Respond to a Proofing Request

Capabilities

Who can use this capability?

Permission requirements icon People with a Smartsheet account will be able to review the proof and take action (as long as they’re logged in to Smartsheet). Licensed users with Owner, Admin, or Editor permissions to the sheet that contains the proof will also be able to take action on the proof directly in the sheet.

Anyone without a Smartsheet account who receives a review request will be prompted to create a free account. Once they’ve done that, they’ll be able to view the proof and take action.

Plan availability iconEnterprise and Business plans can send out review requests. Any plan type can review a proof.

 

When you receive a proofing review request, it will include a link that takes you to a review page in a new browser tab. On the review page, you can take the following actions:

• Leave annotated comments linked directly to a piece of content

• Have conversations with other stakeholders

• Approve a proof or require changes

Proof review

Review a proof

When someone sends you a proofing review request, you’ll receive an email message, a notification in Smartsheet, or both (depending on your notification preferences). To get started with your review, click Review Proof.

What you do next will depend on whether you already have a Smartsheet account:

  • If you already have a Smartsheet account, clicking the link will display the external review page .
  • If you do not have a Smartsheet account, you’ll be prompted to create a free account before you can view the external review page.

Anyone who has been invited to review can participate. 

Where you take action will depend on whether you’ve been shared to the sheet on which the proof resides:

  • Shared to sheet: If you have access to the sheet where the proof resides, you can review the proof directly in the Proofing panel in the sheet or you can take action on the external review page. 
  • Not shared: If you are not shared to the sheet, you’ll be able to take action on the external review page only.

NOTE: Anyone with permission to view the sheet can use a link in the proofing panel to open the external review page in a new tab. When the review page is accessed via the proofing panel link, the same permissions apply as on the sheet. Approving or requiring changes is still only an option for people who are sent a review request.

Approve a proof or require changes

To approve a proof or require changes, click the desired option at the bottom of the right side of the Proofing panel on the sheet (you’ll need appropriate permissions to do this) or the external review page.

Only people who have been invited to participate in a review will see these options. 

Proof review with comments

Approve a proof if the version you are viewing requires no further revisions.

If further revisions are needed, click Requires Changes.

As others make their approval decisions, each viewer of the proof will be able to see:

  • A tally of all the Approve/Require Changes responses. 
  • A tally of how many review requests are still Pending.

To see the names of people who have chosen an option or have yet to review, hover the mouse over the Approve, Requires Changes, or Pending buttons.

Include comments or annotations with your feedback

Add a comment if you have general feedback. If your feedback is specific to a certain area of the content you’re reviewing, you can use a markup tool to combine your comment with an annotation.

Add a comment

Type your comment in the Add a comment space and press Enter. 

Comment on proof review

TIP: Type @<email address> to tag someone in a comment. You can use this, for example, to let the requestor know that you’ve completed the review. (They'll receive a notification that includes a link to the sheet that contains the proof so they can find it and see your feedback.)

Add an annotation

You can use three types of annotations to mark up the content in a proof.

Three Markup Tools

To add a pin annotation:

  1. Hover your mouse over the location you wish to leave a comment on the proof.
    The cursor will change into a crosshair to indicate that you can leave an annotation.
  2. Click the mouse.
    This will add an annotation pin on the proof.
  3. Type your comment in the Add a comment section (the right side of the panel).
  4. Press Enter to submit your feedback.

To add an arrow annotation between two locations on the proof:

  1. Hover your mouse over the location you wish the tail of the arrow to begin.
    The cursor will change into a crosshair to indicate that you can leave an annotation.
  2. Click and drag the mouse to where you would like the arrowhead to be located.
    This will add an annotation arrow with your desired direction and size. A pin will be located at the tail end of the arrow.
  3. Type your comment in the Add a comment section (the right side of the panel).
  4. Press Enter to submit your feedback.

To add a box annotation around a specific area on the proof:

  1. Hover your mouse over the location you wish to have one corner of the box.
    The cursor will change into a crosshair to indicate that you can leave an annotation.
  2. Click and drag the mouse to where you would like the opposite corner of the box to be located.
    This will add an annotation box with your desired dimensions. A pin will be located at the tail end of the box.
  3. Type your comment in the Add a comment section (the right side of the panel).
  4. Press Enter to submit your feedback.

Once you submit your annotation, a numeric value will be added to the pin annotation on the proof. The annotation number will reflect the order in which the annotation was added.

To highlight the area associated with an annotation, click the annotated comment. To see the comment associated with an annotation, click the numbered pin.

Add an annotation to a video

When reviewing a video proof, you can use the same markup tools to add annotations to specific frames. 

Proof a Video

You have four options for navigating to a frame that requires an annotation:

  • Click the Play button and then click the pause button when you reach the correct frame.
  • Click the Step Forward button to move the video 1 second forward.
  • Click the Step Back button to move the video 1 second back.
  • Click anywhere on the video timeline to move to that moment.

When you add an annotation, the frame is marked in the video timeline with your profile image.

After adding an annotation to a video frame, there are two ways to jump back to that frame:

  • Click on the associated comment.
  • Click on your profile image in the video timeline.