During proof creation, you need to add reviewers and define actions for your proof review stage(s) in a workflow. 

Available on: Free Standard Pro Enterprise

Ziflow users and administrators: check out Proof Creation and Management for a guided walkthrough.

Add reviewers

Reviewers added to the proof will receive an email notification with a link that opens the proof in the Proof Viewer.

You can add the same reviewer to multiple stages of the same proof and they can have different permissions in each stage.

In the New proof window, select the Reviewers section to expand it. Ziflow creates a Stage 1 by and assigns the proof owner as a reviewer by default. You can change the owner later if required. 

To add reviewers:

• If the reviewer you want to add is in the People tab of your Ziflow account, Ziflow will populate their email address when you begin typing their name. To add reviewers to your account, see Add users, guests, and lite users.
• If you want to invite someone who is not in your account, enter a valid email address and select the + button.

Roles

Set roles for the reviewer. Guest reviewers (without a Ziflow license) cannot be granted Manage permissions. For more information, see Understand proof reviewer permissions.

Set notification preferences

Set how often each reviewer receives email notifications.

If a reviewer is added to multiple stages, their notification settings will stay consistent across all stages. Changing the setting in one stage will apply it to the others for that reviewer.

Configure workflows 

A Ziflow workflow is a customizable sequence of review stages that defines who reviews a proof, in what order, and with what permissions.                                                                           

The number of stages you can add depends on your Ziflow edition:

• Free- one stage
• Standard- two stages
• Pro- 3 stages
• Enterprise- Unlimited stages

Use multi-stage reviews to let different teams review the same proof, for example, copywriters reviewing content and legal teams checking compliance. Stages can run in sequence or in parallel.

Workflow templates

Standard Pro Enterprise

For recurring processes, you can create  Workflow templates with pre-configured reviewers and stages to apply to new proofs to avoid manual reviewer and stage configuration.

	Collapse/expand stage views
	Show/Hide Workflow
	Start over
	Save as
	Stage name
	Starts - add automated stage triggers
	Checklists
	Skip
	Set a deadline
	Lock stage
	Custom invitation message
	Final Status Calculation
	Allow comments

Collapse/expand stage views

Select if you want to view your stage settings as compact icons or expanded.

Show/Hide Workflow

Toggle the view between the default list showing your review stages (Hide) and a diagram view of how the stages are related (Show). 

Select a stage in Diagram view to display its settings.

Start over

Standard Pro Enterprise

Select Start over if you want to clear all of your workflow settings and start again.

Save as

Administrators: Standard Pro Enterprise

Select Save as to create a new Workflow template using this configuration. See Configure and use workflow templates.

Stage name

To rename your stage, select the stage name and enter a new name.

Starts add automated stage triggers

Standard Pro Enterprise

Select how you want to trigger the stage to start:

Immediately: The stage starts right away (default for first stage)

When: The stage starts when a condition is met, for example, when another stage is Approved.

Manually: The stage only starts when someone selects Start.

Checklists

Enterprise

This setting allows you to add checklists to your proof. For more information, see Add checklists to a proof. To create new checklists, see Create checklists.

Skip

Enterprise

This setting allows you to skip a stage when a new proof version is added to speed up the decision process and eliminate stages that do not need to be repeated in the recent proof version.

Set a deadline

Standard Pro Enterprise

Set a deadline for your reviewers. By default, once a proof has reached its deadline, an auto-reminder goes out to reviewers who still need to take action on the proof. You can also manually send out reminders from the proof summary page. For more information, see Set deadlines in workflows.

The Enterprise edition allows you to create auto-reminders to trigger before and after the deadline. For information, see Create automatic deadline reminders.

Lock stages

Enterprise

Choose if or when the stage should be locked. Locking the stage prevents:

• Comments and replies being added

• Amendments or uploads to any existing comments or replies

• Deleted comments or replies from being restored

• Decisions from being submitted, revoked, or changed

• Notifications being sent

Create a custom invitation message

Enterprise

If you need to add additional information about a proof, you can customize the email invitation. You can format the invitation message using custom in-built tokens and have them dynamically populated in your custom message. For more information, see Email Templates.

Final Status Calculation

Define the final status calculation for each stage:

Allow comments

Enterprise

Decide what comments can be added to the proof. Read more about private vs. public comments in Comment and markup in the Proof Viewer.  If someone from a stage submits a private comment, it will only be visible to the reviewers in that specific stage.