Deep dive: workflows

Everyone on a proof will get a red pen to add comments, but let’s look at the different roles for proofers: proofers, mandatory proofers, approvers, the final approver and inviters.

Roles

Proofers

A proofer is someone you’re asking to look over your work.

A proofer will look like this:A proofer will look like this:
A proofer will see this button:A proofer will see this button:

They will push the finished button to say they are done reviewing.


Mandatory proofers

The workflow will stop and wait for mandatory proofers. Mandatory means they must look over the proof.

A mandatory proofer will look like this:A mandatory proofer will look like this:
A mandatory proofer will see this button:A mandatory proofer will see this button:

They will push the finished button to say they are done reviewing.


Approvers

Approvers are like gatekeepers. They decide whether the proof continues through the workflow, or stops in its tracks and is returned to the proof owner with a to-do list. Use approvers sparingly in your workflow, if at all, as this will ensure quicker iterations of your work.

An approver will look like this:An approver will look like this:
An approver will see one of these buttons:An approver will see one of these buttons:

They will push the approve & unlock button which will send the proof on. Or, if they want to stop the proof and return a list of to-dos to the proof owner, they will add comments, mark ones for action as red to-dos and push the send to do list button instead.


Final approver

This person gives final approval. They decide whether a list of to-dos is returned to the proof owner, or is approved.

The final approver will look like this in the last step of the workflow:The final approver will look like this in the last step of the workflow:
The final approver will see one of these buttons:The final approver will see one of these buttons:

They will push the approve button, or the send to do list button if any comments are marked for action as red to-dos.


Inviters

Inviters can add others into the proof’s workflow. They’ll also be able to skip and nudge proofers along to keep the proof on track to your deadline.

A proofer who can invite others will look like one of these:A proofer who can invite others will look like one of these:

Whatever you can do to the workflow, they can too.


Example workflows

Example 1

No mandatory proofers means Rei, Marc and the final approver Katarina will all receive invitations to proof at the same time.

Example 1: Everyone is invited at the same time.Example 1: Everyone is invited at the same time.

Example 2

Proof invitations will go to Rei and Marc first. The workflow waits for Marc to push his green finished button, then Katarina will be invited to give final approval.

Example 2: Staggered invitations to proof.Example 2: Staggered invitations to proof.

Example 3

Marcus, the internal reviewer is invited to check the proof first – if he pushes his green finished button, then proof invitations will go to Rei and Marc. The workflow waits for Marc to push his green finished button, then Katarina will be invited to give final approval.

If Marcus adds comments marked for action as red to-dos and pushes his green send to do list button then the proof is returned to the proof owner. Rei, Marc and Katarina are not sent proof invitations and can not see the proof.

Example 3: An internal reviewer acts as a gatekeeper.Example 3: An internal reviewer acts as a gatekeeper.