Picture this: You’ve finely created your workflow with Workfront Proof, ensuring seamless collaboration, streamlined approvals, and impeccable project delivery. Everything seems perfect until you get an email from Adobe that changes everything. 

As of early January 2024, Adobe officially announced the discontinuation of Workfront Proof. What many users may not have known is that this journey began in 2019 when Adobe acquired Workfront (formerly ProofHQ). 

Now, you face the formidable challenge of seeking a new platform, disrupting established processes, and navigating uncharted territories. If you’ve sensed this transition coming, know you’re not alone.

This article will answer your questions, providing more clarity than Adobe’s communication did. While Adobe suggested that you explore alternatives to your needs before the year concludes, here we will present you with an option that will satisfy your organization’s needs and exceed expectations in proofing and approvals processes.

Let’s get started.

Unraveling Adobe’s Decision to Discontinue Workfront Proof

In early January, Adobe’s “software sunset” email informed customers that after integrating proofing capabilities within the Workfront platform to its products, they’ve decided to discontinue the platform for stand-alone users. This means even renewals as of January 2024 will cease. Users might continue to use the product until your FY24 contract renewal date but will need to have an alternative solution at that time.

Here are three big issues with Adobe’s message: 

• Endorsement Lacking: Adobe’s email didn’t firmly endorse Frame.io as a Workfront Proof replacement; they only suggested vaguely that users “explore other Adobe products.”
• Data Extraction Uncertainty: The email hinted at manual extraction via API, recommending Workfront partner collaboration, raising questions on costs and customer responsibility.
• Proof Handling Ambiguity: Lack of guidance on storing extracted proofs, replicating workflows, and restarting operations causing uncertainty for creative teams on Workfront Proof.

The Pros and Cons of Transitioning to Frame.io

Let’s dig a bit deeper into Frame.io and evaluate if this tool could satisfy your team’s proof and approvals needs. 

As the name suggests, Frame.io is a platform to review frames — on video formats. Founded in 2014 (and acquired by Adobe in 2021), the platform allows collaboration between global remote teams as a cloud-native tool. 

While Frame.io has historically focused on high-end video workflows, its support for non-video file types is limited. Just very recently, the platform expanded its compatibility to include non-video formats like PDFs. But, you may ask: “What are the document types that Frame.io does not support?.” Well, the platform hasn’t yet evolved to support various document types such as PPT/X, DOC/X, TXT, and XLS/T. 

If your team works with these types of documents, you will need to convert these document types into PDFs, introducing an unnecessary and time-consuming step, especially when facing project deadlines. 

One more thing to bear in mind: Frame.io lacks support for rich media banner files, website snapshots, and live websites, which can be a challenge for teams with an online-centric target audience.

Pros of Frame.io 

• Real-time review and feedback capabilities.
• User-friendly design.
• Tracking changes, history and timestamps of the last modified version. 
• Great integration with video editing and project management tools.
• Data security with encryption, access controls, and secure sharing options.

Cons of Frame.io 

• Limited Non-Video File Support and constraints on various document types.
• Conversion hassles obligating users to proceed in a time-consuming conversion of non-supported file formats like PPT/X, DOC/X, TXT, and XLS/T into PDFs for review.
• Lack of support for rich media banner files, website snapshots, and live websites may pose issues.
• Some users may experience a learning curve, particularly when first navigating the platform.
• Being cloud-based, Frame.io requires a stable internet connection, which may be a limitation for users in areas with poor connectivity.
• Frame.io’s free plan is limited to 2GB storage for two users and two projects. If you manage more than two projects, you will need to get at least its Pro plan which costs $15 per user/month and offers 2TB storage up to 5 users and other features. Frame.io Team plan starts at $25 per user/month and offers 3TB storage to up to 15 users. 

A Better Alternative: Hive Proofing and Approvals

Hive is a robust user-friendly tool to manage projects for teams of any size. Furthermore, its Proofing and Approvals add-on takes collaboration in real-time to the next level. 

With Hive Proofing and Approvals, you can upload the following file types as proof:

• Images (.JPEG, .TIFF, .PNG, .PDF)
• Microsoft Office files (Word, PowerPoint, Excel)
• Videos (.mp4)

You can upload multiple files in one go and there is no file upload limit, although your broadband may limit upload speed. By hovering over the name of the proof in the action card, you can see who uploaded the document, as well as the timestamp for when it was uploaded. 

Not sure how to start? Hive has proofing and approval templates that can be crafted to your specific approval workflows. This way, you dictate how work should be approved every time to save time & ensure standardization.

Need to keep your finger on the pulse of all current approval rounds within your team? Hive has the solution: Approvals Reporting. This is a stand-alone Hive App created specifically to see a dashboard summary of all current approval routes across your projects, so you can view:

• Who is the current approver
• What is the status of their response: Awaiting, Approved, or Changes Requested
• How long have they had this approval sitting with them?
• Which round & stage are we on?
• Which file is currently being reviewed?
• Which action card should I jump to to see more information?

Need review from external stakeholders? Worry not. With Hive, you can request approval on files from Hive and non-Hive users. This can save email back-and-forth and ensure clear responses from individuals outside your organization, such as clients and vendors. All you need is their email address!

Concern about your data security? Data security is Hive’s number one priority. That’s why the project management company has taken comprehensive steps to guarantee that your messages, actions, and files are secure inside the Hive application. This standard for security is true across our application, user, network, data center, and network layers.

Excited for a Transformation? Explore Hive Proof and Approvals Now!

Comparing Hive vs Workfront Proof and Frame.io

Hive offers many benefits in comparison to Workfront Proof and Frame.io not only in terms of features and cost-benefit, but also in innovation and customer service. The platform is the first democratically built project management tool with customer success in its DNA. Hive is constantly evolving and upgrading new features – requested by users. 

Pros of Hive Proofing and Approvals vs other leading tools

• Hive offers a collaborative proofing environment, facilitating real-time feedback and communication among team members.
• Hive integrates with project management features, allowing a seamless connection between proofs and associated tasks, streamlining workflows.
• Beyond video, Hive supports proofs and approvals for various file types, making it versatile for different creative projects.
• Hive users can customize approval workflows, tailoring them to specific project requirements and team structures.
• Hive provides comprehensive reports on approval processes, helping teams track progress and identify bottlenecks.
• Beyond proof and approval features, Hive offers robust project management features that can help streamline your workflow. 
• Hive offers the best value in comparison to Frame.io and Workfront. Considering you cannot get a stand-alone Workfront Proof license anymore, you will have to get a Workfront full license which can cost anywhere from $30-$40 per user, per month.
• Hive’s free plan seats up to 10 users, offers unlimited tasks and collaborative notes, native chat messaging and lets you work your way through different views. Hive Starter costs only $5 per user, per month and gives you unlimited storage for up to 10 team members, cloud-storage integration and AI Assistant. Hive’s Team plan costs $12 per user, per month and offers shareable forms, portfolios, unlimited workflows, team sharing and custom fields, labels and statuses, and much more. 
• Hive does offer video proofing. One thing to note here: Hive’s proofing capabilities may not be as feature-rich or specialized as Frame.io.

“One of the big reasons we wanted Hive was because of the proofing function within Hive Action Cards,” Director of Advertising and Promotion at a popular publisher in conversation with the Hive team.

How to use Hive Proofing & Approvals

Let’s explore how simple and straightforward it is to set up an approval and review process using Hive. 

Setting up the approvals process in Hive

To approve a document or video in Hive, you need to:

1. Create an approval route with different stages for systematic feedback. For instance, in approving a company newsletter, involve the marketing team in Stage One, legal in Stage Two, and the CEO in Stage Three. 
2. Click ‘Request approval,’ set up stages, assign titles like ‘Newsletter – First Draft,’ and specify internal contacts or teams. For external proofing, add email addresses when prompted, but note that a proof must be in the action card to include external users. 
3. Save the route as a template for future use, streamlining operations, and easily replicating rounds. Hive’s Proofing & Approvals function reduces administrative tasks, guiding the file through the process efficiently.

How to proof a document in Hive 

1. To proof documents in Hive as an approver, click the ‘Review’ button in the action card, and choose ‘Approve’ in green or ‘Request changes’ in orange. A ‘Review in Progress’ notice will signal your engagement to colleagues. 
2. Click on the proof image for various editing and commenting options in the toolkit. Use the search icon to find specific text. Features include summary view, view controls, pan navigation, select tool, zoom, page navigation, measurements, and comment filtering.
3. To edit or provide feedback, click on the area, and comments will appear in the panel with contributor names and timestamps. 
4. Hold CONTROL and click to select multiple comments, then press DELETE or drag to relocate. Multiple users can collaborate simultaneously, but remember to click ‘Save’ before exiting.

How to finalize an approval in Hive

1. Finalize approvals in Hive by progressing to the next stage once everyone approves.
2. Upload new proofs during the process, and access previous versions in the ‘Show previous file versions’ section. 
3. Easily download, compare, and copy elements between proofs. 
4. Simplify your approvals with Proofing & Approvals in Hive.

Ready to get started? Try Hive Proofing and Approvals For Free Today!

Real Experiences: Hive’s Impact on Creative Teams

Design agency use case of Hive Proofing and Approvals 

TWIST Creative, a 20-year-old Cleveland-based design agency, grappled with communication challenges due to disparate tools, hindering collaboration. Storing files on servers and using physical copies and Excel sheets created inefficiencies. Discovering Hive as a solution streamlined TWIST’s workflow.

Here’s how this design agency improved their review processes with Hive: 

• Streamlined Proofing and Approvals: this feature helped leadership to quickly sign off on client work, guaranteeing accuracy and meeting deadlines with real-time feedback from multiple stages and assignees. 
• Centralized Communication: with projects organized in Hive, management, creative directors, and proofing teams were able to ensure client work was accurate and on-brand. 
• Enhanced Meeting Efficiency: during team or client meetings, TWIST utilized Hive Chat and Hive Notes, providing a coherent space for note-taking and storage, transforming what would have been meetings into quick chats for increased efficiency.
• Remote Work Adaptability: With the transition to remote work, Hive enabled daily collaboration and uninterrupted client work, which allowed the TWIST team to focus on essential tasks rather than logistical concerns during a crisis.

Remote advocacy organization use case of Hive Proofing and Approvals 

Fight Colorectal Cancer (Fight CRC), a remote advocacy organization combating colorectal cancer, struggled with communication challenges using spreadsheets and phone calls. Seeking a centralized solution, they discovered Hive, which became a vital tool in their growth and accomplishments.

Here’s how this advocacy organization enhances its approvals system with Hive: 

• Effective Proofing and Approvals: this feature streamlined the creative team’s workflow, reducing email oversight on creative projects.
• Efficient Workflow Organization: Hive facilitated the organization of projects and tasks under management teams, providing a macro-level view for leadership.
• Seamless Remote Communication: Hive Chat emerged as the primary method of communication for the fully remote Fight CRC team.
• Utilization of Summary Views: Fight CRC utilized Summary Views in Hive for categorizing actions by label, creating calendars for social media and communications and enhancing visibility across projects.

Popular publisher use case of Hive Proofing and Approvals 

An established publishing leader in science fiction and fantasy, the company faced communication challenges with in-house marketing and ad promo teams. Before Hive, their pieced-together project management system lacked efficiency. Hive streamlined their almost 100% remote workflow, offering efficient organization through Proofing and Approvals, Parent and Child projects and Hive Forms, centralizing processes and reinforcing communication for marketers.

Here’s how this published maximizes its time using Hive Proofing and Approvals: 

• Streamlined Proofing and Approvals: this feature enhanced workflow efficiency for the high-volume marketing and promotional elements, involving internal and external stakeholders.
• Centralized Processes and Communication: Using Hive, this publisher achieved centralized processes, reinforcing communication and providing a comfortable and effective system for marketers.
• Efficient Organization: Hive’s Parent and Child projects facilitated macro-level views, enhancing organization for marketing and ad promo teams.
• Quick Work Initiation: Hive Forms expedited work initiation, creating Action cards with necessary information routed to the right individuals.
• Custom Categorized Requests: Custom Hive Forms categorized requests based on specific work categories, streamlining workflows for different types of tasks.

Consulting firm use case of Hive Proofing and Approvals 

Founded in 2020, LVL-Up Strategies, a minority and woman-owned small business, faced remote collaboration challenges. Hive Proofing and Approvals streamlined their project hierarchy, enabling efficient time tracking and visualization. Asynchronous communication improved through commenting on Action Cards, reducing clutter. Custom templates and integrations with Gmail and Google Drive enhanced efficiency, earning praise from clients.

Here’s how this consulting firm achieved an effective collaboration system using Hive: 

• Asynchronous Communication: Hive’s Proofing & Approvals, Dependencies, and Templates minimize inbox clutter for remote Implementers, streamlining asynchronous communication across different time zones and projects.
• Efficient Project Hierarchy: Hive organized LVL-Up’s projects into sections and client-specific projects, facilitating hand-offs and consolidation of project information.
• Time Tracking and Visualization: Hive’s time tracking and Gantt charts improved overall reporting and invoicing, providing leadership with crucial project insights.
• Custom Templates: LVL-Up streamlined recurring project set-up with custom templates, focusing more on client work and less on administrative tasks.
• Integrations for Efficiency: Hive’s integrations, including Gmail and Google Drive, allowed easy document access and communication, contributing to timely and efficient project delivery for clients.

Seamless Transition: Migrating from Workfront Proof to Hive

Now that you learned about all the issues you may find when migrating from Workfront Proof to Frame.io and have explored all the benefits of Hive Proof and Approvals, it’s time to make a decision. As a thoughtful leader, you decided on Hive and need to start the migrating process. Let’s see what this process would look like: 

1. Assessment and Planning

• Evaluate your existing Workfront Proof setup, including projects, proofs, and approval workflows.
• Identify the specific features and functionalities you currently use in Workfront Proof.

2. Data Preparation

• Export your data from Workfront Proof, including proof files, project details, and any relevant metadata.
• Organize and structure the exported data to align with Hive’s requirements.
  

3. Create Hive Account

• Sign up for a Hive account if you haven’t already. You may need to choose a plan that suits your team’s requirements. Hive also offers a free 14-day trial to get started.
  

4. Setup Proofing Workspaces

• Create proofing workspaces in Hive that correspond to your existing projects or departments.
• Define the structure of your projects, tasks, and approvals within Hive.
  

5. Import Data into Hive

• Use Hive’s data import tools to bring in your exported data. This may include proof files, project details, team members, and any other relevant information.
• Map the data fields from Workfront Proof to corresponding fields in Hive during the import process.
  

6. Configure Proofing and Approval Workflows

• Set up proofing and approval workflows in Hive based on your existing processes. Configure stages, assignees, and approval criteria as needed.
  

7. User training

• Train your team members on using Hive Proofing and Approvals. Highlight any differences in workflows or features compared to Workfront Proof.
  

8. Communication and Rollout

• Communicate the migration plan to your team, guiding on the transition timeline and any changes to their workflows.
• Gradually transition ongoing projects from Workfront Proof to Hive Proofing and Approvals.
  

9. Testing and Feedback

• Conduct thorough testing of the new setup to identify and address any issues.
• Gather feedback from users and make necessary adjustments to optimize the Hive Proofing and Approvals experience.
  

10. Complete Transition

• Once testing and adjustments are complete, finalize the transition by moving all remaining projects and data from Workfront Proof to Hive.
  

11. Post-Migration Support

• Provide ongoing support to users as they adapt to the new platform.
• Monitor the performance of Hive Proofing and Approvals and make continuous improvements based on user feedback.

Migrate from Workfront Proof Today!
Get Hive Proof and Approvals Now!

It’s time to make the switch to Hive

With Hive Proof and Approvals, you will achieve:

• Reduction of email oversight on creative projects.
• Seamless communication with internal and external stakeholders with real-time feedback using comments, Hive chat, Notes and Hive native email.
• Integrated project management features in Hive, connecting proofs and associated tasks for streamlined workflows.
• Versatility across file types, since Hive supports proofs and approvals for various file types, going beyond video.
• Customizable Approval Workflows according to your specific project requirements and team structures.
• Comprehensive Reporting Insights to help your team track progress and identify bottlenecks.
• Efficient Time Tracking to improve ease of overall reporting and invoicing across the organization.
• Easy onboarding and transition with Hive’s user-friendly Interface, ensuring that even users new to project management tools can quickly adapt and collaborate efficiently.