Proofing

Proofing empowers any stakeholder to easily review and approve your team’s content. Upload your file to a proof and send a review request to colleagues, vendors, clients, and more, even if they’re not shared to your sheet. Reviewers can pin comments, discuss their feedback with each other, and log their approval decisions. Upload a new version to the proof at any time to continue the process. Previous versions of the proof will remain available in view-only mode.

Use Proofing to Collaborate on Content

With Smartsheet proofs, you and your team can quickly review and approve a variety of content. Use the simple, streamlined proofing process to upload file images, videos, PDFs, and Microsoft Office documents, control file versions, request and collect annotated feedback, and get approvals from stakeholders.

Add a proof

With Proofing, you can add proofs for review.

  1. From the row where you want to add the proof, click the Add a proof icon Add a Proof icon in the Proofs column to display the Proofs panel.

    The Proofs panel will open with the Upload File panel available.
  2. Click Upload File to locate and upload the file that you want to proof (or, if you know where the file is, drag it directly to the panel).
    Upload file

You can now begin collaborating on the proof.

Supported Attachments

You can create only one proof per row, using any one of the file types in the table below.

Attachment Type

Supported File Types

Notes

Images

jpg, jpeg, png, bmp, gif

Full support for previewing and annotating a single image or multiple images directly in the proof.
 

Video

mp4, avi, mov

Full support for previewing and annotating a single video in the proof.

Adobe

pdf

Full support for previewing and annotating a single PDF in the proof.

Microsoft

doc, docx, dot, rtf, xls, xlt, xlsx, xltx, ppt, pot, pps, pptx, potx, ppsx

Full support for previewing and annotating a single document in the proof. 

Anything attached to a Smartsheet item

Any file type that can be attached to a Smartsheet item.

You cannot preview or annotate the content directly in the proof.

 

However, you can request feedback, leave comments, approve or require changes, manage versions, and mark the proof as complete. 

TIP: Use proofs for work-in-progress files that require review, and use attachments to upload completed files.

NOTES:  

  • The Smartsheet extension for Adobe Creative Cloud does not yet support multi-image upload in Photoshop, Illustrator, and InDesign.
  • To upload a new version of a file, click Version in the upper-right portion of the panel. For more information about creating versions for proofing, see theCollaborate on a proof

    Once a proof is available in the Proofing panel, collaboration can begin. How you choose to collaborate will depend on whether reviewers have access to your sheet and whether you need approval decisions from them.

    Request review and approval

    You can invite anyone with a valid email address to review your proof (including unlicensed users or people outside of your organization).

    To request feedback:

    1. Select the proof that you want others to review and select Request Feedback at the top of the Proofing panel.
    2. In the Send proof for review window that appears, type the names or email addresses of the people that you want to review your proof.
    3. Verify that the information in the Subject and Message boxes convey the information that you want your reviewers to have.
    4. Click Send.

    The people you ask for feedback will receive a review request that links directly to an external review page. When these recipients click on the request, they will be taken to a review page outside of Smartsheet. For more information about how to review a proof sent in a review request, see: Respond to a Proofing Request.

    You cannot request reviews of proofs whose rows are locked. For more information on Lock and Unlock capabilities, see Lock or Unlock Columns and Rows.

    Collect feedback without approvals

    If you want more informal feedback from people with access to your sheet, you can @mention them in a comment in your proof. They will not be able to approve or require changes unless you have also sent them a review request.

    If you @mention someone who isn't shared to the sheet—and you are the Owner, an Admin, or shared with Editor - Can Share permissions—you'll be prompted to share the sheet and give them appropriate permissions so that they can have access to the comment. For more information, see Sharing Permission Levels.)

    Work with versions of proofs

    When you make changes to a file that’s in a proof (likely based on the feedback you received as part of the review process), you can upload the revised version to keep your proof up to date.

    Upload a version of a proof

    To upload a new version of a file to a proof:

    1. Click Version at the top of the right section of the Proofing pane.
    2. Select Create New Version.
    3. Click the Upload File button that appears in the left section of the Proofing pane.
    4. Select the file from your computer and upload (or drag the file to the upload section of the panel).

    That’s it! The new file is now uploaded as the current version of your proof. The Version indicator will now show that multiple versions of the proof exist. All previous versions will be locked. 

    Version Indicator

    Here are some things to keep in mind about proof versions:

    • Locked versions can be viewed, but can no longer be annotated or commented on.
    • A person shared to the sheet as an Admin (must be a licensed admin) will be able to delete comments from previous versions.
    • Any user that has access to the sheet will be able to access the previous proofs in the proofing container.
    • Any outside requests and outside access to previous versions will be cancelled.
    • Request responses stay with the version—this includes the comments and Pending, Rejected, Approved results.

    Delete a version of a proof

    To delete a version of a proof, click the More Options icon More Options icon and select Delete Latest Version.

    When you delete the latest version:

    • The files are removed.
    • All comments on the version are deleted.
    • All outstanding review requests are cancelled.
    • The previous version becomes the active version and is available for review.

    Complete a proof 

    You can mark a proof as complete in the proofing panel to make it read-only in the panel and external review page.

    To set a proof to complete, you must be a licensed sheet Owner, Admin, or Editor.

    When a proof is complete, no one can upload new versions, add, or edit comments. People can still review comments and download the files in each version.
    The sheet Owner and Admins can delete comments in a completed proof. The sheet Owner, Admins, and Editors also have the option to set the proof back to incomplete.

    To mark a proof as complete, open it in the proofing panel, and click the Completed Proof toggle button at the top of the panel.

    Complete Proof

    That’s it! The proof is now complete. 

    NOTE: If you would like to allow commenting or additional version uploads for the proof again, click the same toggle button to set the proof back to incomplete.

    Cancel a review request

    If you send out a review request, but later decide to cancel it, click the More Options icon  More Options icon and select Cancel Review Request.

    Cancel review request

    When a review request is cancelled, any responses captured in the request will be deleted and the recipients will no longer have access to the proof.

Respond to a Proofing Request

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.