Everyone on a proof, no matter what their role is, can view the proof if the workflow is up to their step. Most roles, such as reviewer, mandatory, gatekeeper, and final approver, can use the red pen to add comments and leave a decision. However, the ‘view only’ role is restricted to only viewing the proof – without adding comments or making a decision. This collaborative online proofing process ensures thorough feedback and streamlined approvals by clearly defining each participant’s role in the workflow.
Reviewer permission roles in the workflow
View only
A view-only reviewer is someone who is able to see the proof if they want to be kept in the loop, but they are unable to add comments or replies, or leave a decision.
Reviewer
A reviewer is someone you’re asking to view and comment on your proof. They don’t affect the flow of the proof through the workflow.
Mandatory
The workflow step will stop and wait for mandatory reviewers to finish reviewing the proof before the proof moves on to the next workflow step. A further condition can be added to wait for one, all, or a set number of mandatory reviewers to leave their decision before the proof moves forward.
Gatekeeper
This reviewer decides whether the proof continues on to the next workflow step, or is returned to the proof owner with to-dos. typically you’ll have a gatekeeper in a workflow step of their own, but if you have more than one, a further condition can be added to wait for one, a set number, or all gatekeepers to leave their decision before the proof moves forward in the workflow.
Approver
This reviewer gives final approval on the proof. They decide whether the proof is approved as is, or is returned to the proof owner with to-dos that need action. You can have more than one if you need to, and set how many approvals are needed before the proof is given final approval.
Inviter
Displayed next to each reviewer in the workflow is the inviter icon. This icon lets you know whether they are able to share the proof by adding other reviewers into the workflow. Rest assured, only the reviewers and proof owners that you see in the proof’s info pane will be able to see and comment on the proof. No one else*.
*Unless the share link has been turned on for the proof.
Best practice
Most proofs use a workflow that contains reviewers and the occasional mandatory reviewer – the more mandatory reviewers involved, the longer the proof will take to finish the workflow since everyone is required to review it.
Gatekeepers are typically used for the role of creative directors or internal approvers – stakeholders who must check the proof and decide whether it will move on through the workflow, or need changes made to it first.
Flexible workflows to match your approval process
You can choose to make your proof workflows as flexible as you like, with options for each workflow step such as ‘all mandatory decisions’ or ‘one mandatory decision’ (or a set number) is required.
PageProof’s workflows can be as simple, or as powerful as your organization needs. And, our helpful customer success team is available to assist you in setting up your perfect review and approval workflows.