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Are you using Document/proof versions?

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Level 7
We are planning on piloting using document/proof versions versus uploading separate documents within Workfront. The biggest issues I have found so far are: User can't delete a document version: If they upload a document version in error, they can't just delete the version, they would end up deleting all versions (and their respective approvals and proof comments, which without the recycle bin, is a huge risk). I think notifications may not be the same, so if a new version is added, the standard new document notifications may not go out (e.g. to the project owner). Version names don't retain the file name; they all have the same name. How do you manage the above? Are there things I'm missing? Thanks! Barbara Sedlack BMO Financial Group
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14 Replies

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Level 4
We are planning on piloting using document/proof versions versus uploading separate documents within Workfront. The biggest issues I have found so far are: User can't delete a document version: If they upload a document version in error, they can't just delete the version, they would end up deleting all versions (and their respective approvals and proof comments, which without the recycle bin, is a huge risk). if you are using proofing, click on the doc area, it will make a blue box around it, then go to the right side of the page and scroll down to the versions. You are able to change them there. Click on the 3 vertical dots to the right of the version and it will be able to be removed. I think notifications may not be the same, so if a new version is added, the standard new document notifications may not go out (e.g. to the project owner). If the owner has their notifications on this is supposed to send a notification each time. However, if it is a proof, you can add the owner as a read only or reviewer only. They will have access but it won't hold up the time line like reviewer/approver will. Version names don't retain the file name; they all have the same name. The name reverts to the original version 1 document, there is no way around this. Just set up your naming conventions to start and have everyone follow them. At least this gives some consistency. How do you manage the above? Are there things I'm missing? I have been dealing with proofing for a year now and have found a lot of things that will have work arounds. Please call me if you need to – I am more than happy to chat over the phone. Sometimes it is just easier than typing. Samantha Multichannel Operations Specialist 817-424-2186 P Please consider the environment before printing this e-mail and other reports

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Level 10
Regarding version names not retaining the file name, and all of them having the same name: This is a huge clunky mess for us. Our designers have opted to (1) change the file name, and (2) then upload the new file. e.g. Our drafts all carry the draft number in the file's name. So the filename would look like this for every successive upload: Draft 1: Designer uploads FormNumber_D1.pdf. A proof is generated, and when you open the proof, the filename shows at the top of the window. Draft 2: Designer changes the file name to FormNumber_D2.pdf and then uploads the file. A proof is generated and when you open the proof the new file name shows at the top of V2, and the old file name shows at the top of V1. and so on. It ain't pretty but it works for them, so I let them do whatever they want. -skye

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Level 7
Thank you Samantha! I am so glad to see that versions can be deleted. @Skye Boardman , we also just discovered what you mention regarding file names -- I just finished a demo with a large group of stakeholders and the very first issue one of them raised was the file name issue. They felt it was a showstopper. During the demo, I opened the proof and discovered that within the proofing viewer, the version names were different -- apparently generated upon proof creation: So, we'll follow the same process as you suggest: change the document name and then upload the new version. Thank you both! Barbara Sedlack BMO Financial Group

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Level 10
Glad to hear it, Barbara. Just an FYI, I do keep forgetting to change the filename FIRST and then upload the new version. So, it is just something they have to know to do in a specific order. 🙂 -skye

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Level 4
Yes our designers keep the different version on their computer (with notations of the versions) and have been without issue when loading the versions on top of the previous version. Makes viewing side by side perfect. I think this is my favorite button. In the beginning we definitely had to remind them to load on top of the previous version a few times. Also as a side note they must click ADD DOCUMENT button before dragging or it may cause issues. Once I got the designers knowing that, it was smooth sailing. We have a lot of "drag and dropper" here. (if that is a real term). I do have a chest sheet created for designers and a separate cheat sheet for reviewers on how to load a proof and how to proof all together. If you need it email me at SamanthaWilliams@gamestop.com. Samantha Multichannel Operations Specialist 817-424-2186 P Please consider the environment before printing this e-mail and other reports

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Level 3
Thank you for the helpful tips everyone!! We will be rolling out the PHQ integration in the near future so highlighting the file/version names in the review window will be key for our teams. Ondina Sturges Everyday Health Inc

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Level 3
Hi @Skye Boardman , You and other users have probably already figured this out but since I hadn't found anything in the community about it I wanted to chime back in to this thread. In reading what you posted a few months ago, I'm not seeing the functionality that you described (perhaps it's changed given the recent releases or I'm not following something?). Other than the very first version, at no point did my file name show as the document name (in the document or proof versions). However, I did find a way to change the document and proof version names so they align. The important part is to change the document name before you "generate proof" as versions are added so this would not be feasible if users are set to "automatically generate proof" when uploading. 1. Add document, assume the file name is Blahblah_CopyDoc so the Document name defaults to Blahblah_CopyDoc 2. Add the next version, select/highlight document > More dropdown > Edit > change name to ie, EMAIL1_2017_V1 3. Generate proof; open the proof viewer and you will see EMAIL1_2017_V1 at the top as V.2 . **If you change the document name after generating the proof the name in the Proof Viewer does NOT change (stays as Blahblah_CopyDoc) 4. Add the next version, edit the document name to EMAIL1_2017_V2, generate proof and the proof viewer will now show V.3 with the EMAIL1_2017_V2 name 5. Rinse and repeat I have not delved into the reporting aspects of this yet (document, doc approval, doc version, proof approval) so not sure of any implications (pos or neg) these steps may have. I will post back when I have enough fruitful test data. Just glad I figured out a way for us to handle version naming since we use it as a way to quickly know where we're at in the overall creative development process when reviewing proofs. I'd love to hear your thoughts and/or process info if you've changed it since your earlier post. Thanks, Ondina Ondina Sturges Everyday Health Inc

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Level 10
Thanks for your feedback Ondina! No changes to our process since we last discussed this. For us, this file renaming procedure is crucial as our reviewers will often hover on the version tabs in a proof in order to find the correct draft to compare to. In the screenshot below, I'm on version 7 (draft #6) and I'm hovering over version 5 (draft #4) preparing to compare the two. It's definitely quicker to locate the relevant draft in this way. -skye

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Level 3
Yep, that's exactly what we do when we compare. So somehow you're able to get the system to actually use the file name as the document when you add new versions? I'm still not following how you're changing the version name within WF (or is it the same as what I'm doing?). When I hover, I don't see the file name of what I just uploaded, it shows the name of the document which stays the same as the previous version unless I go in and edit it. Hope that makes sense, it's been a long week. Cheers, Ondina Ondina Sturges Everyday Health Inc

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Level 10
We are doing similar to what you are doing. Reminder: our instance is Workfront-integrated-with-ProofHQ. Our designers use drag and drop and have auto proof generation enabled. So the steps are: 1) Upload (drag and drop) blahblah_D.doc, and a proof will generate with that as the filename on V1 2) Change the filename from blahblah_D.doc to blahblah_D2.doc 3) Upload (drag and drop) blahblah_D2.doc and a proof will then generate with that as the filename on V2 and so on. -skye

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Level 1
Hi Everyone! Our organization is also hoping to use this process to have the local "detailed" file name visible on each version of the proof. We are finding that this usually works using the process you described (upload original version, create proof, uploaded "new version" with a different name, create proof) - but sometimes it does not and instead all of the file names look the same within proof, even though they were named differently when they were uploaded as new versions. We cannot figure out what the team is doing differently in those cases that is causing the file name to be lost. Does anyone have any ideas? Thanks! Lisa Schwartz The Bloc

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Level 4
I can only say that while rolling out proofing this was told to me... That is the way it is programed to work . Didn't like it but you can see the versions listed on the email that is sent to each person needing to proof the file. Those will change with each email sent, even if the title of the document doesn't. I have seen some work arounds but our team has just gotten so use to it we have moved on from the issue. If this is on the Idea exchange somewhere. Link back in with the name and we can all click to up vote it. Samantha Senior Specialist, Creative Services 817-424-2186 P Please consider the environment before printing this e-mail and other reports

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Level 7
@Samantha Williams and @Lisa Schwartz Here is the Idea Exchange item: "https://support.workfront.com/hc/en-us/community/posts/115004027653-Proofing-see-native-file-name-in-the-each-version" PROOFING - SEE NATIVE FILE NAME IN THE EACH VERSION Barbara Sedlack BMO Financial Group

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Level 10
Lisa: I would sit with the people who are creating these problem proofs and if you can't see anything wrong with their workflow, try submitting a helpdesk ticket. It's a very stringent workflow--the document name needs to be changed before the upload, so if this doesn't happen (if someone is uploading and then changing the document name) then that's your culprit. -skye