Ziflow is a review and approval platform designed to help teams move work forward without chaos. It brings files, comments, versions, decisions, and deadlines into one organized space so teams stop chasing feedback and start delivering on time.

Ziflow users and administrators: check out An introduction to Ziflow for a guided walkthrough.

Here is a simple, high level overview of how Ziflow works and what you need to know to get started. You do not need any prior experience. If you can upload a file and read comments, you are already halfway there.

How Ziflow works

At its core, Ziflow revolves around three ideas: proofs, reviewers, and decisions. Everything in the platform revolves around making this cycle repeatable and easy.

Proofs

A proof is any file that needs feedback. This can be a PDF, image, video, audio file, HTML site, and many other formats. You upload the file and Ziflow creates a proof that can be shared with others. See Supported file types and sizes.

Reviewers

Reviewers are the people who need to give feedback. In the Proof Viewer,  reviewers comment, compare versions, and make decisions so feedback is clear and traceable.

Decisions

Once reviewers finish, they submit a decision or indicate that they have completed review of the proof. Ziflow collects these decisions and shows you when a proof is complete.

What you can do in Ziflow

New users typically use Ziflow for three main tasks:

1. Upload files that need approval
2. Invite people to review
3. Manage feedback, versions, and decisions

Ziflow supports more advanced workflows, but you do not need them to get started. The basics already give you structure, visibility, and consistency.

Onboarding paths

Not everyone uses Ziflow the same way. There are three roles: guests, users, and administrators. Each role sees a different part of the platform and needs a different level of knowledge.

Guests

Guests are reviewers who do not sign in to Ziflow. They receive a link by email, open the proof, leave comments, and make a decision. That is it.

What guests need to do

• Open a proof from an email
• Play or view the file
• Add comments
• Submit a decision when finished

Guest onboarding path

Open proofs as a Guest

Users

Users have accounts. They upload files, create proofs, and manage their own workflows. They do not need admin-level knowledge, but they should feel confident working with the main features.

What users need to do

• Sign in and use the dashboard
• Upload files and create proofs
• Add reviewers
• Review proofs from others
• Compare versions
• Track decisions
• Use folders and filters to stay organized

User onboarding path

• Orientation to the dashboard
• How to create a proof
• How to invite reviewers
• How to review and comment
• How to work with versions
• How to find proofs using filters and folders

Administrators

Admins manage the entire Ziflow environment. They control users, integrations, templates, and global settings that affect the whole team. They need the fullest training. Admins shape the environment so users can focus on the work instead of the setup.

What administrators need to do

Basic

• Add and remove users
• Assign roles and permissions
• Assign the Billing role
• Set up groups
• Configure default proof settings
• Create workflow templates
• Create checklists (Enterprise)
• Manage billing and account limits

Advanced

• Connect Ziflow to Slack, Teams, Cloud storage, or project systems
• Build automation flows

Administrator onboarding path

• Understand roles and permissions
• Configure global proof settings
• Configure security settings
• Build workflow templates
• Connect integrations