Guide 1: Setting Up & Using Ziflow

Summary

This guide walks you through setting up Ziflow, structuring workflows, and managing proofs and reviews. Whether you’re an admin configuring the platform or a team member collaborating on proofs, these steps will get you up and running efficiently.

This guide may reference features that are only available in certain Ziflow plans. For a clear breakdown of what’s included in your plan, visit ziflow.com/pricing.

Included Sections:

• Admin Setup: Configure users, branding, security, and proofing settings.
• Workflow Templates: Create structured review workflows for consistency.
• Proof Creation: Upload files, apply workflows, and manage proof versions.
• Reviewing Proofs: Provide feedback, collaborate, and finalize approvals.

• Purpose: Lay the groundwork for successful collaboration by managing users, branding, and account-wide settings.

  Key Actions:

  Add Users and Assign Roles

  • Navigate to Users in Admin Settings and click Add New User.
  • Assign roles:
    • Admins: Manage account and settings.
    • Proof Creators: Set up and manage proofs.
    • Contact/Reviewers: Provide feedback and approve proofs.
      📺 Video: Adding Users and Knowing the Difference Between Roles

  Customize Branding

  • Go to Branding in Admin Settings.
  • Set a custom domain (e.g., yourbrand.ziflow.com).
  • Upload your logo and customize email templates for consistency.
    📺 Video: Branding

  Set Proofing Settings

  • Configure download permissions, decision options (e.g., “Approved with Changes”), and watermarks for secure reviews.
    📺 Video: Proofing Settings and Custom Proof Properties and Tags 

  General Settings

  •  Go to Settings > Security to manage user sessions and authentication:
  • Keep users logged in: Allow users to stay logged in for up to 7 days.
  • Authentication session timeout: Define how long a user session remains active before requiring reauthentication.
    📄 Full Article: General Security Settings

  ☑️ Once Complete: Your Ziflow account is ready for team collaboration and secure proofing.

  What’s Next:

  You’re ready to create workflow templates to structure proof reviews.

• Purpose: Workflow templates automate proof reviews, saving time and ensuring consistency.

  Key Actions:

  Create Workflow Stages

  • Go to Workflow Templates and click Create New Template.
  • Add stages like Internal Review or Client Approval and reorder them as needed.
    Helpful Resource: Workflow Templates Setup

  Set Deadlines and Notifications

  • Assign deadlines to keep reviews on track.
  • Customize notifications to ensure reviewers are informed.

  Set Proofing Settings

  • Configure download permissions, decision options (e.g., “Approved with Changes”), and watermarks for secure reviews.
    📺 Video: Proofing Settings and Custom Proof Properties and Tags 

  Assign Reviewers and Permissions

  • Define what each reviewer can do: Comment, Approve, or Manage.
  • Use public comments for transparency or private comments for internal feedback.

  ☑️ Once Complete:  Your workflow templates are set up and available to reuse for future projects.

  What’s Next:

  You’re ready to create proofs and assign workflows for efficient reviews.

• Purpose: Learn how to upload files, configure review settings, and prepare proofs for collaboration.

  Key Actions:

  Upload Files and Add Context

  • Click New Proof, drag and drop files, and include project details in the Brief section.
    Helpful Resource: Creating a proof

  Apply Workflow Templates

  • Use a pre-built template or configure permissions and deadlines manually.

  Set Permissions and Deadlines

  • Define who can comment, approve, or manage each proof.
  • Add deadlines to ensure timely feedback.

  Assign Reviewers and Permissions

  • Define what each reviewer can do: Comment, Approve, or Manage.
  • Use public comments for transparency or private comments for internal feedback.

  Manage Versions

  • Upload new versions of files to address feedback while keeping everything organized in one place.

  Review the Proof Details Page

  • Access a centralized view of proof progress, reviewer activity, and key proof settings.
    Helpful Resource: Proof Details Page Overview

  ☑️ Once Complete: Your proof is live, and reviewers can start providing feedback.

  What’s Next:

  You’re ready to gather feedback and finalize decisions.

• Purpose: Reviewers provide feedback and make decisions on proofs to move projects forward.

  Key Actions:

  Navigate the Proof Viewer

  • Open the proof and use tools like zoom, thumbnails, and search to review content.
    Helpful Resources: Reviewing Proofs and Comparing Versions

  Leave Comments and Feedback

  • Use the comment bubble to annotate with text, shapes, or highlights.
  • Tag teammates with @mentions for clarity.

  Make a Decision

  • Select Approve, Approve with Changes, or Reject to finalize the review.

  ☑️ Once Complete: Your review is finalized, and feedback is ready for the next steps.

  What’s Next:

  Now, take your workflow to the next level by connecting Ziflow with your other tools to automate and keep your team aligned.