Proof Permissions Profiles in Workfront Proof

Last update: February 7, 2025

CREATED FOR:

  • User
IMPORTANT
This article refers to functionality in the standalone product Workfront Proof. For information on proofing inside Adobe Workfront, see Proofing.

As a Workfront administrator or Workfront Proof administrator, you can assign a Proof Permissions Profile to a user to specify the proofing capabilities that user will have for all proofs in the system. For information about configuring a user’s Proof Permission Profile, see Configure a user’s Proof Permission Profile in Workfront Proof.

NOTE
You can also do the following:

The following table displays the permissions available with each Proof Permissions Profile.

Own ItemsOther Users’ ItemsAdminBilling
AddViewEditDeleteViewEditDeleteEdit and DeleteEdit
Billing Admin Checkmark Checkmark Checkmark Checkmark Checkmark Checkmark Checkmark Checkmark Checkmark
Admin Checkmark Checkmark Checkmark Checkmark Checkmark Checkmark Checkmark Checkmark
Supervisor Checkmark Checkmark Checkmark Checkmark Checkmark Checkmark Checkmark
Manager Checkmark Checkmark Checkmark Checkmark
Observer Checkmark
Visitor Checkmark

Consider the following about roles and permissions:

  • Assigned profile permissions relate only to the users and items in your own account. The exception is in the case of Satellite accounts, where the Administrator and Billing Administrator for the main (hub) accounts can access and manage the account settings and billing of those accounts from the hub account level.
  • Billing Administrators and Administrators can delete users. This can only be done in Account settings.
  • When Billing Administrators and Administrators view proofs that are owned by other users in their account, they view them with the role of a Reviewer.
  • Using the Read Only role, Billing Administrators and Administrators can access proofs in folders shared with them or in folders created by them.

The following sections describe each profile and the permissions associated with the profile in a standard Workfront Proof setup:

Billing Administrator

Billing Administrators have access to Account settings in Workfront Proof and The Workfront Proof Billing Page, and have the following permissions:

Checkmark Can generate proofs, upload files, and create folders. For more information, see Generate Proofs in Workfront Proof, Upload Files and Web Content to Workfront Proof, and Create Folders in Workfront Proof.

Checkmark Can view, edit, and delete own proofs and files they create.

Checkmark Can view, edit, and delete proofs and files created by all users in the organization.

Checkmark Can delete the public folders of other users. For more information, see Manage Folders in Workfront Proof.

Checkmark Has edit rights on all proofs created in the account.

Checkmark Can be set as the Dropzone owner. For more information, see Configure the dropzone in Workfront Proof.

Checkmark Can access the billing page and edit the billing details. For more information, see The Workfront Proof Billing Page.

Checkmark Can access the Account Settings page and edit the account details. For more information, see Account settings in Workfront Proof.

Checkmark Can empty the trash. For more information, see Restore and Empty the Trash in Workfront Proof.

Checkmark Can add, edit, and delete users.

Checkmark Can create groups and add new contacts.

Checkmark Can delete contacts.

Checkmark Can edit proofs if there are no replies on them.

Red X Cannot edit proof replies.

Red X Cannot delete the private folders of other Users. For more information, see Manage Folders in Workfront Proof.

For information on Account settings, see Account settings in Workfront Proof.

For information on Billing, see The Workfront Proof Billing Page.

Administrator

Administrators have access to Account settingsand have the following permissions:

Checkmark Can create proofs, upload files, and create folders. For more information, see Generate Proofs in Workfront Proof, Upload Files and Web Content to Workfront Proof, and Create Folders in Workfront Proof.

Checkmark Can view, edit, and delete proofs and files they created.

Checkmark Can view, edit, and delete proofs and files created by all users in the organization.

Checkmark Can delete the public folders of other Users. For more information, see Manage Folders in Workfront Proof.

Checkmark Has edit rights on all proofs created in the account.

Checkmark Can be set as the Dropzone owner. For more information, see Configure the dropzone in Workfront Proof.

Checkmark Can access the Account Settings page and edit the account details. For more information, see Account settings in Workfront Proof.

Checkmark Can empty the trash. For more information, see Restore and Empty the Trash in Workfront Proof.

Checkmark Can add, edit, and delete users.

Checkmark Can create groups and add new contacts.

Checkmark Can delete contacts.

Checkmark Can edit proofs if there are no replies on them.

Red X Cannot edit proof replies.

Red X Cannot delete the private folders of other Users. For more information, see Manage Folders in Workfront Proof.

Red X Cannot access the Billing pageor edit the billing details. For more information, see The Workfront Proof Billing Page.

Supervisor

Supervisors have the following permissions:

Checkmark Can create proofs, upload files, and create folders. For more information, see Generate Proofs in Workfront Proof, Upload Files and Web Content to Workfront Proof, and Create Folders in Workfront Proof.

Checkmark Can view, edit, and delete own proofs and files they created.

Checkmark Can view, edit, and delete proofs and files created by all users in the organization.

Checkmark Can delete the public folders of other Users. For more information, see Manage Folders in Workfront Proof.

Checkmark Has edit rights on all proofs created in the account.

Checkmark Can be set as the Dropzone owner. For more information, see Configure the dropzone in Workfront Proof.

Checkmark Can create groups and add new contacts.

Checkmark Can delete contacts.

Checkmark Can edit proofs if there are no replies on them.

Red X Cannot edit proof replies.

Red X Cannot delete the private folders of other Users. For more information, see Folders in Workfront Proof.

Red X Cannot access the Billing page or Account settings. For more information, see The Workfront Proof Billing Page and Account settings in Workfront Proof.

Red X Cannot add, edit, or delete users.

Red X Cannot empty the trash. For more information, see Restore and Empty the Trash in Workfront Proof.

Manager

Managers have the following permissions:

Checkmark Can create proofs, upload files, and create folders. For more information, see Generate Proofs in Workfront Proof, Upload Files and Web Content to Workfront Proof, and Create Folders in Workfront Proof.

Checkmark Can view, edit, and delete own proofs and files they create or own.

Checkmark Can see, review, and approve proofs of other users that are explicitly shared with them (Read-only rights to everything in a shared folder). For more information, see Manage Proof Roles in Workfront Proof.

Checkmark Can create groups and add a new contact.

Red X Cannot view, edit, or delete proofs and files created by other users in the organization.

Red X Cannot edit proofs or replies.

Red X Cannot delete the private folders of other Users. For more information, see Manage Folders in Workfront Proof.

Red X Cannot delete the public folders of other Users. For more information, see Manage Folders in Workfront Proof.

Red X Cannot access the Billing page or Account settings. For more information, see The Workfront Proof Billing Page and Account settings in Workfront Proof.

Red X Cannot be set as the Dropzone owner. For more information, see Configure the dropzone in Workfront Proof.

Red X Cannot empty the trash. For more information, see Restore and Empty the Trash in Workfront Proof.

Red X Cannot add, edit, or delete users.

Red X Cannot delete contacts.

Observer

Observers have the following permissions:

Checkmark Can see, review, and approve proofs of other users that are explicitly shared with them (Read-onlyrights to everything in a shared folder). For more information, see Manage Proof Roles in Workfront Proof.

Checkmark Can view files that are explicitly shared with them.

Checkmark Can view contacts and groups

Red X Cannot create proofs, upload files, and create folders. For more information, see Upload Files and Web Content to Workfront Proof.

Red X Cannot view, edit, or delete proofs and files created by other users in the organization.

Red X Cannot edit proofs or replies.

Red X Cannot delete any items created in the organization.

Red X Cannot access the Billing page or Account settings. For more information, see The Workfront Proof Billing Page and Account settings in Workfront Proof.

Red X Cannot be set as the Dropzone owner. For more information, see Configure the dropzone in Workfront Proof.

Red X Cannot empty the trash. For more information, see Restore and Empty the Trash in Workfront Proof.

Red X Cannot add, edit, or delete users.

Red X Cannot create groups or add new contacts.

Red X Cannot delete contacts.

NOTE
Menus and functions available to Observers are limited.
  • Observers do not see the Header menu or the green New menu in their Dashboard
  • Observers do not see the following links in their Settings: Account settings, Billing

Visitor

Visitors have the following permissions:

Checkmark Can see, review, and approve proofs of other users that are explicitly shared with them (Read-only rights to everything in a shared folder). For more information, see Manage Proof Roles in Workfront Proof.

Checkmark Can view files that are explicitly shared with them.

Red X Cannot view contacts and groups

Red X Cannot create proofs, upload files, and create folders. For more information, see Upload Files and Web Content to Workfront Proof.

Red X Cannot view, edit, or delete proofs and files created by other users in the organization.

Red X Cannot edit proofs or replies.

Red X Cannot delete any items created in the organization.

Red X Cannot access the Billing page or Account settings. For more information, see The Workfront Proof Billing Page and Account settings in Workfront Proof.

Red X Cannot be set as the Dropzone owner. For more information, see Configure the dropzone in Workfront Proof.

Red X Cannot empty the trash. For more information, see Restore and Empty the Trash in Workfront Proof.

Red X Cannot add, edit, or delete users.

Red X Cannot create groups or add new contacts.

Red X Cannot delete contacts.

NOTE
Menus and functions available to Visitors are limited.
  • Visitors do not see the Header menu or the green New menu in their Dashboard
  • Visitors do not see the following links in their Settings: Account settings, Billing

Guest

The Guest profile is used to give access to proofs for reviewers who do not have their own Workfront Proof account. Guests can access proofs shared with them directly via their personal email notifications.

Checkmark Can view, review, and approve proofs that are explicitly shared with them.

Checkmark Can view files that are explicitly shared with them.

Red X Cannot access the Dashboard.

Red X Cannot have folders shared with them. For more information, see Manage Folders in Workfront Proof.

Red X Cannot be added as Authors or Moderators to the proofs. For more information, see Manage Proof Roles in Workfront Proof.

NOTE
Guests are not Workfront Proof users, so they cannot see all the proofs shared with them in their own Dashboard.

Edit a user’s Proof Permission Profile

Administrators and Billing Administrators can edit the permission profiles of all users in the account.

  1. To find the user to edit, do one of the following:

    • Navigate to Account Settings, then click the Users tab.

    • Go to the Contacts page.

  2. Click the user’s name whose permissions you want to edit. Select usre

  3. Click the Permissions profile drop-down menu and select a new permission profile. :

    Permissions profile

    Permission profiles are Administrator, Supervisor, Manager, and Observer.

  4. Click anywhere outside of the menu to save.

NOTE
Administrators cannot assign the Billing Administrator profile. You can find a list of Profile changes in the following logs:
  • The Account activity logs
  • The User’s profile log (accessible only to that User)

For more information on activity logs, see Understanding the Workfront Proof Activity Audit Trail.

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