Create an advanced proof with an Automated workflow

Go to the project, task, or issue where you want the proof, then click the Documents tab.

Click Add new > Proof, upload the content, then work through the sections listed below.

or

Hover over an existing document, then click the Create Proof > Advanced Proof and work through the sections listed below.

In the Workflow type section, choose Automated.

(Optional) If you want to use an Automated Workflow template that your Workfront administrator created and shared with you, click Add template, select the template in the box that appears, then click Add template.

Configure the first stage of the Automated Workflow:

1. (Optional) If you want to create a name for the first stage, click Stage 1, then type the name.

2. In the Recipients section for the stage, add reviewers to the stage.

   note note
   NOTE
   Consider the following when adding reviewers to a stage:
   You can add external users to a stage with an email address. After you add a user to a stage, you can configure settings for that user on the proof. You can drag users directly to another stage, or you can drag users to a stage on the Stages diagram. To select multiple users, press Shift+Ctrl (on Windows) or Shift+Command (on Mac). You can add a reviewer to a proof only once, which means that you cannot add the same person to more than one stage on the proof. Reviewers who are not added to a private stage cannot see that stage on the proof or comments made in that stage. By default, adding a user to a stage grants that user access to view the proof from the moment the proof is created. Your Workfront administrator can restrict users from accessing the proof until the workflow enters the stage where the user was added.

3. Click Stage settings.

4. Click an Activate stage option to indicate how you want the stage to activate.

   For the first stage, you can select only On proof creation, On a specific date and time, or Manually.

5. (Conditional) If you selected On a specific date and time in the previous step, select the date and time when you want to activate the stage in the Activate on box that appears.

6. Use any of the options below to further configure the stage.

   table 0-row-2 1-row-2 2-row-2 3-row-2 4-row-2 layout-auto html-authored no-header
   Set stage deadline	To set a deadline for the stage, click an option in the Deadline options drop-down list. Then, under Deadline, do one of the following: If you chose Set specific date: Select the deadline date and time you want. If you chose Calculate from stage activation date: Select the number of business days you want to add to the stage activation date to determine the deadline.
   Lock stage	Specify when the stage can be locked.
   Transfer primary decision rights to	Select the Primary decision maker on the stage (available only after you add at least one person to the stage who has a Proof role of Approver or higher). If you select a Primary decision maker, the Only one decision required option is disabled on this stage.
   Require only one decision for this stage	Ends the entire review process when one of the decision makers makes a decision. This option is not available if you designated a user in the Primary decision maker drop-down menu.
   Make this stage private	Allows only the following people to view comments and decisions made during this stage: Supervisors, Workfront administrators, and Workfront Proof administrators

To add and configure another stage:

1. Click New stage.

2. (Optional) If you want to create a name for the first stage, click Stage 2 (or Stage 3, Stage 4, and so on), then type the name.

3. Click the Activate stage, then select an option to specify whether the stage is activated automatically or manually.

   In addition to the options On proof creation, On a specific date and time, or Manually, you can select an option that is dependent on what occurred in the previous step:

   

4. If you selected an Activate stage option that is dependent on what occurred in the previous step, use the options that appear to configure the activation setting.

   For example, if you selected When previous stage status changes, select the Previous stage, then select the status in the Status changed to box.

Repeat the previous step as needed to add more stages.

As you add stages to the Automated Workflow, a diagram forms on the screen to represent them:

Continue with Configure email settings for the proof below.

In the Email notification section, select whether to send email notifications and a custom message to the users you selected in Create an advanced proof with an Automated workflow earlier in this article:

Continue with Configure proof settings below.

In the Proof settings section, select any of the following options:

Click Create Proof.

Workfront begins generating a proof of the selected documents or websites. Depending on the file size and type, the lag time on a document upload can vary. Be patient as bigger files take longer to generate. You can navigate away from the page and Workfront continues to generate your file. The maximum file upload size is 4GB.

After the proof is generated, click Open proof to launch the proofing viewer.

Users who do not have proofing enabled on their account are still able to view the document and make comments to the proof .