Mastering SmartSheet: Streamlining Collaboration and Approval Processes with "Add a Proof" Function

Effective collaboration and streamlined approval processes are essential for successful project management. SmartSheet, a leading collaborative work management tool, offers a powerful "Add a Proof" function that enables teams to streamline the review and approval of documents and deliverables. In this blog post, we will explore how to effectively use SmartSheet's "Add a Proof" function to enhance collaboration, ensure accuracy, and expedite approval workflows.

Understanding the "Add a Proof" Function:

SmartSheet's "Add a Proof" function allows team members to attach files or documents to specific cells and request reviews or approvals. This feature provides a centralized location for document management and facilitates a smooth approval process within the SmartSheet platform itself.

Streamlining Review and Approval Workflows:

With the "Add a Proof" function, teams can streamline review and approval workflows by eliminating the need for back-and-forth email exchanges or external review tools. Team members can attach the relevant document directly to the cell requiring review, making it easy for stakeholders to access and provide feedback or approval within the context of the project.

Enhancing Collaboration and Feedback:

The "Add a Proof" function promotes collaboration and facilitates effective feedback loops. Team members can review attached documents and provide comments or suggestions directly within SmartSheet, eliminating the need for separate feedback tools. This fosters real-time collaboration, enhances communication, and ensures that all feedback is captured and visible to the entire team.

Version Control and Document History:

SmartSheet's "Add a Proof" function includes version control functionality, ensuring that teams are always working with the latest version of a document. The system captures and maintains a history of document revisions, allowing users to review previous versions, track changes, and refer to earlier feedback. This feature eliminates versioning issues, enhances accuracy, and promotes efficient collaboration.

Tracking and Notifications:

SmartSheet's "Add a Proof" function provides tracking and notification capabilities, keeping stakeholders informed about the progress of reviews and approvals. Team members can easily see who has reviewed or approved a document, view any attached comments, and receive notifications when new feedback or approvals are added. This transparency and real-time visibility reduce delays and keep projects moving forward.

Customizable Approval Workflows:

The "Add a Proof" function in SmartSheet allows for customizable approval workflows to align with specific project requirements. Teams can define approval paths, set up multiple layers of review, and establish deadlines for feedback or approval. This flexibility ensures that the approval process is tailored to the unique needs of the project and supports efficient decision-making.

Centralized Document Management:

By using the "Add a Proof" function, SmartSheet becomes a centralized repository for all project-related documents. Team members can easily access attachments within the context of the project, eliminating the need to search through multiple folders or external file-sharing platforms. This centralized document management simplifies organization, enhances efficiency, and promotes a seamless workflow.


SmartSheet's "Add a Proof" function is a valuable tool for streamlining collaboration, expediting approval processes, and enhancing document management within projects. By leveraging this feature, teams can streamline review workflows, enhance collaboration and feedback, maintain version control, track progress, and centralize document management. Embrace the potential of SmartSheet's "Add a Proof" function to optimize your approval processes, improve efficiency, and achieve project success with ease and confidence.

Visit our YouTube channel