Proofing and Approval Notifications

Thanks for posting this here, Beth! People should be getting email and Inbox notifications when someone assigns a review to them and the notifications are also sent to the review creator when all reviewers give their decisions about a file. Would you also like the creators to receive a separate notification about every given decision?

By the way, here's a similar post with some possible reasons why people might not get the notifications. I know you’ve already opened a Support ticket about this before, but please let me know if you’re not receiving the notifications I mentioned here - I’ll be happy to help with troubleshooting this with the Support Team further!

Anna G Community Team at Wrike Wrike Product Manager Conosci le straordinarie funzionalità di Wrike e le best practices

Anna G Wrike Team member Conosci le straordinarie funzionalità di Wrike e le best practices

I was just on chat support and was told differently. They said I would NOT get inbox notifications when someone assigns a review to me and that we could have the designers @mention reviewers to notify them. That is not an acceptable solution. There is no way I can get the designers to @mention every reviewer every time they add something. The notifications should work the same for being assigned to a task and being assigned to a review. A review is really just another task I need to accomplish, which I won't if I don't even know it has been assigned to me.

Hi Jamie, thank you for your comment! When you are added as a reviewer you should get an Inbox notification, here is how it looks like:

I’m sorry you were given the incorrect information. If you are not getting these notifications I’ll be happy to open a Support ticket on your behalf so our technical team could help with troubleshooting this further.

Anna G Community Team at Wrike Wrike Product Manager Conosci le straordinarie funzionalità di Wrike e le best practices

Anna G Wrike Team member Conosci le straordinarie funzionalità di Wrike e le best practices

Jamie, I was also told the same thing via the chat support, but when I put in a support ticket I got the information above.  I then went through a few tests to confirm one way or another.  It DID work and notify people, but the feedback I am getting from my team is that it is inconsistent. I am the PM so I don't review items myself, but I am curious to know if others are seeing the same inconsistency with the review and approval notifications.

I just scrolled through my notifications and was surprised when I saw a couple of these. It does appear to be inconsistent, not for every review I've been assigned to. I'm going to have to watch it closer, but I think maybe the notification part is not happening, i.e. it doesn't show the red number and alert me that there is a new notice, because I use this inbox all day and I've never seen one of these notifications. But I also don't just scroll through them, I look when the red number shows up. 

Hi @Jamie thanks for those additional resources, we've created a Support ticket for you and someone will be reaching out shortly so that we can help figure out what's going on.

Hi @Beth, I apologize for the differing information. We'd be happy to troubleshoot with you or a member of your team who is noticing any inconsistencies, so we can figure out what's going on. Please let me know if you'd like me to open a ticket on your behalf. 

This is a slightly different, but related, idea. I'd love it if the review function created a task (or subtask) for the person tagged to review something. It would be much easier to keep track of what's been assigned to whom if the review was handled like any other task in the project.

If there's already a way to do this I would love to hear! I haven't found a way to make the review tool function like a task yet. Right now the only use I can find out of the review tool is to just identify what file is to be reviewed, but we still have to create a separate task for reviews in our workflows. 

Hi Cait, thanks for commenting here! Really interested in learning more about your use case here. Currently, reviews are created within the same task since they're related to the same action items, and this helps reduce the general amount of tasks (since a review is a compound part of the same item). Are there any particular difficulties you encounter when the review isn't moved to a separate task? Looking forward to hearing more about this!

Thanks, Anastasia! For some of our work, a few different people need to sign off on a piece (such as the Account Manager, their Director, and the Creative Manager). If we could design our own system, we would have one task and assign multiple people to approve the same document, and we would want to be able to hold those 3 reviewers accountable (ie, with a task assigned to them) and have that pop up in their assigned work. Creating three different tasks with three different reviews seems redundant. 

Although now that I'm writing and thinking through this, I suppose we could assign those 3 people to a single task, and also assign them as reviewers for the piece in that task. We've been operating under the advice of our Deployment Consultant to only assign one person per task to eliminate any confusion as to who is ultimately responsible for completing the task. It may make sense for a review task to be an exception to that rule. 

Cait, thanks for following up! I appreciate the additional details here. Assigning these tasks to multiple people sounds like a great idea, and I'd love to hear how this works for you once you get a chance to test it out for your workflow. 

Hi there - it would be SUPER helpful if:

1) Automatic daily reminder email notifications get sent to all reviewers on a review, counting down the # of days they have to make comments on a Review.  

2) when the Designer changes the date they need the review back by a notification be sent to everyone on the Review to let them know.  

Are these things possible?  

Anna G Community Team at Wrike Wrike Product Manager Conosci le straordinarie funzionalità di Wrike e le best practices

Anna G Wrike Team member Conosci le straordinarie funzionalità di Wrike e le best practices

Hi Anna,

When a Designer puts a document into Review, the Approvers on the task are notified they have something to Review. 

Let’s say the Designer put something in Review today (6/23) and asked for a response back by 6/27 for the 3 Approvers on the Review.  The 3 Approvers are automatically notified via email they have something to Review. 

Can Wrike automatically send a daily email notification for this specific Review, letting the Reviewers know how many days they have left to Review the document? 

Although the dashboard is a good idea, our Clients do not “live” in Wrike.  So an email notification via Wrike would be super helpful. 

Does that make sense?

Hello Erin, thanks for getting back to me! While such a notification isn’t available in Wrike I definitely see how helpful an email reminder about pending reviews might be for someone who doesn’t frequently log in to Wrike. I will work on passing this idea to our Product Managers. Please let me know if you have any other questions, I’ll be happy to help.

Anna G Community Team at Wrike Wrike Product Manager Conosci le straordinarie funzionalità di Wrike e le best practices

Anna G Wrike Team member Conosci le straordinarie funzionalità di Wrike e le best practices

It would nice to have review notifications as a toggled option for Inbox/Email notification for followers. It's suuuuper frustrating that the assignee of a task doesn't get any notification about a review except for all reviewers finished. 

In our workflow often times goes like this. 

Designer uploads asset and switches workflow status to In Review 

Project Manager creates review as they are the person that knows who needs to approve the review. 

Reviewers leave comments/approvals. (And the assignee of the task gets NO notifications unless they are specifically @mentioned or the entire review is finished.) 

I understand Wrike gets a lot of feedback about too many notifications, but its super annoying that there's instances when a notification would be extremely helpful and we can't get that one. 

Hi Lauren, thanks for writing in and sorry for a delayed reply! I just wanted to mention why the assignees may not be getting notifications even if they follow a task. In email notification settings there are two separate sections:

1. .Tasks assigned to me or created by me
2. Other tasks aI follow.

If the user hasn't checked some of the boxes in the first section, then they won't get these notifications. Do you think this could be the case here? Let me know whether this works!

No that is not the case. An assignee of a task does not get notifications regarding reviews unless they create the review themselves or are added to the review. The only notification they will get is when all reviewers are finished. This goes for all followers of the task who aren’t directly related to the review. Do a test, that’s how it currently works and it makes no sense.

Lauren, sorry for misunderstanding that part! I completely understand now and will point it out to our Product Team. Thanks again for taking the time to describe the situation here!

Hi Beth, I've had trouble with the same issue. On multiple occasions I've missed the fact that my proofs were approved because I didn't receive a notification. (Probably I already had the inbox thread selected, but that doesn't mean I've seen the approval.)

In my ideal world, I would receive a new red inbox notification and/or email ANY TIME a reviewer makes an approval. Sometimes I'm only waiting on one important person to approve, so I need to know and not be constantly checking back on it. To me and my team it's one of the most important things to be notified of - if your work is approved and ready to be finalized/shipped out.  

I would also like this function. Totally essential when working on deadlines!

I agree with the comments above. Our team likes the review/proofing process, but there are a few areas we would like to see improved.

1. Our team is not notified when a decision is made within the proof - we would like to receive an email for each decision.
2. It would be great to have a "stream" for proofing. For example, "person 1 made this comment @ this time, person 2 made this comment @ this time..." and so on. This would help keep an audit of when changes were made so we can adhere to a feasible turnaround time for projects.
3. I would like to be able to see who has opened the proof, made comments, and marked a decision from within the proof. Having to toggle between the "review" screen and the proof seems like an extra step that could potentially be removed.

Please let me know if there are solutions for any of these, thank you!

I wish there was a way to know who you have to send an @ message to when uploading items for review. Some people get notified through wrike, others don't based on their settings, which are hidden from me. Since I have no way of knowing who has type of notifications set up (other than asking each person), I suggest a way to know whether or not to @ message them.

Asking each person and then remembering which options they have selected is awkward and impractical. You could program something, I am sure, that indicates a reviewer that requires @, just stick the @ symbol on their face, or something like that. Don't be afraid to think outside the box 

This feature is absolutely essential for our users as well... please provide an update whether this issue has been addressed for email notifications to work with all proof reviews status, approvals & pending reviews that need reminders sent out for. Thanks!

Agreed – an automated notification feature is essential. I hope this can be added soon. Thanks!

Has there been any update / change   / improvement since last post in 2018? Many thanks.

Has there been any update / change   / improvement since last post in 2018? Many thanks.

Has there been any update / change   / improvement since last post in 2018? Many thanks.

Hi everyone, thanks for bumping this thread 🙂 

As the post and many comments are quite old, let me remind you how the notifications for Proofing and Approval work at the moment:

Notifications for Proofing

Inbox notifications

• A user who is @mentioned in a Proofing comment gets an Inbox notification.
• The Review creator gets Inbox notifications when one of the reviewers added a Proofing comment to a file in the review.

Email notifications
These events trigger email notification for task followers:

• A new Proofing comment is added
• A comment is resolved;
• A comment is reopened.

Notifications for Approvals

Inbox notifications
A user who is assigned as a reviewer gets the following notifications:

• The review was assigned to them
• A new file or file version was added in the review that is assigned to them

The user who created a review gets the following notifications:

• Reviewer left a comment on a file
• All reviewers gave decision for a particular file (if there're multiple files in review, then a separate notification is sent for each file, but they are combined in one Inbox card with all other updates about the task).

Email notifications
All events trigger email notifications for users who follow the task:

• Review created
• Files or versions added/removed
• Reviewers assigned/removed
• Review due date set/changed
• All reviewers gave decisions for a particular file (if there're multiple files in review, then a separate notification is sent for each file, however, the rule about combining all updates about a task made within 6 minutes into one email notification still applies).

Note: Review creator and reviewers automatically follow the task.

Email Notifications Settings
The following email notification settings control notifications about Proofing and Approvals:

• "Someone @mentions me on a task" - proofing comment with @mention is added.
• "Someone comments without @mentioning me or my group" - proofing comment without @mention is added, topic status changed (i.e. a Proofing comment is resolved).
• "The Date, Assignee or Status is changed" - reviewers added, reviewers gave their decisions.
• "The task description changes or files are added" - attachment is added to review, new attachment version added to the review

Please note, that these boxes must be checked in both sections ("Tasks assigned to me" and "Other tasks I follow") because if a reviewer is assigned to a task but the box is unchecked in the corresponding section then they won't receive an email notification.

As for the enhancements to existing notifications, they aren't planned at the moment. I'll let you know if/when that changes; for now please keep voting for the suggestion - the more votes it gets, the more likely it is that the Product team will consider the suggestion for implementation 👍

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

We do have some users that have requested that they get an inbox notification when each reviewer has made a decision whether it's approval or changes required or to be able to change that in settings.