Edit a proof workflow
Last update: February 11, 2025
- Topics:
- Workfront Proof
CREATED FOR:
- Intermediate
- User
- Admin
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
Transcript
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.
Your turn
Don’t forget to remind any co-workers assigned to a proof workflow that you’re working with proofs as part of your Workfront training.
- Find a proof that you uploaded to Workfront. Use the Proofing Workflow window to do the following: push the deadline out by one day and change a Reviewer to a Reviewer & Approver.
- Make sure the proof has an automated workflow assigned, then add a template to the proof.
Previous pageUnderstand proof workflows as part of project timelines
Next pageCreate template groups to organize automated workflow templates
Workfront
- Workfront Tutorials
- Administration and Setup
- Organizational setup
- Manage deleted items
- Configure system defaults
- Layout templates
- What are layout templates?
- Find layout templates
- Customize terminology with layout templates
- Customize the Main Menu with layout templates
- Add and manage pins through a layout template
- Customize Home with layout templates
- Assign and manage access to layout templates
- Customize object areas with a layout template
- Customize project details with layout templates
- Customize project headers with layout templates
- Customize reporting lists with layout templates
- Email and In App Notifications
- Create and manage users
- Approval processes and milestone paths
- System performance and maintenance
- Project finances
- Custom Data
- Custom Forms
- Calculated expressions
- Get started with calculated fields and expressions
- Learn the data expression structure
- Understand Date & Time and Mathematical expressions
- Create ADDDAYS, ADDWEEKDAY, ADDMONTHS, ADDYEARS expressions
- Use the Calculation Editor
- Create DATEDIFF and WEEKDAYDIFF expressions
- Create a SUB, SUM, DIV, or PROD data expression
- Use the CONCAT expression in a calculated field
- Create LEFT/RIGHT expressions
- Use the ISBLANK and CONTAINS expressions
- Create an IF text expression
- Things to know about calculated field expressions
- Manage work
- Projects
- Understand basic project creation
- Navigate the project page
- Learn four ways to create a project
- Fill in the project details
- Get started planning a project
- Take a project live
- Get started managing a project
- Find projects
- Share a project
- Understand the project team
- Understand project communication
- View project information
- Track overall project progress
- Track work progress with project metrics
- Understand the Gantt view
- Understand the Board view
- Tasks
- Issues/requests
- Request queues
- Portfolios
- Approval processes and milestone paths
- Create and manage project templates
- Project timelines
- Close a project
- Project finances for users
- Intermediate projects
- Projects
- Reporting
- Basic reporting
- Understand reporting elements
- Understand reporting components
- Create a basic grouping
- Create a basic view
- Add basic conditional formatting to a view
- Create a basic filter
- Understand the new filter experience
- Create basic filter activities
- Create a simple report
- Create a task report
- Copy a report
- Create reports with charts
- Create a matrix report
- Create dashboards
- Send and share reports
- Understand report settings
- Intermediate reporting
- Create filters with user-based wildcards
- Create filters with date-based wildcards
- Create OR statements in filters
- Understand built-in project filters
- Understand built-in task filters
- Understand built-in issue filters
- Understand basic text mode for filters
- Understand basic text mode for views
- Understand basic text mode for groupings
- Create custom prompts
- Advanced reporting
- Calendar reports
- Basic reporting
- Manage resources
- Workfront Goals
- Workfront Planning
- Integrations
- Adobe Creative Cloud
- Adobe Experience Manager Assets Essentials
- G Suite
- Jira
- Microsoft Outlook
- Microsoft Teams
- Adobe Workfront for Microsoft Teams Overview
- Install Adobe Workfront for Microsoft Teams
- Access Adobe Workfront from Microsoft Teams
- Search for and share Adobe Workfront items in Microsoft Teams
- Create Adobe Workfront tasks from Microsoft Teams
- Submit Adobe Workfront requests from Microsoft Teams
- Manage Adobe Workfront notifications in Microsoft Teams
- Slack
- Fusion
- Welcome to Workfront Fusion
- Understand the basics
- Initial scenario design walkthrough
- Initial scenario design exercise
- Mapping panel and formula editor
- Mapping panel important notes
- Beyond basic mapping walkthrough
- Beyond basic mapping exercise
- Use filters
- Filters walkthrough
- Filters exercise
- Access previous versions walkthrough
- Access previous versions exercise
- Universal connectors and routing
- Universal connectors exercise overview
- Introduction to universal connectors walkthrough
- Introduction to universal connectors exercise
- Understand routers
- Routers walkthrough
- Routers exercise
- Common routing patterns
- Routing patterns walkthrough
- Routing patterns exercise
- Set-it and get-it
- Get/Set variables walkthrough
- Set/Get variables exercise
- Iteration and aggregation
- Execution history and scheduling
- Beyond basic modules
- Data structures and data stores
- Final functional bits and bobs
- Troubleshooting and error handling
- Workfront Fusion administration
- Design optimization and testing
- Workfront Proof
- Learn the benefits of proofing
- Understand the difference between a document and a proof
- Proofing viewers explained
- Administration and setup
- What is an automated workflow template
- Customize proof comment actions
- Customize proof decision options
- Understand email alerts and proof notifications
- Proof roles and email alerts
- Report on proofs
- Set default at risk proof settings
- Set up global proof settings
- Set default proof roles
- Set up proof account default settings
- Settings for proof users
- Upload proofs
- What is a proof version
- Who uploads the proof versions
- Convert a document to a proof
- View and compare proof versions
- Upload a proof version
- Manage proof versions
- Upload a proof of a video
- Upload a proof of a website
- Upload a proof with a basic workflow
- Upload a proof with an automated workflow
- Upload with a drag and drop
- Combine multiple files into a single proof
- Proof workflows
- Review and approve work
- Workfront DAM
- System setup
- Metadata and keywords
- Brand Connect customization
- Workfront DAM user: Contributor
- Understand Workfront DAM as a contributor
- Understand asset management as a contributor
- Understand finding assets as a contributor
- Understand lightboxes as a contributor
- Understand metadata and keyword best practices
- Work with assets as a contributor
- Send a file as a contributor
- Publish assets as a contributor
- Add a Workfront DAM link
- Brand Connect user
- Home
- Agile
- Best Practices
- Agile
- API Explorer
- Business case and portfolio optimizer
- Communication
- Custom forms
- Custom reports
- Dashboards
- Documents
- Filters, views, and groupings
- Job roles
- Layout templates
- Licenses and access levels
- Onboarding and adoption
- Organization units
- Portfolios and programs
- Preview sandbox
- Project, task, and issue preferences
- Project templates
- Proofing
- Request queue
- Resource Planner
- Resource pools
- Scenario Planner
- Schedules
- Statuses
- System performance and maintenance
- Text mode reporting
- Timeline planning and management
- Timesheets and logging time
- Utilization
- Workfront Goals
- Workload Balancer
- Workfront for executives