✔ Available (with limits) on all per-user based subscriptions

What
View, edit, and delete proofs in Teamwork.com.
Why
  • Monitor both internal and external feedback in one centralized place in Teamwork.com.
  • Check the approval status (In review, Needs changes, Approved) of active proofs at a glance.
  • Get a historical log of all feedback so you can always track how a file has progressed from inception to completion.
Who
  • Site admins can view and manage (edit, upload new versions, delete, archive, and unarchive) all proofs.
  • Standard users can view proofs across projects they're a member on. They can manage (edit, upload new versions, delete, archive, and unarchive) proofs they create.
When
You want to manage your team's proofs regularly to ensure active proofs are being actioned.
  • Use the Proofs area in Teamwork.com as a central hub for your team to manage both internal and external approvals.
What
View, edit, and delete proofs in Teamwork.com.
Why
  • Monitor both internal and external feedback in one centralized place in Teamwork.com.
  • Check the approval status (In review, Needs changes, Approved) of active proofs at a glance.
  • Get a historical log of all feedback so you can always track how a file has progressed from inception to completion.
Who
  • Site admins can view and manage (edit, upload new versions, delete, archive, and unarchive) all proofs.
  • Standard users can view proofs across projects they're a member on. They can manage (edit, upload new versions, delete, archive, and unarchive) proofs they create.
When
You want to manage your team's proofs regularly to ensure active proofs are being actioned.
  • Use the Proofs area in Teamwork.com as a central hub for your team to manage both internal and external approvals.
🎓 Learn in-app: How proofs work

View existing proofs in Teamwork.com

Teamwork.com users can view existing proofs associated with their Teamwork.com site from the site's Proofs area. Reminder: Check the When section at the start of this page to see which permissions you need.

  1. Select Proofs in Teamwork.com's main navigation menu. If it's not pinned, you'll find Proofs hidden under the ...More option.

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  2. View details for each existing proof (details in the table below).
    Column
    		Purpose
    Proof
    The proof's name
    Approval status
    The proof's current status in the approval process:
    • In review - proof is under review or awaiting approval.
    • Needs changes - an approver requested changes to the proof.
    • Approved - proof has been approved by all assigned approvers.
    💡 Hover over the status to see the proof's current version number, who uploaded it, and when.
    Project name
    The proof's associated project.
    Linked task
    The proof's associated task (if set).
    ⚠️ Private tasks are only visible to users with permission to access them.
    Created by
    Proof creator's profile image — hover over it to see the user's name.
    Due date
    The proof's due date.
    Reviewers & approvers
    Assigned reviewers' and approvers' profile images — hover over one to see the user's name.
    Options
    Click the ... (ellipsis) on the right of an individual proof to access:
    • Edit - update the proof's name, due date, or invited users.
    • Archive
    • Delete
    Column
    		Purpose
    Proof
    The proof's name
    Approval status
    The proof's current status in the approval process:
    • In review - proof is under review or awaiting approval.
    • Needs changes - an approver requested changes to the proof.
    • Approved - proof has been approved by all assigned approvers.
    💡 Hover over the status to see the proof's current version number, who uploaded it, and when.
    Project name
    The proof's associated project.
    Linked task
    The proof's associated task (if set).
    ⚠️ Private tasks are only visible to users with permission to access them.
    Created by
    Proof creator's profile image — hover over it to see the user's name.
    Due date
    The proof's due date.
    Reviewers & approvers
    Assigned reviewers' and approvers' profile images — hover over one to see the user's name.
    Options
    Click the ... (ellipsis) on the right of an individual proof to access:
    • Edit - update the proof's name, due date, or invited users.
    • Archive
    • Delete
  3. Click a proof's name to view it.

The proofing tool opens in a window overlaying your Teamwork.com site. Tip: Click the X in the proof's top right to return to your site.

💡 People invited to review or approve a proof do not need a Teamwork.com user account to access the proofing tool. They can click View proof in their invite email for direct access to the proofing tool without accessing your Teamwork.com site.
 

Another option...

View proofs from a project's Proofs section:
  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Switch to the project's Proofs tab. Proofs might be hidden under the More... option. Still don't see it? Check with an admin — the feature might need to be turned on for the project.
Proofs linked to the chosen project (or its tasks) are listed in a table.


Filter proofs

Use filters to refine the list of proofs shown in the Proofs area of your Teamwork.com site. Reminder: Check the When section at the start of this page to see which permissions you need.

  1. Select Proofs in Teamwork.com's main navigation menu. If it's not pinned, you'll find Proofs hidden under the ...More option.
  2. Select Filters in the top right.

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  3. Click the relevant filter field and choose an option:
     
    Filter
    		Purpose
    Proofs
    Filter based on what you need to do:
    • Options: any, proofs I've created, proofs I need to review, or proofs I need to approve.
    Approval status
    Filter by approval status: 
    • Options: In Review, Needs Changes, or Approved
    Projects
    Show proofs associated with specific projects.
    📝 This filter is an option in the site-level Proofs area, not in a project's Proofs section.
    Proof state
    Filter by approval state: 
    • Options: In Active, Archived
    Filter
    		Purpose
    Proofs
    Filter based on what you need to do:
    • Options: any, proofs I've created, proofs I need to review, or proofs I need to approve.
    Approval status
    Filter by approval status: 
    • Options: In Review, Needs Changes, or Approved
    Projects
    Show proofs associated with specific projects.
    📝 This filter is an option in the site-level Proofs area, not in a project's Proofs section.
    Proof state
    Filter by approval state: 
    • Options: In Active, Archived

The Proofs list updates automatically as you select filter options.

Manage active filters

When filters are active, a count is displayed on the filter button.
  • Clear all current filters: Click the X on the filter button to clear the current filter selection.
  • Clear a filter option: Click the filter button, then select the X beside one of the selected filters.
  • Save: Click the filter button, then click Save filter.
  • Saved filters: Click the filter button, then select Saved filters to view your saved filters.

Sort proofs

Group proofs in your Teamwork.com site's Proofs area based on a specific property (proof name, associated project, due date, etc.) by sorting the list by column. Reminder: Check the When section at the start of this page to see which permissions you need.

  1. Click ... More in Teamwork.com's main navigation menu.
  2. Select Proofs.
  3. Scroll horizontally to the relevant column.
  4. Click the column name to activate sorting. Clicking the same column again reverses the sort order.

Edit proof details

Manage a proof's details (ex. name, due date, linked project) from your Teamwork.com site's Proofs area.  Reminder: Check the When section at the start of this page to see which permissions you need.

  1. Select Proofs in Teamwork.com's main navigation menu. If it's not pinned, you'll find Proofs hidden under the ...More option.
  2. Scroll to the relevant proof.
  3. Click the vertical dots (ellipsis) on the right-hand side.
  4. Select Edit.

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  5. Update the proof's details.
    Name
    Update the proof's name.
    Date
    Change the proof's due date.
    Invited users
    • Modify existing reviewers' and approvers' permissions.
    • Add additional reviewers or approvers.
    • Remove existing reviewers or approvers.
    Name
    Update the proof's name.
    Date
    Change the proof's due date.
    Invited users
    • Modify existing reviewers' and approvers' permissions.
    • Add additional reviewers or approvers.
    • Remove existing reviewers or approvers.
    ⚠️ The proof's associated project, task, and files cannot be updated.
  6. Click Edit proof to save your changes.

Archive (or unarchive) a proof

No longer need a proof? Archive it and keep your Teamwork.com site's Proofs area focused on active proofs. Reminder: Check the When section at the start of this page to see which permissions you need.
  1. Select Proofs in Teamwork.com's main navigation menu. If it's not pinned, you'll find Proofs hidden under the ...More option.
  2. Select Proofs.
  3. Scroll to the relevant proof.
  4. Click the ... (ellipsis) on the right-hand side.
  5. Select Archive.
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The proof is archived immediately. All existing proofing comments remain visible but you can't take new proofing actions. 

Don't worry, you can reactivate proofs anytime from the Proofs area.
 
  1. Click the Filter button in the view's top right.
  2. Click the Active filter and switch to Archived. 
  3. Click the vertical dots (ellipsis) on a proof's right. 
  4. Select Set active.

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The proof is immediately reactivated. Switch your filter back to Active to find it.


Delete a proof

If archiving isn't enough, you can delete a proof to remove it completely. Reminder: Check the When section at the start of this page to see which permissions you need.
  1. Select Proofs in Teamwork.com's main navigation menu. If it's not pinned, you'll find Proofs hidden under the ...More option.
  2. Scroll to the relevant proof.
  3. Click the vertical dots (ellipsis) on the right-hand side.
  4. Select Delete.

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  5. Click Yes, delete this proof in the confirmation window.

The proof is deleted, along with all associated versions and feedback comments. This cannot be undone.


View proof details on tasks

Proofs linked to tasks are displayed in the task details view within a project.

  1. Click Jump to in Teamwork.com's navigation menu.
  2. Search for and select a project.
  3. Switch to the project's List view.
  4. Scroll to the relevant task.
  5. Click the task's name to open the task details view.
  6. Scroll to the Proofs subsection.
The task's linked proofs are listed with their approval status. Click a proof's name to open the proofing tool.

💡 Did you know? You can view and manage a project's proofs from the project's dedicated Proofs tab.

Best practices

  • Review regularly: Review proofs periodically in Teamwork.com, checking their approval status to ensure they are being actioned in a timely manner.
  • Manage approvers: Update a proof's list of reviewers and approvers as the proof moves through its lifecycle. Only add people whose approval is actually required as approvers. Make anyone else a reviewer.
  • Archive: Archive any proofs no longer being worked on, keeping your Proofs area focused only on active proofs.