Proofing Task Option

When creating client tasks, the Proofs option allows you to attach files and quickly send them to clients to view, annotate, and approve directly in their Motion.io portals. This article will cover how to create and properly utilize Proof Tasks.

File Attachment Tasks vs. Proofing Tasks

In Motion.io, there are two different options that allow you to attach files to tasks, each with a specific purpose:

Files Option - If you'd like to share a file with a client (for example you'd like to send marketing material, meeting minutes, or a receipt) this task option will give your client the option to view, download and save that file.
Proof Option - The Proofs option is what to use when you want clients to view, annotate, approve or request edits on a file you're actively collaborating on.

📣 Note: While this article is about about collaborating with Proofs tasks, you can learn more about using the attach files option by clicking here.

How to Create a Task for File Proofing

After creating a new task or clicking the edit icon (see example), click "Proofs" under the "Attach" section of the task composer.

In the modal that opens after clicking "Proofs", upload the files you want to attach to the task.

After sending your task, clients can mark files as “Approved” or “Changes Requested,” pinning any comments directly on the files you attached.

How Feedback & Approval Works on Tasks with Multiple Files

In scenarios where you've uploaded multiple files, your client can easily toggle between them by clicking the thumbnails.

Image Approval Task with multiple attached files

How to Access, Download, and Share Proof Files

Once clients approve proof files, they will be automatically added to the project's Files page under "Approvals."
To view proof files, you can either find them under the Files page or within the Task itself.
To download a proof with annotations, open the task and click the blue "Export Annotations" button.

👋 Tip: Want to give your client access to proof files? Learn more about sharing files, creating folders, and overall file management in Motion.io by clicking here.