The proofing tool makes it easy to collaborate and provide clear, actionable feedback on creative assets in development in Workstream. With this tool, you can annotate and markup a variety of different file-types.
This article covers how to:
- Access a Proof
- Use the Proofing Tool
- Compare Assets
You can send an assets for proofing and review from the Task, Project or asset details page.
- From Workstream, navigate to the Project or Task details page and click the asset in the Assets section.
From Webdam, navigate to the asset you’d like to send for approval.
- On the asset details page, click the icon in the actions toolbar or Send for Approval button in the asset details panel. (Read more about initiating approvals.)
- For simple approvals, enter or select your desired approver, toggle the switch next to Allow Proofing to the left and click Send. For approval paths, select the appropriate approval path from the list presented.
You can send the following file formats for proofing within Workstream:
.ARW, .BMP, .AI, .CR2, .CRW, .CUR, .DCR, .DDS, .DNG, .GIF, .JPEG, .JPG, .MRW, .NEF, .ORF, .PEF, .PNG, .PSB, .PSD, .TGA, .TIF, .TIFF, .X3F, .EPS, .EPS2, .EPS3, .EPT
.DOC, .DOCX, .PDF, .PPS, .PPSX, .PPT, .PPTX, .PS, .RTF, .TXT, .XLS, .XLSX
.3GP, .3GPP, .ASF, .AVI, .DIVX, .F4V, .FLV, .M4V, .MKV, .MOV, .MP2, .MP4, .MPEG, .MPG, .WMV
.AAC, .AC3, .AIF, .AIFF, .M4A, .MP3, .WAV
Access a Proof:
Once an approval is initiated, each approver will receive an email notification – immediately for simple approvals or as defined in the approval path.
- Click View Request in the email notification. You can also navigate to the asset in Webdam or from the Project or Task details page in Workstream and click View Request. Clicking on the asset in the asset details page will also take you to the proof.
- Click View Proof to open the proofing tool. It may take a few minutes for the proof to fully generate.
If you do not see View Proof, the requester might not have enabled proofing. Reach out to the requester to resend the approval request.
Use the Proofing Tool:
The following section covers how to use the tools that are available for markup and review of assets sent for proofing in Workstream.
You can add comments and access tools to make annotations and markup files in the feedback panel. The markup tools will be slightly different depending on whether you are proofing a graphic, a video or text.
- To add new feedback, click the icon - this will allow you to comment and reveal the markup tools covered in the following sections.
- To enter general feedback on the asset, type your comment and click Publish to save your comment.
- Click the Markers icon to display markers on the asset where feedback/annotations were made. Clicking a marker on the asset will open its related comment in the feedback panel.
- Click the Expand/Collapse Side Panel icon to expand or collapse the side panel.
- Use the slider below the asset to change the zoom level. Click Reset to return to the default zoom level.
- Click the Rotate icon to rotate the asset.
- To reveal the markup tools, click the icon to get started.
- The Draw tool is used to markup or draw on the asset directly. Size, opacity and color can be updated under the tool options.
- The Region tool is used to attribute feedback to a specific area or element of an asset. Select the area and drag the corners to resize the region rectangle.
- The Callout tool is used to create an arrow that will alert users to the specific location of your feedback.
- The Image tool is used to insert or overlay another image on the asset you’re proofing – a typical use case for this could be if you’re designing a brochure or packaging and need to show someone where to place a logo or which logo to use.
- Click Select Image to browse and add the file you want to insert.
- Use the opacity slider to adjust the transparency of the inserted image.
- The Reference tool is used to link to another asset. This is helpful for attaching or linking to other images you’d like use in the file. First select a section of the asset and then enter a URL to link to an asset or browse to an asset on your computer to attach a file.
- The Pan tool used to move, adjust or delete an existing markup. This is helpful if you decide you want to apply a piece a feedback to a different area - such as the placement of a logo - you won’t have to delete and reenter feedback.
- To remove comments or markups select the markup and use the Delete tool or press -Delete- on your keyboard to remove.
Text Markup Tools
The following navigation and markup tools are available for text assets.
- Use the arrows in the top navigation to move between pages or enter a page number in the box to jump to the desired page.
- Previews are also available along the left-hand side of the proofing window. Jump to a page by clicking the preview image.
- To hide thumbnails, click next to the page preview.
- Click in the top navigation to change the navigation style.
- Continuous Scrolling automatically loads the next page as you scroll to the end of the current page.
- Single Page shows one page at a time in the markup window while Two Pages displays two at a time.
Text Markup Tools
- To reveal the markup tools, click the icon to get started.
- The Copy Review tool allows you complete the following five actions when reviewing documents and text:
- Highlight: draw attention to sections of text by highlighting them.
- Insert: draw attention to a spot where text should be inserted. Click the section of the page where text should be inserted. The feedback box will populate with Insert " " when you use this tool, add the new text between the quotation marks.
- Replace: strike through existing text and add new copy. Highlight the section that should be replaced. The feedback box will auto populate with Replace with " " when you use this tool, edit the text between the quotation marks.
- Delete: strike through text. The feedback box will auto populate with Delete " " when you use this tool.
- Underline: draw attention to sections of text by underlining them with a green line.
- To save changes, click Publish after leaving feedback using one of the tools above.
- The Text Search tool will find and highlight terms in text-based assets. Enter a term and use Next or Previous to navigate to other instances of the term throughout the document. Text Search also allows you to link to other assets and URL’s. This is helpful if you’d like to callout similar content that’s being used or referenced in multiple assets.
- Draw, Region, Callout, Image, Reference, Pan and Delete are all also accessible for markup of text-based assets – read more about these tools.
The following navigation and markup tools are available for video files.
- The Film Strip displays a frame by frame view of the video.
- In addition to traditional video playback tools, you’ll find the following above the Film Strip:
- The Playback speed controller controls the speed of the video. Click the dropdown to speed up or slow down the video.
- Settings allows you to Loop Video, view Fullscreen, and Display Safe Areas.
A Safe Area is the section that the audience will see in playback of the final version of the video. This is based on display ratios.
Video Markup Tools
- When adding feedback, you can markup a specific frame or span frames. To Span Frames, check the box and insert the frame time. You can also drag and drop the sliders in the film strip to adjust the interval.
- When you use the Comparison tool to do a side-by-side review of videos, the videos will play in in tandem so you can easily track changes between versions. (Read more about the Comparison tool.)
- Draw, Region, Callout, Image, Reference, Pan and Delete are accessible for markup of video assets – read more about these tools.
You may want to compare a new version of an asset that you are proofing to ensure that the requested changes were made.
- Click the Comparison tool and select the version to compare. You can also click the Asset Explorer icon, and then the Comparison icon to select the new version.
- To maintain the aspect ratio between the two assets, click Lock Navigation . As you zoom, move, scroll through or pan around the asset, the two assets will display the same section of the asset.
- You can stack assets horizontally by clicking the icon or vertically by clicking the icon to change the orientation in which you compare the assets.
- The Split View tool allows you to move the slider across the two versions of the asset to compare changes vertically or horizontally.
- The Show Pixel Differences tool is used to highlight the pixels that differ between the two versions.
Is there any way to tag someone in the feedback comments? For example, if we want to update the text on a page in a PDF is there a way to tag the person that would do the update from within the feedback? in other proofing tools one can write @janedoe and it will send an email to jane doe and let her know there is a task for her to complete.
We would love this feature, too, Morgan Nystrom.