Understanding the Create Proof page layout

 

The Create Proof page is divided into the following primary areas

• Upload Media
• Sharing
• Workflow
• Settings

 

Upload Media

The Upload Media section lets you upload one or more files or URLs. Each file can be up to 150 MB in size.

 

The main areas of the Upload Media section are:

1. Browse & select a file.

2. Alternatively, enter a URL of a web page that you want to capture.

3. The media list, which is where the media that you have selected will appear.  You can delete any item in the list by using the trash can icon.

 

 

 

Sharing

The Sharing section lets you share your proofs with one or more people.

 

There are three ways to share a proof:

• Invite participants, which lets you invite specific people to review a proof
• Team URL which is a URL that you can share with a group and have each person subscribe to the proof
• Embed viewer, which is a small version of a the proof that you can embed in a web page, blog or wiki.

 

The main areas of the Sharing section are:

1. Invite participants checkbox. If you select this checkbox you can share the proof with named people.
2. Team URL checkbox. If you select this checkbox the Team URL will be enabled.
3. Embed viewer checkbox.  If you select this checkbox the Embed Viewer will be enabled.
4. Add person field where you enter the email address (or name if they are in your contacts list) of the people who you want to add to the proof. You can add more than one person.
5. The  people list is where the people that you have selected will appear and where you select Roles.  You can delete any person in the list by using the trash can icon.
6. If you want to add the proof to another application that you have integrated with ProofHQ you can do so here. In this case Basecamp is the third party application.

 

 

 

Invite Participants

You can invite named participants to a proof in two ways:

• If you have not sent a proof to them before, just type their email address in the field and click Save. They will be added to the people list.
• If you have sent a proof to them before, or they are in your Contacts, you can type with their email address or their name in the Add Person field.  Once you start typing the Autocomplete Tool (see below) will show you names and email addresses that match what you have typed. The more you type, the closer the match will be.  Select your person from the list and click Save. They will be added to the people list.

 

Each participant receives an email with a Personal URL which opens the proof with them already logged in. Note: If you use the Login Required option in Advanced Settings they will need to enter an email/password before viewing the proof.

 

The Autocomplete Tool

 

 

Team URL

Clicking the Team URL checkbox enables the Team URL. 

 

Team URL works differently to the Personal URL. The Team URL does not identify you when the proof opens.  Instead, the proof opens in read-only mode and you need to sign-in or subscribe.

 

You can read more about how you use the Team URL here.

 

Embed Viewer

Clicking the Embed Viewer checkbox enables the embed viewer. 

 

You can read more about how you use the Embed Viewer here.

 

People List and Roles

Once a person has been added to the people list they can be given a Role.

 

Proof “Roles” let you set different permissions for people invited to a proof.

The Roles that are available are:

• Read Only.  Can read a proof but not comment or mark-up
• Reviewer: Can add comments and mark-ups, but cannot make a Decision (default Decision is Not Relevant)
• Approver: Can make a Decision, but cannot add comments and mark-ups
• Reviewer & Approver: Can add comments and mark-ups and make a Decision
• Authors: Can add comments and mark-ups and make a Decision. Can also use the Add People and New Version functions. If they upload a new version the owner of the old proof will also be the owner of the new version
• Moderators: Can add comments and mark-ups and make a Decision. Can use the Add People and New Version functions.Can delete everyone's comments and replies.

Creators and Owners: Creator is the person up uploaded a proof. The Creator is normally the Owner as well, however, a Creator can make someone else an Owner on upload or after the proof has been created.

 

Note: Authors and Moderators need to be users of ProofHQ.

 

Workflow

The Workflow section lets you define workflow settings for your proof.

 

The Workflow settings are:

• Select date, which lets you choose a date by which people need to review the proof
• Select time, which lets you choose a time by which people need to review the proof
• Advanced settings, which is a small version of a the proof that you can embed in a web page, blog or wiki.

 

Select Date and Time

1.  Use the date picker to enter a date.

 

2.  Enter your time in the right hand field in th following format using the 24 hour clock:  hh:mm e.g. 22:15 for 10.15 pm.

 

 

Advanced Workflow

The workflow section has Advanced Settings which you open using the Advanced link in the section header.

 

 

 

 

Email Notifications for this Proof

You can set email notifications for people on each proof using Email Notifications for this proof.

 

The email notification setting will not override:

• The default setting that any person has set in their Profile
• The proof-level setting that a person sets on the proof itself
  

 

Lock Proof when all Decision are made

By default, proofs remain Unlocked after everyone who needs to make a decision has done so.

You can set the proof so that its State changes to Locked when all decisions have been made.  This automatically changes the State from Unlocked to Locked when the final Approver makes their decision.

 

Only require one decision

This setting lets you require just one person to make a decision on a proof, even if you have asked more than one person for a decision.

 

This setting is used if you have a tight deadline and need just one person in a group to sign-off.

 

With this setting turned on, once one person has made a decision, the proof Status will be changed. If the Lock proof when all decision are made setting is on, the proof will be locked as well.

 

 

Settings

The Settings section lets you define the various settings for your proof.

 

The Settings are:

1. Proof owner, which lets you choose someone else in your account to be the owner of the proof(s) that you are uploading
2. Add to a workspace, which lets you choose a workspace to add the proof(s) to. You can also create a new workspace
3. Subject, which lets you create a custom subject for the new proof email that recipients receive
4. Message, which lets you create a custom message for the new proof email that recipients receive

 

 

Proof Owner

When you create a proof you can select one of your colleagues to be the owner of the proof using the dropdown menu.

 

 

Add to a workspace

When you create a proof choose an existing workspace for the proof(s) using the dropdown menu. You can also create a new workspace (see below).

 

 

Subject and Message

When you create a proof you can create a custom subject and custom message to go in the New Proof email notification that people receive.

 

The default email looks like this:

 

.

 

Advanced Settings

The Settings section has Advanced Settings which you open using the Advanced link in the section header.

 

 

Login Required

The standard workflow is that recipients receive an email with a Personal URL that logs them straight in to the proof.  If you require higher levels of security, you can use the Login Required setting. This forces the recipient to enter their email and password before they can access the proof.  This does mean that you can only send proofs to people who have a ProofHQ login.

 

Subscription Enabled

Subscription Enabled is an advanced setting that works with the Team URL and Embed Viewer.  By default, people accessing the proof with the Team URL or Embed Viewer can only view the proof in Read Only mode.  People who are already participants on the proof can sign themselves in using their email address.  Subscription Enabled allows people who are not participants to subscribe themselves to the proof.

 

Subscriber Validation Required

If Subscription Enabled is turned on, there is a further setting that you can use, which is Subscriber Validation Required.  This means that the person subscribing will not get immediate access, but will get a link to the proof in an email.  The purpose of Subscriber Validation is to ensure that the person has entered a correct email address to which they have access.

 

Block Download of Original File

The standard setting is that participants on a proof can download the original file from which the proof was created.  Block Download of Original File does what it says on the tin. It disables the download function on the proof.