Introduction:

Hexicom's proofing system allows users to easily upload files for review by customers. In the event that a customer rejects a file and requests changes, users can quickly replace the existing file with an updated version. This knowledge base article provides step-by-step instructions on how to change the file in the proofing system.


Steps to change the file:


  1. Click the “Change File” Button:

    Start by accessing the proof for which you need to change the file. Within the proof interface, locate and click on the “Change File” button.



  2. Click “Add New Record”:

    After clicking the “Change File” button, a new window or pop-up will appear. Within this window, click on the “Add New Record” option.



  3. Browse and Upload the File:

    • Once you've selected "Add New Record," a file upload dialog box will appear. Browse for the file on your computer that you wish to upload.

    • After selecting the file, click the upload button to initiate the upload process. It's essential to rename the file to something slightly different to differentiate it from the previous version. For example, consider adding “version 2” to the end of the file name.



  4. Confirmation of Successful Upload:

    Upon successful completion of the file upload process, the system will display a confirmation message to indicate that the file has been uploaded successfully.



  5. Select the Uploaded File and Update:

    Tick the checkbox next to the newly uploaded file to select it. Once selected, click the “Update” button located at the bottom of the window to confirm the change.



  6. Email the Updated Proof to the Customer:

    Now that the file has been successfully replaced, hover over the “Proof Options” dropdown menu. From the dropdown menu, select the “Email” option to send the updated proof to your customer for review.



  7. The “Artwork File(s)” Link in the Estimate, Job, or Online Order:

    • Once the proofing process has been finalized – particularly when multiple files have been sent to the customer – it's essential to note that when the final file receives approval, it becomes the latest approved version stored within the Estimate, Job, or Online Order record associated with the proof.

    • Consequently, regardless of the number of files exchanged during the proofing journey, the Estimate, Job, or Online Order will contain the hyperlink to the most recent file approved within the proofing process.



Conclusion:

Following these steps will enable users to efficiently replace files in the proofing system when changes are requested by customers. By adhering to this process, users can ensure that the most recent and accurate version of the file is available for customer review and approval.