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Proof Organization/Dashboard for External Clients

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Level 1
As an agency, we send a high volume of deliverables to external clients for review via Proof. We've had feedback from several clients that it's hard to keep track of everything that's sent to them for review and the status of where things are at on their end. We add the links to the proofs in our status sheets to help with that, but it's a manual effort to copy and paste links for every deliverable, so I've been trying to figure out how we can do this more efficiently. Ideally, we'd love to be able to give clients access to the Proof Dashboard through an observer profile. The dashboard and proofs awaiting approval view are exactly what they're looking for. However, as it currently stands, an Observer profile has access to the "Contacts" tab and for security reasons, we cannot let our clients have access to contact information for everyone in our instance. Has anyone else run into this and found a work around? Any insight would be much appreciated! Ryan Cockayne Bulldog Solutions
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Level 10
Have you utilized the Proof Approval report at all, on the Workfront side of things? If so, would you consider giving external clients access to view a dashboard or report? If you check the access levels by license types page at "https://support.workfront.com/hc/en-us/articles/216606998-Access-Levels-by-License-Type" title="https://support.workfront.com/hc/en-us/articles/216606998-Access-Levels-by-License-Type">https://support.workfront.com/hc/en-us/articles/216606998-Access-Levels-by-License-Type even an external license holder can do this and have no other access. You could probably build a report for anyone (something along the lines of filter: Approver ID = $$USER.ID and Decision = Blank ) -- I don't really do this myself so I'd suggest testing it out with a few personas of course. -skye

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Level 1
Thanks, Skye. I did play around with the proof approval report earlier today, but even with no filters applied it's only pulling in a handful of our proofs. If I can figure out what the issue is there, creating a dashboard and giving clients access that way might be a good solution. Thanks for the suggestion! Ryan Cockayne Bulldog Solutions

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Level 10
hm, can't imagine why that would be, but just to double check: these are definitely all proof approvals? If you have a mix of document approvals and proof approvals going on, then those might need to be two different reports. Otherwise, I don't remember any of the other requirements for having proofs show up on the report (we played around with it very briefly last year and I do remember that things had to be done "just so" but I'd have to sit down and test it all over again to remind myself about what went down :) -skye

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Level 10
PS: While I'm thinking about it, also would check to see what role your external clients are (reviewers? review+approvers?)... I feel as though this might have been one of the gotchas (that reviewers didn't show up) -skye

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Level 4
Maybe you can copy your access of the Observer profile and change the views on that "New Observer" to not show the Contacts tab, thus creating a "dumbed down" version for use with only these people and still give the level of Observer. We did this on a few access levels to remove the ability to request projects by certain groups but still give the other access of a review level. Also look at your layout templates for that "New Observer" and remove anything you don't want them to see. Then go back to the "people screen" and change their access for each person. Hope that helps. Samantha Senior Specialist, Creative Services 817-424-2186