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Anyone using Proof to review marketing emails?

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Level 10
We are looking for tips, advice and best practices on using WF Proof to review marketing emails. In addition to testing the hyperlinks often embedded, we need the layout preserved. How are folks doing this currently? What format do you convert the email to, to then upload for proof??? Thanks in advance. Katherine Haven, PMP VP, Director, Business Technologies - PMO FCB
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9 Replies

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Level 1
I would like to know also. Kim Higdon CJA - cj Advertising

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Level 5
Hi Katherine, We use Hubspot and ProofHQ. We do screenshots of the email details, (send to lists, subject line etc.) and also load the URL of the preview email into the proof. If the landing page is new we also load that URL into the review. This allows reviewers to click on the email within the proof to test links and landing pages. I assume if this works for Hubspot that it would be the same for other programs. Aileen Aileen Taylor Cell Signaling Technology

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Community Advisor
We do a couple rounds of proofing for emails with different file types. The first round(s) are not coded with links, reviewers should be looking at copy, images, layout... those files are .jpg or .pdf. Once that is approved, we send it on to coding for the links. They upload the link that the email would go to if someone wanted to view the email in a web browser. They also enter the email's subject line as a comment within the proof. At this point, our reviewers should ONLY be reviewing links and ensuring they are going to the correct destination, no copy or design edits should be made at this point.

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Level 10
Hi We do it in 2 steps. First the JPG of the layout is uploaded by the designer as a proof and approved. Then the email manager creates the HTML files, zips and uploads as a digital file using the "new" online proofing tool that has to be downloaded by everyone. It took a few tries to figure out how to best zip and upload the digital proof, but once that was figured out it's been very easy and good. Our final step is sending test emails, which happens outside of Workfront. Jill Ackerman

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Level 6
We proof the artwork (usually a PDF) before it gets turned into markup (HTML), and most of the time don't bother with proofing afterwards (just an approval). Most email marketing systems automatically generate a 'view this email in your browser' type link, so you could send a test message (which everyone hopefully is doing anyway) through your provider, then use that 'view in your browser' URL from that test message as the proof URL (do it as interactive and you can test hyperlinks). Just make sure you're not confusing that with some email client's (like Outlook) view in browser functionality (which is a url to something on your computer - not the internet - and won't work in Proof). Sean

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Level 5
Hi Katherine, We also split into phases (besides the internal review process): 1a. copy+design (.doc/.pdf) or 1b. copy (.doc) 2a. real test mails sent to partners directly from our mailing system so that we enable multi-device compatibility testing 2b. design (pdf) 3b. real test mails sent to partners directly from our mailing system so that we enable multi-device compatibility testing For email codes as such we don't use any proofing tool as emails are too client-sensitive and the proofing tool does not render in a client-specific way, for that kind of testing we use Litmus. Cheers, Imre ImreMagyar VODAFONE Group

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Level 4
We have been doing the following for a couple of years, and it's been working well for us. 1) Copy approvals using Google docs 2) Design approvals by uploading PDFs in Workfront Proof 3) The email is coded, uploaded and a Litmus test is done to see if there are any issues with email clients 4) We use the "can't see email" url to generate a page in Workfront Proof to review issues with links Thanks! Michelle Jackson Colony Brands, Inc.

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Level 10
Thanks all - very helpful!! Katherine Haven, PMP VP, Director, Business Technologies - PMO FCB