Proof Task Option

Using Proofing & Versioning Tasks in Motion.io

Proofing tasks in Motion.io make it easy to share creative assets with your clients, collect actionable feedback, and manage approvals—all from a single, centralized location. With built-in versioning, there's no need to create new tasks for each revision. Clients can review files, leave comments, and mark approvals in a streamlined, user-friendly flow.

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.

How to Create a Proofing Task

To get started, head to the Tasks page in any project or template and click “Create Task", or edit an existing one. From the task type options, select “Proofs.”

In the file upload modal, drag in your assets. Once uploaded, assign the task to your client and click send. Motion.io will handle the rest, notifying your client and prompting them to begin reviewing.

The types of files you can attach to a proof task include:

• Single-page PDFs
• Multi-page PDFs
• Videos
• Images

What Clients See in the Portal

In the client portal, each proofing task will show a clear list of all uploaded files. Each file is marked with a version number—starting with V1 by default.

For each file, clients can:

• Approve the asset immediately if no changes are needed
• Request changes by adding annotations and tagging your team with comments

If the task includes multiple files, the client must review each one before they can complete the task. Once done, the task is automatically marked complete in your admin dashboard.

Managing Feedback

In the task's left sidebar, your team and clients can leave general comments about the task. These are helpful for overall context or high-level notes that apply to the full set of deliverables.

For more targeted feedback, annotations are now tied directly to each individual file. When reviewing a proofing task, click on a specific file to open it. You’ll see numbered annotation markers wherever the client left feedback. Click on any number to open the comment thread tied to that annotation. You can then reply directly in that thread, keeping the conversation focused and easy to follow.

To review all files and their feedback efficiently, use the arrow toggles at the top of the file viewer. This lets you quickly flip through each file in the proofing task, viewing all comments and approvals without needing to jump back to the task overview.

Managing Versions and Revisions

If a client requests edits, Motion.io makes it easy to keep everything organized. You don’t need to create a new task—just update the existing one with a new file version.

To do this:

1. Click “Edit” on the original proofing task
2. Scroll to the file that needs revision and click the three-dot menu
3. Select “Add New Version” and upload the updated file

After saving, you’ll be prompted to reactivate the task. Clicking “Yes” will send a notification to your client that a new version is ready to review—Motion.io will handle the reminders until they leave feedback or mark it approved.

Need to reference a previous version? No problem. Both you and the client can toggle between versions using the dropdown menu next to the file.