In part three of our Workfront Proof series, we’ll cover roles, notifications, and stages in Workfront Proof. Be sure to check out part one (how to create a proof) and two (how to attach a workflow to a proof) for more information.
Roles in Workfront Proof
Roles determine what a person is able to do with the proof.
The Proof Owner is the person who uploaded the document or file. They are always first on the list, can’t be removed until others are added, possess full edit rights, and can add or remove reviewers by name or email address. The Proof Owner can transfer rights to another person by selecting the “Owner” title.
Other roles include:
- Read-only – Enables a view of the proof but no ability to make comments or decisions
- Reviewer – Allows comments and replies but no decision-making capability
- Approver – Allows for decision-making but comments are disabled
- Author – Not available for people without proofing but enables the same rights as Proof Owner
- Moderator – Not available for people without proofing but gives some of the same rights as Proof Owner
Emails and Notifications
Two types of emails are possible in Workfront Proof. Proof notification emails let someone know they have a new proof or version to review. To disable notifications for this, we simply uncheck the box for this feature. Activity email alerts tell us what is happening with the proof. All activity emails occur any time a change is made to the proof.
When someone replies to a comment we’ve made, we get a notification. Our daily summary is a once-a-day email of all activity. If there was no activity on that day, nothing is sent. Similarly, the hourly summary gives us the rundown on what has happened in the past hour, and nothing is sent if there was no activity.
Typically the proof owner will want to know when a decision is made. We’ve found it to be a best practice to assign the owner the “Decisions” alert, and all others the “Replies to my comments” alert. If we find that someone wants more or less, then the owner can easily modify their alerts as needed.
Workfront Proof Stages
We need to factor in when we want the review and approval stages to kick off. Some of our activation options won’t be used in the first stage.
During stage one, as soon as the proof generates, our countdown to the approval deadline begins. Stage two is launched when the previous stage’s status has changed. This opens up two more dropdowns, so we can pick the stage whose status and deadlines will affect the activation of the stage we are creating. We can change the status to “approved” or to “approved with changes”.
For example, when all the required decisions are made for the previous stage, we can select the current stage. This process repeats as we move through iterations. We can also set a specific date and time for it to occur, or do it manually when we need to switch to the next stage.
When we lock a stage, no one can make additional comments on the file. As the proof owner, we can do this manually at our convenience, when the next stage starts, or when all decisions are final. If we need the ability to make comments on stages at any time, then we can set the stage to never lock.
If multiple people are set as approvers, we can set up the proof so that the review is complete once one of the decision-makers finalizes their decision. This is called the “require only one decision” stage. An alternative is to designate an approver as the primary decision-maker. If you have multiple users assigned to approve in the same stage of the workflow, it’s optional. The primary decision-maker’s approval will end the review and approval workflow. If we make a stage private, the comments and decisions will not be visible to people who are not associated with that stage.
Add a Stage
The type of workflow we choose depends on whether we need additional stages. We use multiple stages if the approval processes need to start at the same time but have different deadlines, or if we want to make use of the private stage option. It also might be because we’re requiring only one decision of at least one of the stages, or if the primary decision-maker is enabled for at least one of the stages. If none of those apply, we prefer to use the basic workflow to simplify our approval process, even though we could use an automated one.
When we do need to add a stage, we click the “Add stage” button which opens up the stage settings. We can choose to activate the stage on proof creation, when the previous stage status changed, when all required decisions are made for the previous stage, when the previous stage’s deadline passed, on a specific date and time, or manually.
The deadline depends on what we selected for our activation stage. We can either select a specific date and time, or choose the number of business days from when the stage is activated.
Once we select “Create Proof”, then the workflow begins. Creating this process over and over will continue to minimize the number of tasks we need, but still can be challenging and tedious. Instead, by building, using and reusing the workflow templates, we’re able to save even more time.
Learn from Rego
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