JobBoard Proof Automations allow businesses to automatically perform actions based on the approval status of proofs within the Hoops Proof Portal.
This automation type is built around a simple concept:
When the approval status of a proof changes (the Trigger), perform an Action automatically.
Proof Automations are commonly used to update Job statuses, trigger customer and team notifications, and move Jobs through artwork and production workflows without requiring manual updates.
Trigger: Proof Status Changes
The trigger for this automation is a change in the status of proofs associated with a Job.
You can configure automations to respond to different proof outcomes, including:
All Proofs Approved
Some Proofs Approved
All Proofs Rejected
For example:
When all proofs are approved → Trigger automation
When only some proofs are approved → Trigger automation
When all proofs are rejected → Trigger automation
This allows businesses to automate workflow decisions based on customer artwork feedback.
Automations trigger per proof batch, not per individual proof. If multiple proofs are uploaded together, they are treated as a single batch and the automation runs once.
See Understanding Proof Batches for more information.
Action: Update a JobBoard Status
The most common action is updating a JobBoard status column.
For example:
All Proofs Approved → Set Artwork Status = Proof Approved
Some Proofs Approved → Set Artwork Status = Some Proofs Approved
All Proofs Rejected → Set Artwork Status = Proof Rejected
This creates a clear workflow stage that can be viewed directly on the JobBoard and used by other automations.
For businesses sending multiple proofs together, this provides visibility into whether all artwork has been approved or whether additional revisions are still required.
Action: Send an Email Notification
Once a proof automation updates a status column, additional automations can send email notifications.
Emails can be sent to:
Customers
Job Owners
Proof Uploaders
Specific Hoops Users
Common examples include:
Notifying Production that artwork has been approved
Alerting Sales that customer feedback has been received
Confirming receipt of proof approval to the customer
Informing Artwork teams that revisions are required
Action: Send an SMS Notification
Proof Automations can also trigger SMS notifications through follow-on automations.
Common uses include:
Confirming proof approval has been received
Requesting customers review revised artwork
Alerting customers that new proofs are available
Sending artwork approval reminders
SMS notifications can be especially useful when approvals are time-sensitive.
Combine Actions into Artwork Workflows
Proof Automations are often used as the starting point for larger workflow processes.
For example, when All Proofs Approved, Hoops could:
Update Artwork Status to Proof Approved
Email the Job Owner
Send an SMS confirmation to the customer
Update Production Status to Ready
Trigger additional production automations
This allows artwork approvals to automatically move Jobs into the next stage of production.
Automation Examples
Proof Automations are commonly used for:
Artwork approval workflows
Artwork revision processes
Production handovers
Customer approval notifications
Internal artwork team notifications
Automated workflow progression
For practical examples and recommended workflows, see JobBoard Automation Ideas.
Benefits of Proof Automations
Using Proof Automations helps businesses:
Reduce manual status updates
Improve visibility of artwork approvals
Accelerate production workflows
Improve customer communication
Reduce missed approvals and follow-ups
Create consistent approval processes
By automatically responding to proof approvals and rejections, Hoops helps businesses move artwork through the approval process faster while maintaining a complete audit trail of customer decisions.