Understanding the Details page layout

 

The Media Details page is divided into the following primary areas

• Tools
• Media Details
• Proof Details (proofs only)
• Sharing
• Workflow
• Settings
• Integration
• Activity Log
• Preview
• Versions

 

Tools

 

The details tools, located at the top right of the media details page, provide simple and easy editing tools for the proof.  These include:

• Delete
• Print Comments
• Add People
• New Version
• Download Original.

 

Delete Proof

See Editing a Proof

 

Print Comments

See Print Comments

 

Add People

See Editing a Proof

 

New Version

See Managing Versions

 

Download Original

See Downloading Media

Media Details

The Media Details section shows you key information about the media, including:

• Name, which is the name that you have given to the piece of media in ProofHQ
• Filename, which is the name of the original file that you uploaded
• Workspace, which is the workspace that the media is located in
• Created, which is the date that you uploaded the media to ProofHQ
• Downloads, which displays the number of times that the file has been downloaded from ProofHQ

 

 

Rename

You can rename the display name of the item:

1. Click on the Rename button. 
2. Type in the new display name for the item.
3. Click Save.

 

Move Workspace

You can move the item to a new workspace.

1. Click on the Move button. 
2. Select the new workspace from the dropdown list.
3. Click Save.

 

Proof Details

The Proof Details section shows you key information about the proof, including:

• State, which shows whether the proof is currently Locked or Unlocked
• Status, which shows the current status of the proof e.g. Not Approved, Approved, etc
• Decisions, which shows the number of decisions that have been made out of the total required e.g. "1 of 3"
• Comments, which shows the number of comments made on the proof.

 

 

Note: The proof details section will not be displayed for media that has not been converted to a proof.

 

Proof State - Lock/Unlock Proof

You can change the Status of a proof from Locked to Unlocked or Unlocked to Locked:

1. Click on the Lock or Unlock button (which button appears will depend on the current proof status). 
2. The prooof status will change.

 

Proof Status

Proof Status is automatically calculated from the Decisions of the people on the proof.

 

Sharing

The Sharing section shows you information about how you have shared the proof or media, including:

• Team URL, which shows the Team URL, if it is enabled
• Subscriptions, which shows whether or not subscriptions are enabled via the Team URL and Embed Viewer
• Embed Viewer, which shows the Embed Viewer code, if it is enabled

 

 

 

Enable/Disable Team URL

You can enable or disable a Team URL for a proof:

1. Click on the Enable or Disable button (which button appears will depend on the current Team URL setting). 
2. The Team URL setting will change.

 

Enable/Disable Subscriptions

You can enable or disable a Subscriptions for a proof:

1. Click on the Enable or Disable button (which button appears will depend on the current Subscriptions setting). 
2. The Subscriptions setting will change.

 

Enable/Disable Embed Viewer

You can enable or disable the Embed Viewer for a proof:

1. Click on the Enable or Disable button (which button appears will depend on the current Embed Viewer setting). 
2. The Embed Viewer setting will change.

 

Workflow

The Workflow section shows you information about how you have set-up workflow for the proof:

• Deadline, which shows the date and time by which the final stage of the proof must be reviewed
• Email Notifications, which shows the email notifications settings for this proof
• Lock proof when all decisions are made, which shows whether the proof State will be changed to Locked when the final person makes their Decision
• Only require one person to approve the proof, which shows whether one approval is needed to change the proof status to Approved

 

 

 

Deadline

Deadline shows the date and time by which the final stage of the proof must be reviewed. It is auto-calculated and cannot be edited except by editing the final stage of the proof.

 

Edit Email Notifications

The email notifications settings for this proof setting determines how often participants on the proof are emailed about changes to the proof.  See Email Notifications

 

You can edit the email notifications setting for the proof:

1. Click on the Edit button. 
2. Select the new email notification setting from the dropdown list.
3. Click Save.

 

Enable/Disable Lock Proof when all Decisions are made

This setting will automatically lock the proof when the final decision maker makes a decision. The default setting is to leave the proof unlocked.

 

You can enable or disable the Lock Proof when all decisions are made setting for a proof:

1. Click on the Enable or Disable button (which button appears will depend on the current Lock Proof when all decisions are made setting). 
2. The Lock Proof when all decisions are made setting will change.

 

Enable/Disable Only require one person to approve the proof

This setting will change the proof status to Approved when the first decision maker to approve the proof does so.

 

You can enable or disable the Only require one person to approve the proof setting for a proof:

1. Click on the Enable or Disable button (which button appears will depend on the current Only require one person to approve the proof setting). 
2. The Only require one person to approve the proof setting will change.

 

Settings

The Settings section shows you information about how you have set-up settings for the proof:

• Owner, which shows the proof owner
• Login Required, which shows whether participants need to login to view the proof
• Block downoad of original file, which shows whether users can download the original file from which the proof was created.

 

 

 

 

Edit Owner

You can edit the owner setting for the proof:

1. Click on the Edit button. 
2. Select the new owner from the dropdown list.
3. Click Save.

 

Enable/Disable Login Required

This setting will change the whether participants need to login in order to see a proof.

 

You can enable or disable the Login required setting for a proof:

1. Click on the Enable or Disable button (which button appears will depend on the current Login Required setting). 
2. The Login Required setting will change.

 

Enable/Disable Download of Original File

This setting will change the whether participants can download the original file from which the proof was created.  See Downloading Media.

 

You can enable or disable the Download original file setting for a proof:

1. Click on the Enable or Disable button (which button appears will depend on the current Download original file setting). 
2. The Download original file setting will change.

 

Integration

The Integration section shows you information about whether this proof has been integrated with third party applications.

 

Current third party integration options are:

• Basecamp, a project management appication from 37signals. See Basecamp

 

 

People

The People section shows you information about people who are participants on the proof.

 

The main functions of the People section are:

1. Stages, which show each stage and the people in it
2. People, which show the participants of the proof
3. Remind All function
4. Delete function, which deletes a person from a proof
5. Remind function, which is used to remind a single person
6. Edit Stage and Edit Person functions

 

 

Stages

Stages are used to group people on a proof who have the same deadline for making a decision.

 

Stages show the stage number, stage deadline, stage decisions and stage comments.

 

People

The People list shows the people that are part of each stage.

 

People shows the name, role, decision and comments for each person.

 

Remind All function

The Remind All function lets you send a reminder to all or some of the people on the proof.

 

You can send a reminder email as follows:

1. Click on the Remind All button. 
2. Select the people who you want to remind using the checkboxes.
3. Add a custom subject for your email.
4. Add a custom message for your email.
5. Click Save.

 

 

Delete Stage and Person functions

The Delete Stage and Delete Person functions let you delete a stage and everyone in it, or just a single person from a proof.

 

You can delete a stage or person as follows:

1. Click on the Trash icon next to the stage or person. 
2. Confirm that you want to delete the stage or person.
3. The stage or person will be deleted.

 

Remind function

The Remind function is the same as the Remind All function, except only one person appears on the reminder page.

 

Edit Stage

The main functions of the Edit stage section are:

1. Edit role, which lets you edit a person's role
2. Delete person, which lets you delete a person
3. Add person
4. Edit stage deadline
5. Notify checkbox, which is used to notify people of changes to the stage

 

 

Edit Person

The main functions of the Edit person section are:

1. Edit Display Name, which lets you edit a person's name displayed on the proof
2. Edit Role, which lets you edit a person's role on the proof
3. Edit Email Notifications, which lets you edit a person's email notifications on the proof
4. Edit Deadline
5. Notify checkbox, which is used to notify people of changes to the stage
6. Edit Decision, which lets you edit a person's decision on the proof (your name will be noted as the editor)