Workfront Proof Questions

hi Mark, and welcome to Workfront. We've had Workfront Proof for 3 years. To answer your last question first, there were a few problems with recent enhancements but it's important to note that there is a way to reverse the recent enhancement to use "legacy viewer" while problems are being worked out, and that Workfront is responsive to issues. Training and adoption is fairly simple. You have access to some training materials online, so I encourage you to look through them and see how you feel about it. Are your users likely to "shy away" and try other alternatives? That depends on your company / team culture and how you're handling user adoption. At the moment, we have one team who prefers to use Proof, and has no trouble onboarding new reviewers. We have a different team who prefers to handle reviews differently. Your users (clients?) can still download the file to review. None of the markups will come with the file download and adobe markups will not translate into Proof in a satisfactory way. We do work with outside clients similarly, where the PM will send them the file and they will send back markups and then someone has to transfer the markups back into Proof. It's mostly OK with us to do this since the PM needed to vet all the markups anyway. How you choose to re-do your project templates depends very much on what work/workflow you're choosing to show in your templates. It might be simple or it might be complicated. Hope that helps. -skye

We use proofing every day on the Training team here at Workfront. It's a vital part of several of our workflows. As someone who came from doing all proofing on paper, Workfront Proof has been a lifesaver! Things get proofed faster, so my work gets done faster. Training on how to use the proof viewer to review proofs is available "https://support.workfront.com/hc/en-us/articles/115001586593">here . No log in needed to access the training, so anyone can take it -- Workfront users, non-Workfront users, your vendors, etc. I personally find the proof viewer is MUCH easier to use the Adobe Acrobat. Markup on the proof itself is easier. It's easier to make comments. It's easier to reply to comments. It's easier to mark comments have been resolved. It's easier to indicate that I'm done reviewing the proof. It's easier to know when others are done reviewing the proof. As for adoption ... You know your users better than anyone, so you know how they'll react to the change. Announce the change is coming and explain why . Make sure users have participated in training. Make all work required in Workfront Proof (sunset the previous workflow). Like a lot of our customers say, if it's not in Workfront, it doesn't exist. If corrections come back to you in Acrobat, then those corrections don't exist. Establish the workflow, train on the workflow, enforce the workflow. Proofs can be shared with users outside Workfront by adding them to the proofing workflow by email address. There are back-end settings that allow those people to share the proofs with others. And adding these out-of-office reviewers to your proofing contacts list makes adding them to proofs much easier. (See Review & Approval Administration Part 1 on Workfront Ascent for adding people to the contacts list.) The export option from proofing allows you to export the original file (again, this can be controlled by a back-end setting). The export does not contain any markups. Being able to upload a document/proof requires a Workfront license with proofing. Depending on how you handle your proofing workflows, changes may or may not be required on your project templates. You can also set up proofing workflow templates, which are independent of the project templates. These make assigning proofing workflows much faster when uploading proofs. (See Review & Approval Administration Part 2 on Workfront Ascent for creating workflow templates.) As you look at Workfront Proof, become familiar with the functionality before making decisions and most definitely talk with your Workfront consultant about how to handle your proofing workflows (with both Workfront Proof and Workfront). They have some great workflow suggestions based on their experience with our customers. I hope your team learns to use and love Workfront Proof as much as my team does! Allison Lippert Workfront Training Manager allisonlippert@workfront.com

We've had WF Proof (I still call it Proof HQ.. can't stop, won't stop) since we implemented so I don't know any different, but I can say that it's a much better system than Adobe Acrobat (and all the other ways we received comments on proofs) ever was for us. For 1, it keeps everything right within WF and gives us visibility to all changes and comments to a proof. We really love it here! Our team did not have a huge learning curve switching from Adobe to WF Proof. They are relatively similar in proofing tools, so it wasn't too hard to switch over. Getting them to use WF as a whole was way harder! We did some training sessions on how to proof, and our internal processes to keep things consistent from project to project. We went so far as to tell everyone when to hit the green, yellow or red approval buttons so we don't have any confusion as to what 'Changes' means. We built all of our templates with rounds of revisions into them, so if you don't currently have that, there may be some rework involved. For example, we have 'Send proof to PM' task for our designer, then a 'review first round of creative' for the PM, etc. for up to 2 rounds of revisions in every project. However, once you determine what those tasks are, it's not too hard to add them to each template. We really haven't had many issues with the proofing tool overall, and like I said, it's been a much better solution for us than the old ways of getting feedback! Good luck! Happy to answer any additional questions. Malisa Lieser Sr. Marketing Communications Specialist Tennant

Since I am just unboarding our creative team with Proof I thought I'd jump in and give you my very current answers. 1. Training is pretty easy, it's a very intuitive tool. I made a document that I can share with you for reviewers and occasional users when you get to that stage. Setting up "how" the managers communicate with the designers using the flags and checkmark has been critical for us, and I think it's working out. There is a flag that can be customized, and the checkmark "resolves" comments. We have long comment strings so this is critical that the designer doesn't have to read through tons of comments to find the decision. We decided the last comment on a resolved thread is the decision. 2. You can download the PDF or you can Print to a PDF which includes the comments -- there are 2 ways to see the comments. It's different from Acrobat but I think the users will get used to it. I am constantly reminded that they were all resistent to Acrobat when we first launched it, as they liked the handwritten comments. And now they are used to Acrobat. Change is hard! 3. I don't understand about changing templates. I think the answer is no. Think of it as a replacement for Acrobat but it can also accept videos and websites, not just PDFs. 4. I think the recent updates are still in Beta. I'm not using any Beta since we are still launching and it's hard enough without having to explain why things looks different than they did last week! I think the biggest problem right now is how it's not that integrated with Workfront -- most obvious is that the Due Dates from a Task don't carry over to the Due Dates for a Proof that is attached to that Task. Also, the approval templates are input by person and not by role, so they don't work for us, our approvals process is too complex. Good luck!! Jill Ackerman

Hi Mark, We just added Workfront Proof within the past 2 months, and we've learned a lot through launching it and using it that we were not aware of before diving in. I'd be happy to put you in touch with my colleague who has been working closely with the Workfront folks to address our concerns and issues. Feel free to email me and I can arrange an introduction. Beth Calvaresi beth.calvaresi@sbdinc.com Stanley Black & Decker, Inc.

Jill, i am jumping in on this thread and would be interested in seeing the training doc you put together for the proofing process. Would you mind sharing it with me? We are also in the early stages of our implementation and are developing customized materials for different user audiences. If you have any suggestions on overall change management and training approach for your implementation, I would live to chat further. Gail Bruce Whirlpool Corporation

Hi All, Curious to see if anyone has run into a similar situation. We began using Workfront and Workfront Proof about 2 months ago, however we have an outside creative agency who has been using ProofHQ for years. Some people at my company now have a Workfront Proof login to the agency's instance and another login to our Workfront Proof instance. We are trying to determine if there is a way to link the two instances. Right now our PM would have to go into the agency instance, download the file and upload into our company instance to route internally. Then once internal comments are provided, the PM goes back to the agency instance and inputs the comments. We are worried about the time it takes to do all this work and the chance for comments to get lost or missed when going from one instance to the other. There does not seem to be a way to link the two instances so it can seamlessly go from Agency-->PM-->Internal Review. Thanks! -Steve Steve Kerwin iRobot Corporation

We have a similar situation and unfortunately there is not a way to do it. I was told by my account rep that the only other option would be to have the Proof HQ only users be converted to Workfront Proof HQ users. Michael Lebowitz Marketing Analyst Michael.Lebowitz@guidewellconnect.com T 904-436-4240 | M 904-200-1364 Fax 904-565-6156 4800 Deerwood Campus Pkwy DCC 800-4-272 Jacksonville, FL 32246

Mark, We have been on WF for 3.5 years and proofing for 2 of those. I LOVE IT. Yes it can a few hiccups but over all it is way better than the paper proofs we were routing. 1. Training- as long as you are super excited about it they will be. (will always be a few that don't want change) Not sure about Acrobat vs WF as we did not use Acrobat. 2.PDF files are downloadable as long as you have a proof licenses (pay for this) Edits are tracked and can be marked off when they have been addressed. Then you can upload a second version on top of that first version and compare them if needed. 3. Templates. Only redo them if you want to give a task for the designer to load a proof. it is just assumed on our end, but we have a task for the due date of that proof. Our designer mark that task at 50% if they have sent it out for proofing and 100% when it is back. I also created a status to do this notation as well. The designer can flip the task statue to "Routing Proof" status and the task is 0% until they flip it to "complete". 4. the new roll out is getting better on the new html version. not fully integrated but if they have never used it, they wont know what is missing. If you need any help i am open to a phone call 817-424-2186. Feel like i have go through a lot of the issues as long as we have been doing this. We had a bunch of technical things hit us before we rolled it out and had to get them fixed prior. but it did give me a clearer view of the overall product Samantha Williams GameStop Corp.

Hi Samantha, I know this post is old, but I am intrigued on how you were able to create a task status to "Routing Proof". Is this something easily done in maybe the admin settings? Erika Garrett Gulfstream Aerospace