--- title: How to configure a VPROOF checklist description: Learn how to create, preview and publish VPROOF checklists in the SyncForce Toolbox, manage revisions and assign them to approval workflows. --- [Skip to content](https://support.syncforce.com/knowledge/how-to-configure-a-vproof-checklist#main-content) [![Syncforce\_logo\_tagline](https://support.syncforce.com/hs-fs/hubfs/Syncforce_logo_tagline.webp?width=480&height=72&name=Syncforce_logo_tagline.webp)](https://www.syncforce.com/) Open main navigation Close main navigation Hello. How can we help you? - There are no suggestions because the search field is empty. 1. [Home](https://support.syncforce.com/knowledge?hsLang=en) 2. [Project Portfolio Management](https://support.syncforce.com/knowledge/project-portfolio-management?hsLang=en) 3. [Proofing & Approval](https://support.syncforce.com/knowledge/project-portfolio-management?hsLang=en#proofing-approval) # How to configure a VPROOF checklist ### What is a proofing checklist? A proofing checklist is a short form that reviewers fill in while they check a proof in VPROOF. For example: "Is the logo correct?", "Is the barcode readable?" or "Select the language version." You build and manage these checklists yourself in the **Toolbox** of the SyncForce Roadmap Manager. Once you publish a checklist, it goes to SyncForce. There it can be assigned to a role in an approval workflow. --- ### 1. Open the Toolbox 1. Sign in at **roadmap.syncforce.com**. 2. In the top bar, switch from **Roadmap** to **Toolbox**. 3. If you work for more than one company (partners and SyncForce staff), pick the right **customer** at the top of the left menu. Customer users go straight to their own company. 4. In the left menu, click **Proofing Checklists**. ![](https://support.syncforce.com/hs-fs/hubfs/image-png-Oct-29-2026-12-42-12-4838-PM.png?width=1189&height=478&name=image-png-Oct-29-2026-12-42-12-4838-PM.png) --- ### 2. Create a new checklist 1. Click **New checklist**. 2. Enter a clear **name**, for example *Packaging – Final artwork check*. Names should be unique. 3. Choose the **target server**: - **Live** (*yourportal*.syncforce.com): your production environment. - **Staging** (*yourportal*.syncforce.cloud): for testing, test data and training. 4. Click **Create**. Your checklist starts as **Revision 1 (R1)** with status **Draft**. ![](https://support.syncforce.com/hs-fs/hubfs/image-png-Oct-29-2026-12-42-52-0072-PM.png?width=673&height=376&name=image-png-Oct-29-2026-12-42-52-0072-PM.png) > Tip: Build and try out new checklists on **Staging** first. When you're happy with them, use **Clone** to copy the checklist to Live (see step 6). --- ### 3. Add the fields Click **Add field** and choose a field type for each line of your checklist: | Field type | Use it for | | --- | --- | | **Heading** | A title that groups the questions below it | | **Separator** | A line between sections | | **Radio buttons** | One answer from a short list (e.g. Yes / No / N.A.) | | **Check box** | One item to tick off | | **Drop-down** | One answer from a longer list | | **Text box** | A free-text comment | For radio buttons and drop-downs, enter the **possible values** (one per option). You can edit, move up or down, or delete any field. Click **Save** to keep your work. You can save a draft as often as you like. ![](https://support.syncforce.com/hs-fs/hubfs/image-png-Oct-29-2026-12-55-44-9242-PM.png?width=892&height=504&name=image-png-Oct-29-2026-12-55-44-9242-PM.png) --- ### 4. Preview your checklist Click **Preview** to see the checklist exactly as reviewers will see it in VPROOF: the dark panel, at the same width. **![](https://support.syncforce.com/hs-fs/hubfs/image-png-Oct-29-2026-12-56-13-9241-PM.png?width=726&height=373&name=image-png-Oct-29-2026-12-56-13-9241-PM.png)** Advanced users can click **Show XML** to see the technical file that goes to VPROOF. --- ### 5. Publish When the checklist is ready, click **Publish**. - The revision becomes **Published** and its effective date is today. - The checklist is sent to SyncForce and becomes **Active**. It can now be assigned to a role in an approval workflow. **![](https://support.syncforce.com/hs-fs/hubfs/image-png-Oct-29-2026-12-57-16-9773-PM.png?width=1173&height=277&name=image-png-Oct-29-2026-12-57-16-9773-PM.png)** --- ### 6. Change, clone or withdraw a checklist **Make changes:** You can't edit a published revision. Click **New revision** to create R2 (then R3, and so on). Edit it, then publish it. The new revision replaces the old one, which is archived automatically. The checklist stays Active in SyncForce. **Clone to another server:** Click **Clone** to copy a checklist to another server, for example from Staging to Live. The copy is a new checklist that starts again at R1 Draft. Your test and live checklists stay fully separate. **Withdraw:** Click **Withdraw** when a checklist should no longer be used. It becomes **Inactive** in SyncForce. You can no longer assign it to approval workflows, but approvals that used it in the past keep their answers. You can restore a withdrawn checklist and publish it again later. **Discard / delete:** You can discard a draft you no longer need. You'll be asked to confirm first. --- #### Checklist statuses | Status | Meaning | | --- | --- | | **Draft** | Being created. Not yet sent to SyncForce. | | **In revision** | A new version of a published checklist, being edited. | | **Published** | Live version, Active in SyncForce. | | **Archived** | Replaced by a newer revision, or withdrawn. | The full history of every checklist is kept: who created it, who changed it and when. --- ##### Maintenance mode Sometimes SyncForce pauses publishing on a server for maintenance. When that happens, a notice appears on the page and the **Publish** and **Withdraw** buttons are greyed out. Hover over them to see why. You can still create, edit and save drafts as usual. --- #### Frequently asked questions **Who can create checklists?** Every user who has access to the Toolbox for your company. **Where do I assign a checklist to an approval?** In SyncForce, under your approval workflow setup. Only **Active** checklists can be selected there. **Can I see older versions?** Yes. All revisions stay visible in the checklist's history. - [Industry & Regulatory Knowledge](https://support.syncforce.com/knowledge/industry-regulatory-knowledge?hsLang=en#main-content) - [Product Portfolio](https://support.syncforce.com/knowledge/industry-regulatory-knowledge?hsLang=en#product-portfolio) - [Packaging & PPWR](https://support.syncforce.com/knowledge/industry-regulatory-knowledge?hsLang=en#packaging-ppwr) - [EU Digital Product Passport - DPP](https://support.syncforce.com/knowledge/industry-regulatory-knowledge?hsLang=en#eu-digital-product-passport-dpp) - [GS1 & GDSN](https://support.syncforce.com/knowledge/industry-regulatory-knowledge?hsLang=en#gs1-gdsn) - [Food & Label Information](https://support.syncforce.com/knowledge/industry-regulatory-knowledge?hsLang=en#food-label-information) - [EPR & Sustainability Data](https://support.syncforce.com/knowledge/industry-regulatory-knowledge?hsLang=en#epr-sustainability-data) - [Product Identification & GTIN](https://support.syncforce.com/knowledge/industry-regulatory-knowledge?hsLang=en#product-identification-gtin) - [PIM & Data Architecture](https://support.syncforce.com/knowledge/industry-regulatory-knowledge?hsLang=en#pim-data-architecture) - [Product Data Management](https://support.syncforce.com/knowledge/product-data-management?hsLang=en#main-content) - [Packaging Data Management](https://support.syncforce.com/knowledge/product-data-management?hsLang=en#packaging-data-management) - [Product data imports](https://support.syncforce.com/knowledge/product-data-management?hsLang=en#product-data-imports) - [PDM setup and config](https://support.syncforce.com/knowledge/product-data-management?hsLang=en#pdm-setup-and-config) - [Digital Asset Management](https://support.syncforce.com/knowledge/digital-asset-management?hsLang=en#main-content) - [FileConvert](https://support.syncforce.com/knowledge/digital-asset-management?hsLang=en#fileconvert) - [Project Portfolio Management](https://support.syncforce.com/knowledge/project-portfolio-management?hsLang=en#main-content) - [Team & Planning](https://support.syncforce.com/knowledge/project-portfolio-management?hsLang=en#team-planning) - [Proofing & Approval](https://support.syncforce.com/knowledge/project-portfolio-management?hsLang=en#proofing-approval) - [Budget & Spend Management](https://support.syncforce.com/knowledge/project-portfolio-management?hsLang=en#budget-spend-management) - [Resource Management](https://support.syncforce.com/knowledge/project-portfolio-management?hsLang=en#resource-management) - [To Do (task & actions)](https://support.syncforce.com/knowledge/project-portfolio-management?hsLang=en#to-do-task-actions) - [Project definition](https://support.syncforce.com/knowledge/project-portfolio-management?hsLang=en#project-definition) - [Product Catalog](https://support.syncforce.com/knowledge/product-catalog?hsLang=en) - [Media Library](https://support.syncforce.com/knowledge/media-library?hsLang=en) - [Product Data Syndication](https://support.syncforce.com/knowledge/product-data-syndication?hsLang=en#main-content) - [GS1-GDSN](https://support.syncforce.com/knowledge/product-data-syndication?hsLang=en#gs1-gdsn) - [DataPorts](https://support.syncforce.com/knowledge/product-data-syndication?hsLang=en#dataports) - [PS in Foodservice](https://support.syncforce.com/knowledge/product-data-syndication?hsLang=en#ps-in-foodservice) - [REST API](https://support.syncforce.com/knowledge/product-data-syndication?hsLang=en#rest-api) - [Document Automation](https://support.syncforce.com/knowledge/document-automation?hsLang=en) - [Exports & reports](https://support.syncforce.com/knowledge/exports-reports?hsLang=en) - [Business Network Management](https://support.syncforce.com/knowledge/business-network-management?hsLang=en#main-content) - [Single Sign-On](https://support.syncforce.com/knowledge/business-network-management?hsLang=en#single-sign-on) - [Services & Support](https://support.syncforce.com/knowledge/services-support?hsLang=en) - [Partner Support](https://support.syncforce.com/knowledge/partner-support?hsLang=en) - [General setup](https://support.syncforce.com/knowledge/general-setup?hsLang=en) - [Campaign management](https://support.syncforce.com/knowledge/campaign-management?hsLang=en) - [General](https://support.syncforce.com/knowledge/general?hsLang=en) [![Chill listening crop-3](https://support.syncforce.com/hs-fs/hubfs/SyncForce_plus_1024-2.png?width=105&height=24&name=SyncForce_plus_1024-2.png "Chill listening crop-3")](https://www.syncforce.com/) Copyright © 2026, SyncForce