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A guide on workflow roles
A guide on workflow roles

Here’s an explanation of all the different roles that you can have on a proof using a workflow (reviewer, mandatory, gatekeeper)

Gemma avatar
Written by Gemma
Updated over a week ago

A guide on workflow roles

A proof always has a workflow to determine who can see the proof and in some cases, when they can see the proof.

Here is a video about PageProof workflows:

Ownership and management

  • Owner: The highest permission on a proof. These people own the proof and can manage the proof through its workflow (nudge and skip) and add/remove people on the proof. They will receive a to-do list for actioning, or an approval.

  • Editor: Owners can assign an editor if they’d like to delegate the to-do list to someone who’s not an owner. The editor can mark off the to-dos as done and upload a new version, but can’t add/remove people on the proof.

Reviewers inside the proof’s workflow

  • Reviewer: This is the standard default role for anyone within the workflow. A reviewer can add comments to the proof.

  • Mandatory reviewer: The proof will stop and wait for this person to click their green finished button. This role can be assigned if you have key stakeholders who must review the proof.

  • Gatekeeper: Someone who must review the proof and decide if it continues on through the workflow, or it returned at that point with a to-do list to the proof owner. This role is sparingly used and typically used by advertising agencies for their creative director in the first step in a workflow. 

  • Approver: The last person in the workflow. They give final approval on the proof, or send back the to-do list to the proof owner.

Any reviewer can be an inviter as well – this gives them the ability to add other reviewers into the proof’s workflow. 

If you have any questions along the way, reach out to our team in-app and we’ll give you any advice you need.

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