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Managing a Proof

Contents

  1. 1 Proof Details page
  2. 2 Proof Settings
  3. 3 Share a proof
  4. 4 Add a proof to a folder
  5. 5 Delete a proof

Proof Details page

You can view the proof details page in the following ways:

The Proof Details page has the following sections:


Breadcrumb Navigation

There is a breadcrumb trail shown at the top of the page which allows you to see the exact route you took to access this Proof Details page.


Action buttons

The following action buttons are included at the top of the page:

Details

The Details section shows the following details:
  • Proof name
  • Original file name
  • Folder that the proof has been added to
  • Subject
  • Message
  • Created (date the proof was uploaded)
  • Tags
  • Downloaded (number of times the original file has been downloaded)
  • Parent proof
  • Versions
  • Preview

You can perform the following actions in this section:
  • Edit Name and Folder Fields
  • Manage tags
  • Open the details page for another version of the proof
  • Delete other versions of the proof

Proof Results

This section shows you the following information:
  • Proof state (Available states are - active, locked, draft, submitted) *
  • Status
  • Decisions
  • Comments
* The state of a proof can be edited here

People

This section shows you the following details for all the people that have been added to the proof:
  • Name
  • Role
  • Deadline
  • Decision
  • Comments
  • Email notifications setting
Here you can also access the Stage and Reviewer actions menus by clicking on the arrow at the right.

The Stage actions menu allows you to:

  • Remind all
  • Edit stage
  • Delete stage (This deletes the stage and all people associated with it. Comments from those people are not deleted.)

The Reviewer actions menu allow you to:


URLs

This section provides you with the following:


Basecamp

This section lets you update Basecamp integration for this proof by associating the proof with a Basecamp project or changing it to a different Basecamp project.

Settings

You can view and edit the following proof settings here:
  • Owner
  • Creator *
  • Email notification for reviewers
  • Lock proof when all decisions are made
  • Only require one decision
  • Primary Decision Maker
  • Login required
  • Block download of original file
* The Creator field cannot be edited.

See Proof Settings


Activity

This section shows you a list of all the actions performed on the proof, in date order, providing an audit trail for the proof. Here you can see the following details:
  • What the action was
  • When the action was completed
  • The person/people involved in the action


Proof Settings

There are various proof settings. These can be selected originally in the New proof page or edited in the Proof Details page.

Lock proofs when all decisions are made

By default, proofs remain Unlocked after everyone who needs to make a decision has done so.

You can set the proof so that its State changes to Locked when all decisions have been made.  This automatically changes the State from Unlocked to Locked when the final Approver makes their decision.

Only require one decision

This setting lets you require just one person to make a decision on a proof, even if you have asked more than one person for a decision (i.e. more than one person has been given the role of approver).

This setting can be used, for example, if you need just one person out of a group/department to approve the proof.

With this setting turned on, once one person has made a decision, the proof Status will be changed and the progress bar will show all boxes as green (i.e. complete). If the Lock proof when all decisions are made setting is on, the proof will be locked as well.

Primary Decision Maker

You can set a Primary decision maker on a proof and, irrespective of the decisions made by the other decision-makers, the decision of the Primary decision maker will determine the overall Status of the proof.

Please note that if a Primary Decision Maker is selected, you will not be able to select the "Only one decision required" setting for the proof.

Login Required

The standard workflow is that recipients receive an email with a Personal URL that takes them straight to the proof page, without them having to log into ProofHQ.  If you require higher levels of security, you can use the Login Required setting. This forces the recipient to enter their email and password before they can access the proof. This does mean that you can only send proofs to colleagues or members, i.e. people who have a ProofHQ login.

NB: In order for somebody to sign in to the proof (when Login Required has been enabled), they must have been added to the proof. If Login Required is enabled, Subscriptions cannot be enable.

Subscription Enabled

Subscription Enabled is an advanced setting that works with the Team URL and Embed Viewer. By default, people accessing the proof with the Team URL or Embed Viewer can only view the proof in Read Only mode. People who are already reviewers on the proof can sign in using their email address. Subscription Enabled allows people who are not participants to subscribe themselves to the proof (i.e. add themselves to the proof).

If Subscription Enabled has been selected, the following fields will appear:

Subscriber Validation Required

If Subscription Enabled has been selected, there is a further setting that you can use, which is Subscriber Validation Required. This means that the person subscribing will not get immediate access, but will get a link to the proof in an email. The purpose of Subscriber Validation is to ensure that the person has entered a correct email address to which they have access.

Default Role for new Subscribers

If Subscription Enabled has been selected, the Default Role for new Subscribers field will appear, allowing you to choose the default role for anybody that subscribes to the proof.

Block Download of Original File

The standard setting is that participants on a proof can download the original file from which the proof was created. Block Download of Original File does what it says on the tin. It disables the download function on the proof.


Share a proof



Add a proof to a folder



Delete a proof


You can delete a proof in the following ways:

Delete from the Proof page

To delete a proof from the proof page:



Delete using the Header menu

You can delete one or more proofs using the Header menu in any list view page (e.g. All items). To delete proofs in this way:
  • Go to a list view page (e.g. All items)
  • Select the tick box next to the relevant proof(s)
  • Click Delete in the Header menu
  • A confirmation page will appear - click Continue
NB: All versions, reviews, comments, replies and related data will be deleted.




Delete using the Actions menu

You can delete a proof using the Actions menu in any list view page (e.g. All items). To delete a proof in this way:
  • Go to a list view page (e.g. All items)
  • Open the relevant proof's Actions menu by clicking the arrow to the right
  • Choose Delete