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Reviewing a Proof

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Contents

  1. 1 Video Tutorials
  2. 2 Overview
  3. 3 Commenting
  4. 4 Decisions
  5. 5 Compare mode

Video Tutorials



Advanced tutorial


Overview

The Proof Viewer is an easy to use application that allows your reviewers efficient access, viewing, commenting and decision making on the proof. Using the Proof Viewer for commenting and decisions makes your proofing process run much quicker and smoother than traditional methods of reviewing such as email or hard copy. You will find this to be especially true when working with multiple reviewers and proof versions. Below you will find a guide to the Proof Viewer user interface as well as instructions on utilizing the main components such as Commenting, Decisions and Comparing Versions.

Click the image to enlarge

1. Proof image
2. Comment and Decision buttons
3. Compare proofs
4. Action buttons
5. Settings, help and exit
6. Navigation and zoom* tools
7. Page navigation
8. User name
9. Sidebar
10. Basecamp link (if you have integrated ProofHQ with your own application, your own custom link will appear here)
11. Home (if you are logged into the web app, this will take you to the last viewed page)
12. Folder
13. Version navigation

* You can zoom by clicking on the proof image and also by clicking and dragging to highlight a certain area of the proof to zoom in to. If you choose the latter method, the smaller the area highlighted the more it will zoom in.

Commenting

Adding Comments

  1. Click on the Add Comment button.
  2. The New Comment window will open in edit mode.
  3. Start typing your comment in the text area
  4. Add one or more markups to the proof
  5. Click Save to save your comment and mark-ups

NB: when you open the New Comment window, you will notice that the cursor changes to the Mark-up Cursor. This is because most comments will be associated with mark-ups on the page (i.e., a box highlighting an area). However, you can make a comment without adding a mark-up.

NB: you can add multiple mark-ups to a single comment.


Opening Existing Comments

    1. Open the comment by:
      • Opening the Sidebar and clicking on the comment
      • Clicking on the pin on the proof image
    2. The Comment window will open and any mark-ups will be highlighted in the proof area
    3. Click the left/right arrows to move to the previous/next comment
    4. Click the Close icon to close the comment and the mark-ups

    Replying to Existing Comments

    1. Open a comment (see above)
    2. Enter the text in the Reply box
    3. Click the Save button to close your comment and markup(s)

    Your Reply will be saved and will be visible to other reviewers almost immediately.

    NB: The current number of replies for a comment is noted next to the comment in the Sidebar


    Editing Existing Comments

    1. Open a comment (see above)
    2. Click on the Edit button in the Comment window
    3. The Comment window will open in edit mode
    4. Start editing your comment in the text area
    5. Edit or add one or more mark-ups to the proof
    6. Click Save to save your comment and mark-ups

    Your edited comments and mark-ups will be saved and will be visible to other reviewers almost immediately.

    NB: a comment can only be edited if no reply has yet been posted. If a reply has been posted, you will not be able to edit the comment. (This is to ensure that integrity is retained in the comment thread.)


    Deleting Existing Comments

    1. Open a comment (see above)
    2. Click on the Del button in the Comment window
    3. The comment will be deleted together with any replies and mark-ups related to it

    Notes:


    Delete an Existing Reply

    1. Open a comment (see above)
    2. Click on the Del button in the reply
    3. The reply will be deleted

    Notes:


    New Markups

    Mark-ups allow you to place drawings on the proof to explain clearly what you are describing in your comments. There are several mark-up tools available in the proof:

    • Rectangle (draw a box shape)
    • Pencil (draw a freehand line)
    • Arrow (draw an arrow)
    • Line (draw a straight line)
    • Marker (highlight text or an area of the proof with a colour)
    • Crop (draw a mask shape)
    • Colour (set the colour of the currently selected drawing)
    • Thickness (set the thickness of the drawing line)
    • Delete (erase a mark-up by placing your mouse over it and clicking the 'x' icon)
    To add a new mark-up:
    1. Click the Add Comment button
    2. Click on one of the Mark-up tools in the comments section (the box mark-up will be selected by default)
    3. Add one or more mark-ups to the proof.
    4. At the same time the New Comment window will open in edit mode and you can type a comment in the text area.
    5. Click Save to save your comment and mark-up(s)

    NB: you can add more than one mark-up to a comment

    Keyboard Shortcuts

    1. Ctrl + left mouse click = zoom in
    2. Shift+ left mouse click = zoom out
    3. Spacebar activates panning

    Text Annotation

    There is now an additional markup tool in the header so that you can switch between text annotation and drawing tools.

    Text annotation lets you highlight and select text on proofs. When you are reviewing a proof, the cursor will automatically change into a text highlighting tool whenever it detects that the mouse is over a text area on the proof.

    You can click to place the cursor at a specific point in the text, or click and drag to highlight an area of text.

    If you place the cursor in a single location in the text, you will have the option to use the “insert” text annotation shortcut. This will place the word “[INSERT]” in the comment box to indicate that they want to insert additional text at that point. In addition, an “insert” markup will appear at that position in the text.

    If you select an area of text, you will have the option to use the “delete”, “insert after” or “replace” text annotation shortcuts. The words “[DELETE]”, “[INSERT]” or “[REPLACE WITH]” will respectively be added in the comment box.

    NB: In order for Text Annotation to recognize the text in your proofs, the original file must be saved with text. For instance, if your PDF file is saved as all images and not images+text, the text annotation functionality will not recognize the text.

    Decisions

    Proof Approvers can make a decision on the proof by clicking on the Decision button.

    Proof roles which require the person to make a Decision on a proof are:

    Standard Decision options are:

    • Pending - a decision is still required
    • Changes Required - you have requested changes to the proof
    • Approved with Changes - you have requested changes to the proof but don't need to see another version
    • Approved - you have approved the proof
    • Not Relevant - you do not think that you need to make a decision on this proof
    You can also create Custom Decision options for reviewers to select when making a decision. Along with Custom Decision options, you can set Reasons for the Decision. Information on creating and managing custom decisions can be found here.

    NB: Custom Decisions and Reasons are available only on Enterprise plans

    Compare mode

    Click the image to enlarge

    1. Close compare
    2. Version navigation
    3. Lock/unlock simulanteous navigation of proofs
    4. Reposition both proofs to the same co-ordinates

    The Compare function is a very powerful tool that lets you compare two versions of the same proof or even two completely separate proofs (in the same folder) side by side. To open the compare page, click the Compare button on the proof viewer (see point 3 in Overview above). 

    The Compare function has a number of key features:

    1. If you want to compare 2 different versions of the same proof:

    • Versions are displayed side-by-side at the same zoom level and same position on the page
    • The new version is shown on the left and the old version is shown on the right
    • The older version on the right opens with the first comment displayed. This makes it really easy to check that the comment has been actioned on the new version
    • You can navigate from comment to comment on the older version and the new version will move in sync
    • You can select which ever versions of the proof you want to compare, by clicking the version number at the top of each side of the split screen
    2. If there are multiple proofs in the same folder and you want to compare 2 different proofs within that folder:
    • You can select which ever proofs within the folder that you want to compare, by clicking the folder icon at each side of the split screen and selecting the proof
    • Proofs are displayed side-by-side at the same zoom level and same position on the page
    • You can navigate from comment to comment on each proof and both proofs will move in sync
    3. Navigation is synced, so when you navigate, zoom and pan, both versions will move together

    4. You can turn off the sync function and re-sync if you have done so. This is useful if each version/proof has different pagination

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