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J
JillAc
Level 10
July 26, 2021
Question

Proof sharing V2 onward

  • July 26, 2021
  • 3 replies
  • 1161 views

Hi I have a situation I'm hoping someone has a solution or advice.

  • We have a proof approver who is in a different company and so has limited access to our instance (and rightly so, I don't want her poking around our stuff)
  • She has to approve proofs but only ONCE and early in the process. So she gets V1 as an approver.
  • Sometimes, it takes her a few days, and in the meantime we are on V2 as the editing process doesn't wait for her.
  • We don't share V2 onward with her because the multiple notifications are annoying and confusing, and by accident the due date may shift on the notification (hard to keep track of those) which is confusing and bad manners
  • Because V2 isn't shared with her, when she clicks on V1 it's locked and she's not given the option to go to V2
  • I would like a way that she gets automatically routed to V2 without having to share/send the notification to her. This can be specific to a certain type of Project/Portfolio/Template - those are very consistent as to which proofs this has to happen for.

Access rules and how all the levels play together are my achilles heel -- 90% of my questions revolve around this topic, and the documentation on proof approvals is sparse, especially around how various types of rules impact it.

Any advice would be most appreciated.

Thanks!

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    3 replies

    kynabaker16
    Adobe Employee
    kynabaker16Adobe Employee
    Adobe Employee
    July 30, 2021

    Hey Jill,

    I took this to some smart people and here's what they said:

    The user will need to be shared on the second version in order to be routed to it. If they are manually removing her, it would make sense that she doesn’t have access to V2. I don’t believe that there is a way to accomplish what she is wanting as they do not have anything in place to prevent V1 from closing/becoming locked before the end user is able to approve it.

    So, maybe someone else out there has some good ideas?

    Kyna

    skyehansen
    Community Advisor and Adobe Champion
    skyehansenCommunity Advisor and Adobe Champion
    July 30, 2021

    The only other thing I saw was the nuclear option: In the Proof account settings, I noticed this line: ""Recipients can view all versions" allows recipients to view all versions of a proof within the Proof Viewer when the Proof URL is enabled."

    If it works the way it implies, I guess the question would go back to Jill as to whether it's ok for everyone who is assigned a proof to always be able to see any proof versions.

    J
    JillAcAuthor
    Level 10
    August 2, 2021

    Oh yes! That will work. I hope. I can't think of any situation where someone should be cutoff from seeing another version of the same proof. thank you!

    J
    JillAcAuthor
    Level 10
    July 30, 2021

    I think I found a way but it's a bit convoluted. After V1 if the proof isn't yet approved by "Susie" of the external company, they are instructed to add her to V2 but don't send a notification or a message or a deadline. I think -- haven't yet had too many opportunities yet to test it -- it will take her to V2 automatically as V1 will be locked, and she can approve V2. It requires a lot of oversight of this one person's approval but we're going to try it out.

    kynabaker16
    Adobe Employee
    kynabaker16Adobe Employee
    Adobe Employee
    July 30, 2021

    Well that's a good workaround I guess! I hope it doesn't turn into too much work for you.

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