Summary: Depending on your proof permissions, you will complete your review either by selecting Complete review or by making a Make decision from the options below.

  • Approved

  • Approved with changes

  • Changes required

  • Not relevant

if you are on the Business or Enterprise edition, you have the option to customize your decisions. This feature will allow you to modify the standard options to something more fitting for your workflow.

For further details, please see the Custom Decision Labels article in our Help Center.

Where is the feature applied? When you create a new proof, granting Decision permissions will enable the user to choose from the decision list.

When you create a new proof, granting Comment permissions will give the user the ability to select Review complete but not make a decision.


Features outlined in this article:

  1. Finishing review

  2. Submitting decision

  3. Sign a proof decision with an electronic signature (Enterprise Edition) [beta version]

  4. What's the logic behind different types of decisions?


Non-decision makers (reviewers with comment rights only)

Comment only reviewers will see the green Complete review button in the top center of the proof viewer window as shown below.

Once the Complete review is chosen, the other reviewers will be notified that you have completed your review.

If the proof has not been locked and is still under review, you can revoke your Complete review decision by clicking on In progress before you make further amends.

Once you are finished simply click on Review complete again.

Decision-makers (reviewers with decision rights)

A stage may have one or more Decision-makers so it's very important to understand how the decision process works and how Ziflow calculates multiple decisions made within the same stage.

A reviewer that has been granted Decision rights will be able to see the blue Make decision button at the top of the proof viewer window.

When you click on Make decision you are presented with the following options:

  1. Approved - Selecting this option means that you are approving the proof in its current state.

  2. Approved with changes - This option is used when you have some minor changes and don't require you to see a new version. (It's typically used when feedback is very minimal and will not have a big impact - eg. the reviewer requests a full stop and a capital letter to be added to a sentence).

  3. Changes required - This option means that you need to see a new version of the proof once the changes have been made.

  4. Not relevant - You can select this option if you feel the new proof is not relevant to you. - eg. You already approved the copy on version 1, yet another reviewer requests some visual changes. You'll be invited to review and approve version 2, but it's not necessary because the changes on version 2 don't affect the copy that you had already approved on version 1.

Additionally, admins may set up custom decision reasons for the reviewers. This means that after making a decision, reviewers will be asked to provide a reason for their decision.

Here's an example of what such email confirmation looks like:


Sign decisions using an electronic signature (Enterprise Edition)

-- [beta version] --

Enabling this setting during proof creation requests all reviewers to sign their decisions on this proof electronically. Upon submitting a decision reviewers will be asked to authenticate their choice with the authentication method used for accessing the Ziflow account (email & password, Google Sign in, or token when authenticating with SSO).

The electronic signatures setting can be used only in proofs with internal reviewers (users). If you try enabling this setting while inviting guest reviewers (contacts), you'll get an error asking to remove guest reviewers from the workflow or disable the electronic signatures setting.


How does the electronic signature look from the reviewer's perspective?

A. User authenticating with Ziflow email & password - reviewer is required to sign off proof using email and password for their Ziflow account

B. User authenticating with SSO or Google Sign In - if a reviewer is using SSO or Google Sign In for accessing Ziflow then the proof needs to be signed off with a token sent to the reviewer's mailbox.


How does the proof look after it's been electronically signed?

Proofs confirmed with an electronic signature have a special icon near the reviewer who signed the proof with this method. Proof status can be viewed while

Notifications informing about submitting a decision with electronic signatures are also updated with a special icon.

The fact of using an electronic signature is also registered in the activity log at the bottom of the proof details page.

If you export comments to PDF from a proof that was electronically signed, you'll see a special icon near each reviewer's decision.


What happens when reviewers make conflicting decisions on the same proof?

Once all the Decision-makers have submitted a final decision, the status is calculated based on the following rules:

  • If at least one decision was set to Changes required the review stage decision will be set to Changes required.

  • If at least one decision was set to Approved with changes and nobody in the stage selected “Changes required” then the stage decision will be Approved with changes.

  • If at least one decision is Approved and nobody in the stage selected Changes required or Approved with changes, then the stage decision will be Approved.

  • If all decisions are set to Not relevant, then the stage decision will be Not relevant.

  • A reviewer can change a decision after the final decision has been calculated providing the proof has not been locked.

  • If a reviewer does change a decision while the proof is unlocked, then the review stage and final decision are recalculated.

  • If a reviewer revokes the decision, the review stage status and proof status will change to In progress until the reviewer submits a new decision.

  • Decision calculation will NOT happen if you select Only one decision is required in the stage settings.

Proofs status calculation with no decision-makers:

  • The status calculation on a stage without any decision-makers is ignored, and the stage status will always be Not relevant.

  • Proof and stage lock is dependent only on ' actions.

  • Only stages with decision-makers can have an In progress status. This will change later after reviewers submit their decisions.

This calculation is set to ensure no markup or comments are missing in the proofing process.

Supporting Material:

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