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Sharing Files

You can use ProofHQ for more than just managing proofs. It is also an idea solution for storing and sharing files, especially as part of projects that you are using the proofing features for.

You can share a wide range of files using ProofHQ.

Shared files can be added to folders.

Who can share a file?

Creators, Billing Admins, Admins, Supervisors and Managers can share a file by Adding a person to the file:
NB: Observers cannot share files (See Profiles and permissions)

Sharing a file from the New file page

You can add people to a file on the New file page, as follows:

  • On the New file page, scroll down to the Share section
  • Add the relevant email address(es) - your contacts, groups and partners will appear automatically in the auto-complete field *
  • Click Add
*  If you select a group or partner from the auto-complete field, all contacts in that group or partner organisation will appear. You can then delete the people you do not wish to share the file with.

When the New File page has been completed, the people added to the file will automatically be sent an email with a personal URL which will take them to a page where they can download the file.

NB: You will not be able to choose Roles for the people added to the file. If you would like people to be able to review/approve the file, you will first need to convert it to a proof.



Sharing a file from the File Details page

You can add people to a file from the File Details page, as follows:


Sharing a file from the All Items page

You can add people to a file via the All Items page, as follows:
  • Go to the All Items page
  • Click on the arrow to the right of the relevant file to open the Actions menu
  • Choose Add people
  • The Add people page will appear


Add People Page

To add people to the file:
  • In the Share section, enter the email address(es) of the relevant people - your contacts, groups and partners will appear automatically in the auto-complete field *
  • In the Message section, enter a subject and message (if desired)
  • Click Save
*  If you select a group or partner from the auto-complete field, all contacts in that group or partner organisation will appear. You can then delete the people you do not wish to share the file with.

The people added to the file will automatically be sent an email with a personal URL which will take them to a page where they can download the file.

NB: You will not be able to choose Roles for the people added to the file. If you would like people to be able to review/approve the file, you will first need to convert it to a proof.


Files that have been shared with you

Email containing personal URL

Recipients will automatically be sent an email with a personal URL which will take them to a page where they can download the file. To download the file, they simply need to click the Download button.




View in the All Items page

Any file that's been shared with you will appear in the All Items page of your account.

Search for shared files

You can search for any file that's been shared with you based on the following criteria:
  • File name
  • Description (message associated with a Proof)
  • Tag name
Also see Search