Everything that happens to an artwork is kept in its history: uploads, links, emails, comments, decisions and resets, with who did it and when. Entries can't be edited or removed. The one exception is a comment: when its author edits or deletes it, its entry changes with it.
The timeline#
Open it from the Approvals page with ⋯ → History on the artwork's row, or on the proof page from the History tab (also ⋯ → History and reviewers). The newest entry is on top, and it covers every version and every link of the artwork.
| In the timeline | API label | API kind | What it records |
|---|---|---|---|
| v2 uploaded | Version uploaded | uploaded | A version was uploaded or sent from Files: its number, file name and notes, and the version number of its file in Files. |
| Simple link created for v2 (or Advanced link, 3D proof link) | Share link created | link_created | A link was made: Simple, Advanced or 3D, and its reviewers. Every upload makes the version's Simple and Advanced links. |
| Simple link emailed for v2 | Link sent to reviewers | sent | A link was emailed: to whom, and the message. |
| Approved v2, or Rejected v2 | Decision | decision | A reviewer approved or rejected: the general comment, the status after it, and whether the address was verified by an invitation link. |
| Reset to pending (was approved) | Reset to pending | reset | A team member reset a link to pending: the reason, the status before and the decisions it cleared. |
| Comment on v2 | Comment | comment | A comment: the start of its text, and its page, the 3D proof, or general. |
Each entry shows when it happened and who did it: the team member's name, or the reviewer's name or email. On the proof page, the reload button at the top of the list fetches entries made since you opened it.
The History tab also lists the link's Reviewers, with their role, their decision and when they made it, and the link's status. Team members find Reset to pending there (see Decisions, locking and reset).
The decision record#
Every approval and rejection keeps what you need to show later what was approved, by whom:
- the reviewer's email address and name, the decision and their general comment;
- whether the address was verified by the personal link of an invitation email;
- the fingerprint (SHA-256) of the exact file that was approved;
- the link it was made on (Simple or Advanced, and whether it offered 3D), the views that link offered and the views the reviewer actually opened;
- the confirmation text the reviewer ticked when approving;
- the reviewer's IP address and browser;
- the link's status after the decision.
The History dialog shows the decision, the comment, the status after it and a note when the address wasn't verified. The whole record, with the fingerprint, views, IP address and browser, is in the artwork's history in the API (see Approvals API).
What reviewers see#
Reviewers get a shorter timeline on the History tab:
- every version upload of the artwork, with its number and file name;
- the creation of their link, its decisions, resets and comments, and when it was emailed (without the addresses or the message);
- their own comments on other links of the artwork.
It leaves out your team's names, version notes, reset reasons, who was emailed and email messages. Other reviewers' addresses are masked. Signed-in team members see the whole timeline on the proof page too.
Decision emails#
When a reviewer approves or rejects, the shop gets an email right away:
- To the team member who made the link (for a version's own Simple and Advanced links, whoever uploaded it), or to the team's administrators when the link has no maker.
- Subject: the reviewer and the decision, for example "Sam approved Carton 200 v2" or "Sam rejected Carton 200 v2".
- Body: the reviewer's general comment, the status of the link after the decision, a note when the reviewer's address wasn't verified by an invitation link, and a link to your Approvals page.
There is one email per decision. Comments, uploads and resets don't send email, and decision emails can't be turned off or sent to other addresses today.