Reviewing a proof

This short guide will explain the typical steps included in reviewing a proof, from start (opening a new proof) to finish (making a decision on a proof). It also discusses how to use our commenting and markup tools and advanced reviewing tools such as comparison mode.

Opening a proof

In most cases, your proof reviewers will begin job by opening a proof via e-mail notification sent after the proof is created. Every reviewer added to the proof will receive an email, with a subject line of “New proof to review: Name of the proof”.


The email message contains some basic information about the proof such as: thumbnail, version number, deadline time, status, list of other proof reviewers along with their decision statuses. Once reviewer is ready to start reviewing the file, he/she must click on the green “Open proof” button. It will open the proof inside the Proof Viewer in another browser tab.

The Ziflow Proof Viewer is where reviewers will spend the majority of their time annotating, commenting, comparing and submitting decisions.


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Annotating, commenting and drawing markups


If a reviewer wants to post a comment he/she needs to create a message in the comment box and publish it by clicking the green button.


Drawing a markup

Drawing a markup starts with opening toolbox and choosing a markup shape (arrow, line, rectangle or text select).image9-4.jpg

Draw a markup (or couple of them if needed) in order to indicate the specific place on the image. Add your message in to the comment box, click save and your markup with comment will be published to all reviewers.


This process can be also done in reverse. First start typing your message at the comment box, then add a markup and click “Save” button near the comment.

Annotating text  

In case you need to annotate some text at the proof created from a supported file type [pdf, doc(x), ppt(x), xls(x) and web capture]  you can use our text extraction tool. It allows to indicate exact words/sentences inside the proof and adding a comment to it.

It all starts the same way as drawing a markup. You begin with opening text extract menu and choosing which tool you actually need (highlight text, replace text, delete text, insert text).


Once you choose a tool you can start selecting text on the proof that needs to be changed. In this scenario, I chose “Replace text” tool. Add a comment describing what should be changed and saved. The markup along with the comment will be published.


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Replying to comments

Let's say that reviewer opens a proof after some comments/markups and annotations were made. This reviewer needs to read all the content that was posted and give his/her feedback to the team.

Reading comments

If reviewer clicks on a comment inside the comment box he will be automatically redirected to the page, where the comment/annotation has been made (replies to this comment will be also displayed). Comments can be also switched by clicking on the arrow buttons above the comment bar.


Replying to the comments

If reviewer decides to post a reply to a comment, he/she needs to click a “Reply” button that will open a reply box where a message can be added.


Submitting decisions & Completing the review

Of course, when reviewer finishes doing all the markups and annotations, it is time to submit a decision. However, there is one condition: the reviewer must be a user with “decision” rights. If a reviewer has only rights to view/comment a proof, he/she will be able to mark a proof as completed.

Submitting decisions (reviewers with decision rights)

A reviewer needs to click “Submit decision” button and then choose a decision from the list. Once a decision is selected proof owner will be notified about it. When all proof reviewers submit their decisions, the final decision for the whole proof will be calculated automatically.


Completing review (reviewers without decision rights)

In case of reviewers that do not have rights to decide about the proof they still can notify a proof owner/manager that they have finished working on a proof. Their decision does not affect the final decision for the whole proof. It is just a way of notifying a proof owner about reviewer work status.


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Comparing proofs

Often times there is more than one version of a proof routed before final approval is reached. Some projects require comparing different stages of the project. In these cases teh Compare mode can be pretty handy. Compare mode can be entered from the blue sidebar.


Once reviewer is in comparison mode there are a few tools that can help with comparing two versions (older and newer). The top toolbar allows a reviewer to enter “Pixel by pixel” compare mode and bottom one is responsible for all sort of proof position management and other tools.


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