Give new users in your review team a demo of ProofHQ with the aid of our pre-prepared script
Use this script to give a demonstration of ProofHQ and its main features to other members of your team. It is ideal for introducing new users.
Within the script we have included notes and actions to you (the presenter). These are in [square brackets] and italicized.
- Creating a New Proof
- Add a File or Select a URL
- Select a Workspace
- Share by email and select Roles
- Subject and Message
- Deadline date and time
- More settings
- Creating proofs via the Uploader
- Reviewing a proof
- New proof email
- One click sign-in
- New comment
- Attachments on comments
- Proof Status
- Progress Bar
- Print Comments
- New Version
- New Version email
- Comparing Versions
- Be logged in to your ProofHQ account.
- Be logged in to the email inbox of a person that you will share a proof with. Send a sample proof to that person.
- Add two contacts to the Contacts list.
- Create a new Group in the Groups list called Test Group.
- Have a 500k-1MB file available to upload as a proof. A multi-page PDF is best, but it can be any file that you commonly use.
- Have a small image file available to attach to a comment.
- Have the Uploader set-up on your desktop.
- Create one or two sample workspaces in your account to show how proofs can be organised.
- Create a sample proof and send it to your three contacts with a deadline less than 24 hours from the time of the demo.
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ProofHQ is a new way for designers and marketing teams to get feedback and approval on design work.
Most people use email and attachments to manage design review, but email wastes a huge amount of time and effort, it increases your costs and slows down project delivery.
ProofHQ is different because streamlines and speeds up nearly every step of the design review process.
This demo will show three things:
- How easy it is to create a proof.
- How easy it is to review a proof – this is probably the most important part, because if reviewers don’t find it easy they will simply as for things to be done “the old way”.
- How easy it is to keep track of the proofs that are in progress.
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Creating a New Proof
Add a File or Select a URL
Most people use email and attachments to send proofs today, so ProofHQ makes sending a proof as easy as sending an email.
[Go to the New menu in the header and choose New Proof]
[Click Add Files and choose the file that you have prepared on your desktop. Select a second file, but delete it before upload.]
Files can be up to 1GB, which you would never send by email.
For web design work you can choose one or more URLs and ProofHQ will capture a screenshot of the web page for you.
[Click Capture Web Pages and type in a URL, click Save]
At this point you can click Save, which uploads the file as is, or you can us some of the other settings.
Select a Workspace
You can add a proof to a workspace using the workspaces dropdown.
[Select a workspace]
ProofHQ gives you unlimited workspaces to organise your proofs by project or client, or whichever way suits your business.
[Expand the workspaces in the sidebar to show the sample workspaces]
Share by email and select Roles
You can share the proof with your team by typing in their email addresses.
[Type in the name of the person that you already sent a proof to]
If you have sent a proof to someone before ProofHQ remembers their details.
[Select that person from the auto-complete list]
You can add a group of people which saves a lot of time if you send proofs to the same group of people regularly.
[Type in “gr” and the group name will appear in the dropdown. Select the group and the people in the group will be added to the list of reviewers]
Each reviewer can be given a Role. Roles give them permission to do specific things on a proof.
- “Read Only” is what it says.
- “Reviewer” means that they can add comments.
- “Approver” means that they can make a decision.
- “Reviewer & Approver” means that they can both add comments and make a decision.
There are other more advanced Roles, but we won’t go into them in this demo.
[Make sure that there all three contacts are Reviewer & Approver]
Subject and Message
You can create a subject and a message for your reviewers.
You can even create a template in personal settings so you don’t have to type a new message each time you send a proof.
[Type in a message, but not a subject]
Deadline date and time
You can set a deadline for your proof, which will help you track progress.
[Set the deadline as tomorrow and the time as “12:00”]
There are more advanced settings available as well if you need them, but we will skip them for this demo.
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Creating proofs via the Uploader
As well as using the ProofHQ web app, you can drag and drop files for proofing directly from your desktop using the neat little desktop Uploader.
[Open the Uploader and drag and drop a file]
Just drag and drop files to the uploader, add people and other proof settings and click send.
[Don’t click send, just close the Uploader]
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Reviewing a proof
No matter which way you create a proof, your review team each get an email with a personal link that takes them straight to the proof. With just one click they are logged in ready to start proofing. You don’t have to worry whether they have the same software as you, or whether the attachment was too big.
[Go you your test reviewer’s Inbox and wait for the New Proof email.]
New proof email
The New Proof email is very simple. It gives you a summary of the proof, who else is reviewing and has a big button to go to the proof.
[Click on the “Go to Proof” button to open the proof]
One click sign-in
The proof opens with the reviewer already signed in. No login or password is required, making it very simple to get started.
[Show the reviewer’s name bottom left]
If you do need extra security, you can add a login with a simple setting.
There are lots of ways to move around the proof. You can click and drag to pan.
[Click the face of the proof and drag it]
You can zoom.
[Use the zoom tools bottom right. Also use Ctrl to zoom in and Ctrl Shift to zoom out]
I can jump from page to page.
[Use the pagination at the bottom. The thumbnail function is very good to demo]
You’ll notice a couple of things:
First, even for the very largest proof, the pages load really fast. This is because we use a streaming process to accelerate page load. This means your review team won’t have to wait to download even a large proof.
Second, all the file types that ProofHQ accepts get converted to this single proof viewer, so reviewers don’t need to have the original software applications that the proof was created with.
[Go to https://help.proofhq.com/hc/en-us/articles/200413524-File-types-and-size#collapseTwo to show the file types]
You will notice that the overall design of the proof viewer is very simple and uncluttered. This is to make it very easy to get used to.
There are two big buttons top left that are the main focus. “Add comment” and “Make decision”.
To add a new comment to the proof click the New Comment button or double click on the proof itself.
[Click New Comment. Double click on the proof itself]
A comment box open and you can start typing your comment.
You can also see a series of drawing or “mark-up” tools. Use these to show on the proof what your comment is about.
You can make multiple drawings for each comment.
[Draw two boxes and type some text in the comment box. Click Save]
The comment is instantly saved to the proof, which means that other people with access to the proof can see this comments in real time if they are looking at the proof at this moment.
If not, the comment will be waiting for them when they do open the proof.
This is a huge advantage over having multiple copies of a PDF on everyone’s desktop which nobody else can see.
[Open the comment list in the sidebar on the left]
[Add a couple more comments on different pages]
If I look in the comment list I can my comments already, and if I click on one the proof jumps to the correct page and zooms to the same place that the reviewer left the comment.
One of the most powerful features of ProofHQ is that team members can reply to each others comments and have a discussion to agree a point. This is much faster than back and forth emails with lots of CC’s and attachments flying around. In fact, it can save whole review cycles and cut down the number of versions needed before approval. This is a huge time-and-money saver for everyone involved.
[Reply to an existing comment and click Save]
Attachments on comments
You can also add an attachment to comments and replies.
[Go to an existing comment and use the attach a file function, click Save]
If you click on the file link for an image, it will appear in a window. A document will download to your desktop.
When a reviewer has finished making comments they can make a decision using the big green Make Decision button.
[Click on the Make Decision button]
The decision indicates their overall feedback on the proof.
The default decision is “Pending”.
“Changes required” means that the reviewer would like to see another version.
“Approved with changes” means that the reviewer has changes, but doesn’t need to see a new version.
“Approved” means simply that.
“Not relevant” is an option when the reviewer didn’t need to see the proof.
The reviewer can choose to receive an email notification of their decision.
In this case, as there are comments, select “Changes required”.
[Click on Changes required]
All decisions are added together to give an overall Status for the proof.
The proof Status is the worst case of all decisions, so if there are five reviewers and four have said “Approved”, with one “Changes Required”, the overall Status will be “Changes Required”.
You can see the decisions made by all reviewers in the People section of the proof viewer sidebar.
[Click to open the sidebar and select the People tab]
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Now we will change hats and look at what the person who created the proof sees.
[Go to the proof owner’s Dashboard]
The Dashboard lets you see all of the proofing activity that you have going on. You can view workspaces, proofs lists and manage your account.
One of the great features of the Dashboard is the progress bar. This shows you at-a-glance the overall progress of each proof.
On existing proofs there are four boxes.
“S” means sent, “O” means opened, “C” means comments have been made, and “D” means that decisions have been made.
The boxes are clear by default.
When every reviewer has completed a step they go green.
If they are clear and the proof reaches 24 hours of the deadline, they go orange.
If the deadline passes, they go red.
This lets you see very quickly which of the proof need to be managed.
You can also drill down into each proof to see which reviewer is causing a hold-up.
[Click the plus icon to the left of the proof name]
Each reviewer has their own progress bar.
If someone is late or needs chasing you can use the remind function to send a reminder email.
[Open the options menu next to someone’s name and hover over the Remind function]
A reminder will automatically be sent to anyone who is late on the deadline.
The person managing the proof can not only see the progress bar and open the proof, but can also see a printed report of all the comments.
This shows each comment thread with a thumbnail of each set of mark-ups.
[Open the Print Comments in options next to the proof]
There is also a page-to-view option.
[Select Page View at the top of the print-out]
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Now we want to show what happens when a new version is needed.
The design owner has gone off and created a new version of the design based on the comments in version 1.
Now we need to get feedback on version 2.
[Click on the New Version button in the options menu]
The new version page opens will all of the settings from the previous version in place.
You simply select the new version of the file – for the demo we will just select the same file.
[select the same file using Add File]
You can add or remove any reviewers. Note that new reviewers can only see this version and not previous ones, which is great for separating internal and external review rounds.
Select a new deadline and click Save
[Choose a new deadline and click Save]
The file is uploaded and a new version is created.
New Version email
[Wait for the new version to process and go to the sample reviewers Inbox]
The reviewer gets a New Version email, but there are one or two new features on the proof.
[Click on the link to go to the proof]
The reviewer can jump to the previous version, if they have permission to view it.
[Click on the versions button next to the proof name and go from version 2 to version 1 and back again]
Or the reviewer can use the Compare tool to compare two versions.
This opens version 2 on the left and version 1 on the right.
Version 1 has opened at the first comment, with the page panned and zoomed to the correct position on both sides.
This means that the reviewer can quickly compare both versions side by side to make sure that the changes requested have been made.
You can click on the “next” and “previous” buttons in the older version and both versions navigate together so that you can check to make sure that change requests have been done. This includes zooming and panning to the right position on each page.
[Click to jump backwards and forwards between comments]
When you move the proofs they move together.
[Drag and rotate the proofs]
However, you can unlock the versions so you can move them separately. Useful when pagination changes between versions.
[Unlock the proofs and move version 2 by one page]
Once the reviewer is happy that all changes have been made, the decision is changed to “Approved”.
[Click the decision button and select Approved]
That’s the end of the demo.
This is a very basic demo, but if you need help with a more tailored demo please contact us as we’d be glad to help.