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Create a proof review

Mike Salyga
Mike Salyga
  • Updated

Add a proof to Ziflow to start a review.

 

Available on: Free Standard Pro Enterprise

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    Note: Screen captures reflect the Enterprise edition of Ziflow. If you’re on a different edition, some features or options might not appear in your view.

    1. Log into Ziflow. The Proofs list opens.

    2. Select New Proof(s).

      create-proof1.png

      You can also drag a new proof into the + tile on the Proof list screen to begin.

      create-proof2.png

    3. Name your new proof. If you do not enter a name, Ziflow will use the file name of the first proof added by default.

      create-proof-name.png
    4. (Standard, Pro, and Enterprise) Choose the folder where you want to store your proof. You can also create a new folder.

      create-proof-folder.png
    5. Upload the files you want to proof by dropping them into the Add area, selecting them from your device, or entering a website URL.
      For a website, choose either Snapshot or Live. See Create a Snapshot or Live website proof review.
      For a list of supported file types, see Supported File & Media Formats.

      create-proof-add-files.png

    6. (Standard, Pro, and Enterprise) Choose your proof type:
      - combined proof: Your static assets are bundled into a single proof and merged into a continuous page. Your reviewers will receive a single notification covering all files, and the review cycle will treat them as a single, unified set.
      - create a separate proof for each - Ziflow creates a proof for each asset with separate review cycles.

      Note: Enterprise edition users can also:
      Combine non-static file types (website, video, audio, or Rich Media files) into a single proof. 
      Choose to combine but not merge static assets, so they appear in review on consecutive pages.

    7. (Standard, Pro, and Enterprise) Add a brief by attaching a file or entering text. The brief will be visible to all reviewers in the Ziflow Viewer at the top of the comment box so that all reviewers can access proofing guidelines.

      create-proof-brief.png

    8. If you have customized workflow templates, which include all reviewers and stages, select Add Workflow Template and choose your template. For information on creating workflow templates, see Configure and use workflow templates.
      Continue to step 10.

    9. Select Add Reviewers to add a list of reviewers to a review stage. By default, Ziflow creates a “Stage 1” and automatically assigns ownership to the proof creator (you can change the proof owner if needed). 

        • If the reviewer is registered in your Ziflow account, Ziflow will populate their email address when you begin typing their name. 
        • If you want to invite someone not registered in your account, enter a valid email address and select the + button.

      Note: Reviewers without a Ziflow account cannot be granted “Manage” permissions.

      Ziflow adds the reviewer and you can set up their proofing permissions and notification preferences, as well as when the stage begins, deadlines, and other settings. For more information about reviewer and stage settings, see Add reviewers and configure workflows when creating a proof.

      create-proof-reviewer1.png

    10. (optional)  If you have Ziflow linked with a third-party application such as monday.com, Asana, or Jira, you can connect your proof review to tasks or projects. 

      create-proof-integration.png

    11. (Enterprise only and optional) If you have custom properties configured, you can add them in the Properties section. You will only see the Properties section if your administrator added properties. For more information, see Custom Proof Properties and Tags.

    12. Configure your security settings. For more information, see Configure proof security.

      create-proof-security.png

    13. Configure your general proof settings. For more information, see Configure proof settings.

      create-proof-settings.png

    14. Select Create.

      If something is set up incorrectly. Ziflow will identify the issue with a red mark.

      After the proof is processed, Ziflows sends an email to reviewers informing them that they have a new proof to review.

  • Once you log in to your Ziflow account, you'll be presented with the Proofs List. From here, click the Create Proof button.

    Create your first proof in Ziflow

    Proceed with the following steps to submit your first proof:

    1. Select assets for review

    2. Brief information

    3. Stage configuration

    4. Proof settings

    5. Summary

    1. Select assets for review

    This is where you upload the files you want to proof.

    1. Simply browse your files or drag and drop them (supported file formats) into the designated field, or...

       

    2. Upload a web page by entering the URL into the “Review a website” field. You can choose between "Take a snapshot" of a web page or "View live content".

    Entering a brief description to an asset

    Once files have been uploaded, scroll down to the next step...

    2. Brief

    This section is available on our Standard, Pro, and Enterprise plans. A brief field allows the provision of additional information about the asset. The brief will be available to all invited reviewers in the Ziflow Viewer.

    Brief information appears for reviewers at the Ziflow Viewer

    With the brief field, proof creators may provide additional information and attachments to reviewers invited to the asset. This is an easy and effective way of ensuring that all people invited to the proof have access to proofing guidelines before collaborating on a project.

    Added brief information will be visible for reviewers in Ziflow Viewer at the top of the comment box.

    3. Stage configuration

    Now, you are ready to add your stages and reviewers. By default, Ziflow creates a “Stage 1” and automatically assigns ownership to the proof creator (you can change the proof owner if needed).

    Ziflow understands that you may need two or more stages (review groups) reviewing the same file simultaneously or one after another (e.g. copywriters for checking and legal for checking compliance). For this purpose, we allow you to create multiple review stages.

    Add reviewers and configure asset stages in Ziflow

    1. Stage settings - these settings will be applied to this particular stage only. If you decide to add more stages, you need to define the settings for each of them.

       

    2. Invitation message - these two options are responsible for sending out new proof notifications to invited reviewers. If you want to send a default reviewer proof invitation then select the first option.

      The second option appears once you disable the option above (New proof/version). If you need to add some custom information about proof, use this option to customize the email invitation. (Enterprise edition only)

       

    3. Add new reviewers & groups - this is where you will add users to the review stage, set up their proofing permissions, and define their notification preferences. If they are registered in your Ziflow account, simply begin typing their name, and it will populate their email address. By default, the Proof owner is automatically added to Stage 1.

      If you want to invite someone not registered in your account, simply enter a valid email address and click the + button.

      *Please note that “guest” reviewers without a Ziflow account cannot be granted “Manage” permissions.

    Please read our detailed guide on creating a new proof to learn more about each available setting.

    4. Proof settings

    Towards the bottom of the proof creation screen are some additional settings. This is also where the proof creator may transfer ownership to another user.

    Adjust asset settings in Ziflow

    Once again, please read our detailed guide on creating a new proof to learn more about each available setting.

    Summary

    Once the proof settings are determined, click the "Create" button. You will see the following pop-up message if something is set up incorrectly. Ziflow will identify the problem area by placing a red mark next to the stage that requires attention.

    Error message appears when something is missing during asset creation process

    After the proof is processed, reviewers will get an email notification informing them that they have new proof to review.

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