Proof routes define the users who are responsible for reviewing a particular proof. In this article we'll walk through how to create proof routes on the fly from an individual proof, as well as from a route template.
Creating a Route from Proof Details
To create a new route directly from a proof, navigate to the proof details and click Create a New Route.
You will then land on the route builder. From here you can establish the users, groups and tiers necessary to automate your review process.
To begin, select the Search field found in Group 1 and type the name of an existing user that you would like to add to the proof route. Click the user card to add them to the group. Continue this process as necessary to add additional users.
After selection, you can remove users by selecting the X icon to the right of the user card.
Using Route Groups gives you the ability to distinguish between essential reviewers and those that are non-essential. A proof will only move forward in its route once all essential reviewers have submitted a review status, and any optional reviewers remaining will be skipped.
Each group will allow you to set the list of reviewers to either All Essential, Some Essential, or Optional.
- All Essential means that every user is required to submit a review status before the proof will move forward. By default, all groups will be set to this type.
- Some Essential will allow you to define a certain number of required reviewers, and once the group's requirements are met, the proof will advance.
- Optional reviewers will be notified of the proof, but will not be required to leave a status.
To make changes to the group type, click on the link found at the top right of the group. On all new groups, this link will default to the label All Essential. Select the group type you would like to use.
If you select Some Essential, also be sure to set the number of essential reviewers required from this group to move the proof forward. The group type link in the top right will then update to reflect the number of essential reviewers out of total number of group members, i.e. 1 of 4 Essential.
For example, in the scenario above, you may need at least one review from your design team, but it does not have to come from a specific person. A Some Essential group would allow you to add all four members of the design team, but move the proof forward once any one review is submitted.
The reviewers included when selecting Optional will be alerted of the proof, but will not be required to leave an approval status. They will not impact the status rules in the tier, but will impact the aggregate review and file status.
If you have multiple groups of reviewers that need to review a proof and there is a hierarchy to the review order of each group, you can create route tiers to manage this process. Each tier can contain up to three separate Route Groups as described above.
At each tier level, you can set tier rules based on the submitted status of each reviewer. For example, you can set a rule that states a route will only move forward to the next tier if every asset in the current tier is 'Approved As Is.' The route will continue to move forward until a rule returns the proof to the designer or all tiers of reviewers are completed.
Continue to add tiers, reviewers and groups until your review process is captured. Click Add to Proof in the bottom right to save your settings and return to the proof details.
Creating a Route Template
You can also use a proof route template to insert a pre-built route into a proof. If you have different teams of reviewers based on the department, the type of asset being reviewed, or any other criteria you use internally, route templates make it easy for your team to route work out to the right people.
To create a route template, click Templates in the left sidebar, then Routes, and click Add Template in the top right corner.
Name your template, then click Create Template, and you'll get the same route builder that's available from the proof details page.
Once you've built out your route template, click Publish Template in the bottom right to make it active.