Hi Karen, Process: For the first version, the art person finishes their task and gives the PM the path to the art server where the file is. The PM then gets that an uploads the proof in the Project's Documents tab Add New -> Proof option. They upload the file, attach the automated workflow template, enter (or check) the people for each stage, add a custom note and then create proof. They then monitor it, make changes mid-flight, etc. For additional versions, the art person will have gone through the proof to resolve any To Do comments and makes changes. When they are done, they tag the PM in a proof comment and puts the path on the art server to the new version. And the process repeats. Custom Forms: Custom forms are only at the document level, they are not at the document version level. We just use the custom message option when creating the proof to tell the Editorial/Proofreaders what they need to do (i.e. cold read, compare against version X, fact check, etc.). There are some groups that will also put that information as the first comment in the proof once that version is done generating. Internal v. External: Internally we use automated workflows that go through the various department. For external, depends if they want the client to see internal comments or not and if the team wants internal people to see all the external comments. Various methods used:
Have a separate "Routes to Clients" and a clean copy is uploaded and only sent to the client
A clean version is upload and the client is added to the workflow, but since they are not on the previous version, they cannot see it to compare, but we can internally
A client is added to a stage at the very end of the workflow and they see it after the internal team does (only do this if you want them to see internal comments)
Text-Heavy: For us, the copywriters "owe" the text. So editors just make comments and account decides STET or To Do. And then the copywriter has to make the changes. Track Changes doesn't work for us because the copywriters don't want the editors actually making any changes to their file. Folder Structure: Varies by group. Most just have a "Routes to Team" and "Routes to Client" folder. If there are multiple assets for a project, they might break the folders by asset. Hope this helps. Anthony Imgrund FCB
