If your review or approval process requires archiving or auditing, use Ziflow’s export options to create a PDF record of your review activity. Anyone with View permissions on a review can export either a Proof report or a PDF with comments (edition-specific).
Export proof report - Available on Free Standard Pro Enterprise
Export PDF with comments - Available on Business Legacy, Pro Enterprise
Differences between proof report and PDF with comments
| Included | Proof report | PDF with comments |
|---|---|---|
| Workflow and stage details | Yes | No |
| Review status and summary information | Yes | Limited or not included |
| Public comments and markups | Yes | Yes |
| Full static proof content | Only commented pages/assets | Yes |
| Uncommented pages/assets | No | Yes |
| Private comments | No | No |
Enable/disable export from the Proof Viewer
Ziflow administrators can hide the export option. It is enabled by default.
- Select your avatar and choose Settings > Proofing Settings > Proof Viewer.
- Under Set the buttons as visible or hidden, toggle the Export to PDF setting.
If hidden in the Proof Viewer, the export icon remains visible on the Proof Details page.
Proof report
Available on: Free Standard Pro Enterprise
A Proof report is a PDF with review details, comments, markups, and workflow info.
What’s included in the Proof report
The Proof report contains:
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Cover page
Ziflow logo or your company logo
Proof name
Version number (with Review status)
Number of pages
Number of comments and replies
Owner information
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Footer
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Stage summary
All the details about the proof workflow and stage status.
During export, you can select whether the stage summary information should be included in the review report.
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Pages with comments
Only pages or assets with at least one public comment appear in this section of the report. Pages or assets without comments or markups are excluded, even when All versions is selected during export.
a. Proof pages with all the pins.
b. Each comment with all the details: thumbnail image, avatar and name, comment number, comment text, date/time and time zone, page number, number of likes, if any, and number of attachments, if any.
c. Replies to comments with all the details: avatar and name, reply number, reply text, date/time and time zone, number of likes, if any, and number of attachments.
- Private comments are excluded from the Proof report.
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In exports from combined proofs, the comment has information about the asset it was created on.
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The exported file will contain the captions under the markup thumbnails when exporting comments from a video proof (combined with SRT or VTT subtitles).
To include all pages or assets in a Proof report, add a public comment to any uncommented pages or assets before exporting. If you need the static content included regardless of comments, use PDF with comments instead.
Export a proof report
You can export from two places:
From the Dashboard - Proof Details page
- Select your proof from the Proofs list to open the Proofs Details page.
- Select the Export icon and choose Proof report.
- Choose your export settings and select Export.
Export settings:
Version selection – Include the current version or all versions. Selecting All versions adds review and workflow information from every version, but a version's pages or assets only appear in the report if they contain public comments or markups.
Stage summary – Show or hide workflow and stage details.
Markups display – Choose how markups appear in the exported file.
From the Proof Viewer
- In the Proof Viewer, select the Menu icon and choose Export > Proof report.
- Choose your export settings and select Export.
Export settings:
Version selection – Include the current version or all versions. Selecting All versions adds review and workflow information from every version, but a version's pages or assets only appear in the report if they contain public comments or markups.
Stage summary – Show or hide workflow and stage details.
Markups display – Choose how markups appear in the exported file.
PDF with comments
Available on: Business Legacy, Pro Enterprise
A PDF with comments export lets you view Ziflow feedback in Adobe Acrobat.
Unlike a Proof report, this export includes the file or asset regardless of whether it has any comments. A PDF with comments preserves the supported static proof content and its public comments and markups, but it doesn't include the workflow, stage-summary, and review-reporting detail a Proof report provides.
When opened in Adobe Acrobat, Ziflow comments appear in the Acrobat comment panel.
All Ziflow markups are also displayed on the PDF pages.
Private comments aren't included in the exported PDF. Only public comments can be exported to the PDF export.
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When exporting proofs to PDF (including comments), the new comment syntax and structure will be included. While Adobe PDF comments do not support rich text styling, the token titles (Replace, Delete, With, etc) will be present in the comments themselves, ensuring clarity and consistency in feedback.
- PDF with comments is supported for image and static file formats only. Attachments within comments are not included.
- Export PDF with comments does not support encrypted PDFs.
Export a PDF with comments
You can export from two places:
From the Dashboard - Proof Details page
- Select your proof from the Proofs list to open the Proofs Details page.
- Select the Export icon and choose PDF with comments.
Ziflow generates the PDF and displays a banner. Click the here link to start the download:
From the Proof Viewer
- In the Proof Viewer, select the Menu icon and choose Export > Proof PDF with comments.
Ziflow generates the PDF and displays a banner. Click the here link to start the download:
When you open the downloaded file in Adobe Acrobat, Ziflow proof comments appear in the Adobe comments section.
All markups from Ziflow are reflected in the Adobe Acrobat file.
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