Getting started

ProofNow is an online proofing and approval tool built natively for monday.com. Share design and creative files straight from a board item, run them through ordered review stages, collect pixel-precise annotations, and capture sign-off, all without leaving monday.com. Reviewers with monday access work right inside the item view, while everyone else reviews in the external app at app.proofnow.io using a link sent to their email.

Key concepts

A quick glossary before you start:

• Proof: a set of files sent for review. A proof belongs to a monday item, has an owner, a deadline, and a review workflow.
• Version: each round of a proof. Publishing a new version keeps the comments, reviews, and history from earlier ones, so nothing is lost.
• Workflow: an ordered list of review stages that a proof moves through.
• Stage: a step in a workflow with its own reviewers. Each stage has at least one approver and an approval policy. Any one, all, or a set number of approvers must approve before the proof advances to the next stage.
• Reviewer: anyone invited to a stage. Reviewers can be teammates with monday access or external people invited by email.

Installation

1. Install ProofNow from the monday marketplace.
2. Specify the workspaces where the app should be installed.
3. Click Install.

Once installed, open any board and add the ProofNow board view to start configuring it.

Setting up your board

Before creating proofs, configure the board once so ProofNow knows where your files live and how reviews should run.

1. Map your board columns

Map the monday file column where your assets live, then map the columns for the proof name, description, and deadline. You also choose how proof details, such as the current status and stage, sync back into your board, so the board always reflects where each proof stands.

2. Build a reusable workflow

A workflow is an ordered list of review stages. For each stage you add reviewers and pick an approval policy: whether one, all, or a set number of approvers must sign off before the proof moves on. Every stage needs at least one approver.

Set up nudges on a stage so reviewers are reminded automatically as the deadline approaches, with no need to chase them by hand. Workflows are reusable, so you build them once and apply them to any proof on the board.

Creating and reviewing proofs

Create a proof from any item

Open a board item and switch to the ProofNow view. Pick the files from your mapped column, choose a workflow and a deadline, and create the proof. It’s automatically sent out for review, and the first stage’s reviewers are notified right away.

Review and annotate

Reviewers with monday access click Open proof in the item view to review and leave pixel-precise annotations and threaded comments directly on the file. They can approve the proof or request changes.

External reviewers review the same assets in the external app (app.proofnow.io). They receive a direct link in their email notification and don’t need a monday account.

Track progress without leaving monday

The item view shows every stage, who has approved, and who is still pending. Status and current stage sync back into your board columns, so you can see at a glance where each proof stands. Proof owners can nudge reviewers with a reminder at any time.

Publishing a new version

When a proof needs changes, upload the new file to the mapped column, then hit Publish new version in the item view. Earlier versions keep their comments, reviews, and history, so you always have the full audit trail and can compare rounds side by side.

Working with people outside monday.com

Add anyone as a stage reviewer by email. External reviewers get their own link and only ever see the stages they are part of, with no monday account required.

Supported files

ProofNow previews a wide range of formats in the browser, including:

• Images: PNG, JPG, GIF, WebP, SVG
• Documents: PDF, Word, Excel, PowerPoint
• Video and audio: MP4, MOV, MP3, WAV
• Creative files: PSD, AI, INDD

For the full list of every supported extension, including design and download-only formats, see Supported files.

Adobe plugins

ProofNow also ships UXP panels for Adobe InDesign, Photoshop, and Premiere, so you can send a proof for review straight from your creative app. Files are rendered locally using your own licensed Adobe app, so they’re never sent to a third-party conversion service.

For more details, contact us at [email protected].