Settings for proof users

Transcript

Settings for Proof Users In this video, you learned how to determine which users get a proof license, how to adjust proof user settings in Workfront, and how to adjust proof user settings in the proofing backend setups. Proof users in Workfront are the people who will be uploading proofs, managing proof workflows, reviewing proofs, or approving proofs. Workfront plan and work license users are automatically proof users in Workfront, provided the Workfront plan purchased by your organization includes proofing. By default, these users have the ability to create proofs, assign recipients as part of a proof workflow, and manage the proof review and approval process. As the system administrator, you can control to a point what proof users are able to do through a proof permission profile and other default settings. Some restrictions are set through the proof itself when it’s uploaded, and of course your organization should have guidelines that users follow regarding when proofs are used, who is responsible for uploading proofs, etc. Set up a user in Workfront If you’re creating a brand new user in Workfront, follow your organization’s guidelines for filling out the user profile information. To set up the user’s proof permissions, click the Show Advanced Options link. If you’re updating information on existing users, you can edit them one by one or do a bulk edit. Just click the Edit button to open their profile information. Scroll to the Access section to select a proof permission profile to specify which proofing capabilities the user will have. It’s important to note that these permissions apply to all proofs in Workfront, not just the ones this person uploads. Supervisor These users can add proofs, plus view, edit, and delete proofs that they uploaded. They can also view, edit, and delete proofs uploaded and managed by others. Manager Managers can add proofs, plus view, edit, and delete proofs they uploaded. This is the default when creating users in Workfront. Administrator Admins can add, view, edit, and delete proofs they uploaded and proofs that other users uploaded. They can also access system setups. Workfront recommends assigning the Supervisor profile to your plan license users. Many times a planner, such as a project manager, will own a project and the proof workflow, someone with a work license, such as a designer, will actually upload the proof. It’s often likely that the project owner will need to step in and manage the proof at some point, perhaps reassign reviewers or add a version. The Supervisor profile will allow them to do this. One other setting before you save these changes. In the Preference section of the user profile, there is a setting to automatically generate proofs when uploading documents. This means that any time this user uploads a file to Workfront, a proof generates automatically. Workfront recommends this setting be turned off. It’s best practice for the user uploading the file to decide whether they are adding it as a document or a proof. Establish the user’s default proof settings. Now that you have user setups done in Workfront, it’s time to move to the proof setups and set user defaults there. From Workfront’s main menu, select Proofing. Then select Account Settings and the Users tab. This is your list of proof users. Before you start making updates here, it’s very important to note, do not create, delete, or deactivate users in this window. Do not reset passwords or re-invite users from here. Do not unlock users. These actions must be done from Workfront. Workfront contains your master list of users. That list then shows up here in the Proof Setups area so that you can do a few user specific settings, default personal settings, default proof role, and the default email alert. Click a user’s name to open their settings page. Start in the Personal Settings by checking the language, time zone, and date format. This may need to be updated if you created users before you got the global settings established. Or if you have users across multiple time zones or countries, you can set the local language and date format. In the Default Proof Settings section, set the user’s default proof role. This is the proof role that will show up any time this user is added to a proof workflow. Workfront recommends setting this to what the user will do the majority of the time. It can be changed as needed on proof workflow templates and when workflows are set up manually. The final setting is the default email alert. This determines the criteria and frequency behind emails sent to the user regarding proof activity. Workfront recommends that this be set according to the user’s role with the majority of proofs they’ll be handling. Like the proof role, the email alert can be changed on proof workflow templates and when workflows are manually created. Once you’ve set the user settings established in both Workfront’s Setup Area and the Proof Setup section, those users are able to upload or review digital assets.