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KierstenKollins
Community Advisor
KierstenKollinsCommunity Advisor
Community Advisor
August 10, 2023
Question

Proof Report ?

  • August 10, 2023
  • 2 replies
  • 1473 views

Does anyone know if it is possible to pull data to see if a user opened or commented on a proof in either a Workfront report or in a Proof view?

 

We are trying to audit users to see if they are opening or leaving feedback on a proof to ensure the right people are acknowledging they have something to review.

 

Thanks!

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    2 replies

    Madalyn_Destafney
    Community Advisor
    Madalyn_DestafneyCommunity Advisor
    Community Advisor
    August 11, 2023

    You can pull proof approval reports/comments in a proof/proof stage info, but you're wanting to specifically see HOW the user is accessing the proof? Not sure if that's possible...

    If this helped you, please mark correct to help others : )
    KierstenKollins
    Community Advisor
    KierstenKollinsCommunity AdvisorAuthor
    Community Advisor
    August 11, 2023

    Yes, correct.

     

    We are trying to see if people open the proof and/or leave comments but do not make a decision on the proof.

     

    I have looked at all the objects but assumed this is not possible but wanted to see if anyone found some magic text mode or a workaround in Proof views.

     

    Thanks!

      Madalyn_Destafney
      Community Advisor
      Madalyn_DestafneyCommunity Advisor
      Community Advisor
      August 11, 2023

      I've had that problem before where people leave comments and no decision. What I did to work around this was sending people who had pending proofs a bi-weekly report (via WF) of proofs pending their decision (using wildcard) and saying they need to mark decisions otherwise it remains in both theirs and the proof owner's queue as pending. Eventually people got the hang of it. You can make a proof approval report with an awaiting decision filter so you're only grabbing pending proofs:

       

      If this helped you, please mark correct to help others : )
        S
        Community Advisor
        Sheri_WhittenCommunity Advisor
        Community Advisor
        August 16, 2023

        You can see the activity in Proofing > Activity, but I don't see any way to export it. If you just want to review the activity, this could be helpful.

        Otherwise, a Proof Approval report could be used for auditing if you filter it by Awaiting Decision, then send that report to the users listed. 

         

        I run a weekly report where I review any closed projects that have open proofs, then manually acknowledge them with "correcting proof workflow" (making sure email alerts are on). This has cut down a lot of the missing decisions 🙂

          LanggCass
          LanggCass
          Level 2
          February 21, 2024

          Hi Sheri,

           

          Any chance you can share how you built that Open Proof on Closed projects report? This sounds like something we need.

           

          Thanks!

          LanggCass
          LanggCass
          Level 2
          February 28, 2024

          Sure. It's a Proof Approval report with these textmode filters:

          EXISTS:a:$$OBJCODE=DOCU
          EXISTS:a:project:status=CPL
          EXISTS:a:project:status_Mod=in
          EXISTS:a:versions:ID=FIELD:documentVersionID
          approverDecision=pending
          approverDecision_Mod=cieq
          isCurrentDocumentVersion=true
          isCurrentDocumentVersion_Mod=eq

          As long as your complete status key equals CPL, it should work for you. If you use a different status key, just enter that in place of CPL. Then I have this report sent to me weekly so I can make decisions on any proofs still open on completed projects.


          Hi Sheri,

           

          Thank you so much for sending this, it has been extremely helpful. I have another question that perhaps you can help with.

           

          When I create proof reports, I see proofs in the pending status, but some of them are archived proofs (previous versions). How do you clear those? Any way we can exclude archived proofs from appearing on the reports?

           

          It sucks that when there are multiple stages in the proof, even if at the first stage the proof was rejected, the rest still appear as pending. We are now left with a bunch of pending proofs that aren't even relevant anymore because they have been rejected at any stage.

           

          Thanks!

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