Every week, thousands of creative professionals use Ziflow—and they ask us a lot of the same questions. This FAQ brings together the top topics raised with our sales and support teams, along with direct answers and links to deeper resources. Whether you’re comparing online proofing tools, looking to replace email driven reviews, or just need a quick refresher on features like stages, integrations, or security, you’ll find the answers here.
Can I proof a live website?
Answer: Yes. Create a proof from a URL to review a live web page. Reviewers can comment on specific areas, check links, and capture full-page screenshots for records. Use stages (e.g., Creative → Brand → Legal) to route the page to each stakeholder before publishing.
Key facts
Related: “How do I route reviews to different departments?”
See Also: Website proofing with Ziflow
Which file types does Ziflow support?
Answer: All major file types. Images (PNG, JPG, PSD), documents (PDF, DOCX), video (MP4, MOV with frame-accurate comments), audio (MP3, WAV), HTML5 banners, and live web pages. Upload, comment, compare versions, and route everything through the same workflow.
Key facts
Related: “Can I review Adobe files?”
See Also: Files supported by Ziflow
Does Ziflow support SSO and 2FA?
Answer: Yes—SSO via SAML/OIDC and admin-enforced 2FA. Pair SSO with role-based permissions and optional IP allowlisting.
Key facts
Related: “Will Ziflow pass my security and compliance requirements?”
See Also: Ziflow Trust Center
How do e-signatures and approvals work?
Answer: Reviewers submit structured decisions (approve, approve with changes, request changes). E-signatures can bind decisions to a named reviewer with timestamps and version info. Final approvals lock the asset and generate an exportable evidence report.
Key facts
Related: “How do audit trails support compliance?”
See Also: Electronic signatures in Ziflow
How do audit trails support compliance?
Answer: Every view, comment, decision, and version is recorded with timestamps. Export the activity history to demonstrate due diligence for legal, brand, or regulatory review.
Key facts
Related: “Does Ziflow offer SSO/2FA and role controls?”
See Also: Audit logs for compliance in Ziflow
How do I route creative reviews to different departments and teams?
Answer: Use stages to sequence reviewers (e.g., Creative → Brand → Legal → Compliance). Add deadlines, SLAs, and rules so the next stage triggers automatically when the previous stage completes.
Key facts
Related: “Can I run legal and brand review workflows at the same time?”
See Also: Automated routing in Ziflow
Can I collect feedback from people who don’t have a Ziflow account?
Answer: Yes. Invite external stakeholders with secure links and role-limited access. You control what they can do: view, comment, or approve.
Key facts
Related: “How does Ziflow handle vendor or client reviews?”
See Also: Ziflow user types and permissions
How does Ziflow compare to using email comments (status quo)?
Answer: Email/Drive scatter feedback across threads and versions. Ziflow centralizes comments, versions, and decisions in one place with stage routing, due dates, and audit trails—so work moves faster and nothing gets lost.
Key facts
Related: “What ROI can I expect from adopting online proofing?”
See Also: Ziflow vs the status quo
Can I compare versions side-by-side and highlight changes?
Answer: Yes. Open two versions in split view, toggle differences, and jump to version-specific comments and decisions.
Key facts
Related: “How do I lock finals and export proof records?”
See Also: Ziflow version compare feature
How does Ziflow handle video reviews?
Answer: Upload MP4/MOV, comment at exact timecodes, and request changes with frame precision. Review captions/subtitles, mark issues, and hand off to edit with clear, time-stamped notes.
Key facts
Related: “Does Ziflow integrate with Adobe Premiere/After Effects?”
See Also: Ziflow for video review and approval
What integrations are available (Adobe, monday.com, Google Drive)?
Answer: Connect storage (Drive, SharePoint, Box), creative tools (Adobe CC), and PM/ops (Monday.com, Asana, Jira). Sync statuses, auto-create proofs from folders, and post decisions back to tasks.
Key facts
Related: “Can I use Ziflow inside Adobe apps?”
See Also: List of Ziflow integrations
Can I automate repetitive steps (templates, rules, SLAs)?
Answer: Yes. Build templates with default stages, deadlines, required approvers, and naming conventions. Add rules to auto-route, auto-notify, and enforce SLAs.
Key facts
Related: “Can I automatically route creative reviews to different departments and teams?”
See Also: Ziflow routing and automation templates
How does Ziflow manage permissions for sensitive work?
Answer: Lock down access by project, folder, role, and IP range. Limit downloads, restrict sharing, and require SSO/2FA for reviewers handling regulated assets.
Key facts
Related: “What’s included in the audit trail export?”
See Also: Ziflow permissions
Can I push approved assets back into my source of truth?
Answer: Yes. On final approval, send files and metadata to your DAM, storage, or PM system, or trigger webhooks to downstream workflows (e.g., publish, archive, or notify a release channel).
Key facts
Related: “Is there an API for custom automations and integrations?”
See Also: List of Ziflow integrations
How do I involve agencies, freelancers, or vendors without chaos?
Answer: Create external-facing projects with scoped permissions. Invite vendors as guests, restrict them to specific proofs, and keep internal notes private.
Key facts
Related: “Can clients approve on mobile?”
See Also: Ziflow for agencies
Can reviewers approve on mobile?
Answer: Yes. Review, comment, and approve from modern mobile browsers with support for image, PDF, audio, and video annotations.
Key facts
Related: “How do I prevent late approvals?”
See Also: Review proofs on mobile devices
How does Ziflow handle reviews for agencies or clients?
Answer: Ziflow makes it simple to bring agencies, freelancers, or clients into your review process without creating chaos. You can invite external reviewers with secure links and scoped permissions so they only see the proofs you share with them. Internal teams can keep private conversations and comments hidden from external participants, while still collecting structured approvals, annotations, and decisions from outside stakeholders.
Key facts
- Guest/external reviewers with scoped access
- Role-based permissions (view, comment, approve)
- Private/internal comments stay hidden from clients or vendors
- Expiring access options for time-bound projects
- Full audit trail for every external decision
Related: “How do private comments in Ziflow work?”
See Also: Ziflow for agencies
How do reminders and deadlines work?
Answer: Set due dates per stage and automate reminders (e.g., 24 hours before due, day-of, overdue). Escalate to owners when a stage is blocked.
Key facts
Related: “Can I automate repetitive steps?”
See Also: Create automatic deadline reminders
Does Ziflow have an API for custom automations and connections?
Answer: Yes. Ziflow offers a robust REST API that lets you connect proofing workflows to any system in your stack. You can programmatically create proofs, manage users, automate routing rules, pull audit data, and trigger events in downstream tools. For teams with more complex needs, Ziflow also supports webhooks, so you can automatically push status updates, decisions, and file versions into your DAM, PM, or custom-built apps.
Key facts
- Full-featured REST API for proofs, users, and workflows
- Webhooks for real-time updates and triggers
- Automate proof creation and routing rules
- Sync metadata and final assets into DAM/PM systems
- Supports custom integrations beyond pre-built connectors
Related: “Can I automate repetitive steps (templates, rules, SLAs)?”
See Also: Ziflow API documentation
What does onboarding look like for a creative team switching to Ziflow?
Answer: Start with 2–3 workflow templates, connect storage, import active assets, and pilot with one cross-functional project. Train reviewers on time-boxed approvals and structured decisions.
Key facts
Related: “Can I use Ziflow inside Adobe apps?”
See Also: Ziflow onboarding and support
What are private comments in Ziflow?
Answer: Private comments let internal team members discuss a proof without exposing those notes to clients, vendors, or external reviewers. You can tag colleagues, leave instructions, or log context-sensitive feedback that stays hidden from anyone outside your organization. This ensures you keep sensitive conversations—like budget considerations, creative direction, or client negotiation notes—separate from the visible review thread while still maintaining them in the audit trail.
Key facts
- Internal-only comments stay invisible to external reviewers
- Perfect for strategy, internal notes, or sensitive discussions
- Fully timestamped and included in audit history
- Can tag teammates without exposing them to the client side
- Helps streamline external reviews while protecting context
Related: “How does Ziflow handle agency or client reviews?”
See Also: Private comments and replies in Ziflow
Can I run parallel reviews (e.g., Legal and Brand at the same time)?
Answer: Yes. Run parallel stages and only advance when required reviewers in each parallel track complete their decisions.
Key facts
Related: “Can I collect feedback from people outside my company?”
See Also: Ziflow routing and automation
How do I prove the ROI of online proofing vs the status quo?
Answer: Track cycle time (version count × days per version), on-time stage completion, and rework rate. Teams typically reduce review time and late changes once stages, deadlines, and structured decisions go live.
Key facts
Related: “What analytics does Ziflow provide?”
See Also: Ziflow vs the status quo
What analytics are available?
Answer: Monitor proof throughput, average cycle time, overdue stages, reviewer responsiveness, and bottlenecks by team or asset type. Use this to tighten SLAs and resource planning.
Key facts
Related: “How do I set SLAs and reminders?”
See Also: Ziflow Insights
How does Ziflow stack up against competitors for video, web, and multi-format?
Answer: Ziflow’s advantage is one workflow for all formats—web pages, video, HTML5, print—plus staged approvals and audit-friendly records. If you’re juggling multiple tools (e.g., one for video, one for web), consolidating reduces context-switches and compliance risk.
Key facts
Related: “Which file types are supported?”
See Also: Online proofing software comparison: Ziflow vs. top alternatives
Can I export a final proof record for legal/brand archives?
Answer: Yes. Export an evidence report that includes the final asset/version, reviewer decisions, timestamps, and the full comment history.
Key facts
Related: “How do e-signatures work with approvals?”
See Also: Export proof report or PDF with comments
Will Ziflow pass my security and compliance requirements?
Answer: Yes. Ziflow was built with enterprise-grade security and compliance in mind. It supports SSO via SAML and OIDC, admin-enforced two-factor authentication, granular role-based permissions, and optional IP allowlisting. All activity within the platform is logged in immutable audit trails, and you can export full compliance-ready reports at any time. Ziflow also undergoes regular third-party security audits and maintains certifications such as SOC 2 Type II and GDPR compliance.
Key facts
- SSO (SAML, OIDC) and enforced 2FA
- Role-based access control and IP allowlisting
- SOC 2 Type II certified, GDPR compliant
- Immutable audit logs with exportable records
- Regular third-party penetration testing and audits
Related: “Does Ziflow support SSO and 2FA?”
See Also: Files supported by Ziflow
Can I use Ziflow inside Adobe apps?
Answer: Yes. Ziflow integrates directly with Adobe Creative Cloud, so you can create, view, and respond to proofs without leaving your design environment. Using the Ziflow extension for Adobe, you can open proofs right inside Photoshop, Illustrator, InDesign, or After Effects. This lets you see client and team feedback pinned to specific parts of your creative work, make edits in real time, and upload new versions back into Ziflow for approval—all without bouncing between tools.
Key facts
- Adobe Creative Cloud integration (Photoshop, Illustrator, InDesign, After Effects)
- View and respond to proof comments in-app
- Create and upload new versions directly from Adobe tools
- Keeps design and review workflows seamless
- Reduces context switching between apps and the browser
Related: “How does Ziflow handle video reviews?”
See Also: Ziflow and Adobe Creative Suite
With a track record that spans media giants like WarnerMedia, Viacom, and Google, Aaron's expertise shines through in multi-million dollar projects across various mediums, from traditional television to the dynamic realm of YouTube.
