When a customer reviews a proof through the Hoops Proof Portal, their response is automatically recorded against the proof and reflected in the Job.
Whether the proof is approved or rejected, Hoops creates a permanent record of the customer's decision and notifies the Hoops user who originally uploaded the proof.
Automatic Email Notifications
The user who uploaded the proof automatically receives an email notification whenever a customer approves or rejects a proof.
This notification is built into the proof approval process and cannot be disabled or customized.
For rejected proofs, the customer's rejection comments are included in the email so the required changes can be reviewed immediately.
When a Proof Is Approved
When a customer approves a proof:
The approval is recorded against the proof
The proof is moved into the Approved section of the Proofs tab of the Job
The user who uploaded the proof receives an approval notification email
This provides a clear record that the artwork has been approved and is ready to progress through your workflow.
When a Proof Is Rejected
When a customer rejects a proof, they must provide a reason before submitting their response.
When the rejection is submitted:
The rejection is recorded against the proof
The proof is moved into the Rejected section of the Proofs tab
The user who uploaded the proof receives an email notification containing the rejection comments
The rejection notes remain attached to the proof record for future reference
Rejection comments can be viewed at any time from the Proofs tab by opening the rejected proof and reviewing the associated comments.
This provides a complete audit trail of customer feedback and helps Artwork, Sales, and Production teams understand exactly what changes have been requested.
Viewing Approval and Rejection History
All proof decisions are stored against the proof record within the Job.
This allows your team to:
Review approval history
View rejection comments
Track artwork revisions
Maintain a complete record of customer feedback
Rejected proofs should generally be retained as part of the approval history rather than deleted.
Optional JobBoard Automations
Many businesses use JobBoard Automations to perform additional actions when proofs are approved or rejected.
For example, automations can update Job statuses such as:
Proof Approved
Some Proofs Approved
Proofs Rejected
These status changes can then trigger additional workflow actions, notifications, tasks, or production processes.
See the Proof Approval Automations article for examples and setup instructions.