Finishing a Review & Understanding Proof Decisions

    Summary: Depending on your proof permissions, you will complete your review either by selecting “Review Complete” or by choosing a "Decision" from the decision options.

    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 will give the user the ability to select “Review complete” but not make a decision.

    How does it work?

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

    Once you click on “Review complete”, the other 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's 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 - Selecting this option means that you are approving the proof in its current state.
    2. Approved with changes - This option is used when you have some minor changes and are not requiring to see a new version. (It's typically used when feedback is very minimal and will not have a big impact - eg. reviewer requests a full stop and a capital letter to be added to a sentence).
    3. Changes required - This option means that you need to see a new version of the proof once the changes have been made. 
    4. Not relevant - You can select this option if you feel the new proof is not relevant to you. - eg. You already approved the copy on version 1, yet another reviewer requests some visual changes. You'll be invited to review and approve version 2, but it's not necessary because the changes on version 2 don't affect the copy that you had already approved on version 1. 

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

    Once all the decision makers have submitted a final decision, the status 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”.
    • A reviewer can change a decision after the final decision has been calculated providing the proof has not been locked.
    • If a reviewer does change a decision while the proof is unlocked, then the review stage and final decision is recalculated.
    • 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 stage settings.

    Proofs status calculation with no decision makers:

    • The status calculation on a stage without any decision makers is ignored and the stage status will always be "Not relevant".
    • Proof and stage lock is dependent only on decision makers' actions.
    • Only stages with decision makers can have an "In progress" status. This will change later after reviewers submit their decisions.

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

    Supporting Material: