How To - Finish a Review & Understand Proof Decisions

Summary: Depending on your user role permissions you will need to complete your review by selecting “Review Complete” if you have “Comment” permissions or by choosing a decision from the list if you have been granted “Decision” permissions.

Ziflow has built rules that automatically route the proof when “Decision” makers choose from:

  • Approved
  • Approved with changes
  • Changes required
  • Not relevant

Where is the feature applied? When you create a new proof granting “Decision” permissions will enable the user to choose from the decision list.

When you create a new proof granting “Comment” permissions without also enabling Decision permissions will give the user the ability to select “Review Complete” but not make a decision.

How does it work?

Comment only users:

We created a simple feature that ensures the proof owner will always know when the reviewer has finished any markup or comments in the review cycle.

“Comment” only users will see the green “Finish Review” button in the top center of the proofing viewer window as shown below.

Once you click on Finish Review select “Review Complete” and the Reviewers will be notified that you have completed your review.

If the proof has not been locked and is still under review you have the ability to revoke your “Review Complete” decision by clicking on “Pending” before you make further amends.

Once you are finished simply click on “Review complete” again.

Decision users:

A review stage may have one or more “decision” makers in the review cycle so it is very important to understand how the decision process works and how Ziflow calculates multiple decisions made within the same review stage.

A reviewer who has been granted “decision” rights will be able to see the green “Submit decision” button at the top of the Proof Viewer window.

When you click on “Submit decision” you are presented with the following options:

  1. Approved - The Approved option states you are approving the proof in its current state.
  2. Approved with changes - The “Approved with changes” state is used when the reviewer has some minor feedback which when applied means you approve the proof without the need of seeing a new version. (This is typically used when your feedback is very minimal and will not have a big impact eg. you request a full stop and a capital letter to be added to a sentence).
  3. Changes required - The reviewer needs to see a new version of the proof with the amends that have been marked up applied. 
  4. Not relevant - The reviewer selects this option when they feel the proof is not relevant to them eg. You were invited to review the proof on a previous version for your feedback on the copy you approved the copy however, another reviewer wanted some visual changes and the new proof reflects the new visual changes but does not affect the copy you previously approved. 

What happens when reviewers make conflicting decisions on the same proof?

Once all the decision makers have submitted a final decision a final decision is calculated based on the following rules:

  • If at least one decision was set to “Changes required” the review stage decision will be set to “Changes required”
  • If at least one decision was set to “Approved with changes” and nobody in the stage selected “Changes required” then the stage decision will be “Approved with changes”
  • If at least one decision is “Approved” and nobody in the stage selected “Changes required” or “Approved with changes” then the stage decision will be “Approved”
  • If all decisions are set to “Not relevant” then the stage decision will be “Not relevant”

This calculation is set to ensure no markup or comments are missing in the proofing process.

Additional Information:

  • A reviewer can change a decision after the final decision has been calculated providing the proof has not been manually locked, or locked because a new version has been submitted.
  • If a reviewer does change a decision whilst the proof is still unlocked then the review stage and final decision are calculated again.
  • If a reviewer revokes the decision the review stage status and proof status will change to “In progress” until the reviewer submits a new decision.
  • Decision calculation will NOT happen if you select “Only one decision is required” in the review stage settings.

Supporting Material: