Reviewing a proof is more than just glancing at a document and deciding whether to approve or reject it. It is a process of communicating opinions, improving quality by catching mistakes early, of providing direction for future versions, and, ultimately, deciding whether to approve, reject, or send a document back for revisions and changes.

After years of feedback and research into customer review processes, we've discovered that the following general guidelines can help ensure quality and that all stakeholders and participants get the most out of their collaborative reviewing process:

• Use comments and annotations to communicate with other document stakeholders.
• Review previous versions if they exist and if you are not already familiar with them. It only takes a moment, but it helps save time for everyone and avoids situations where the advice, feedback, and direction you provide contradicts or conflicts with that given on earlier versions.
• Read the Manager's Note, if there is one. This may contain important information related to the proof and what the consequences of approval and rejection are.
• Provide clear direction for any requested changes.
• Provide clear explanations and reasons for rejecting or approving a a proof.

Reviewing a Proof with Spark!

1. Locate the proof you want to review in your review worklist (or email notification).

Group proofs and individual file proofs have different layouts in a worklist. Each are explained below:

• An individual files proof (the first two items in the worklist image above) specifies that all the files within your proof are routed separately and reviewed separately. Each file within an individual files proof can be opened in Spark! and routed in Approval Manager separately. Notice in the image above how there are two files with the proof name Food labels. Each of these files belong to the same proof but can be reviewed separately.
• A group proof (the third item in the worklist image above) specifies that all the files within the proof are routed together and reviewed together. The proof isn't considered complete until all files within the group proof have been reviewed. You can navigate the files within a group proof by clicking on the arrows next to the thumbnails or clicking and dragging left or right on the thumbnails. 

2. Click the Review button. Spark! will open in a new browser window and will display the proof file(s).

If you open a group proof, you will be taken to the Group View page, where each file in the proof is displayed in a tiled layout. You will have to click on these individual files to open them for review. For more information on Group View page, read Group View Layout.

Users may be prompted to install Microsoft Silverlight if it is not installed already.

3. Examine the proof. Add notes, comments, and draw arrows and boxes on the proof as necessary. These will be seen by other reviewers.

4. Pick an approval status of Approve, Approve with Changes, or Reject (located in the upper-right corner of the page) and provide a clear explanation of your reasons for choosing that particular approval status. Your review status will be recorded and your rationale may guide the direction of future work.

Related Topics

• The Spark! Reviewer's Handbook
• Using Common Spark! Proofing Tools
• Spark! Setup and Configuration