Checklists help ensure every proof is reviewed thoroughly and consistently. Add checklists to your proof review to help guide your reviewers.

Available for administrators on: Enterprise

In Ziflow, administrators create custom checklists that users add to their proofs. Checklists appear alongside proofs during the review process to guide reviewers through key quality or brand criteria to help teams catch errors early and stay aligned.

Depending on how the checklist is set up, reviewers can either:

• Pass/Fail items to indicate if a standard has been met

• Basic checkbox to acknowledge that an item was reviewed

Create a checklist template

You must be an administrator to create checklists for your Ziflow account.

1. Log into Ziflow. The Proofs list opens.
   
   
2. Select your user avatar and choose Settings > Proof Settings > Checklists.
   
   
   
   
3. Select Add checklist. The Create checklist window opens.
   
   
4. Enter a name and description for your checklist.
   
   
   
   
5. Under Checklist items, enter an item and press the Return key to add it to the list.
   
   Batch option: Create a three-column list in a spreadsheet program (item | description | type). Copy the columns, paste them into one item field, and press Return to add the entire list at once. Use our sample checklists to get started.
   Note: For the batch option, the Description text in your spreadsheet cannot contain line returns.
   
   
6. Select the expand icon next to an item and add more details for reviewers in the Description field.
   
   
   
   
7. Choose a Type:
   Basic checkboxes - Displays a checkbox to indicate that the checklist item was reviewed.
   Pass/Fail - Displays a checkmark or an x to indicate that the user has passed or failed the checklist item.
   
   Note: The type will default to the last option you used.
   
   
8. (Optional) Create sections to organize your items by selecting + Add section. Select and drag your items to place them in the desired order.
   
   
9. Select Create to return to the Checklist page.
   
   
10. Activate the checklists you want to use by toggling the checklist to Active.

Tip: To create a new checklist from anywhere in Ziflow, select the Create new icon (+), and choose Checklist.

Edit a checklist template

You must be an administrator to edit checklists for your Ziflow account.

When you edit a checklist template, updates apply only to new proofs. Existing proofs keep the original version.

To apply the new checklist to a proof with the previous checklist, you must reset the checklist for that proof in the Proof Viewer. Resetting clears the old checklist and removes all previous decisions users have made.

1. Log into Ziflow. The Proofs list opens.
2. Select your user avatar and choose Settings > Proof Settings > Checklists.
   
   
3. Select the checklist you want to edit. The Edit checklist window opens.
   
   
    
4. Make the desired changes, and select Save.
5. To apply the new checklist to a proof with the previous checklist, open the proof in the Proof Viewer and select the Reset icon in the top-right corner of the checklist.
   
   
6. Select Confirm to acknowledge that the reset will clear all checklist decisions that users have made to this proof review. You will be able to see all checklist decisions in the Log activity. 
   
   Important: This action cannot be undone.
   
   

Edit the checklist template and reset the checklist in the Proof Viewer

Administrators can edit checklist templates from the Proof Viewer and reset the checklist so that all users see the changes in an existing proof review.

1. Open a proof using the checklist that you want to edit in the Proof Viewer.
2. In the checklist, select the Edit icon in the top-right corner of the checklist. 
   Ziflow opens the Edit checklist window.
   
    
3. Edit your checklist and select Save.
   
   
    
4. Go back to the Proof Viewer and select the Reset icon to apply the new checklist to your proof review. 
   
   
    
5. Select Confirm to acknowledge that the reset will clear all checklist decisions that users have made to this review. You will be able to see all checklist decisions in the Log activity.
   
   Important: This action cannot be undone.
   
   

Delete a checklist template

1. Log into Ziflow. The Proofs list opens.
   
   
2. Select your user avatar and choose Settings > Proof Settings > Checklists.
   
   
3. Select the checklist you want to delete. The Edit checklist window opens.
   
   
4. Select the delete icon in the Edit checklist window.
   
   
   
   
5. Select Delete.

Duplicate a checklist template

1. Log into Ziflow. The Proofs list opens.
   
   
2. Select your user avatar and choose Settings > Proof Settings > Checklists.
   
   
3. Select the checklist you want to edit. The Edit checklist window opens.
   
   
4. Select the copy icon in the Edit checklist window.
   
   
   
   
5. Make the desired changes to the copy, and select Duplicate. The new version is saved to your Checklists.

Related articles

Add checklists to a proof

Use checklists in the Proof Viewer