Proofing Workflow

Hi Angie, Can you explain a bit more about your process? Workfront and Workfront Proof have version control built in, and Proof has automated Workflows you can set up that will likely help. Sean

We use WF Proofing but have access to build groups in the PHQ side so it shows up on the WF Proofing. In each group built, we can change the settings for each person added. Example 1: for proof 1 & 2 of this element we use group A. On group A, Robert is a reviewer and replies to my comments as the email notification. For proof 3 we use a final round- group B. On group B, Robert is a reviewer/approver and replies to my comments as the email. We know Robert doesn't look at proof 1 & 2 (ever), and was holding up the process. But he will give his opinion on the last and final proof Group B. You can name the groups to benefit your team. Just know the person in a group can have different status' in each group they belong to. All the designers know which group to use and should they have to tweak one or two people because they might be out of the office or a one off situation, they can change the assignments as needed. However, this is the best way we have figured out to eliminate most of the manual entries. Samantha Williams GameStop Corp.

In most of our creative work, the copy writer drafts copy and that copy goes through an approval/edit process via proof - first with a creative manager, then to the project owner, then to the client/partner (i.e. a clinic manager or service-line manager). Once fully approved, the copy gets passed to a graphic designer. Graphic designer creates a draft and generates a proof that first goes back to the copy writer, then follows the same approval process the copy went through. We are finding that we either end up with too many proofs attached to a project, or have a very manual process of changing the proof role and email alert as it moves through the approvals. Automated workflows only work when going to the creative manager because it's always the same person. Our project owner review and client review are always different people and, from what we can tell, you can only use an email address to setup an automated workflow - not a job role. We are only 120 days post launch and have open ears on how to do this better! Angie Forsythe Mercy Health

Thanks for the response! Curious to hear more on how groups work and how they are different than setting up an automated workflow. Angie Forsythe Mercy Health

Hi Angie, Here's how I have our Marketing Flyer Proofing setup which you may (or may not) find helpful. Our flyers have 3 rigid proof cycles. Each cycle has it's own workflow. Those workflows define the default deadline, send time, and stages. We do not use the workflows for people (no recipients in the workflows at all). When our production artists create a proof, they choose the appropriate workflow, then add groups of people (which vary depending on the product categories on their flyer page) - groups are added the same way as individuals/emails. So we have a FLYER First Proof - COMPUTERS group, that has all the managers and assistants for our computer products. After the production artist adds the applicable group(s), they then sometimes remove individuals (when you add a group, it just puts all those users into the recipients list as if you'd added them one by one). They also sometimes add more individuals. Each group has its own default settings per user (role & email notifications). Some users are in multiple groups, with different roles and notifications for each group. For example, on the first proof groups, our Merchandise Managers are approvers , and our Category Specialists and Assistants are reviewers . On the Final Proof groups, the Assistants are approvers and the Managers are reviewers . You may want to try making two workflows (that contain the specific stages and deadlines for the copy, and the artwork). Then create groups of people so whomever creates the proof can just type in the appropriate group(s) names and not have to remember who should be what role. Those groups can either be added to the workflow, or like us added every time you make a proof (leave the workflow recipient list blank). Does that make sense? Sean

Also, are you utilizing versions? In Workfront, our flyer page proofs are all one document (with 3 versions). In your scenario, you could (though I'm not you'd want to) make your artwork proof a new version of the copy proof if you wanted to make it less cluttered. Versioning also is helpful in the proof viewer for people to easily see the history of the proof. We're only 45 days post launch, so others may better suggestions. Sean

Hi Angie, We have automated workflows set up for each Layout stage of a project per tactic. For example - Print Layout 1, Print Layout 2, Email Layout 1, etc Unfortunately, like you mentioned the stages are limited to users/email address and not job roles. We are hoping they add that enhancement down the road as it would help us to streamline! As a work around, we set up dummy users named with the job role "Graphic Designer" Creative Director" and added those as a placeholder in each stage. For the most part, everyone is an approver at every stage, so we rely on the default proof settings and don't have to update those each time. The groups in PHQ might be useful if you are hoping to have different settings for different stages of the proofing cycle. I hadn't heard of that functionality, but it sounds like that is working well for other companies with a similar use case. The designer or programmer uploads a pdf, and then our PMs will generate the proofs and attach the workflows. They will add in the specific user at this time and delete out the placeholders. They also share the proofs with the clients through proof hq which is why we decided to give proofing licenses to the PMs instead of the designer or programmer teams. Like Sean said, we also upload the new pdf on top of the previous to create one proof per project with version history. At the end of a project your proof may have 20 versions, but it is much easier to sort through those than 20 different documents. We've been using Workfront for two years. Hope this helps! Melissa Treinen Healthgrades

Really appreciate this feedback. Reviewing it with my core team to see if any of the suggestions will work with our workflow. Angie Forsythe Mercy Health