What is "Delegate ownership" in Proofing Workflow? | Community
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CatherineKe
Level 5
April 18, 2025
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What is "Delegate ownership" in Proofing Workflow?

  • April 18, 2025
  • 3 replies
  • 990 views

I've been searching Experience League for information about the "Delegate ownership" of a proof, but I'm just not finding anything!

  • From the documents area of a project, I clicked on Proofing Workflow
  • Clicked on the three dots/menu to the right of the proof owner/creator, and see "Delegate ownership"
  • I don't know what that functionality does exactly, and haven't had luck finding the right documentation that explains it

This screenshot is an example of what I'm looking at.

 

I'm hoping someone can point me in the right direction, or provide an explanation. Thanks!!

Best answer by Lyndsy-Denk

@catherineke I discovered this function a couple years ago when one of my users went on maternity leave and left over 200 proofs open. We applied proof delegation to each of those proofs so that their manager could take over. Proof delegation allows a different user to manage a proof as if they were the owner. When the original proof owner returns, they retain the ability to manage the proof and can remove delegation.

Fast forward about a year and I discovered an broader, simpler approach: Any user with the Proof Permission Profile of Supervisor has the ability to manage any proof. You can configure the Proof Permission Profile in the user's settings.

So I would recommend proof delegation for any one-off needs, but I would recommend the Proof Permission Profile of Supervisor if you have a larger use case.

3 replies

skyehansen
Community Advisor
skyehansenCommunity Advisor
April 18, 2025

This might help.

 

Delegation: https://experienceleague.adobe.com/en/docs/workfront/using/workfront-proof/get-started-wf-proof/personal-settings-in-wf-proof/designate-temp-proof-owners

 

Ownership perks: https://experienceleague.adobe.com/en/docs/workfront/using/workfront-proof/work-with-proofs-in-wf-proof/share-proofs-and-files/manage-proof-roles (scroll down to owners)

 

At a guess, I'd say ownership comes with certain additional perks, and delegation is a way to temporarily convey those perks, rather than permanently make someone an owner.

Lyndsy-Denk
Community Advisor
Lyndsy-DenkCommunity AdvisorAccepted solution
Community Advisor
April 21, 2025

@catherineke I discovered this function a couple years ago when one of my users went on maternity leave and left over 200 proofs open. We applied proof delegation to each of those proofs so that their manager could take over. Proof delegation allows a different user to manage a proof as if they were the owner. When the original proof owner returns, they retain the ability to manage the proof and can remove delegation.

Fast forward about a year and I discovered an broader, simpler approach: Any user with the Proof Permission Profile of Supervisor has the ability to manage any proof. You can configure the Proof Permission Profile in the user's settings.

So I would recommend proof delegation for any one-off needs, but I would recommend the Proof Permission Profile of Supervisor if you have a larger use case.

    C
    CatherineKeAuthor
    Level 5
    April 21, 2025

    Thank you for the additional information. It seems like setting the proof permission profile of Supervisor is the route we should go! We often have two designers working in conjunction on a proof. We asked them to remember to always set the 'other' designer to "Make owner" each time, and invariably it would be forgotten.

     

    Just for my own understanding though, I do want to clarify how Delegate Owner works.

    • The person on the proof that I set "Delegate owner" on, then has the ownership of the proof and can manage as if they are the owner. 
    • Does the original owner/creator also still have those rights? I'm wondering in the case where we want either of two people to be able to upload new versions, would they both be getting the updated versions, comments, etc.?

    Thanks so much for your help!

     

    Richard_Carlson
    Community Advisor
    Richard_CarlsonCommunity Advisor
    Community Advisor
    April 21, 2025

    I am 99% certain that the original person retains the same permissions - even if someone has been delegated ownership it should not mean that the original assignee has anything removed.  I would love to be proven wrong though!

    ConnorO2
    ConnorO2
    Level 4
    May 27, 2025

    @lyndsy-denk @skyehansen This functionality is not working for us. We had a user delegate proof ownership and the new delegated user can't upload a new version to a proof. 

     

    Any tips on this?

    skyehansen
    Community Advisor
    skyehansenCommunity Advisor
    May 27, 2025

    Just like everything else in Workfront, it's a handshake process. Delegation of proof ownership doesn't award any special abilities, it merely makes it possible for you to act on the proof with the ability you have. 

     

    Can you be more clear about whether or not the delegated user has the right configuration to upload proofs? I think this is normally that they have a proof license and Supervisor access -- does your person have this or Manager access instead?

    ConnorO2
    ConnorO2
    Level 4
    May 27, 2025

    The user currently has Administrator access, tried switching them to Supervisor access and that didn't work either. 

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