Create a new version of a proof

Last update: April 25, 2025

CREATED FOR:

  • User

Managing feedback across multiple versions or revisions of a piece of work can be a challenge. Adobe Workfront simplifies this process by letting you create and compare multiple versions of a proof.

Consider the following information when creating a new version of a proof:

IMPORTANT
If a proof is created in Adobe Workfront, any new versions for that proof must also be created in Workfront. You can’t create a new version of a proof within Workfront Proof if that proof was created in Workfront.

Access requirements

Expand to view access requirements for the functionality in this article.

You must have the following access to perform the steps in this article:

Adobe Workfront plan

Current: Pro or Higher

or

Legacy: Select or Premium

For more information about proofing access with the different plans, see Access to proofing functionality in Workfront.

Adobe Workfront license

Current: Standard

Or

Legacy: Work or Plan (You must have proofing enabled for the user)

Proof Permission ProfileManager or higher
Access level configurations

Edit access to Documents

For information on requesting additional access, see Request access to objects.

For more detail about the information in this table, see Access requirements in Workfront documentation.

Create a new proof version in Workfront

There are several ways to upload a new proof version in Workfront. Default proof settings may or may not carry over from the previous version depending on the method you select:

  • Automatically generate proofs when uploading documents: If you have this setting enabled in your user profile, default proof settings don’t carry over when you drag and drop a new version.
  • Create proof > Simple: If you select this option, default proof settings don’t carry over from the previous version.
  • Add new > Version > Proof: If you select this option, default proof settings carry over from the previous version.
  • Create proof > Advanced: If you select this option, default proof settings carry over from the previous version.

To create a new version of a proof:

  1. Open the document list that contains the proof.

  2. From your computer’s file system, drag and drop a new file over the proof.

    Or

    Select the row where the proof is listed, click Add new > Version, then click the option you want to use to add the new version of the proof.

    Add new version

Create a new proof version from the proofing viewer (Workfront Proof only)

If you are using the standalone Workfront Proof, you can create a new version of a proof containing a single file or web capture.

NOTE
If your account is on an Enterprise plan and you upload multiple files or web captures, they will be automatically combined into a single new version. Please see Create a multi-page proof for more information.

To create a new version of a proof in Workfront Proof:

  1. Open the proof.

  2. In the upper-left corner, click the Version drop-down menu, then click + New version in the box that appears. The new proof version page opens.

    Add new version

  3. In the Add files section, upload a file as the new proof version by dragging and dropping it from your computer or by clicking browse and selecting a file.

    Or

    Capture a web page as a new version of the proof by entering in a URL.

    NOTE
    Drag and drop is available only with browsers that fully support HTML5. This excludes Internet Explorer 7 through 9 and Safari.

  4. (Optional) Select the proof title and enter a new Proof name for the version.

  5. In the Workflow section, make any of the following changes to add reviewers for this proof version (this will replace the previous version’s reviewers):

    • (Optional) Change the Owner of the version to another user in your account.

      For information, see Proof Permissions Profiles in Workfront Proof.

    • (Optional) Using the Type contact name or email address to add a recipient box, add reviewers to the version. You can then select a Proof role and Email alerts type for each recipient.

      For information, see Add Groups to a Proof and Manage Proof Roles in Workfront Proof.

      NOTE
      If the proof creator or owner has the Proof Made email disabled by default in their personal settings, they won’t receive any Proof Made or New proof emails even if the Notify recipients about this proof box is checked on the New proof page. For information, see Configure email notification settings in Workfront Proof, The Proof Made email, and New proof email.

    • (Optional) Set a proof deadline.

    • (Optional and Conditional) Select a new primary decision maker in the Transfer primary decision rights to drop-down.

    • (Optional) Select the Require only one decision for this stage box to remove the option to set a user as the new primary decision maker.

  6. In the Email notification section, select any of the following settings:

    • (Optional) Notify recipients about this proof: Select this option to notify the reviewers of the new version. Your selection will be logged in the Activity section of the Proof details page. For more information, see Manage Proof Details in Workfront Proof.

    • (Conditional and Optional) Add custom subject and message: Select this option to add a custom subject line and message to the email notification.

  7. In the Organization section, select any of the following settings:

    • Apply one or more tags to the proof. For more information, see Create and Manage Tags in Workfront Proof.

    • Add the version to a folder. The folder will be copied from the previous version of the proof. If you select a different folder, the whole proof—which includes all versions—will be moved. For more information, see Manage Folders in Workfront Proof.

    • Billing administrators and Administrators can make the folder field mandatory across the whole account in the Settings tab.

  8. In the Proof settings section, select any of the following settings:

    • Require a user to log in to view the proof.

    • Require electronic signatures on the proof (Enterprise plan only).

    • Lock the proof when all decisions are made.

    • Allow downloading of the original file.

    • Allow public sharing of the proof.

    • Allow subscribing to the proof.

      The selections made in this section will be shown in the Proof details page (where some fields can be edited). For more information, see Manage Proof Details in Workfront Proof.