Edit a proof workflow

Edit a Proof Workflow In this video, you will learn how to Update the proof deadline Add users to an existing workflow Switch an existing workflow to an automated workflow After a proof is uploaded, you can adjust the assigned workflow directly from the Documents section. You might need to change a deadline or swap out a proof recipient because someone is out of the office. Workfront also allows you to switch from a basic workflow to an automated workflow. Get started by finding the proof in the Documents list and clicking the Proofing Workflow link. Edit the workflow The Proofing Workflow page displays the workflow assigned when the proof was uploaded. This could be a basic workflow with just a few proof recipients and a single deadline. Or it could be an automated workflow with multiple stages and deadlines. The proof might not be assigned a workflow if someone generated the proof from a document using the Simple option. The Simple option assigns whoever clicked the Generate Proof option as the proof owner. You can adjust the deadline of a proofing stage by clicking into the Day or Time field to make a selection. Click outside of the field to save the changes. Make sure this Notify Reviewers message pops up. If you don’t see this message, it’s possible the deadline change didn’t stick. Workfront recommends you click Notify Reviewers, so everyone gets an email about the updated deadline. Change a recipient’s proof role or email alert by selecting from the Options in the drop-down menu. Or, delete a reviewer from the menu next to their name. If you’d like to add a user to the proofing workflow, determine which stage of the workflow they should be part of, and click the More menu. Select Share and enter their name if they are a Workfront user, or an email address if they are outside of your organization. The default proof role and email alert fill in automatically, but you can adjust those as needed. Once you click Share, these people are assigned to that stage, and email notifications are sent. Pro tip. When adding recipients, if you set a deadline in the Share window as you are adding users, Workfront automatically creates a new workflow stage. Don’t worry, this is just Workfront’s way of separating proof recipients with different deadlines to make it easier for you to see when reviews are due. Switch to an automated workflow. If you need to switch from a basic workflow to an automated workflow, click the Convert to Automated Workflow link. You’ll also select this option to apply a workflow template. Basic stage settings are right under the stage bar. Click the arrow to expand the other settings. Lock the stage so none of the recipients can make comments on the proof. Change the deadline by clicking into the Date and Time field. If you don’t get the Notify Recipients message, your change might not have saved. Use the More menu on the stage bar to Lock the stage. Send a message to everyone assigned to that stage of the workflow. Add recipients by selecting Share. Or delete the stage entirely if you have multiple stages. The options at the top of the workflow window allow you to add a new workflow stage so you can manually fill in the recipients and deadline, or apply a workflow template. When you’re done updating the workflow, use the breadcrumb trail to navigate back to the project, task or issue the proof is attached to. Your proof is now headed to the right people for review and approval.