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Dropbox

About the Dropbox

The Dropbox is a way for people (e.g. clients, suppliers, colleagues) to submit proofs to your account without having to log in to your account. New proofs and new versions of existing proofs can be submitted via the Dropbox. All file types currently supported by ProofHQ can be submitted using the Dropbox.

The Dropbox can be used in two ways:
  • Web Dropbox
  • Email Dropbox
When a proof has been submitted via the Dropbox, it will appear in the Dropbox page in your ProofHQ account and from there you can route it into your workflow.  To access the Dropbox page, click the link in the Sidebar.

NB: The Dropbox is only available on our Enterprise Plans.


Web Dropbox

How to submit a new proof


  • Enter your email address
  • Click Select a file or Capture a web page and choose the file/web page you wish to upload
  • Enter the security code, then click Next
  • In the next screen you will be able to add Proof details (note that this section will only appear if it has been enabled in Dropbox settings)
  • Once you've filled in the details click Next (or if you need to change anything click Back)
  • You will then be shown a screen confirming your submission

How to submit a new version of an existing proof


  • Enter your email address
  • Select the tick box to show you are uploading a new version of an existing proof
  • Click Select a file or Capture a web page and choose the file/web page you wish to upload
  • Enter the security code, then click Next
  • A validation email will then be sent to you. Click the link in the email and it will open the Dropbox window in your browser.
  • Select the previous version of the proof (only proofs that you created/submitted will be shown)
  • In the next screen you will be able to add Proof details (note that this section will only appear if it has been enabled in Dropbox settings)
  • Once you've filled in the details click Next (or if you need to change anything click Back)
  • You will then be shown a screen confirming your submission

The next step once the proof has been submitted


  • The Dropbox owner will receive a notification email to advise that a new proof has been submitted to the Dropbox
  • The proof will appear in the Dropbox page in your account (to access the Dropbox page, click the link in the Sidebar)
  • The proof will only be accessible by the Dropbox owner (or a user who has a Supervisor profile). The owner can be changed within Dropbox settings (note that only a creator, billing admin or admin can do this - see Profiles & Permissions).
  • Before the proof can be worked on it must be activated/unlocked by the Dropbox owner (a user with a Supervisor profile can also do this). Note that the status of the proof will show as Submitted until it has been activated/unlocked.
  • To activate the proof, go to the drop down menu to the right of the proof and choose Activate. (Alternatively, from within the proof page go to the Tools menu and choose Unlock proof.)
  • Once the proof has been activated/unlocked:
    • The proof status will change to Active
    • Any people that were added to the proof will receive a notification email to advise that they have a new proof to review. (Note that no email will be sent until the proof has been activated/unlocked.)
    • The proof can be worked on as normal

Email Dropbox


Proofs can also be emailed to the Dropbox. To submit proofs in this way:

  • Send an email with the file attached to the Dropbox email address (the Dropbox email address can be found in the Dropbox tab within Account Settings)
  • You (the submitter) will be sent a "Complete your submission" email asking you to confirm whether the file was a new proof or a new version
Please note that the Dropbox owner (and any people set to be notified) will not be notified that there has been a new submission to the Dropbox until all the steps above have been completed.

Also see Dropbox settings


Dropbox Settings

You can set your preferred Dropbox settings by going to the Dropbox tab in Account Settings.

Dropbox details

  • Web Dropbox - Here you can enable or disable the Dropbox
  • Web Dropbox URL - This is the URL that must enter into your browser to submit proofs via the Dropbox
  • Email Dropbox - Here you can enable or disable the Email Dropbox
  • Email Dropbox Address - This is the email address that must be used to submit proofs via the Email Dropbox
  • Dropbox Owner -  This is the person who will be notified of new submissions to the Dropbox and the person who must activate/unlock the submitted proofs (a Supervisor can also do this). You can change the Dropbox owner here, but only if you are a Creator, Billing Administrator or Administrator (see Profiles & Permissions).
  • Email notification for all creators - You can set the email notification for the proof here, e.g. All Activity, Decisions, etc (see Email Notification Settings). Please note that if the proof is moved out of the Dropbox (e.g. to another folder in your account), the Dropbox settings will not remain in place on the proof.
  • New version function - Here you can enable or disable the New Version function on the Dropbox
  • Delete draft proofs after (days) - Here you can choose the number of days after which a draft proof will be deleted
  • Hide reviewer role - Here you can choose to hide the reviewer role field when adding people to the Dropbox

Dropbox fields

You can enable/disable the following Dropbox fields in this section:
  • Add reviewers
  • Deadline
  • Subject
  • Message
If these fields are enabled they will appear in the Proof Details section of the Dropbox submission page.

Permitted domains

Here you can set specific email domains that are allowed to use the Dropbox.

People to notify

Here you can add people to be notified when a proof is submitted via the Dropbox.