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 as well as advanced reviewing tools such as comparison mode.
Opening a proof
In most cases, reviewers will begin a job by opening a proof via e-mail notification with a subject line of "New proof to review: Name of the proof". This email is automatically sent after the proof is created.
The email message contains some basic information about the proof such as: thumbnail image, version number, deadline, status, list of other proof reviewers along with their decision statuses. Once a reviewer is ready to start reviewing the file, he/she must click on the green "Open proof" button. It will open the Proof Viewer in another browser tab.
The Ziflow Proof Viewer is where reviewers will spend time annotating, commenting, comparing and submitting decisions.
Annotating, commenting and drawing markups
If a reviewer wants to post a comment, he/she needs to click on the "Add comment" button in the lower right corner of the screen, enter a message in the comment box and publish it by clicking "Save".
Drawing a markup
Drawing a markup starts with opening the toolbox and choosing a markup shape (square, circle, arrow, line, freehand drawing tool or text select).
Draw a markup, add your message in 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 type your message in the comment box, add a markup and click "save".
If you need to annotate text in the proof you can use our text selection tool. This allows you to select words and/or sentences and gives you the option to highlight, replace, delete or insert text and tie them to a comment.
Once you choose a text select option, markup the text on the proof that needs to be changed. In this scenario, I chose the "Replace text" tool. You'll notice the "Replace Text" will appear in the comment box, followed by the words /sentences that I drew a line through. You'll also notice the word "With" will appear in the comment box, allowing you to enter the text that you wish to replace it with. Click "Save" and the markup along with the comment will be published.
Replying to comments
Let's say that a reviewer opens a proof after some comments/markups and annotations were made. The reviewer should read the content that was posted and give his/her feedback to the team.
If a reviewer clicks on a comment inside the comment box they will automatically be redirected to the page where the comment/annotation was made (replies to this comment will be also displayed). Comments can also be switched by clicking on the arrow buttons above the comment bar.
Replying to the comments
If a reviewer decides to reply to a comment, he/she needs to click the "Reply" button which will open a box where a message can be added.
Submitting decisions & Completing the review
When a reviewer (with "decision" permissions) completes their review, it's time to submit a decision. If a reviewer only has "view" and "comment" permissions, he/she will just be able to mark a proof as completed.
Submitting decisions (reviewers with decision rights)
A reviewer needs to click the "Submit decision" button and then choose a decision from the list. Once a decision is selected the proof owner will be notified. When all reviewers submit their decisions, the final decision will be calculated automatically.
Completing review (reviewers without decision rights)
Reviewers that do not have decision permissions can still notify a proof owner/manager that they have finished working on a proof. Their completion does not affect the final decision for the whole proof. It is just a way of notifying a proof owner about the work status.
Often times there is more than one version of a proof routed before a final approval is reached. In these cases the Compare mode can be a pretty handy tool. This can be accessed in the upper left corner.
Once a 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 lock navigation, re-sync proofs, view in overlay mode or compare pixel by pixel with the auto compare feature. You will still have all the usual mark up tools at the bottom of the screen.