An artwork keeps every file you upload for it as a numbered version: v1, v2, v3. A reviewer asked for changes? Upload the corrected file as the next version of the same artwork, so its history, comments and decisions stay together.
Upload the next version#
- On the Approvals page, open the artwork's ⋯ menu and choose New version.
- Drop the corrected PDF on the dialog, or click to choose it (up to 200 MB). To use a PDF that is already in Files, choose Choose from Files instead (see Proofs and Files).
- Add Notes on what changed, for example "Barcode moved, text corrected". Notes are optional.
- Choose Upload.
The version gets the artwork's next number and the row shows it straight away. Versions are never replaced: v1 stays as it was, with its links, comments and decisions.
When the corrected PDF went into Files first, the row says v6 available (the file's version number) and Send v6 for approval does the same in one step (see Proofs and Files).
What every upload prepares#
For each new version the app:
- keeps the PDF in Files, as the next version of the artwork's file (see Proofs and Files);
- keeps a fingerprint of the file (its SHA-256), which every decision records, so you can always tell which file was approved;
- reads the names of the spot colours in the PDF, and whether it uses overprint;
- makes the version's Simple and Advanced links (see Share links: Simple and Advanced);
- starts preflight (the badge on the dashboard) and the print preview of its separations;
- logs "v2 uploaded" (with its own number) in the history, with the file name and your notes.
The version's note shows in the proof header, next to the version number, so a reviewer can see why it was saved. The history line still names the version and the file.
Share the new version#
A link belongs to one version. After an upload, share the new version: its links are in Share on its row. The links you sent for older versions keep working, so reviewers who open them can still read the proof and its comments.
Emailing the new link to the same reviewers makes them approvers of the new version, as they were of the old one (see Reviewers: invitations and identity).
Switching versions in the proof#
Every link shows all versions of its artwork, older and newer. When there is more than one, the header has previous and next (and the left and right arrow keys) as well as the version menu (in the ⋯ menu on a phone). The version the link asks about is marked for review, approved or changes requested. Compare wipes this version against the one before it. See Artwork inspection.
When a reviewer looks at another version, a strip under the header says so: comments and decisions apply to the version of the link. Comment, Approve and Reject only work on that version, and the 3D proof shows only that version. The button in the strip (Show v1, with the link's own number) goes back to it.
Reviewers can download the version they are looking at from ⋯ → Download this version (PDF). Your team downloads the latest version from the dashboard's Download PDF, or any version through the API.
Superseded versions lock#
As soon as a newer version is uploaded, the older versions are superseded: their links can no longer be approved or rejected. A reviewer who opens one sees that a newer version was uploaded, and when, with a button to look at it, and is asked to get a link to the newest version from you. Their comments still work, and every decision made before stays in the history.
This keeps a late approval of an outdated file from reaching production. If a version was uploaded by mistake, there is no way to delete it today: upload the right file again as the next version (or send the right version from Files).
Pages and large files#
- A proof drawn from the PDF shows every page. A proof drawn from the separations (Advanced links, and Simple links of files that use overprint) shows the first 100 pages, and a longer file says so when it opens.
- The page a reviewer comments on is recorded with the comment, so comments stay on their page in multi-page files.