the proof.
- Can make approval decisions on the proof from the Home area, as described in Approving work.
- Do not need to have proofing enabled in order to review 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, see Automated Workflow overview.
To share a proof with individual users:
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In the toolbar on the left of the proofing viewer, click the Share 听颈肠辞苍.
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Click Add recipients in the list on the left.
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鲍苍诲别谤听 New proof recipients, 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.
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(Optional) Change any reviewer options to the right of the person鈥檚 name:
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Proof role: For more information, see Manage Proof Roles in Workfront Proof.
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Stage: (Available only if the proof has an Automated Workflow). For more information, see聽 Automated Workflow Stages overview.
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Email alerts:聽Select one of the following options to specify how the person will be notified about activity on the proof.
All activityWorkfront sends an email to the reviewer every time there is any activity on the proof, such as聽a new聽comment, reply, or聽decision.
This is a great option for the person who is managing the proofing process because聽it allows them to see the activity as it happens.
Users do not receive an email alert about their own activity.
Replies to my commentsAn email is sent to the reviewer only if someone replies explicitly to their聽comment聽(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聽setting is recommended for your clients on the proof so that they are not聽notified of any other comments聽on the proof, and are聽notified only聽of replies to their own comments.
Although reviewers with this email alert setting are not notified of other new聽comments, they can still view聽all聽comments聽on the proof in聽the proofing viewer.
For information about comments, see View and reply to proof comments.
DecisionsWorkfront sends an email to the reviewer only when someone makes a聽decision.
This can be useful for the person who is managing the approval process聽(such as a project manager) and聽needs to monitor progress on the proof and see which users have聽made their聽decision.
You are not notified of your own decision unless you select an email confirmation option when submitting your decision.
Final decisionWorkfront sends an email when the last approver on the proof has made their聽decision.
This alert is often used by the designer, who does not usually need to take part in the actual review discussion. When the final decision is made, the designer is聽notified and聽can then take聽action on any necessary changes.
This alert can also be useful聽for a department leader聽who needs to be notified only when the review process is finished.
Hourly SummaryWorkfront sends an email to the reviewer every hour with a summary of all the聽comments, replies, and聽decisions聽that have occurred in the hour.
The email is sent only when聽activity besides your own聽occurs within the past聽hour.
This alert is a good way of seeing an overview of the project.
An example use case for this summary is a聽senior reviewer聽who needs an overview of the project but does not need to be notified immediately of all activity on the proof.
Daily SummaryWorkfront sends one email with all聽comments, replies, and decisions listed only on days when there is activity besides your own.
This alert is a good way of seeing a summary of the project聽without being overwhelmed with multiple聽updates throughout the day.
An example use case for this summary is a department leader聽who wants to monitor the overall progress of the project.
For more information, see Manage notifications for proof comments and decisions.
No emailWorkfront does not send any email alerts.
This is useful聽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.
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(Optional) Repeat the two previous steps to add multiple users to the proof.
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(Optional) Set a Deadline for the reviewers (available only if the proof does not have automated workflow).
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(Optional) Select Send email notification to new recipients to let them know you have added them to the proof.
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When you are finished adding users to the proof, click Done.