Ask the Expert - Best Practices to Maximize Workfront Proof

Hello, everyone. Welcome to our Workfront Wednesday Ask the Expert workshop. Before we introduce our speaker and topic, let’s cover a few housekeeping items. There is no dial-in. Audio is broadcast by your computer speakers. If you’re having trouble hearing us, please ensure they’re not muted and that you’ve selected the proper audio output channel in your settings and preferences. And if you’re having difficulty seeing the presentation, then please ensure Flash is enabled in your browser and if not, do so now and then refresh your page. We will begin with a presentation. Upon conclusion of the presentation, we’ll shift to question and answer, where you’re free to post any questions that you may have into your chat window, related or unrelated to today’s topic. We will answer questions live on air via chat or after the webinar via email, depending on the complexity of the questions. Any that we’re unable to answer live will be addressed after the webinar and posted along with a recording to the download resources link for this workshop in our newly launched workshop recordings page in the Workfront Experience training site. I’ve pasted that link to this page in our chat window, so you’ll see that in the lobby of this webcast. And finally, any other questions can be posted into the question and answer box at any time. And now to today’s session, I am pleased to introduce John Schuler. He’s properly known as a Workfront technical consultant, but more commonly around here as the proofing expert. John will spend the next 30 or so minutes discussing and demonstrating key concepts to help you maximize Workfront proof. And with that, John, take it away. All right, well, hello, everyone. I’m John Schuler, as so greatly introduced there. I am known as the proofing expert here at Workfront. Actually came over to Workfront about five years ago when Workfront acquired a company called Proof HQ. Proof HQ was our proofing software, and actually started with Proof HQ nine years ago, and was their very first US-based employee. So I’ve got a lot of history with the proofing platform. Let’s talk a little bit about our agenda today. What we’re going to be doing is really talking about putting some best practices to use with automated workflow templates. We’ll be talking about template groups, template sharing, as well as recommended proof roles and email alert settings for your users and your workflows. I’ve got some great tips there. I’ve worked with thousands of customers through, I don’t even know how many thousands of workflows. But I’ve got some great recommendations around proof roles and email alert settings, and also warn you about a common pitfall around proof roles. Then we’ll be taking a look at configuring some proof settings inside of Workfront, as well as inside of Workfront proof that will help enable you for success, also help avoid some additional pitfalls. And then we’ll also talk about the, keep talking about the word pitfall, but avoiding common pitfalls with proofing inside of Workfront proof. We’re going to talk a little bit about document approvals and how those can be different from proof approvals and a common pitfall that happens there. Talk about forwarding emails related to proof. And then we’re also going to talk about really and getting an understanding of how to access views and some dashboarding inside of Workfront proof that will enable great reporting. So I’m going to go ahead and start sharing my screen. And we’ll go through all of the good stuff here. One moment while I get that going. And we are going to share this screen. All right. We are now sharing my screen. Let’s just make sure. Is everybody able to see my screen? All right. OK, perfect. Good deal. All right, so let’s go ahead and get started with putting some best practices to use with automated workflow templates. Now, when you’ve got a user that needs to create proofs, one common thing that will happen is you’ll be exposed to a lot of different workflow templates. And they may not be in the best order. They may just be in alphabetical order, hard to navigate to exactly the workflow that you want. So I’ll just show you here what that can look like and some of the things that we can do to help clean that up for your users. So I’m inside of a project right now in the Documents tab, going to the Add New button, choosing Proof. And from here, when you’re going to create a proof, if you choose the Automated Workflow option over here, there is a dropdown menu that you can use to access different workflow templates. Now, two things that we’re going to talk about right now are groups. And you’ll see that I’ve got a generic group right here called Workflow Templates, which has three different templates inside of it. And that might be what you’re, it very well could be what your experience inside of your account is that you’ve got this group called Workflow Templates. And then there’s just an alphabetical list of, I don’t know, 10, 20, 100 different automated workflows that you could pull from. But the use of groupings, as you’ll see here, I’ve got this group called Creative Proof Routing, Example Template Group, Packaging Proof Routing. This can allow you to narrow down through the use of groups, allow people to navigate to the template that they need to use quickly and easily. And also through the use of sharing, we can limit the number of templates that somebody sees. So they don’t have to have every template available to them. So what I’m going to do is as an administrator inside of Workfront, you’ll have access to the Proof HQ Login button up here in the upper right. I’m going to go ahead and click on that. And that’s going to take us into the proofing platform. And this is where all of your proofing account configuration happens. This is where you create workflow templates. And we’ll take a look at some other settings within here today as well. But what I’m going to do is navigate to Workflows over here on the left side of the screen. And this is going to take us to our workflow template management area. This is where we can create workflow templates. We can edit workflow templates. And we can do things like manage grouping and also sharing of templates. So right now, I’ve got some templates sitting in this generic group called Workflow Templates. I’ve got executive leaders, executive review and approval, leadership review and approval, marketing review and approval. What I want to do is group those into a group just called maybe marketing review or marketing proof routing. That would be a great group name. So I’m going to go ahead and up here in the upper left, I’m going to click on New. You’ll see an option of New Template Group in the dropdown menu. When you choose that, an inline editable field appears. And you can go ahead and just name your group. I’m going to call this marketing proof routing. Click out of that field. The name will save. If you ever want to rename it, you can click into it. And it’s an inline editable field again. From there, if I want to move these templates into that group, what I do have to do is click into the template itself. So I’m going to click into this one called marketing review and approval. And within the template, there is a details area up here that you can expand. I’m going to expand that. And I’ve got an option here for template groups. I’m going to go ahead and click on that. And I have a dropdown of my different template groups. I’m going to go ahead and put this into marketing proof routing. And I can do that with my remaining workflow templates as well. So executive review and approval, go to details. I’m going to add it to my marketing proof routing group. Back a page. My leadership review and approval, I want that in that same group. So I’m going to expand details template group, put it into marketing proof routing. Now, when I’m inside of Workfront as a user that’s going to create a proof and I go to my automated workflow list, I now have all of my marketing templates nicely grouped as marketing proof routing. So I can easily navigate to the template I need. So one other thing that I want to talk about in relation to these workflow templates is template sharing. So by default, if we scroll down to the bottom of this template here, there is a section called shared with. You can expand that. And we can see the company that I’m using right now is just called such and such company. But we can see we have a company named or that we’re sharing this template with the company. This really just means we’re sharing this template out with everyone inside of our Workfront account that has a proof license so that they can utilize that and create proofs and use that workflow template. Now, that might be appropriate for all of your templates. It might be appropriate for some of your templates. But as you get more and more templates, and I’ve worked with some customers that do have templates into the hundreds, that can become a very large list of templates to scroll through when you’re creating a proof. So what you can do, again, by default, they’re shared with the entire company. But if we expand the shared with area, there’s an ellipses button over here on the right. And we can say, I want to remove this share. I don’t want this shared with the entire company. I’m going to go ahead and remove that share. Now, no one has access to this template to create proofs with. I’m going to scroll to the top of this page. And there’s a Share Template button up here in the upper left. I’m going to click on that. And this is going to allow me to choose who I want to share this template with. I’m going to share this with a guy I have in my account named Joe Schmo. We’re going to share it. And now, Joe, when he goes to create a proof, he will have access to this template. But if I go now to create a proof, if I refresh my screen here, that was in our marketing group, and I choose Automated, go down to my marketing proof routing, I only have access to these two templates. So through the use of sharing, you can start to really clean up the user experience for your users. So again, they don’t have to sift through. What might appear to be an endless amount of workflow templates. So again, utilize your template groups to organize your templates into a logical structure. And utilize the sharing to make sure that people aren’t being bombarded with too many workflow templates. Now, something else that I want to talk about, and while we’re in workflow templates, this is a great place to talk about it, is recommended proof roles and email alert settings for your users and your workflows. So as you’re probably aware, there are numerous proof roles. And if I click on this dropdown here, we can see these different proof roles. We’ve got read only, reviewer, approver, reviewer and approver, author and moderator. A proof role, anytime you add a recipient to a proof, they are given a proof role. And the proof role will determine what they can do, or kind of also what they can’t do inside of a proof, in relation to reviewing and approving, making comments and markups, and ultimately making a decision. And I’ve got some recommendations here around your proof roles based on the person’s role in the proofing process. And just to quickly describe each of these, read only simply means you can read the proof. You can’t make comments, you can’t reply to comments, you can’t make markups, you can’t make decisions. Reviewer is somebody that can make comments and reply to comments and make markups, but a decision is not required from them. Approver means that you can’t make comments or markups, but you can make a decision. It’s very rare that anyone would use this particular role, because if somebody makes a decision of, say, changes required, you won’t know why they’re requesting that change. So very rare to use that proof role. Reviewer and approver, this is probably the most commonly used proof role. This will allow somebody to make comments and make markups, reply to comments, as well as make a decision. Now, we’ve got a couple of advanced roles, author and moderator. We’re going to come back and talk about those two in just a moment when we get to a common pitfall that you can run into. So my recommendation for proof roles is as follows. If you are the person that is creating and routing the proof, I recommend the proof role of reviewer. And the reason why is that is going to allow you to make comments and also reply to comments if you need to. But it’s not going to require a decision out of you. In most every workflow out there, the person routing the proof is really looking for approval from the people that they’re adding to that proof. They’re not looking to approve the proof that they are routing around. Now, that’s not to say that there isn’t the scenario. In most every case, having the proof creator, the owner of that proof, the person that’s managing that proof set up as a reviewer is going to be the way to go. It’s not going to disrupt your workflow. Now, for everyone else that you add to the proof, I’m a big fan of the role of reviewer and approver. And the reason being is this will allow people to make comments and make markups and reply to comments. But it’s also going to allow them to make a decision. That decision does two things. It’s going to allow them to indicate they are complete with their review. That’s a very important thing to know. Are they complete with their review? And it’s also going to allow them to summarize their overall feedback into a decision. If they’ve made some comments, they see some changes they’d like to have made, they’ll make a decision of changes required. If everything looks great, maybe they didn’t make any comments, they’ll make a decision of approved. So again, it allows them to indicate they’re complete with their review and summarize their overall feedback through a decision. Now, so those are my recommended proof roles. Reviewer for the person creating and routing the proof, reviewer and approver for pretty much everybody else. Again, you might have somebody that really should only be a reviewer. That’s fine. You might have some people that really should just be read only. That’s fine as well. It’s all kind of in the details of the workflow. But in general, those will work great. Now, let’s talk about a common pitfall that I run into, especially with people just getting used to working with proof. And that is the proof role of author and the proof role of moderator. I think that these two proof roles have a really great purpose, but they have very counterintuitive names. Author, when I first look at that, I think, oh, that’s the person authoring the proof. It’s the person creating the proof. And then moderator intuitively makes me think that’s the person that’s managing the proof. And while these names do give you some of that ability, neither of these are really going to be appropriate for the person that is creating and routing the proof. And oftentimes, I’ll find when I’m coming in to help out with some workflows that aren’t really firing off right, things aren’t really going well, I’ll find that the proof creator is set with the role of author or maybe even the role of moderator. And the reason that this is a pitfall is both of these proof roles require a decision to be made. Author allows the person to make comments and make decisions, but it also gives that person the ability to add new versions to the proof and add people to the proof. Those two things, adding new versions and adding people to the proof, are things that the proof owner will already be able to do regardless of their proof role. Moderator is going to allow the person to make comments and make decisions, but it’s also going to allow them to add people to the proof, add new versions to the proof just like author, but it’s also going to allow them to delete comments made by other people on the proof. Again, these are things that the owner of the proof will already be able to do. So the big monkey wrench here that gets thrown into the scenario with author and moderator is, again, intuitively we look and say, oh, I’m the author, I’m the person creating the proof, or I’m the moderator, I’m the person managing the proof, but now the proof is going to require a decision from you, which might prevent the proof from moving forward to the next workflow stage if you don’t get in there and make that decision. Author and moderator are generally going to be used for other people on the proof routing that have a proofing license that you want to give them, and you want to give them some of those edit rights on the proof. You want them to be able to add additional people to the proof or create new versions or delete comments by other people. Now let’s talk about email alerts. Right to the right of that, this is a good time to talk about that as well. Email alerts are another area that you can run into a scenario where you really want to find the goldilocks zone, because the email alerts are going to be emails sent based on activity that happens on the proof. Activity will be people making comments, people replying to comments, people making decisions, that sort of thing. And depending on the person’s role in that proof routing, one of these options may be more appropriate than the others. Now we have the ability to do email alerts from all activity, which means you’re going to get an email every time someone makes a comment, every time someone replies to a comment, every time someone makes a decision, all the way down to disabled, which means you’re not going to get notifications about the activity on the proof. If you are said it’s disabled, you’re still going to get a new proof notification, a new version notification, a late proof notification. All those other emails are still sent out. You’re just not going to be notified of the activity on the proof. And we’ve got some different options. All activity, this one again, it sends an email every time activity happens on the proof. Replies to my comments will only send you an email alert if somebody’s replied to a comment you’ve made. Decisions will send you an email every time a decision is made on the proof. Final decision will send you an email when the absolute last decision in the last stage of the work flow is made. If that proof doesn’t progress to that last stage and a decision is not made in that last stage, no email is sent out. So this is the, if you’ve got five stages on that proof, it’s going to be the last decision made in stage five, that sort of thing. There’s hourly summary and daily summary, which is just going to summarize the activity for that period of time. If no activity happens, no email is sent. And then disabled just means that, again, you’re going to be notified. You have a proof to review, and you’re late, or any of that. You’re just not going to be notified of the activity. My recommendations here are if you are the owner of the proof, you’re the person routing it around, you’re in charge of making new versions, or maybe you’re somebody that’s in charge of reviewing comments made by other people, I’m a big fan of the email alert of decisions. What this does is it keeps your email to a minimum, but keeps it very targeted. It lets you know that somebody has made a decision and what that decision is, which will prompt you to say, oh, it’s time to review their comments, or it’s time to create a new version, or maybe it’s time to move that proof off into production. For everyone else on the proof, I’m a big fan of disabled. Again, because that keeps their email to a minimum. The average reviewer on a proof, somebody making comments, marking it up, making a decision, really doesn’t need to be notified of all the other activity happening on the proof. There is that feature that we have in the proof viewer that allows you to mention people in comments. That will send them a direct message. So I find that that is the best practice there, is if you need somebody to know that you made this comment, mention them in that comment, and they’ll get an email notification. So again, my email recommendation, if you’re the owner of the proof or somebody managing that proof, Decisions is a great email alert. For everyone else, I’m a big fan of disabled. Again, that doesn’t mean that that’s the only options you can use. You can always use whatever is appropriate for your users. Those just, again, help keep your email targeted and to a minimum. So now that we’ve taken a look at recommended proof role and email alert settings, let’s take a look at some core proof settings that we’re going to want to configure inside of Workfront. Oh, yes, go ahead. I’m going to pop in and just ask a quick question before we leave email alerts. Can you just clarify if email alerts will override global notifications? Ah, that’s a great question. So you’re talking about the global notifications inside of Workfront. These will be completely separate from those. So regardless of what you might set up inside of Workfront as all those different global email notifications and what somebody might set up in their My Settings area inside of Workfront, these email alerts will be independent of that. Great question. And kind of ties into the very next setting that I want to show you, because we’re going to go back into Workfront over here, and I’m going to go to the Setup area. There is a global setting related to review and approval, related to the proofing process. This is a very important setting to show you, because this can make the difference between your reviewers and approvers being happy campers or maybe showing up at your desk with pitchforks and torches saying, make the email stop. So what we’re going to do is we’re going to go to Setup in the upper right, and then over in the left navigation, we’re going to expand Email. There’s a section called Review and Approval. Now, this is a fairly recent setting. I want to say it was released maybe about three months ago. But this particular setting, you’ll see it says, Proof Notifications in Workfront. Send emails from Workfront when a comment is made on a proof. Now, this setting is very similar to the settings we were just looking at, but this is actually independent of those settings. If this setting is enabled, what will happen is if you or somebody else is on a proof, anytime someone on that proof makes a comment, you will or that other person will as well get an email letting you know that Bob made a comment on the proof. And then when Bob makes his next comment, you’re going to get another email. Bob made another comment, and so on and so forth. I think that the best use of this, unless you have a use case that really says everybody needs to be notified every time a comment is made on a proof, I recommend disabling this setting, because this can result in email overload, people just getting bombarded with emails. So as you can imagine, if you were on 10 proofs, each of those 10 proofs had 10 people. Each of those 10 people were making 10 comments. You might come back from lunch with a blown up inbox. So recommendation is disable that setting. Another setting inside of Workfront that we should take a look at is, again, in setup. But now what we’re going to do is we’re going to scroll to the bottom of the left navigation. There’s a section called Review and Approval. And there is a setting that I want to talk about. Well, actually two, roles for designated recipients of a document proof and then roles for non-recipients that open a document proof. This top section, roles for designated recipients of a document proof. You’ll see there’s a section for new users and guest users. And we have all of our different proof roles. Now what this does is if somebody adds somebody to a proof that’s never been added to a proof before inside of your account, or you add a new user to your account, this will determine what their proof role should be. So if everybody should be set up as reviewer and approver, when you add them as a new user, you can set that here. If you add any guest to a proof, somebody that doesn’t have a work front license, you can determine what their default proof role should be as well. Reviewer and approver might work best, or maybe a combination of reviewer for your new users, reviewer and approver for guest users, your choice there. But note that this just allows you to set a default when you add new users and new guests to proofs. Below that, we have a section called Roles for Non-Recipients that Open a Document Proof. This particular setting is very important because this can, depending on what you set this at, can wreak havoc on your workflow. When we talk about a non-recipient that opens a document proof, what that is is let’s say you are part of a project inside of Workfront. That project has a, that project has some proofs in it, but you were not added to those proofs. But you have access to those proofs because you have access to the project. If you open one of those proofs, you will be added to that proof as what’s considered a non-recipient. You’re now a recipient once you’re added to it, but this will just determine what proof role you are given when you click into that proof. My recommendation here is that you never use approver, reviewer and approver, author or moderator, unless, again, you have a special use case that says, if somebody clicks into a proof that they weren’t made a part of originally, they need to approve it. My recommendation here is either reviewer or read only. Both of those will add that person. Again, that non-recipient will get added to the proof. But the role of read only and the role of reviewer, neither of those are going to require a decision from that person, which means it’s not going to wreak havoc on your workflow. So my recommendation, really, for roles for non-recipients, either reviewer or read only. Never any of these ones that have reviewer and approver require decisions unless you have a special use case that requires that. So something else that I think is really good to talk about, we’re going to actually go into a proof now. We haven’t even seen any proofs yet, but we’re going to go into a proof. And I want to cover decision options. So as you know, when somebody goes to make a decision on a proof, they will click the Make Decision link in the proof, and they’ll have some options of a decision that they can apply. And the default options, the ones that just are default, come with the system, are approved, approved with changes, changes required, and not relevant. Now, my recommendation here, because we do have the ability to hide any of these options, we can also rename any. Oh, yeah, go for it. I think we’re losing some audio. We have a few people messaging in saying that they’ve lost audio. If this is a widespread problem, I’m in through the phone line, so I’m not the best person to ask right now. If this is a widespread problem, can we have some people just throw yes into the Q&A? And if not, OK, we’re having other people can hear. So for those of you that have lost audio, just try to refresh your page, and it should go again. I just wanted to make sure. Thank you, everybody, for validating that we still have audio. All right, good deal. OK, go ahead, John. Oh, absolutely. So with these decision options, you have the ability to hide any of them. You also have the ability to rename any of them. Now, I often find that out of the box, people get very confused about not relevant. These other options make complete sense. It’s approved. It’s approved if you take my changes. It’s changes required. But then they get to this one called not relevant, and they go, why would I make a decision of that? We can actually change, again, change into the names of any of these and also hide any of these. And I’ll show you how we can do that. Inside of the Workfront proof application, if we go to the Decisions tab here, we have the ability to rename any of these decisions. These are inline editable fields. So if you wanted to call approved, looks great. Or if you wanted to call changes required, rejected, you can rename those. You can also hide any of these options. Always recommend hiding not relevant unless you have a use case, again, that says, ah, we really need that, just because I find that it does cause confusion with reviewers and approvers. So let’s now talk, because I want to make sure we have enough time for Q&A. Let’s talk about a couple of common pitfalls that I find on occasion. One of those pitfalls is a proof is created, but it’s also a document approval. So you’re probably familiar with document approvals inside of Workfront. You can upload a document. And I’ll just show you where this begins. Let’s leave that area there. We’ll go back into a project. And in the Documents area, if you select a document, let’s say you upload a document, you select it. Over here on the Details side, you have this area called Approvals. This allows you to request a document approval from someone. Now, this is going to be different than a proofing approval. Eventually, I know it’s on a roadmap that we’re going to unify the two so that document approvals and proof approvals are one and the same. But right now, we still have document approvals alongside proof approvals. So what can happen is if you come into a proof where you’ve already got people set up as reviewers and approvers, and then you say, I’m going to add Joe Shmoe as an approval here, now what we’re doing is we’re actually using two different pieces of functionality to try to achieve the same goal. And what will happen is somebody will open a proof like this one here. And you’ll see in the upper right, they’ve got their document approval options, Approve, Changes, Reject. But they also have their proof decision options. They can click Make Decision, Approve, Approve to Changes, Changes Required. And people immediately, if they get to this point, they’ll go, why do I have these two different areas where I can make decisions? Or they might use one of the options and not the other. Often, the one that they’ll use are these nice bright colors up at the top because this is just attractive. And you see it, and you go, yep, I’m going to go ahead and approve that. Well, what that does is it makes a document approval, but it doesn’t actually make a proof approval, which can throw some chaos into your proof routing. So my recommendation there to avoid this thing from happening is if you’re routing a proof, you see that it’s approved, you’ve got your SOC and D here for the proof progress, do not add people to the document approvals as well, just because that is going to throw a little chaos into your workflow. Another thing that I want to talk about as a common pitfall is the forwarding of proof emails. So right now, I’m inside of my email account, and I’ve received an email about a proof from a guy named Buzz Osborne. If I click into this email, I’m going to see that Buzz says, hey, John, please take a look at this proof. Thanks, Buzz. Now, Buzz, if he forwards his proof email, this go to proof button in here, and there’s even a message here that says, this is your unique proofing link. Anyone who clicks this link accesses the proof as you. Please keep this in mind when forwarding or replying to this email. So now Buzz has forwarded this email to me. I’m going to instinctively go, oh, I better look at this proof. I’m going to click this go to proof button. Now, what’s going to happen is I’m going to open the proof, and I’m going to come in here. I’m going to look at it, and I’m going to go, I’m going to make a comment. I’m going to say, this looks great. I’m going to click Post, and then I’m going to say, why did my comment come across as Buzz Osborne? I’m not Buzz Osborne. I’m John Schuler. Well, the reason is is that Buzz had forwarded me his proof email. What Buzz could have done or probably should have done, if he wanted me to take note of this, I was already on the proof. He could just mention me in a comment using the at mentions feature and just say, hey, John, have you looked at this, or whatever. That will make sure that I’m getting the proper email notification with the proper access to that proof. So big pitfall here is people forwarding these emails. So make sure not to do that. Anytime you have a proof of the go or an email with the go to proof link, just keep it for yourself. Don’t share it with others. One last thing to cover before we open up Q&A, and I’m sure questions have already been coming in, is how to understand how to access views that can enable some great proof reporting inside of Workfront proof. So if you navigate to Workfront proof, and note that by default, only system administrators in your Workfront account will have access to this area through that button. But you can, if you want to open up some of these reporting features, custom views, and also our reports area in the dashboard, if you want to open those up to other users, you can submit the support ticket, a support case, and request that your proofing users be granted this access. And there’s a couple of things that will be very useful, I think, to people that are creating and routing proofs. One is when you log into the proofing platform, you’ll see this report here called, or this view, whatever you want to call it, called Proofs to Manage. This is going to give you a global visual view of the reports, or I should say, the proofs that you have out there. From this, I can see how many total proofs I am currently managing, 13, how many of them are on time. Those are proofs that are not in danger of missing their deadline, or may have already had all their decisions made on them. I can see how many proofs I have that are at risk. A proof that is at risk is a proof that’s within the at risk time, generally set to 24 hours, but still require a decision to be made. And then I can also see how many proofs I have that are late. There’s a visual indicator, which will show me the percentage of those proofs based upon that criteria. And I can click into any one of these boxes to go to that specific list of proofs. So if I want to just quickly see, oh, where’s my late proofs? Here’s my late proof. If I want to send a message out to my reviewers on that proof, I have the option to do that. I have the ability to do that from here. So this can be a very powerful tool for proof managers inside of the proofing platform. It can be recreated inside of Workfront as a report. But I find the visual nature of this, which you can’t create inside of Workfront right now, is very useful. The color coding, the way it’s broken out can be very powerful. Another area that is really cool, and this is, I think, more for administrators than your average proof creator, is within the dashboard area, there’s a section called Reports. We can click into this and run some analytical reports on the proofs going out from our account. We’ve got some options here. We’ve got Timeframe, which allows us to choose the time frame that we’re running that report on. We’ve got some different options there. We have filters that we can open up. This will allow you to filter this report based on maybe proof type, maybe the decisions that were made, recipients, all sorts of different options here. And then the information that we’re really pulling in is based upon our time frame and our filters, the number of proofs that were created during that time period and based on those filters, the average number of versions per proof. So this allows you to really keep track of, are we actually making progress on reducing the number of versions that we have on our proofs? The average turnaround time, this is really the time from when the first version was created to when the decision was made on the final version. Your turnaround time probably won’t be that quick. This is pretty quick because oftentimes I’m demoing making decisions right after I create the proof. First average activity time, your percentage of proofs that are late, average number of comments and replies during that selected time period as well. And when you run a report here, you can also print it out if you like. So what I want to do now is just go ahead and open things up to Q&A just to make sure to address any questions that anyone may have. And I see that some questions, I’ve got one here. Ah, this is a great question. Nicole had sent this over. I’m not sure who asked it, but this is a great question. And this has to do when you are creating a proof. The question is, if you don’t select new proof and you upload a doc and the user is set to automatically generate proof, so that is a user setting that you can configure inside of Workfront, where if somebody uploads a document into Workfront, you can have it either automatically generate as a proof or maybe just upload as a document. And the question is, if you don’t select new proof and you upload a doc and the user is set to automatically generate proof, are you able to modify those settings after the files are already uploaded? So that’ll be like, will you be able to modify their proof roles, their email alerts, that sort of thing? The answer to that is yes. I think I might be set up here to automatically generate proof. So let me just bring in just a document here. And yep, I’m set to automatically generate the proof. The key to getting to those settings so that you can adjust proof roles and email alerts and even deadlines, things of that nature, is after your proof generates, we’ll just take a look at one of these where it already has, you’ll have a link called Proof Details. You can click into that link. And when you go into the Proof Details, a window will open up allowing you to adjust the proof details for that proof. So for this proof, if it automatically uploaded and I wanted to add somebody else to the proof because they haven’t been added or I want to adjust my proof role or my email alert, I can do all of that. Here in proof role, this is an inline editable field or a dropdown, I should say. I can adjust my proof role to reviewer. I can adjust my email alert to final decision or whatever I might want to choose there. I can adjust the deadline or add a deadline. I can also, using this button here, the ellipsis button, I can share the proof with other people. Now, sharing is a term that’s used in Workfront quite a lot. And it’s generally used to give access to items, like I want to share this project so somebody can view it. I’m going to share it so they can manage it. In the case of a proof, when you’re sharing it, you’re explicitly adding somebody to that proof. So I can use this ellipsis button and say, I’m going to share this proof. And I’m going to add good old Joe Schmo to this proof. I’m going to give him a proof role and an email alert, click Share. And now I’ve added him. So great question. If you’re set up for automatically generating proofs, you can still go into the proof details for that proof, add reviewers, update proof roles, update email alerts, update your deadline. You’ll see a button up here that says Convert to Automated Workflow. You can even take that proof and apply a workflow template to it. Any other questions that have come in? Let me. Yes. Tons and tons and tons. So just right off the bat, we very likely do not have time to get through all of them in our remaining 20 or, I don’t know, 18 minutes. But we’ll get through as many as we can live as well as after the webinar by email. And then we’ll come back to the group, because I think that we have a lot of content here for additional topics. So I’m going to back this up a bit. There were a lot of questions, John, around the concept of proof templates. It seems as though that might have been an early concept to some of the attendees, as well as we’re needing more clarification around setting. So I’m going to try to, for the sake of speed here and giving the majority of the questions asked, group some of these questions. But can you go back and just level set on when and why you would use a proof template where you might go to create that? And just touch back on sharing settings. And so for example, I’m going to paste some things in that you can, into the chat, the personal team chat, that you can share as you’re going through this on some actual settings that people are asking about. For example, someone has asked, if someone has been marked deactivated, if they were marked deactivated but then sent a proof, are they going to receive notifications and things like that? Ah, yeah, that’s a great question. Yeah, so let’s dive into these. And yeah, I’ll keep my eye on the team chat. I’m going to quickly take a little drink of water here, because I realized, wow, I am parched. One second. All right, there we go. Now I’m ready. All right, so a great question about why and when would I use a workflow template and also just where do I set these up. So proofing automated workflow templates are something that you can use if you have a couple of things in place. One is, let’s say you have a repeatable process that you utilized. Every time you create a proof, you route it off to the marketing manager and the manager of creative and maybe a stakeholder. And every time for a specific project type, you’re always routing it to those same people. Now you can, when you’re creating a proof, you can come in here and say, well, I’m creating my proof. I’ve uploaded my proof. I’m going to use a basic workflow. I’m going to add Joe to the proof. And I’m going to add Buzz to the proof. And you manually come in here and do that every time. But if you’ve got a lot of people, that can start to take up a lot of time to do that, to add all of these people. And you also will have to remember, I need to add Joe. I need to add Buzz. I need to add Dale and whoever else is on that. One of the great things about the automated templates or the workflow templates is that you can standardize those processes. So if I have this layout, creative proof routing layout review and approval template, I can just select that. And all of those reviewers load up automatically. I don’t have to remember to include anyone. I don’t have to manually sit there and add everyone and set their proof roles and all of that. That can all be preset in the workflow template. So that’s one great use of a workflow template is to standardize your process, save you time, and again, make sure it’s standardized and always set up the same. The other great use of a workflow template is the ability to use automation to allow a proof to go from, say, one stage of review to another stage of review. And this is a very simple template here. This one just has two different stages. But what this can allow you to do is, let’s say you’ve got a proof. And you know that it needs to first, before it goes to, say, the marketing reviewer, we need a proofreader to really take a look at it. So in this case, I’ve got proofreader review and then marketer review. So what this will allow me to do is create a proof, have it initially sent to the recipients in this first stage of review. So in this case, I’m sending it to Amanda and Annie. And I’m looking for decisions out of both of them. And if both of them approve it, I can have the proof then automatically sent to my next stage. And I’m not sure what their names are here. These are a couple of guest reviewers here. Or I’ve got my email kind of butchered in there. But we can have it essentially move from one reviewer to the next reviewer in a sequential order, or even one reviewer group to another reviewer group in a sequential order and in an automated fashion. And through stage settings, we can control what activates another stage of review. So for instance, the way that I have this set up is that the marketer review stage will only open if the proof was approved in the proofreader review stage. If during the proofreader review stage, they say, nope, there’s some changes required. We don’t think that this looks great yet. Then you can have the proof stop in its tracks, work through the revisions, create a new version, and then you route it back to that first stage. So it really allows you to have almost like reviewer gates of approval that need to happen before a proof can move from one stage to the other. And that’s most often how this is used. But there are many different triggers that you can use to move a proof from one stage of review to the next. And we do have some great training inside of Workfront Ascent that will walk you through everything you need to know to set up workflow templates and the different options that can activate stages and so forth. And really where you set these templates up is inside of the proofing account. If you go to Account Settings and then click on Workflow, or you can just use the quick link over here on the left to go to Workflow. And this is where you can set up new templates. You can also, something that’s really cool to know about, you can take an existing template and make a copy of it, just like you can with project templates inside of Workfront or forms inside of Workfront. Instead of having to recreate the wheel every time, if you’ve got a similar workflow, you can make a copy of it, make any adjustments you need in that copy. Something that is kind of tied to the workflow template area has to do with when we were talking about sharing templates. And this is a really great question. And it has to do with Workfront groups and teams. So as you’re aware, inside of Workfront, you can group users or kind of create groups of users in either teams or in groups. You can also do it in companies and that sort of thing, and job roles. You can group people that way as well. Now, with the current state of the integration right now with Workfront proof, the question is, can you share templates with groups and teams or only individuals? The answer there is, if I go into a template and I go to the Share Template section here, I can only share it with individuals from Workfront. I cannot utilize Workfront groups. I cannot utilize Workfront teams or job roles just yet. That will change in the future as we get further along with the integration. That’ll become more aligned so you can easily say, hey, share this workflow template with anybody that’s set up as a creative manager. That would make really good sense because you can easily share those out. Now, to kind of tie to that, though, there is a way that you can create groups inside of proof. You’ll see over here on the left side of the screen, there is a link called Groups. And you can actually create groups. These do not align or talk to the groups inside of your Workfront account. This is independent of that. But you can essentially recreate your groups here. I’ve got some groups that I’ve set up, like Creative Review Group and Marketing Review Group, that have different people. These groups can be useful when you’re adding people to proofs. You can add a group of reviewers. When you’re adding people either to a proof or even a template, you can add a group of people. But you can also share a template with a proof group. So if I go back to my workflows and let’s go into a template here. I’m going to go ahead and I bet this one’s already shared with the whole company. So I’m going to go ahead and remove that share. Now I’m going to go to Share Template up here. What I can do is I can start typing in the word group. And I can share it with one of the groups that I’ve created inside of proof. So I can say, yup, share this with my creative. Did it share that? Oh boy. Don’t tell me that. There we go. Oh, do I only have Joe Schmo in that group? No way. Oh, I know because I know what the deal is. Most of those people in my groups are not users. They are guests. If I go back here to my groups, you can only share the template with people that have user licenses. And I only have Joe here with the user license. But creating a group, very easy. Go to Groups, click on New Group. You can name your group. And then you can start adding people to your group. And these will pull from your users. So I can say John Schuler, Joe Schmo, Annie Anderson, whoever I need to add to that group. Now I’ve got a group of users that I can share that template with. Any other questions that I could hit upon? You bet. So let’s shift to stages and settings within stages. So can you address settings for groups that have more than one stage? And are you able to prioritize with viewers and approvers within a stage? Ooh, great question. These are great questions. So with a workflow template, and in that workflow template, again, you can have as many stages of review as you need. This one here, really straightforward, just two stages of review. But you can have multiple stages. And within each of those stages, you’ll have either a single reviewer or you might have multiple recipients in that stage. Now the question was around a hierarchy or priority of certain people’s decisions, maybe over other people’s decisions. And that can be set at the stage level. So by default, if I have in this proofreader review stage, I have Annie and I have Amanda, both as reviewers and approvers. By default, both of them are going to have equal say when it comes to making a decision on the proof for this stage. If Annie says the proof is approved and Amanda says its change is required, the worst case scenario decision will be the decision for that stage of review. So they both have equal say. Now we can, if we expand the workflow information here, just our settings and so forth, and this will look a little different here than it does, say, in here. But I’ll show it to you in both places. But if we’re working on a workflow template, it’s a couple of options that we can utilize. One is that we can say that we only require one decision. And what we do in that scenario is we have Annie, we have Amanda. What we’re saying is, hey, both of you are reviewers and approvers, but we really only need a decision from one of you. Whoever gets to it first and makes that decision, the decision is made for that particular stage. Another thing that we can do is for Annie here, if we wanted Annie to have more weight with her decision than Amanda, we can make Annie what’s called the primary decision maker. If I choose primary decision maker here for Annie, what that now means is that both Annie and Amanda are reviewers and approvers for this stage. They can both go in, make a decision. But whatever Annie says goes. She’s the primary decision maker. So if Amanda comes into the proof and says, hey, this proof is changes required. I’ve got all these changes I want to have made. But Annie comes in and says, nah, it’s approved. We don’t need to make those changes. Annie’s decision will override Amanda’s decision, even if it’s not the worst case scenario. Alternatively, what can happen here is if Annie gets into the proof first before Amanda and makes her decision, because Annie is a primary decision maker and Amanda can’t override Annie’s decision, a decision will no longer be required from Amanda. So it adopts a little bit of the only one decision required nature in the fact that if Annie gets to it first, she’s a primary decision maker, whatever she says goes. Amanda can still come in and make some comments, but her decision will really not be relevant or outweigh Annie’s decision. So when you’re working within the template itself inside of a proofing, that’s where you can set the primary decision maker or remove the primary decision maker, is using the ellipses button over to the right in the row that that person is in. And you can also expand using this little arrow button next to the alarm bell if you wanted to use that only one decision required option. You have that available as well. Now, if you’re creating something ad hoc, because you don’t have to use automated workflow templates, you can actually create these ad hoc automated workflows. They’re not templates, but you can create them in an ad hoc way. You have the ability here as well to, if you expand stage settings, you’ll have require only one decision for this stage. So that’s an option there. Or you’ll see transfer primary decision rates too. And then we can go ahead and choose who our primary decision maker is at the workflow level. And you would be able to do this if you apply to workflow template. You could still adjust this. Or if you were creating an ad hoc workflow, you can do that as well. But yeah, so you can, within a single stage, and you can do this for each stage on that proof, is set a primary decision maker. This person is really who we need the decision from in this stage.

Any other questions? Yep, I hope this will be a quick enough one in our last couple of minutes. But it’s a few questions from different people around tagging individuals with the at symbol. So the first portion is, is it true that you can only at someone if they have a proof license, as in this person who’s never been in the proof and you want to tag them? And then in parallel, a customer has been trying to tag users in a proof, users, I assume, with a license, but they’re not receiving an email notification. Is there something in account sending to make sure an email is sent? So who can be tagged, and how do we ensure that they’re notified properly? Yeah, great questions. And I’ll go through these pretty quickly here so we can get through them. First thing is, if you use the at symbol on your keyboard, you do have to start typing in the person’s name in order for them to be tagged. They do. There is a couple of caveats here. You can tag anyone that is on that proof, whether they have a proofing license or not. So they can be tagged. If they’re on that proof, you can pull them in to an at mentioned comment. Adding people, sometimes you might want to tag somebody that is not on that proof. For instance, I know Dana is not on this proof. I have edit rights on this proof, which means I can add anyone to this proof using the at symbol. Now, in this case, I can only add people that are already in the Workfront system as a user, or maybe they’re set up as a guest contact inside of the proofing account. But I would be able to tag people that are not on that proof because I have edit rights. So that’ll be kind of a caveat there. But again, you can tag anyone whether they have a proofing license or not. If they haven’t even been set up inside of Workfront or as a contact inside of the proofing account, you can’t just come in and add an email address and kind of add just a random person in that way. That’s not possible. Now, around the person getting the notification, there are no settings inside of Workfront or inside of proof that would allow you to disable the sending of that email to anyone in particular. So if you have people that are being mentioned in comments and they’re not receiving those emails, definitely check the spam settings. Make sure get with the IT team. Check your junk filters, all of that good stuff, the emails going out. But for some reason, they’re not receiving it. It’s blocking it there.

And you can always reach out to our support team with help on that too. They can let you know, here’s what you want to whitelist, that sort of thing. All right, well, I’ll let you finish up. Thank you. And for those of you waiting to have your questions answered, thank you so much for your patience. We’ll be coming back to you after the webinar. And also, clearly, we need future sessions on proof. So we hear that loud and clear. And we’ll try to be bringing this expertise to you more frequently. John, thank you so much. And this recording, for those of you asking for that, there’s a link that should be still pasted in your Q&A in your webinar lobby that will take you to the place where you can access this and past session recording. Additionally, when the webinar concludes in a few hours, you’ll receive a link to watch today’s session. And thank you so much for your time. Thanks, John. Have a great day, everyone. Bye-bye. All right, bye-bye.

Thank you.

Thank you.