Proofreading Process in Workfront

Question

We are wanting to bring our proofreading process into Workfront, but are struggling to find the easiest way to do so.

Our proofreaders don’t work on specific work as it’s based on what’s coming in and how busy each of them are. Our current way is outside of Workfront, where they pick up the PDF and proofread that file to give back to the team to make edits.

We would like to include them in the proofing process that happens within Workfront currently. Since there isn’t a way to pull a report to show what a person has to review (as we don’t need them to approve the proof), we are finding that the only way to add them into the Workfront Proofing process is to add both proofreaders as reviewers & approvers. The owner of the proof would then remove the proofreader who doesn’t make a decision on the proof since the other one did the work. We can use the reports that we have built for them to see what work they have and show them how they can see if the other one is in the proof or not.

Does anyone have any ideas or thoughts on how we could make this work? We want to make this as simple and streamlined as possible, but keep coming to roadblocks.

Thanks!

devanshu16 · Accepted Answer

Adding to what nino said - if you're using Workfront Proof, Automated Workflows might be exactly what you're looking for here.

You can set up a Stage 1 specifically for proofreaders and assign them with the "Reviewer" role (not Approver) - they can comment and mark up but aren't required to make a decision. Once that stage is done, Stage 2 kicks off for whoever needs to actually approve. No manual removal of people needed and the routing happens automatically.

For the workload distribution piece you mentioned (based on who's available), you could keep it simple and just add both proofreaders to Stage 1 and whoever picks it up first comments and the other doesn't - or use the "only one decision required" setting if you set them as approvers in that stage.

Might be worth looking at Automated Workflow templates too so you're not setting this up from scratch on every proof.

ninoskuflic · Answer

Hi ​@EAdams, why don’t you make a task that you assign to a person and inside of that task you add a PDF and create a proof out of it and if necessary you assign the reviewer as a reviewer. By doing that, you can use a task report to show them what work they have. Once they are done with their review part, they can mark the task as done or “done with my part” and the PM or whoever can activate then the next part of the proofing process. Other part you can also do is create a multi-stage approval process where stage 1 is proofreading approval and then once the proofreader is done with they part they actually approve that stage (meaning that everything is OK from proofreading part) and it can now go to the decision maker to make a final decision.

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