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.
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.
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Related: “How do I route reviews to different departments?”
See Also: Website proofing with Ziflow
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.
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Related: “Can I review Adobe files?”
See Also: Files supported by Ziflow
Answer: Yes—SSO via SAML/OIDC and admin-enforced 2FA. Pair SSO with role-based permissions and optional IP allowlisting.
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Related: “Will Ziflow pass my security and compliance requirements?”
See Also: Ziflow Trust Center
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.
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Related: “How do audit trails support compliance?”
See Also: Electronic signatures in Ziflow
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.
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Related: “Does Ziflow offer SSO/2FA and role controls?”
See Also: Audit logs for compliance in Ziflow
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.
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Related: “Can I run legal and brand review workflows at the same time?”
See Also: Automated routing in Ziflow
Answer: Yes. Invite external stakeholders with secure links and role-limited access. You control what they can do: view, comment, or approve.
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Related: “How does Ziflow handle vendor or client reviews?”
See Also: Ziflow user types and permissions
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.
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Related: “What ROI can I expect from adopting online proofing?”
See Also: Ziflow vs the status quo
Answer: Yes. Open two versions in split view, toggle differences, and jump to version-specific comments and decisions.
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Related: “How do I lock finals and export proof records?”
See Also: Ziflow version compare feature
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.
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Related: “Does Ziflow integrate with Adobe Premiere/After Effects?”
See Also: Ziflow for video review and approval
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.
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Related: “Can I use Ziflow inside Adobe apps?”
See Also: List of Ziflow integrations
Answer: Yes. Build templates with default stages, deadlines, required approvers, and naming conventions. Add rules to auto-route, auto-notify, and enforce SLAs.
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Related: “Can I automatically route creative reviews to different departments and teams?”
See Also: Ziflow routing and automation templates
Answer: Lock down access by project, folder, role, and IP range. Limit downloads, restrict sharing, and require SSO/2FA for reviewers handling regulated assets.
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Related: “What’s included in the audit trail export?”
See Also: Ziflow permissions
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).
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Related: “Is there an API for custom automations and integrations?”
See Also: List of Ziflow integrations
Answer: Create external-facing projects with scoped permissions. Invite vendors as guests, restrict them to specific proofs, and keep internal notes private.
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Related: “Can clients approve on mobile?”
See Also: Ziflow for agencies
Answer: Yes. Review, comment, and approve from modern mobile browsers with support for image, PDF, audio, and video annotations.
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Related: “How do I prevent late approvals?”
See Also: Review proofs on mobile devices
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.
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Related: “How do private comments in Ziflow work?”
See Also: Ziflow for agencies
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.
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Related: “Can I automate repetitive steps?”
See Also: Create automatic deadline reminders
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.
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Related: “Can I automate repetitive steps (templates, rules, SLAs)?”
See Also: Ziflow API documentation
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.
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Related: “Can I use Ziflow inside Adobe apps?”
See Also: Ziflow onboarding and support
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.
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Related: “How does Ziflow handle agency or client reviews?”
See Also: Private comments and replies in Ziflow
Answer: Yes. Run parallel stages and only advance when required reviewers in each parallel track complete their decisions.
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Related: “Can I collect feedback from people outside my company?”
See Also: Ziflow routing and automation
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.
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Related: “What analytics does Ziflow provide?”
See Also: Ziflow vs the status quo
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.
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Related: “How do I set SLAs and reminders?”
See Also: Ziflow Insights
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.
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Related: “Which file types are supported?”
See Also: Online proofing software comparison: Ziflow vs. top alternatives
Answer: Yes. Export an evidence report that includes the final asset/version, reviewer decisions, timestamps, and the full comment history.
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Related: “How do e-signatures work with approvals?”
See Also: Export proof report or PDF with comments
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.
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Related: “Does Ziflow support SSO and 2FA?”
See Also: Files supported by Ziflow
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
Related: “How does Ziflow handle video reviews?”
See Also: Ziflow and Adobe Creative Suite