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Please note: The actions described in this article requires the Manage Proofs privilege. For more details, please see the article "Approval Hub Roles – Overview". |
Proofs are created and managed by proof Owners, giving them full control over who to invite as reviewers and the review timeline. Once a proof has been reviewed, the owner is also responsible for providing the next version of the proof, until full approval has been reached.
Create a proof
From the Approval Hub Dashboard, accessed via the App Switcher, click the button.
Select initial assets
Use the overlay to select assets from the Main Library, your personal Selections, the Unassigned folder, any Workspace you are part of, or upload directly from your local drive. Switch between the different locations by clicking the tabs at the top, or navigate through Folders and Albums by clicking their icons. To select an asset, click the checkbox next to its thumbnail. Once you have completed your initial selection, click "Add Assets".
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Please note: Assets in a proof are copies, unaffected by changes to the original and independent of its restrictions or Approval Status. This allows Reviewers and Approvers to view assets in the proof, even if their role and access restricitons would normally not allow it. Assets uploaded directly to a proof from your local drive are stored exclusively in the Proof and are not saved in the Canto Library. |
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Please note: When selecting assets, the following restrictions apply.
Supported File Formats
Close panel
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Proof details
Enter a name for the proof, and choose a due date. Optionally, you may also set up a reminder, and add a message for the Reviewers ①.
You may also add or remove assets from the proof ②. Each time you add assets this way, you may choose a different source album.
Next, select how many steps the review should have.
Steps
Steps allow you to break the review process down into distinct segments, allowing you to invite different teams to different stages of the review. Every proof starts out with the final approval step of the review, which can only have an Approver assigned to it.
To add more steps and Reviewers, click the "Add Step" button ③. There is no limit to the number of steps a proof can have, and each step may have a name to help identify it.
Use the "Add Reviewers" field ④ to search your tenant for the name of the user you want to add as a Reviewer. There is no limit to the number of Reviewers you can assign to a step, and the same Reviewer can be assigned to multiple steps. To remove a Reviewer, click the to the right of their name.
Once you have added a Reviewer, use the drop-down ⑤ next to their name to select their role. For more details on each role, please visit the article "Approval Hub Roles – Overview".
Repeat these steps until all steps have Reviewers and the last step has an Approver, then click "Create Proof" ⑥.
The Approval Hub will now send out the first round of invitations to the Reviewers who are assigned to the first step. Once they have submitted their feedback, the review moves on to the next step and sends the next wave of invitations. This ensures that users are only notified at the stage that is relevant to them, allowing for a more structured review approach.
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Please note: Steps without Mandatory Reviewers are considered optional, which means that they will activate simultaneously with the next mandatory step in the review process. If a proof has multiple steps, but no Mandatory Reviewers, the only mandatory step is the final approval. Once the proof is created, each reviewer in the non-mandatory steps will receive their invitation at the same time as the Approver, allowing the Approver to make a decision on the proof without having to wait for feedback from the non-mandatory Reviewers. It is therefore recommended to include at least one Mandatory Reviewer in each step. |
Edit a proof
From Approval Hub Dashboard, click the button on the right of the proof you want to adjust, then select "Edit Proof".
You can now change the Name, Due Date, Reminder, Reviewer Message.
While you are able to update steps, you can only update steps that have not yet been completed. Completed steps are locked to ensure that any already submitted feedback remains available.
For any open step you may update the number and roles of the assigned Reviewers, or remove the entire step by clicking the icon. It is not possibe to add further steps at this stage.
You may also update the Approver assigned to the final step.
Once you have made your adjustments, click "Update Proof" in the bottom right.
Delete a proof
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Please note: Proof Owners can see every proof in Approval Hub, not just their own. Since deleted proofs cannot be recovered, always verify the Owner's name and title of the proof before taking action. Assets in the Main Library are not affected when deleting a proof. |
From Approval Hub Dashboard, click the button on the right of the proof you want to delete, then select "Delete".
Click "Yes" in the confirmation dialog to permanently delete the proof.