Configure email notification settings in Workfront Proof
Email notifications inform collaborators about recent activity on proofs, such as comments, replies, or decisions.
You can set email notifications for reviewers in the following areas:
Email notifications for reviewers can be set on the New proof page, New version page, and managed in the Workflow section of the Proof details page. For more information, see Generate Proofs in Workfront Proof
- The New proof page
- The New version page
- The Workflow section of the Proof details page.
For more information, see Generate Proofs in Workfront Proof
Every user can also set their own email alert settings which are automatically applied when a proof is shared with them if the collaborators have their preferences or account administrators have their recommendation on alerts frequency. This can be set as a proof default on the users details pages.
Every user can also set their own email alert settings that will be automatically applied when a proof is shared with them.
Users with Administrator or Billing Administrator profiles can also set the proof defaults for other users in their account from within Account settings.
For information about profiles, see Proof Permissions Profiles in Workfront Proof.
Access requirements
You must have the following access to perform the steps in this article:
| table 0-row-2 layout-auto html-authored no-header | |
|---|---|
| Product | Workfront Proof Standalone |
Configure proof defaults in personal settings (Workfront Proof users only)
You can configure proof settings for proofs you create.
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Click Settings > Personal settings.
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Click the Proofing defaults tab.
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Click Default email notification settings to expand it.
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In the drop-down list to the right of the following two settings, select one of the options explained in the table below.
- Default email alert: Affects every proof that is shared with you. This setting can be overridden at the proof level.
- Default email alert for new guest reviewers: Affects reviewers that did not previously exist as contacts in your account.
note note NOTE If you do not choose one of the following options, Workfront Proof sends you a daily summary about activity on your proofs. table 0-row-2 1-row-2 2-row-2 3-row-2 4-row-2 5-row-2 6-row-2 layout-auto html-authored no-header All activity Workfront sends an email to the reviewer every time there is any activity on the proof, such as a new comment, reply, or decision.
This is a great option for the person who is managing the proofing process because it allows them to see the activity as it happens.
Users do not receive an email alert about their own activity.
Replies to my comments An email is sent to the reviewer only if someone replies explicitly to their comment (this excludes their own replies on their own comments). This means that if somebody on the proof makes a new comment, the reviewer is not notified.
This setting is recommended for your clients on the proof so that they are not notified of any other comments on the proof, and are notified only of replies to their own comments.
Although reviewers with this email alert setting are not notified of other new comments, they can still view all comments on the proof in the proofing viewer.
For information about comments, see View and reply to proof comments.
Decisions Workfront sends an email to the reviewer only when someone makes a decision.
This can be useful for the person who is managing the approval process (such as a project manager) and needs to monitor progress on the proof and see which users have made their decision.
You are not notified of your own decision unless you select an email confirmation option when submitting your decision.
Final decision Workfront sends an email when the last approver on the proof has made their decision.
This alert is often used by the designer, who does not usually need to take part in the actual review discussion. When the final decision is made, the designer is notified and can then take action on any necessary changes.
This alert can also be useful for a department leader who needs to be notified only when the review process is finished.
Hourly Summary Workfront sends an email to the reviewer every hour with a summary of all the comments, replies, and decisions that have occurred in the hour.
The email is sent only when activity besides your own occurs within the past hour.
This alert is a good way of seeing an overview of the project.
An example use case for this summary is a senior reviewer who needs an overview of the project but does not need to be notified immediately of all activity on the proof.
Daily Summary Workfront sends one email with all comments, replies, and decisions listed only on days when there is activity besides your own.
This alert is a good way of seeing a summary of the project without being overwhelmed with multiple updates throughout the day.
An example use case for this summary is a department leader who wants to monitor the overall progress of the project.
For more information, see Manage notifications for proof comments and decisions.
No email Workfront does not send any email alerts.
This is useful for a person who is added to a proof only for reference purposes and does not need to be notified of any changes.The system default is Daily summary (also seen as Not Set). If you or your reviewers do not make any other changes, all your proofs have this setting.
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Change any of the following:
table 0-row-2 1-row-2 layout-auto html-authored no-header Email confirmation when proofs are ready Specify whether you want to receive a Proof made email when you create a proof. For more information, see The Proof Made email Format of emails sent to me Choose between HTML styled emails and Plain text emails.
NOTE
Proofing default settings are overridden by the settings at proof level. However, if proof email notifications are disabled for the whole account in Account settings, no email alerts will be sent to the collaborators even if the Disabled email alert is not selected on proofs.
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Under Message settings, change any of the following:
table 0-row-2 1-row-2 2-row-2 Proof template Description Proof subject template Displays on the New proof page, New version page, Message page and Remind page. Can be edited before it’s sent. Proof message template Displays on the New proof page, New version page, Message page, and Remind page. Can be edited before it’s sent.
Change email alerts for a recipient
You can change email alerts for a particular recipient in a batch action.
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Click Contacts in the left navigation panel.
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Click the More menu
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Open the Shared items section.
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Select the checkbox to the left of each item for which you want to change the email alert.
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Click More above the list of shared items, then click Change email alert in the dropdown menu.
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Change the email alert, then click Submit.
Configure proof defaults for a user
If you are a Workfront Proof administrator, you can set proof defaults for users in your account.
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Click Settings > Account settings.
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Open the Users tab.
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Open the ** More** menu
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Click View users details in the dropdown menu.
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Under Settings, click Default email alert settings to expand it.
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In the dropdown list to the right of the following two settings, select one of the options explained in the table below:
- Default email alert: Affects every proof that is shared with you. This setting can be overridden at the proof level.
- Default email alert for new guest reviewers: Affects reviewers that did not previously exist as contacts in your account.
note note NOTE If you do not choose one of the following options for a user, Workfront Proof sends users a daily summary about activity on their proofs. table 0-row-2 1-row-2 2-row-2 3-row-2 4-row-2 5-row-2 6-row-2 layout-auto html-authored no-header All activity Workfront sends an email to the reviewer every time there is any activity on the proof, such as a new comment, reply, or decision.
This is a great option for the person who is managing the proofing process because it allows them to see the activity as it happens.
Users do not receive an email alert about their own activity.
Replies to my comments An email is sent to the reviewer only if someone replies explicitly to their comment (this excludes their own replies on their own comments). This means that if somebody on the proof makes a new comment, the reviewer is not notified.
This setting is recommended for your clients on the proof so that they are not notified of any other comments on the proof, and are notified only of replies to their own comments.
Although reviewers with this email alert setting are not notified of other new comments, they can still view all comments on the proof in the proofing viewer.
For information about comments, see View and reply to proof comments.
Decisions Workfront sends an email to the reviewer only when someone makes a decision.
This can be useful for the person who is managing the approval process (such as a project manager) and needs to monitor progress on the proof and see which users have made their decision.
You are not notified of your own decision unless you select an email confirmation option when submitting your decision.
Final decision Workfront sends an email when the last approver on the proof has made their decision.
This alert is often used by the designer, who does not usually need to take part in the actual review discussion. When the final decision is made, the designer is notified and can then take action on any necessary changes.
This alert can also be useful for a department leader who needs to be notified only when the review process is finished.
Hourly Summary Workfront sends an email to the reviewer every hour with a summary of all the comments, replies, and decisions that have occurred in the hour.
The email is sent only when activity besides your own occurs within the past hour.
This alert is a good way of seeing an overview of the project.
An example use case for this summary is a senior reviewer who needs an overview of the project but does not need to be notified immediately of all activity on the proof.
Daily Summary Workfront sends one email with all comments, replies, and decisions listed only on days when there is activity besides your own.
This alert is a good way of seeing a summary of the project without being overwhelmed with multiple updates throughout the day.
An example use case for this summary is a department leader who wants to monitor the overall progress of the project.
For more information, see Manage notifications for proof comments and decisions.
No email Workfront does not send any email alerts.
This is useful for a person who is added to a proof only for reference purposes and does not need to be notified of any changes.The system default is Daily summary (also seen as Not Set). If you or your reviewers do not make any other changes, all your proofs have this setting.
-
In the remaining Default email alert settings, change any of the following:
table 0-row-2 1-row-2 layout-auto html-authored no-header Email confirmation when proofs are ready Specify whether you want to receive a Proof made email when you create a proof. For more information, see The Proof Made Email. Format of emails sent to me Choose between HTML styled emails and Plain text emails.
NOTE
Proofing default settings are overridden by the settings at proof level. However, if proof email notifications are disabled for the whole account in Account settings, no email alerts will be sent to the collaborators even if the Disabled email alert is not selected on proofs.