Introduction

Approval Manager provides structure and efficiency to approval processes for soft and hard copy proofs. The following guide explains the process for creating new Approval Processes for each.

Create a New Approval Process for Soft Proofs

1. Select the Proofs tab. Then, underneath the Proof tab, select New Proof in the upper-right corner to open a New Proof Edit form.

2. Fill in the proof details in the top half of the page.

• Required fields are indicated by yellow highlighting.
• By default you are added as a manager to the new proof. You may add additional managers, or if you have sufficient privileges, you may even create new collaborative users and add them as managers. See Creating and Adding New Users for more information.
• You can either specify your proof as an individual files proof or a group proof.
  • An individual files proof specifies that all the files within your proof are routed separately and reviewed separately.
  • A group proof specifies that all the files within the proof are routed together and reviewed together.

For more information on how group proofs are handled in Spark!, read Group View Layout.

3. Define the workflow in the Workflow Information section of the page.

• If you want to use a previously saved workflow or a workflow template, click Open and select a workflow.
• Required fields for stages are indicated by yellow highlighting.
• You can add and remove stages at will, providing that each workflow starts with a production stage and contains at least one Approval stage (regardless of what you name them).
• You must add at least one user to each stage. Users added to the Production stage will be responsible for uploading files to the workflow. Users added to an Approval stage will be responsible for reviewing files.
• If you have sufficient privileges, you may create and add new collaborative users as producers or reviewers to any stage. See Creating and Adding New Users for more information.

4. When finished, click on Add in the upper-right corner.

The approval process will be added to the database and the File Management window will appear. If you are ready to upload files, you can do so now by following the instructions described in Uploading Files to a New Approval Process. Otherwise, you can click Cancel in the File Management window and add files at a later time or leave this task to an assigned producer. If you have assigned a producer to upload files, the approval process will appear in his/her production work list.

Creating a New Approval Process for Hard Copy Proofs 

This procedure is identical to creating a new approval process for soft proofs above,except for the following distinctions:

1. Upload electronic files that represent the hard copy proofs.

2. Reviewers can then view and add comments to the electronic versions of the hard copies while the hard copies are being sent. When the hard copies arrive, the reviewer can leave final comments and add their approval status. 

Make sure that you distribute the hard copy proofs to assigned users or, if you are deferring this task to the assigned producer(s), make sure to communicate this expectation to them. One way to do this is by adding a comment to the stage and/or adding a Manager's Note.