We use tasks for reviewers to review proofs, they are instructed to "complete their task" when the review process is complete.  What @skyehansen suggested might be a good way to get the work in front of their faces and completed correctly.

Unfortunately change management is hard and the system cannot force people to go into it.  You would need to talk with these people and emphasize the importance, if that effort fails over time you could then escalate.  It sounds like there needs to be more buy in, I'm not sure any feature in Workfro...

Have you tried making the field mandatory?

In my practice I try to generally deactivate users instead of deleting them - my thought behind this is:  There is an audit trail on deactivated users, deleted users are just gone.It is probably more valuable to my company for me to deactivate these users and keep any record of their comments, task ...

Are your users taking advantage of the 'subscribing' and 'favorite' features available to them?

Can you expand a bit on your question?When you say users from a custom form, what specifically do you mean?  If you mean that the user would be provided a field in which they could type any name in the world - I don't think that would work - I do not think Proof HQ will have access to data in custom...

We have a "Workfront" queue with 3 queue topics:Feature RequestHelp DeskSystem AccessIn practice, people don't really use #2, they reach out to me directly but #1 and #3 are used frequently.There will be a different custom form visible for the 3 choices and we will capture information about the requ...

If you have access to the ProofHQ backend - have you tried adjusting the default proof preferences for the specific users you're talking about? Default Proof Settings - You can try adjusting the default proof role Default email alert settings

I would suggest possibly rethinking the proofing workflows to get additional functionality.  If someone is added to a proof workflow and they don't need to be on it - simply put - the easiest thing is to take them off or never add them in the first place.  If it so happens that this person does not ...

After reading your post I am curious if you have everyone in your instance set up with the ability to edit custom forms.  Is that site wide?  How many users have this ability?  Does anyone ever make unauthorized edits or accidentally delete important things?