I'm wondering how other organizations handle email proofing. We're a performing arts center so we have many internal and external people who need to be included on email proofs to sign off on it. We use WordFly and find it inefficient to send test emails to individual email addresses through WordFly's testing tab, because we can't see each other's feedback. We quickly get bombarded by proofers sending us the exact same edits.
Currently, we send the test email to ourselves, click "view in browser" at the top of the eblast, then copy the URL of the email and include the link in an email to everyone who needs to proof. Everyone then sends feedback through the email chain so we can all collaborate together on edits. This works well, but we've received feedback that it is cluttering inboxes, as we send anywhere from 10-20 email proofs out each week.
How do other organizations handle proofing emails?
Hello, we do all of our proofing in Asana and paste the link to review in there for comments.
For most emails, we seem to find it ok to share via email and do reply all comments. But for web copy and some email campaigns, we set up a shared doc with the web version at top, simple instructions/statement of deadline, and then feedback space for people to leave their notes, with initials. People then see earlier comments and can skip repeating them, or note that they (to borrow from social vocabulary) +1 them.
I like the Asana/project management software idea, too.
Hi David! I so understand the need to have a streamlined proofing system. The flood of emails with similar comments on a proof never feels like the right process. Our team at Opera Colorado implemented the use of Ziflow (https://www.ziflow.com/) over a year ago and it has been a lifesaver. Folks can all comment in the same place, you can send out reminders of proofing deadlines, or new versions with completed edits. I also wanted to mention since you said you have external stakeholders, you can add folks to review a proof without adding them as someone who has full capabilities in the program. Happy to chat more about it if you have questions!
I send the view in browser link to myself and send that link off to those that need to preview, proof,etc. But once I make the requested changes the url I originally sent is updated dynamically, so the person who is requesting changes just has to reload the url.