Introduction:
Hexicom's proofing system offers comprehensive tools for monitoring the status of proofs, ensuring efficient collaboration and workflow management. This knowledge base article provides an overview of the various methods available to users for tracking proofing statuses within the system.
- Status in the Proof Screen History Panel:
Within the proof screen, users can monitor the status of each proof in the history panel. This area automatically tracks key actions such as approval, rejection, and any comments left by users or customers. Users can refer to this panel to review the chronological progression of each proofing process, and users can also see how many times the file was submitted to the client which may assist in charging for different versions.
In the screenshot below – in the column labeled “File Status,” this status corresponds directly to the status displayed in the history panel.
Any changes or updates made to the file's status will be reflected in both the “File Status” column and the history panel.
In both the “File Status” history panel on the Proof page and the “File Status” column on the Proofs list, users will encounter only four distinct statuses:
• “New Proof”
• “In Progress” (after being sent by email)
• “Approved”
• “Rejected”
These statuses provide clear indicators of the progress and status of each proof, ensuring efficient monitoring and management of the proofing process.
- Normal Status Dropdown in the Proof Record:
• In the proof itself, users can manually update the status of each proof item using the normal status dropdown. This dropdown functions similarly to those found in other modules within Hexicom.
• Users have the flexibility to change the status for each item individually, or the statuses can be updated all at once by utilizing the top status dropdown in the “Customer Details” area. (For reference, see the first screenshot below).
• These statuses can be set up in the settings just as the statuses in other modules are. To modify, add, or delete your proofing statuses, follow the steps outlined in our knowledge base article Setting and Changing the Status.
- Proofs List Screen:
Users can access the "Proofs" list screen to view all proofs in their system. To enhance visibility and tracking, users can customize the view by adding columns such as “Proof Status,” “Proof Item Status,” and “File Status.” This allows users to quickly assess the status of multiple proofs at a glance.
- Job List Screen:
• The proof status is also visible in the "Job" list screen. This column displays the status of proofs associated with each job.
• When viewing the job list screen, users can observe the status of proofs – including whether a proof has been approved, denied, or pending. If multiple files are associated with a single proof, each file's status is displayed individually. For instance:
(a.) If one file is approved while another is still pending, the status will reflect the respective statuses of each file.
(b.) In cases where one file is approved and the other is rejected, the proof status will indicate a mixed status, highlighting the differing outcomes for each file.
Conclusion:
By leveraging the various monitoring methods available in Hexicom's proofing system, users can effectively track the status of proofs throughout the workflow. These features promote transparency, facilitate communication between stakeholders, and streamline the proofing process for enhanced efficiency and productivity.