Create a new version of a proof
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:
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You can give a user permission to see one version but not another. Conversely, if you share a later version with a user, that user can’t see earlier versions unless you go back and grant them access to those previous versions.
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You must have Edit rights on the proof to create a new version.
For more information, see Manage Proof Roles in Workfront Proof and Proof Permissions Profiles in Workfront Proof.
For information about sharing proof versions, see Share a Proof in Workfront Proof.
Access requirements
You must have the following access to perform the steps in this article:
table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header | |
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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 Profile | Manager 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:
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Open the document list that contains the proof.
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From your computer’s file system, drag and drop a new file over the proof.
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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.
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.
To create a new version of a proof in Workfront Proof:
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Open the proof.
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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.
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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.
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Capture a web page as a new version of the proof by entering in a URL.
note note NOTE Drag and drop is available only with browsers that fully support HTML5. This excludes Internet Explorer 7 through 9 and Safari. -
(Optional) Select the proof title and enter a new Proof name for the version.
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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):
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(Optional) Change the Owner of the version to another user in your account.
For information, see Proof Permissions Profiles in Workfront Proof.
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(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 note 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.
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(Optional and Conditional) Select a new primary decision maker in the Transfer primary decision rights to drop-down.
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(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.
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In the Email notification section, select any of the following settings:
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(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.
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(Conditional and Optional) Add custom subject and message: Select this option to add a custom subject line and message to the email notification.
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In the Organization section, select any of the following settings:
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Apply one or more tags to the proof. For more information, see Create and Manage Tags in Workfront Proof.
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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.
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Billing administrators and Administrators can make the folder field mandatory across the whole account in the Settings tab.
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In the Proof settings section, select any of the following settings:
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Require a user to log in to view the proof.
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Require electronic signatures on the proof (Enterprise plan only).
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Lock the proof when all decisions are made.
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Allow downloading of the original file.
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Allow public sharing of the proof.
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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.
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About the New Version message
If there was a custom subject/message included in the previous version of the proof, it will show by default on the New version page. You can:
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Edit the subject and message.
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Unselect the Notify people by email box, meaning no email will be sent to your reviewers to notify them that they have a new version to review.
note note NOTE This is not impacted by any default custom subject/message saved in your personal settings.
If you have a default subject and message saved in your personal settings, this will determine what message is shown by default on the New version page:
- If you notified your reviewers about the previous proof version using the standard email (for example, no custom subject/message), your default custom subject/message (your personal settings) will be shown on the New version page. You can then edit the custom subject and message or unselect the Notify people by email box, meaning no email will be sent to your reviewers to notify them that they have a new version to review.
- If you didn’t notify your reviewers about the previous proof version (e.g. no standard or custom email), the New version page will not include a message by default. To notify your reviewers of the new version, click the Send a Message link, which will show your default custom subject/message (per your personal settings). You can then edit the custom subject and message as needed.
If you do not have a default subject and message saved in your personal settings, the following will show on the New version page:
- If you notified your reviewers about the previous proof version using the standard email (e.g. no custom subject/message), the Notify people by email option will be selected by default on the New version page. To add a custom message, click the link.
- If you didn’t notify your reviewers about the previous proof version (e.g. no standard or custom email), the New version page will not include any message by default. To notify your reviewers of the new version, click the Send a Message link. You can then add a custom subject and message by clicking the Add Custom Message link.