Community Manager

[Workfront AMA] Ask Me ANYTHING about Workfront Proof

Forum|Forum|10 months ago
April 15, 2025
37 replies
11278 views

Event Concluded on May 8th, 2025

Thanks all for attending!

Welcome back to another Ask Me Anything (AMA) series, formerly known as Community Coffee Breaks! In the first customer-led AMA of 2025, we are partnering with Workfront Community Advisors Lyndsy D. (@lyndsy-denk), Monique E. (@moniqueevans), and Richard C. (@richard__carlson) to host a 1-hour AMA on Workfront Proofs. Keep in mind this is a text-only event, there is no link/video to join! Just post your question as a reply to the thread and it will be answered during the 1-hour “event”.

What is Workfront Proof?

Workfront Proofing streamlines the review process for digital assets, allowing teams to collaborate on feedback and approvals in real-time. Workfront Proof supports over 150 file types, enabling diverse content reviews, offers intuitive markup tools for detailed feedback and supports robust version control to track changes. Lastly, with automated approval workflows, Proof ensures that the review process is efficient and organized.

Why do we need it?

Streamlined Workflow: Simplifies review processes by centralizing all feedback and approvals in one platform, reducing the chaos of email threads and ensuring that everyone involved has access to the same information.
Real-Time Collaboration: Teams can provide immediate feedback on digital assets, allowing for faster decision-making. Reviewers can annotate directly on proofs, making comments clear, actionable, and easier to understand.
Version Control: Workfront Proofing maintains a history of all changes and comments, enabling teams to track revisions easily.
Automated Approval Processes: Proof allows for customizable workflows that can automate the approval process, making it easier to manage complex review cycles. This feature helps ensure that deadlines are met without sacrificing quality.
Support for Multiple File Types: With the ability to handle over 150 file types, including dynamic media, Workfront Proofing is extremely versatile for all kinds of projects.

Not sure where to start? We’ve included some sample questions to get you started.

What is Proofing?
What is the difference between Proof and Document Approvals?
What is the benefit of using Proof?
How do you track proofs from an owner standpoint?
How do you help proof participants stay on top of their Proofs?
What do we need to know about upcoming changes to document approvals and markup?
If any of these are your exact questions, feel free to copy-paste them in the comment section below!

Here are some recent Proof resources to get you thinking about the topic prior to the event:

Interested in getting started with Proof? Check out our Proof Documentation on Experience League
More of a visual learner? Watch our Proof tutorials, which were recently updated this year!

GUIDELINES AND REQUIREMENTS TO PARTICIPATE

Please note that this text-only AMA takes place as a discussion post on the Workfront Community. If you are unable to make this live event, you can always publish your question in the thread now! Please be sure to REFRESH the page frequently so you don't miss responses from our PMs or new questions/comments.

**All AMAs are TEXT-ONLY, meaning there is no webinar, video call, or recording. All questions and answers will occur on this thread.

Event Concluded on May 8th, 2025

Workfront

Show previous replies

Elvin_Miali

New Participant

Is there a non-manual way for proof uploaders/creators to kick off an approval workflow?

MoniqueEvans

New Participant

This is something that you could attempt with Fusion; however, I would be very hesitant to set this up if your creatives also upload documents that are reference files or things that aren't needed for approvals.

Elvin_Miali

New Participant

Is there a way to use file sharing services (box, OneDrive, etc...) and/or staged web sites with the proofing tool? We don't always upload content directly to Workfront and having the content available from these sites would be helpful.

Lyndsy-Denk

New Participant

In my experience, when you convert a document that is linked through one of the integrations (SharePoint, Box, or OneDrive) to a proof, it essentially takes a snapshot of the file for the purposes of proofing. A user can still click the title of the linked document to go to the live file, but there's a different button to take the user to the proof itself. I can't say I'm enamored with the user experience.

L

ljorr16

New Participant

Dang, that kind of defeats the purpose of using a "live link" ....

C

Cici5

New Participant

What do we need to know about upcoming changes to document approvals and markup?

CynthiaBoon

Employee

I can take this one! So, I'll add the link to the current documentation below, but our team (Nichole, Leslie, and I) will be hosting an event with Jason Barron, where he will share all of the updates. It will be on July 22nd - we don't have the registration link yet, but we will add it to this thread so that everyone here will get a notification.

There were also a few Summit sessions that shared some of the upcoming features, so I wanted to share that link as well.

LindsayO

New Participant

Is there a way to copy proofs & any proof comments to another proof/version?

Lyndsy-Denk

New Participant

You can move a proof, but not copy. Can you say more about what you're trying to accomplish?

If you're looking to give future viewers visibility to past comments, I recommend using the proof versions function and making sure users have the ability to view previous versions.

LindsayO

New Participant

@lyndsy-denk - This question comes from our external reviewers. We need to transfer their comments manually to our internal proofs. The reason being we have one "mega" proof with all clients and then send externally as a separate proof to each client individually - so we want to take the manual transfer out of this either with Fusion or some other way.

B

BrendaGr2

New Participant

We use Workfront for marketing and reviewing proofs. Periodically, we know a similar document was submitted and want to search within the PowerPoint presentation or PDF. Is there a way to do this? Has anyone done this or found this a need?

MoniqueEvans

New Participant

If I recall correctly, Workfront Search is smart enough to read document text. Be sure, the text is not outlines. You may also want to do an advanced search instead of the normal drop down.

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ljorr16

New Participant

What is the best way to set up a "pending proof" report for Reviewers only? I believe there is no way to do this out of the box. Anyone have a workaround or solution?

Lyndsy-Denk

New Participant

Correct, you currently cannot generate reports for participants who do not have a decision-making role. However, you can reach out your account partner to request to join the Unified Approvals functionality. This is a limited release thing right now.

L

ljorr16

New Participant

Just requested -- thank you!

S

Stryker-1

New Participant

If you add a comment box to a decision choice, is there a way to pull comments into proof reports?

MoniqueEvans

New Participant

Great question. It's a stumper!

We're digging into this but none of us can find where this information lives in the backend so @nicholevargas is reaching out to Support and Product to find more details.

K

Kasey-Gagne

New Participant

What is the best way to delegate proof approvals when an Approver that is set on multiple workflows is out of office? Perhaps there is a way with Fusion that I'm not aware of? We are manually adjusting and it is a major time suck.

C

ChristinaRe1

New Participant

You are not alone in asking for this, did you see this thread? Ability to Delegate Proof Approvals - Adobe Experience League Community - 518699

D

DreadkiailiWork

New Participant

What is the best way to reporting of the portion of the task duration that the proof was with someone else. To clarify, we have a task that is assigned to the designer. It has a planned duration of 5 days. If a reviewer has the proof for 6 weeks, the task looks late and is assigned to the designer, but it isn't the designer's problem. I have a very complex Fusion senario to try to get the data written to the task, so we can hide the task from the designer's to do list when it isn't their turn and to get the data for reporting on SLAs. But, this isn't great.

Lyndsy-Denk

New Participant

We recommend splitting the tasks so that you have one for review and another for applying the feedback you received during the review.

From there, you have a couple options for reporting:

A separate task allows you to run a calculation comparing the start and completion of the task.
A Proof Approval report that looks at each individual participant's interactions in the proof, including when they clicked the decision button.

Check out the screenshot attached for an example.

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BridgetBo1

New Participant

how can we create the following report

"A Proof Approval report that looks at each individual participant's interactions in the proof, including when they clicked the decision button."

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NatalieTe1

New Participant

Can proof owners/uploaders be a part of two different workflow stages (one private and one not)?

Lyndsy-Denk

New Participant

This is not currently a function. In that case, we encourage you to submit an idea. There is an oldie from 2020, but the team doesn't look further back than a couple years.

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Event Concluded on May 8th, 2025

What is Workfront Proof?

Why do we need it?

GUIDELINES AND REQUIREMENTS TO PARTICIPATE

Event Concluded on May 8th, 2025

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