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New ProofHQ Viewer - Reviewing a proof

Starting reviewing the proof is as easy as clicking the "Go to proof" button in your email notification. This opens the ProofHQ Viewer with the proof directly in your browser. The new, improved ProofHQ Viewer is more intuitive and even easier to use application that allows your reviewers efficient access, viewing, commenting and decision making on the proof.

Using the ProofHQ 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 ProofHQ Viewer user interface as well as instructions on utilizing the main components such as commenting, decisions and comparing versions.

The ProofHQ Viewer contains:

    • Proof image (1)
    • Proof name (2)
    • Comment and Decision buttons (3)
    • Compare proofs (4)
    • Comments counter (5)
    • Comments views (6)
    • Reviewer's initials (visible when you hover over the square) (7)
    • Other Reviewer's initials showing who else is reviewing proof at the same time (8)
    • Filtering menu (9)
    • Zoom tool (10)
    • Pan mode (11) 
    • Navigation tools (12)
    • Measurement tool (13)
    • Page navigation (14)
    • Expandable sidebar (15)
    • Sidebar icons (16)
    • Versions navigation (17)

You can easily make comments and reply to other people's comments on the proof and they will appear on the proof instantly (almost real time).

The comment list will be available to all reviewers added to the proof in the sidebar in the Proof Viewer.

You can easily browse between comments either by clicking through them in the sidebar or using the arrows available in the comment box.

You can start adding comments in various ways:
  • Click the Add comment button

  • Double-click on the proof area
  • Right-click on the proof and select Add comment from the context menu
  • Use the Ctrl + Alt + N keyboard shortcut
Save your comment by clicking Save button in the comment box or by using the Ctrl + Alt + Enter keyboard shortcut (see our Keboard shortucs section).

Please take a look at our Comments help page for more detailed instructions.


Mark-ups allow you to place drawings on the proof to explain clearly what you are describing in your comments. There are several markup tools available in the proof:
  • Rectangle (draw a box shape)
  • Freehand (draw a freehand line)
  • Line (draw a straight line)
  • Polyline (draw a polygonal line/shape)
  • Arrow (draw an arrow)
  • Highlight (highlight text or an area of the proof with a colour)
  • Crop (draw a mask shape)
Additionally you can choose:
  • Color (set the color of the currently selected drawing)
  • Thickness (set the thickness of the drawing line)
You can erase a markup by placing your mouse over it and clicking the 'x' icon)

Using the keyboard shortcuts you also can:
  • Undo last operation - Ctrl + Z
  • Redo last operation - Ctrl + Y
  • Copy markup - Ctrl + Alt + C
  • Cut markup - Ctrl + Alt + X
  • Paste markup - Ctrl + Alt + V
  • Duplicate markup - Ctrl + Alt + D
Text selection

You can easily review text on your proofs using the Text selection tool. Once the text is extracted from your file you will see the Text selection tool enabled on the Markups bar.

Please note: We extract text from the PDF, MS Office, PSD and AI files, if available. If the font is rasterized in your file no text will be extracted.

Please take a look at our Comments help page for more detailed instructions on the text annotations.
Proof approvers (i.e. Approvers, Authors and Moderators) can submit their decision on the proof by clicking on the Finish review button.

Please note: Custom decisions and Decision reasons are available on Enterprise and Unlimited plans.

Please visit our Decisions help page for more information on Decisions.


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.

When you open a proof:
  • The proof will open at 100% if this fits in the proof viewer
  • Otherwise the proof will zoom until it fits the proof viewer but no further than 50%
When viewing comments:
  • The image will not zoom in automatically
  • If the markup fits in the current zoom level, it won't zoom out
  • If the markup fits in the current zoom level but is not in view, the proof image will pan to show the markup
In the sidebar inside you'll find many useful options and settings, including the proof details, grouped into a few sections:
  • Dashboard (1) - takes you directly to the Dashboard on your account (visible for ProofHQ 
    users only)
  • Folder browser (2) (visible when your proof is placed inside a folder)
  • Create new items (3) 
  • Workflow (4)
  • Details (5)
  • Share (6)
  • Email notifications (7)
  • More (8)
  • Settings (9)
  • Help (10)
Please note: Some buttons in the sidebar will be only visible to ProofHQ users, as per their permissions on the proof. Please see below for additional information on each panel.


This icon is visible to ProofHQ users only - clicking on the house icon will take you to your ProofHQ Dashboard

The Folder browser

The folder icon is visible to all reviewers one the proof, but only if the proof is placed in a folder. Clicking on it will expand a panel with a list of all proofs and files that have been shared with the reviewer, from the same folder.

Please note: If you don't have permissions to access the latest version of a particular proof from this folder, you won't see this proof listed in this view even though one of the previous versions has been shared with you.

The Folder panel contains:
  • The name of the folder (1)
  • Two available Folder views:
    • Thumbnails with details (2)
    • Thumbnails only (3)
  • Proof progress bar (4)
  • The decision made on the proof (5)
  • The comments counter (6)
  • The proof Owner (7)
  • The file download button (8)
To open one of the proofs, simply click on it. To close the panel, please click the Close button (9) or the folder icon in the sidebar. 

Create new items

This icon is only visible to ProofHQ users who are able to create new items in the account. The visibility of each option in the panel depends on the permissions profile the user has in the account.

Options in the Create new items let you create:


This section displays the whole workflow of your proof as it is visible on the Proof Details page and in your email notifications. This panel is visible to all reviewers, both users and Guests.

Here you can:
  • Check the overall progress of the proof (1)
  • Check the progress of each stage (2)
  • Check the deadline for a stage (3)
  • View the list of reviewers (4)
  • Check the number of comments and replies each reviewer made on the proof (5)
  • Check the progress of each reviewer (6)
  • Check each reviewer's decision (7)
  • Check the reviewer's proof role (8)
  • Check the reviewer's email alert (9)


In this panel ProofHQ users and Guests can view all the details of the proof:
  • Proof name (1)
  • Details of the other versions (2)
  • The actual proof (3)
  • Proof details (4)
  • Sharing options (5) where you can copy the links (6) to your clipboard
  • Custom Fields (7) - will be visible if you have some created and enabled
  • Activity  (7) - the data in this section is visible only to the users who have the right permissions to see the activity logs
When you have a few files combined into a single proof click the 'i' icon (9) to display the files list in the pop-up. Click the Close icon (10) to close the files pop-up.


The Share panel contains options that allow you to share the proof with other people and message them.

Please note: The availability of these options depends on your rights on the proof.

The Share panel options are:

Email notifications

The Email notifications panel is visible to all reviewers and lets you set and change your own email alert. Please take a look at the following help page for information on each of the email alert options.


The More panel contains some additional options, their visibility depends on your rights on the proof as well as the proof settings.

The options available in this panel are:


In this panel you can set your personal preferences for the proof and the ProofHQ Viewer:
  • Decide what elements you want to see on the proof (1) 
    • Markups
    • Pins
    • All (pins and markups)
    • None
  • Choose window settings (2)
    • Show proof navigator widget
    • Show tooltips on hover over


In this panel you can find some useful links to the resources that will help you in your proofing process:
  • Shortcut Guide (1) (can also be opened with Shift + ? keyboard shortcut)
  • Quick Tour (2) with the basic tips on how to use the ProofHQ Viewer tools
  • Blog (3)
  • ProofHQ Knowledge base (4)
  • Forum (5) (coming soon)

Please note: The ProofHQ Viewer will remember your sidebar settings. If you hide the sidebar and then close the browser, next time you view the proof it will open in the Viewer with the sidebar hidden. Similarly, if you then choose to expand the sidebar, the ProofHQ Viewer will remember that setting.
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 interface, click the Compare button in the ProofHQ Viewer (see point 4 in Overview section above). You can compare differences between proofs automatically by clicking the Auto-Compare (5) button.

While in the Compare mode you can:

  • Toggle between the versions (1)
  • Choose from two comparison modes:
    • Side-by-side comparison (2)
    • Overlay comparison (3)
  • Auto-compare (4) - this is pixel-level comparison where differences will be highlighted in red. The proof on the left hand side is compared to the proof on the right hand side, with any differences being shown in red on the left proof.
  • Lock/unlock simultaneous navigation of proofs (5)
  • Close the Compare mode (6)

The Compare function has a number of key features:
  • 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 versions of the proof you want to compare, by clicking the version number at the top of each side of the split screen
    • You can compare differences between proofs automatically by clicking the Auto-Compare button
    • You can use the Overlay comparison (7) to position one version above the other and trace the changes by moving the divider (8) sideways
  • 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
    • You can compare differences between the proofs automatically by clicking the Auto-Compare button
  • When simultaneous navigation is locked and you navigate, zoom and pan, both versions will move together.
  • 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.
Electronic signatures allow you to not only enhance security on your proofs but also, and most importantly, they allow organisations to comply with industry standards, e.g. Title 21CFR Part 11.

This setting can be made mandatory or non-mandatory at account level. If this setting is mandatory by default, the feature will be enabled on all proofs created in your account and it will not be possible to disable the feature at proof level. If this setting is non-mandatory by default, you will be able to enable/disable this setting at proof level.

Please see Account settings - Settings tab

If the electronic-signature setting has been enabled on a proof, after a reviewer makes their decision an electronic-signature pop up box will appear asking them to input their details. The pop-up will show the default message set (if any) and the reviewer will be required to input their email and password.

If Single Sign-On is enabled in Account settings, reviewers will be re-directed from the Electronic Signature pop up to the Single Sign-On page and asked to sign in with their SSO details instead of inputting their ProofHQ login credentials.
In the ProofHQ Viewer the following shortcuts are available:
  • Add new comment Ctrl + Alt + N
  • Save comment Ctrl + Alt + Enter
  • Undo last operation - Ctrl + Z
  • Redo last operation - Ctrl + Y
  • Copy markup - Ctrl + Alt + C
  • Cut markup - Ctrl + Alt + X
  • Paste markup - Ctrl + Alt + V
  • Duplicate markup - Ctrl + Alt + D
Text selection (proofs with the font extracted only)
  • Make text bold - Ctrl + B
  • Make text italic - Ctrl + I
  • Make text underlined - Ctrl + U
General shortcuts
  • Zoom in/Zoom out - Ctrl +/- (or Ctrl + mouse scroll)
  • Shortcuts Guide - Shift + ?
  • Switch to Pan mode when in Zoom mode - Space
To open the Shortcuts Guide pop-up in the ProofHQ Viewer use Shift + ? shortcut or go to Help in the sidebar and choose the Shortcuts Guide.

Some of the actions can be performed from the Flash player context menu. Once you right-click on the proof you can:
  • Add comment
  • Adjust the proof's size
  • Rotate the proof
  • Display markups or pins
  • View ProofHQ Viewer ans system details
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