Proofing vs approvals and how integrations play into that
We're working on updating our Wrike and part of that means better utilizing integrations (like Adobe cloud), proofing features, and approval features. I'm having trouble telling the difference between proofing and approvals. Do they play together seamlessly or are they distinct and need to be managed differently? Also, it appears you can proof in integrations (like adobe cloud) but you can't track approvals. Has anyone figured out a way to make this all seamless?
Example:
- Designer builds deliverable (saved in Adobe cloud)
- Creative director proofs and/or approves
- Editor proofs and/or approves
- Department director proofs and/or approves
- PM sets up next step for files
We use the approvals features quite a bit. In our world Approvals - Proofing, Review, Route are synonymous.
Essentially there are two basic scenarios - where someone would need to make changes directly - such as an editor proofing a document for typos etc. OR a team/individual using the Wrike proofing tool to mark up a document using the Wrike Mark up tool. With the new integrations into either cloud-sharing locations (Adobe cloud, one-drive or share point) those documents can also be uploaded, and they can use the native tools (and not the Wrike proofing tools) to track changes, mark up, edit, etc per the direction of that specific teams' needs.
My recommendation - is to have a formal written guidelines about when one process is used vs another. In almost any scenario - how they mark up the file is not as relevant to me as capturing decisions at the Approval level. I always advocate for using Approvals with Task AND File approvals - as I am able to capture more data about who reviewed, approved, rejected - and if they had specific comments to leave about the review too - such as "Approve w/Changes" or "Full Annotations Check". That kind of thing!
Hope that helps!
proofing is like checkin for typos. approvals is like saying you like it too. let me know if you would like even more detail. thanks
Sherrie - I think our teams may operate similarly. We have a small team so each level of approvals is also proofing. For example, our writer will draft something then our director will proof or approve it. Are you suggesting to just implement approvals and if they need to proof they can use that function in place of selecting approve? I know it'd be simpler if we had a separate editor but unfortunately we don't..
Our Project Manager approves the purchase
Our CFO reviews and checks (proofs) the order
I came here to see the advice, I'm afraid - I don't have any wisdom to offer.
But I'm interested in this from Sherrie: "With the new integrations into either cloud-sharing locations (Adobe cloud, one-drive or share point) those documents can also be uploaded, and they can use the native tools (and not the Wrike proofing tools) to track changes, mark up, edit, etc per the direction of that specific teams' needs."
We haven't really explored integrations, however, I hate Wrike's proofing tools (sorry) and always use the native ones - which means I'm moving documents in and out of Wrike all the time - perhaps I need to investigate integrations if that enables tracking.
We had problems (also outside Wrike) with wording. We use approvals and proofing as same words now (and try to use only the word approval in all systemsand documents). Review is something different for us which is correcting (so propose changes before it goes to approval).
So review for us is different. It means somebody makes remarks / changes in the document. Approval should be possible without any remarks. So for an approver the document should have finished state and the approver should only accept it (ideal case).
So we try to stay at the same workflow for all approvals, but that is sometimes not possible as different systems are working different. So a lot of programs do not have a (or a good) integration with Wrike and so you have to have a look for each approval workflow (e.g. in different departments working with different software) in detail.
We use approvals to capture key stakeholders response. We use both guest review and approvals. We are starting to review how we can leverage proofing.
We use tasks and workflows for our proofing process internally and then when the creative is ready to send to the client we assign them as guest reviewers.
We do as Sven Passinger mentioned.
We also use different status on workflows to give the exact info...
Copywriter write a text, then put status on "Internal approve".
In this status his responsible make the Proof, then move task to "PM Approval" and PM get an approval (not proof) to publish or not.
If he refuse this step, it returns on "Internal approve" and Responsible and Copywriter needs to make proofs.
Shona Snowden I was pleasantly surprised by the Word and Excel integrations for Wrike. They're pretty seamless and really make updating a doc or spreadsheet easier. Highly recommend!