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

Available on: Enterprise

Checklists can help your organization: 

• Standardize review processes
  Build detailed, customizable checklists to enforce consistency and prevent missed steps across teams
• Streamline collaboration
  Tailor checklists to stage or reviewer, track progress, and document accountability
• Strengthen compliance and transparency
  Prevent decisions on incomplete checklists, log reviewer actions automatically, and export reports for clear audit trails.

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.

Edit 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. Make the desired changes, and select Save.

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.

Add a checklist to a workflow

Include a checklist for each stage of your workflow or workflow template to guide reviewers.

Add a checklist to a new proof review

Add a checklist when you create a new proof to ensure reviewers follow a consistent review process.

1. Log into Ziflow. The Proofs list opens.
   
2. Select New Proof(s).
   
   
   
   
3. In the New proof window under Reviewers, select the checklist icon and choose a checklist from the drop-down list for a stage of your review. You can can assign up to two checklists per stage.
   
   
   
   

Add a checklist to an existing proof review

To add a checklist to an existing proof review, you must have owner, manage, or admin rights.

1. Log into Ziflow. The Proofs list opens.
   
   
2. Select a proof review. The Proof details page opens.
   
   
3. Select the checklist icon in the desired stage, and choose a checklist from the drop-down list.
   
   
   
   
4. Select Done.

Remove a checklist from a proof review

1. Log into Ziflow. The Proofs list opens.
   
   
2. Select a proof review. The Proof details page opens.
   
   
3. Select the checklist icon in the desired stage, and select the "x" next to the checklist you want to remove.
   
   
4. Select Done.

Use checklists in the Proof Viewer

When you open your proof in the Proof Viewer, the checklist is collapsed by default. Select the checklist icon to expand and view it. 

A progress bar at the top of the checklist shows the total number of items and how many have been reviewed (the color indicates passed, failed, and reviewed).

• For Pass/Fail items, select the checkmark to pass or the X to fail.
• For single checkbox items, select the checkmark to confirm you've reviewed it.

Your avatar will appear next to the item once selected.

One response per checklist item 

Each checklist item displays a single response. Ziflow shows the most recent reviewer's decision on the checklist item. If you change a response, Ziflow asks you to confirm your decision.