Proofline Support

Proofline keeps each document, revision, reviewer comment, reviewer approval, final approval, print request, and publish request together in one record.

Start with Needs your attention on the Dashboard. It highlights anything waiting for you and links directly to the relevant part of the document page.

Proofline should not ask you to review the current version again once you have already marked yourself happy with that version. If you are an approver and a document is ready for final approval, the Dashboard message says that clearly.

The app also has a Help menu, plus small ? help links on upload, review, print, and publication sections.

Sign Up And Log In

Open your Proofline site and choose Register. Enter your name, email address, and a password of at least 12 characters. Proofline creates a user name from your display name; you will use that user name to log in later.

Choose Log in and enter your Proofline user name and password. User names are shown with an @ in the app, but you can type the name with or without the @.

The first account on a new installation becomes the initial admin, reviewer, and approver. This message is only shown to the first person registering.

Update Your Profile

Select your @user name in the top navigation to open your profile. You can update your email, display name, role, mobile number, WhatsApp preference, mention email preference, and password.

• User nameYour short Proofline name. Other people can mention you in comments with this name.
• NameYour display name on documents, comments, approvals, and requests.
• RoleYour job title, team role, or other useful description.
• Email mentionsTurn this on if you want an email when someone mentions your user name in a comment.
• ReviewerYou can check documents, leave suggested changes, and mark yourself happy with a revision.
• ApproverYou can give final approval once the review is ready.
• AdminYou can manage users, settings, backups, print progress, publication progress, and archived projects.

Your profile also shows Your archived documents, which are approved documents you submitted that have been archived.

Start From The Dashboard

After logging in, open the Dashboard and choose Submit new document for review. The dashboard is also where you will return to track your submissions, review queue, print requests, and anything that needs your attention.

Complete The Review Form

• TitleUse a clear name. Do not include a version number such as "v1"; the title applies to every revision.
• DescriptionAdd any context reviewers need, such as audience, deadline, known concerns, or print purpose.
• Send to print after approvalTick this if the approved document may need printing after approval.
• Publish on Internet after approvalTick this if the approved document may need online publication after approval.
• File or linkUpload one file up to the limit shown on the page, such as 500 MB, or paste a Dropbox, Google Drive, OneDrive, or similar external link.
• Revision noteExplain what this version is, for example "first proof", "printer-ready PDF", or "updated copy and photos". The page shows the minimum approval time; if the review is urgent, say so here.

What Happens Next

Proofline creates a reference such as PL-2026-0001, stores version 1, and shows the document under Your submissions on your Dashboard. Reviewers see it in Awaiting review if they have reviewer access.

Admins set the minimum review period. The earliest approval date is shown on the document and dashboard.

Respond To Comments

If reviewers request changes, the task moves into a changes requested state. Open the task, make the edits in your document, then upload a new revision or provide a new external link.

When uploading a revision, tick any open comments that the new version addresses. Proofline keeps those comments in the history and records which revision addressed them.

If you are not going to revise the document, use Not updating this document? on the upload revision screen. You must enter a reason explaining why the reviewer comments are not being addressed. Proofline records that response with the comments and notifies reviewers.

Review A Document

• Find workOpen the Dashboard and look at Needs your attention or Awaiting review.
• Use the checklistThe Review checklist near the top reminds you to download or open the current version, add comments if needed, or mark yourself happy.
• Add commentsUse Suggested changes for changes, questions, or concerns. Comments attach to the current revision.
• Mark happyIf you are happy, use "I'm happy with the current revision" in the Approve panel and add an optional note.

Who Is Happy With This Revision?

The Approve panel shows which reviewers have marked themselves happy with the current revision. If you have already done so, Proofline says You have indicated you are happy with this. It also lists other reviewers who are happy, or says that no other reviewers have done so yet.

Final Approval

Marking yourself happy is not always the same as final approval. It records that you have checked the current version and do not need changes.

Final approval means the document is accepted and can move on to any requested printing or publication work. If the minimum review period has passed and reviewer comments have been addressed or explained, approvers see a final approval action in Needs your attention. If the minimum review period has not passed, admins may see Force approve controls and must give a reason.

If Proofline automatically approves a document after the minimum review period because no reviewer requested changes, the document page says so in the status panel. Approvers are also notified when this happens.

Create A Print Request

Print requests are available after the document is approved, if Send to print after approval was selected when the document was submitted.

• PaperChoose A3, A4, A5, or A6, then choose 80gsm, 130gsm, or card.
• QuantityEnter the number of copies needed.
• FoldingChoose none, Z, half, roll, tri, concertina, double, gate, cross, map, or square folding.
• DeliveryEnter the date required and the delivery address.
• AuthorisationEnter the ward or budget, requested-by name, and reason for printing.

If there is already an active print request, Proofline warns you and asks you to confirm before creating another one. If a print request has already been completed, Proofline asks you to confirm that you really want to print more copies.

Track Printing

Print requests appear on the dashboard. The broad lifecycle badge for active print work is Printing/delivery, with the detailed status shown separately: sent to printers, in production, dispatched, delivered, or received.

Admins can add an order reference when work is sent to printers. When a request is dispatched, admins can add courier, tracking number or ID, and a tracking URL. The submitter is notified of dispatch details when they are provided. Once delivered, the submitter or an admin can mark the print request received.

Create A Publish Request

Publication requests are available after the document is approved, if Publish on Internet after approval was selected when the document was submitted.

• PlatformsChoose one or more platforms, or choose All appropriate platforms.
• DetailsAdd any notes that will help the publishing team.
• DatesUse Do not publish before and Suggested publish date/time if timing matters.
• Content ideasAdd a suggested headline, post text, caption, or image/video notes.

If you submit without choosing any platforms or All appropriate platforms, Proofline asks you to choose at least one.

If there is already an active publish request, Proofline warns you and asks you to confirm before creating another one. If a publish request has already been completed, Proofline asks you to confirm before creating another request.

Track Publication

The request status shows whether publication has been requested, is in progress, has been published, or is complete. Admins can update individual platform statuses, add notes, and add published links. If a published request looks right, mark it complete.

Archiving is available for approved documents when all requested follow-up work is finished.

• No follow-up requestedAn approved document can be archived if it did not require printing or publication.
• Printing requestedAt least one print request must exist, and all print requests must be marked Received.
• Publication requestedAt least one publish request must exist, and all publish requests must be marked Complete.

When you select Archive, Proofline keeps the newest revision and removes older revisions from that document. Archived documents are removed from active Dashboard queues. Submitters can see their archived documents on their profile page. Admins can see all archived projects from Admin settings.

• Needs your attentionWork that is waiting for you now, including revisions you need to upload, current-version reviews you have not completed, final approvals for approvers, delivered print requests waiting for receipt confirmation, publication requests waiting for completion, and admin print or publish work.
• Your submissionsDocuments you uploaded for review.
• Awaiting reviewDocuments waiting for you to check. This may include active documents, but Needs your attention should not ask you to review a current revision you have already marked happy.
• Your print requestsPrint work connected to documents you submitted or requested.
• Your publish requestsPublication work connected to documents you submitted or requested.
• Print queueOpen print work across Proofline.
• Publish queueOpen publication work across Proofline.
• Admin controlsExtra queues and actions for administrators who manage missing post-approval requests, print progress, and publication progress.

Proofline sends a welcome email when a user first registers, including a link to the app. It can also email users when their access changes, such as when they are made admins, approvers, or reviewers. These emails explain what the role means.

Submitters are notified when reviewers request changes, mark a revision happy, approve a document, or dispatch print work. If printing or publication was selected when the document was submitted, approval emails ask the submitter to create the relevant request.

Approvers are notified when a document is automatically approved after the minimum review period. If you have Email mentions turned on in your profile, Proofline emails you when someone mentions your user name in a comment.

User Management

Admins can edit user details and roles, suspend users, and remove users from the app. If a removed user is connected to older documents, comments, reviews, or requests, those entries stay visible but show Deleted user instead of the person's name.

Admin Settings

• Minimum review daysThe normal waiting period before final approval.
• Maximum direct upload MBThe largest file size users can upload directly. The upload screen shows this limit.
• LicenceThe installation licence status. Admins can see when licence registration details were sent to Hexela and can send them manually. Passwords and secret values are not included in licence registration messages.
• Email deliveryThe app URL for email links, SMTP settings, sender details, reply-to address, and test email.
• Publish platformsThe list of places users can request publication to, such as websites or social media channels.
• Backups and restoresAdmins can download a backup containing app data, settings, and uploaded files. They can restore from a backup using the restore form. Restoring replaces the app database and uploaded files, while keeping the current installation licence.
• Server controlRestart or update Proofline where the installation supports it.

For Proofline support, email Hexela with a short description of the issue. If the issue is about a specific review, include the task reference, such as PL-2026-0001.

If you are reporting a problem with a document, include whether it was an upload or external link, what role you were using, and the step you were trying to complete.

Before You Write...

• Cannot submitCheck that you provided either an upload or an external link, not both, and that uploads are under the limit shown on the page.
• Cannot reviewCheck your profile to see whether you have reviewer access.
• Cannot approveCheck that you have approver access, the minimum review period has elapsed, and the current revision is ready.
• Cannot request printCheck that Send to print was selected on the task and that the task is approved.
• Cannot request publicationCheck that Publish on Internet was selected on the task and that the task is approved.
• Cannot archiveCheck that the document is approved and all requested print or publication work is complete.