Workfront Proof (ProofHQ) discontinued! Here’s the best replacement for your creative workflows

Introduction

Your teams are all set for the new year. Workflows seem to be running smoothly, feedback sharing is easy, collaboration is on point, and clients are happy. Then, BAM! Adobe hits you with some unexpected news. And now, it’s not just the calendar you’re changing this January

Adobe’s decision to discontinue its standalone proofing service, Workfront Proof (formerly known as ProofHQ), has left many creative teams at a loss. 

After ProofHQ joined forces with Workfront in 2015, it became a trusted tool for many creative teams. Now, with Adobe pulling the plug on Workfront Proof, many users find themselves at a crossroads, uncertain about where to find the best Workfront Proof (ProofHQ) alternative.

We all know the frustration that comes with having our usual workflow disrupted. To top it all off, the search for a new tool with familiar proofing functionalities can feel like finding a needle in a haystack. 

In this article, we will discuss one of the best tools for review and approval processes, but before we do, let’s try to understand what’s going on with Workfront Proof and what it means for you. Also, how are you going to manage this change? 

Why is Adobe Workfront discontinuing Workfront Proof/ProofHQ?

In its software sunset email, Adobe said that they’re saying goodbye to the standalone version of Workfront Proof. It seems like they are now focusing on adding the proofing capabilities within the Workfront platform itself. Hence, they’re officially stopping renewals as of January 2024. Bummer, right? 

Well, if you’re already using Workfront proof, you can still use it until your contract renewal date for the fiscal year 2024 (FY24). But what after that? How will the announcement affect your work?

Potential challenges

• Adjusting to the discontinuation of the standalone licensing option means adapting to a new way of managing and reviewing creative assets. It can be a totally different route to work and may take some time to restore the usual productivity. 

• Your current proofing process might include other creative tools or project management platforms. Finding a solution that perfectly fits your tech stack can be a real challenge.

• Shifting all your existing projects, proofs, and data from Workfront Proof to the alternative solution requires careful planning and execution. You might even have to manipulate some data to save it from potential data loss during the migration process.

• You will have to inform your clients of the change and bring them on board without annoying them with all the know-how of the new platform. 

• While sorting this all out, you also need to make sure that your planned projects, ad campaigns, etc., do not fall behind schedule. 

Overall, the switch from Workfront proof may pose some initial challenges to the way you work. As a solution, Adobe has tried to offer a makeshift solution to its users. 

How can existing users deal with Workfront ProofHQ discontinuation?

Now, here’s where it gets interesting. Adobe dropped a little hint in its mail about another tool in its portfolio. Since you’ll need an alternative solution once your current license expires, they suggest exploring Frame.io. But honestly, the description they have provided doesn’t make a strong case for Frame.io to be a good alternative. 

Is Frame.io a suitable replacement for Workfront Proof users?

Frame.io is a cloud-based platform designed specifically to streamline video production workflows, particularly around collaboration, review, and approvals. Initially launched in 2014, it was later acquired by Adobe in 2021. 

Frame.io is mainly known for handling top-tier video production workflows. When it comes to non-video file types, its support has been somewhat limited. Therefore, it might be an overkill if your projects are not video-heavy. 

Here are some of the additional factors that you must consider while choosing Frame.io for your review and approval process:  

• Frame.io doesn’t handle the same types of assets as Workfront Proof, and it lacks automated workflows. Also,it may lack features you rely on for specific annotation or detailed proofing.
• Users may have to convert unsupported file formats into PDFs before they can be reviewed on Frame.io, leading to time-consuming tasks.
• Some users may find the user interface a bit tricky to navigate. They might have to go through a learning process to set up their workflows. 
• The free version of Frame.io comes with limited storage (just 2GB) and is only suitable for two users and two projects. Also, the paid version might cost more than your current Workfront proof plan, hitting your budget hard.
• Frame.io might not integrate well with your current tools, creating workflow gaps. You might have to switch through multiple tabs to get things done. 

So what can be done? Frame.io has its perks, sure, but is it a viable solution that aligns perfectly with your organization’s needs? Or, is there a better one-stop solution?

ProofHub: the best Workfront Proof/ProofHQ alternative for creative workflows

ProofHub is a robust project management and team collaboration software with one of the best online proofing platforms for modern creative teams. Started as a proofing tool, it has since evolved into a full project management and collaboration platform. 

With its diverse set of features, all project-related activities that would normally require multiple apps can be managed from one location. Instead of jumping between different tools for planning campaigns and organizing files to taking requests and sharing feedback, ProofHub keeps everything organized in one place, saving you time and reducing confusion.

Why ProofHub stands out

While many proofing tools available in today’s market effectively cut down the time on the review and approval process, here are some of the reasons that make ProofHub a preferable choice over others: 

1. Proofing as a core feature

When it comes to proofing, ProofHub offers a range of features to facilitate collaboration and refinement. Users can annotate files directly within the platform, making it easy to communicate in-context feedback. After making the revisions, team members can mark suggestions and feedback resolved for clarity.  

ProofHub lets you make multiple versions of a file, share them with team members, and save them all in one place. It helps keep everyone on the same page, making collaboration easier and ensuring everyone works with the latest file version.

Plus, the ability to tag stakeholders with controlled access permissions is great for keeping everyone in the loop. Clients can easily review the creative assets and share feedback on them without even creating a ProofHub account. 

With ProofHub, you can ensure your review and approval process is covered all the way through. As one of our clients puts it

“ProofHub” said it all. I almost pulled out my credit card before even testing it.

More insights from satisfied users below. 

2. Flat pricing model for growing teams

With ProofHub, you have the freedom to scale your teams as needed without breaking the bank. Our flat pricing model means you can increase the size of your teams at will without worrying about per-user fees or hidden costs. 

Just Flat $89/month (when billed annually) for unlimited users and unlimited projects.

In other words, you can add or remove clients, stakeholders, or external collaborators, anytime without any need for upgrading to higher pricing tiers. Whether you’re a growing startup or an established enterprise, ProofHub adapts to your needs without compromising your budget. Check out the pricing plans in detail.

3. All-in-one project management toolkit

Apart from proofing, ProofHub significantly boosts productivity for teams of all shapes and sizes with its comprehensive suite of project management features. You can easily categorize your projects to suit your workflows, ensuring clarity and organization from start to finish. 

With several task management features, you can easily plan and assign tasks to team members and view the progress across four different views. Be it the structured timeline in Gantt charts or the agile workflow of Kanban boards, ProofHub caters to almost all kinds of working styles seamlessly. 

Plus, with the ability to generate reports you can easily manage your resources and communicate the progress with stakeholders. With ProofHub, teams can easily handle the complexity of projects and stay ahead of deadlines. 

4. Customizable workflows

ProofHub isn’t just one of the best design feedback tools. It offers features that are useful for all types of projects, allowing teams to customize workflows to fit their specific needs.

You can visualize your work as you want. Create as many stages as you want within your workflow to track changes and address various aspects of your processes. This level of visibility allows the team to stay on track and deliver high-quality work on time and within budget.

5. Comprehensive collaboration features 

ProofHub offers a range of online collaboration features that help your teams exchange creative ideas and develop a robust strategy. You can create exclusive discussion boards to keep contextual conversation organized in one place. 

Meanwhile, you can also use instant chat for communication and file sharing with individual team members.

Furthermore, you can utilize forms to manage and review client design requests and feedback effectively. 

Let’s take a look at how proofing works in ProofHub.

How to proof files using ProofHub

ProofHub makes proofing fairly easy and intuitive for teams. It allows teams to review, provide feedback, and approve files within a centralized platform. Users can upload various file formats, such as PDFs, images, and spreadsheets, and collaborate effortlessly with team members. 

PoofHub offers features like markup tools, commenting, resolving comments, approving files, sharing with external users, and file versioning to streamline the proofing process.

1. Internal team review and approval process

• Start by uploading the file you want to proof into ProofHub from your computer or third-party applications.

• Double-click on the file to open it in the preview or proofing window. Take time to preview the content of the file.

• Use markup tools like rectangular boxes or arrows to highlight areas for improvement directly on the file. Alternatively, write comments in the provided comment field.

• If there are existing comments from other collaborators, reply to them by clicking on the Reply icon and typing your response.

• After addressing or implementing suggested changes, mark comments as resolved by clicking on the Resolve icon.

• Once all comments are resolved and you’re satisfied with the changes, click the Approve button at the top-right of the page to send your approval for the file.

2. External review and approval process

• Share with external users: Right-click on the file, select “Copy link,” and share the proofing link with external reviewers who are not part of the ProofHub account. They can provide feedback through the shared link.

• External user workflow: External users click on the shared link, provide their email addresses, and log in. They can review the file and provide feedback using ProofHub’s proofing tools.

3. Other key aspects of using ProofHub for proofing

• File versioning: Users can upload new versions of files and maintain a version history. Right-click on the file, select “Upload the new version,” and follow the prompts. You can view version history and revert to previous versions if needed.

• File compatibility: ProofHub supports various file formats for proofing, including PDF, JPG, PNG, GIF, and BMP. For unsupported formats, users can still post comments to share feedback.

• Task/Topic assignments: If a file is attached to a task or topic, only assigned users can view the file and participate in the proofing process.

By following these steps, teams can effectively collaborate, provide feedback, and approve files, both internally and externally, ensuring project accuracy and efficiency.

How does ProofHub stack up against ProofHQ & Frame.io? 

Real users experience

“You don’t realize how much time you waste every day proofing via email until someone shows you a better way. ProofHub is the way to go!”

– Delia Jalomo

Two ladies, one website, and lots of collaboration

Design By Delia, led by Delia, is a freelance design agency based in Dallas, Texas, specializing in efficient, elegant, and mobile-responsive solutions. With over 20 years of experience, Delia has worked with both large agencies and smaller businesses, always prioritizing workflow efficiency to drive profitability and reclaim work-life balance.

Like many creative agencies, Delia struggled with email overload. Sending back-and-forth emails to get reviews and feedback led to confusion and delays in getting work done. She needed a better way for her team and clients to communicate and collaborate.

Delia found ProofHub, a project management tool with online proofing features. She decided to give it a try and was impressed right away. With ProofHub, Delia could organize projects, share files, and get feedback from clients—all in one place. Her clients also loved collaborating on ProofHub.

“I set up my first project and invited my first client, Isabel of isabelsadurni.com, and used ProofHub in the end states of the development process. We fell in love with it overnight, as we were able to finish our work so much faster than we thought we would.”

Here are some of the key benefits experienced by Delia: 

• Easy and quick proofing: ProofHub allows for easy exchange of drafts and feedback, making the review and approval process faster and more efficient. 
• Organized projects: Delia can effortlessly organize projects, tasks, deadlines, and files—so nothing gets lost in the shuffle.
• Better communication: ProofHub keeps all project discussions and updates in one spot, making communication smooth and hassle-free.
• Enhanced visibility: Delia and her clients get a clear picture of what’s happening with each project, making it easy to spot any issues and keep things on track.
• Improved meeting efficiency: With ProofHub, discussions happen in real time, files are shared instantly, and decisions are made faster, making meetings more productive.
• Enhanced overall productivity: By streamlining proofing, Delia gets more done in less time, delivering top-notch work efficiently.

Here’s what Delia’s client/collaborator Isabel Sadurni, a Brooklyn-based filmmaker and feature film Editor, has to say about ProofHub: 

“ProofHub is the ultimate remote productivity hive where in a couple of hours of exchanging drafts, comments and chats between NYC and Dallas, we collaboratively shaped a raw idea into a refined working model that we love. Who needs a meeting room?

ProofHub allows us to see working ideas put immediately into action, comment on them or chat about them, so that we can move to the solution-phase faster. The to-do list allows me to see what needs to be done, so that I could nail it while Delia is working on something else. It also helps us make sure nothing falls through the cracks.

Overall, ProofHub helps us improve coordination, communication and project execution.”

Testimonials

Here’s how ProofHub has made its users happy: 

“We tried so many tools (Basecamp, Trello, Asana, etc,) we could find in the workplace for project management and team collaboration, and then we tried ProofHub. It turned out to be the best decision we made as this powerful and intuitive tool helped our team to be more efficient, productive, task-oriented, and collaborative. We were able to review and proof files quickly with its Online proofing tool and Automatic reminders made sure we never missed out on anything important. And yes, the customer support team has been excellent in promptly resolving our queries and addressing any issues.”

• Arzu

Digital Marketing Manager in Türkiye

“We are a team operating in a hybrid setup and have been using it for the last two years. Since then we have never looked back. Its user-friendly interface doesn’t overwhelm our employees. Its online proofing feature is something that stole our hearts from the very beginning. Also, we don’t need Slack anymore due to the built-in chat available.”

–  A verified Capterra reviewer

 “One of the most impressive things in the software is its kanban boards. We have created team-specific workflows, and everyone just loves moving the tasks through stages. I’d also like to highlight the time tracking and online proofing features – two amazing features for boosting team productivity. Overall, the tool is quite impressive and is a great option at the cost it comes at.”

• Saurabh 

Digital marketing executive in India

“Before using ProofHub, we usually had to use emails and other apps to share files to review and proof documents and designs. But, since we have been using ProofHub, it has been easier for us as now with its proofing feature we can do proofing and reviewing of documents and files in real-time, therefore, saving a lot of time.”

Sergey Z 

Marketing Manager

Get started with ProofHub

Change is never easy, especially when it’s unavoidable and pressing. Migrating from Workfront can be disruptive, with challenges like learning new interfaces and potentially losing valuable time during data migration. However, don’t let it hold you back. Instead, use this change as a springboard for better productivity.

Switch to ProofHub. It’s the all-in-one solution you’ve been waiting for. ProofHub offers a smooth solution with an intuitive interface,  like easy-to-use annotations and centralized discussions, and robust project management functionalities. Version control ensures your team always works on the latest version, and task management keeps everyone on track. With ProofHub, you can streamline workflows, boost collaboration, and keep projects moving forward smoothly.