Reviewing a proof

    Reviewing a proof is the most essential part of the whole proofing process. It is the moment when reviewers invited to work on a proof, decide if the project is ready or if it still requires some changes. Proofing projects may consist of many review stages that have multiple reviewers in them. This is why Ziflow uses special logic to decide what should be the final decision for the whole proof after getting information from all decision makers.

    How does it work?

    Reviewers invited to a proof may have assigned different proofing permissions. There are two types of permissions that allow invited users to complete the review process.

    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.

    Read more about proofing permissions.

    Submitting decisions

    Once reviewer opens the proof through the Proof Viewer decisions can be taken right away. 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.

    Submitting your decisions can be done from the top bar above the proof you are working on.

    Comment only reviewers can choose from:


    Decision reviewers can choose from:


    Calculating a decision for the proof

    Once all the decision makers (or review stages in a case when there are multiple stages in the proof) have submitted decisions, a final decision for the whole proof 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.

    In case you still need more information about finishing review and understanding proof decision please have a look at this article.