Note: This section requires that an approval process has been created and the File Management window is open. Read: Creating New Approval Processes for more information.

Once a new approval process has been added to the system, the File Management window automatically opens, allowing the manager who created the approval process to immediately add files to it. While this may be convenient in many circumstances, the manager may opt instead to click Cancel and defer uploading files to the producer(s) assigned to the production stage of the process.

Uploading the Files

1. To select the files you want to upload, click on the Add Files button in the upper-left corner of the window.

This will open either an Explorer (Windows) or Finder (Mac) window.

2. Using the Explorer or Finder window, navigate to the folder where your files are located and select your files. Select multiple files by holding the Ctrl key and left-clicking on your mouse (Windows) or the Command key and left-clicking on your mouse (Mac). Click Open when finished.

Each file will now upload in the File Management window. New files are marked in green. You can clear individual files by selecting the trash can icon or clear all files by selecting Discard in the lower-right corner of the window.

Note: if you check the Complete production for uploaded files option in the lower-left corner of the window, your files will automatically be routed to the next stage after the production stage.

3. Select Save when you are finished. You will be taken back to the Proof Workflow Page where you can see all the information tied to your new files. You should now see all your proofs displayed as thumbnails under the Workflow Information section.

If the proof is a group proof, all the files will be grouped together on the worklist and the Workflow Information section (see image below). Also, each file will be routed and reviewed together. If the proof is a individual files proof, each uploaded file will have it's own line or space on the worklist and Workflow Information section. Also, each file will be routed and reviewed separately.

Add New File Versions to a Proof:

1. Select Manage Files under the Workflow Information section.

Note: If your proof is in a review stage, the files cannot be edited. The Manage Files option will appear grayed-out. The file must be in the production stage to be edited.

The File Management window will appear. Files will now be gray. This indicates that they are files that have already been uploaded. From here you can clear files by clicking on the trash can icon. To clear newly uploaded, unsaved files from the upload window select Discard.

2. Select Add Files button.

3. In the Explorer or Finder window that appears, navigate to the file(s) you want to upload. Click Open when all your files are selected.

This will return you to the File Management window. You will see that there are now two versions of the files, one in white and one in green. A file that is colored in white indicates that it is a previous version of a file while the green file below it indicates that it is the newest version of that file.

Approval Manager checks the name of the new file against the names of all the old files. It then replaces a file with a newly uploaded file if they both have names similar to one another. For example, if you recently uploaded a file called my_file.pdf and upload a new file called my_file_ver_2.pdf, Approval Manager will recognize this as a new version of the old file and replace it. This smart file management and upload makes it easy for you to replace and track multiple versions of your files.

If you don't want the newly added file to automatically replace a file with the same name, you can drag it either to the bottom of the list so it's a completely new file or drag it ontop of another file you want to replace.

Note: This hierarchical view is only present in the current upload window to indicate what files are about to be replaced with newer files. The hierarchy won't show after you click Save.

4. Select Save when finished and you will be returned to the Proof Workflow Page.