Wrike proofing lets reviewers drop comments right on images, videos, PDFs and Office files. Approvals collect a formal yes or no from one or more people. Both need the Business plan ($25 per user a month) or higher, or the Wrike Proof add-on for approvals. They are not on Free or Team.
I have set up Wrike review flows for in-house design and video teams. The win is simple: feedback stops living in email threads, and every version and decision sits on the task. This guide uses Wrike’s help articles on Proofing, Approvals and Adding Approvals, plus the Wrike pricing page, checked on October 15, 2026.
Who gets what
| Free | Team ($10) | Business ($25) | Pinnacle / Apex | |
|---|---|---|---|---|
| Proofing (markup on files) | No | No | Yes | Yes |
| Approvals | No | No | Yes | Yes |
| Approvals in custom workflows | No | No | Yes | Yes |
| Approvals from request forms | No | No | Yes | Yes |
| Users per plan | Any | 2 to 15 | 5 to 200 | Quote |
Prices are per user a month on yearly billing for purchases from January 2026. All user types, including Collaborators and Contributors, can comment in proofing and act as approvers.
Part 1: Proofing
What files work
- Images and PDFs
- Office files: DOC, DOCX, PPT, PPTX, XLS, XLSX, XLSM, RTF
- Video, including public or unlisted YouTube links
Files must come from local upload, Bynder, MediaValet or SharePoint (images and PDFs only). Dropbox and Box files are not supported. Links inside PDFs do not work in the proofing view.
That Dropbox rule trips up agencies. If your designers save to Dropbox, upload the export to Wrike instead of linking it.
How to proof a file
- Attach the file to a task, folder or project.
- Open it in proofing.
- Click a spot on the image or page and type a comment. A marker appears there.
- Click any marker to read that comment. All comments also show in the comment panel.
- For PDFs and Office files, click the page count at the top to jump to a page.
Versions and comparing
Upload a new version of the same file instead of a new file. Reviewers get a note that a new version exists and can switch to it. Use compare to view two versions side by side, which is the fastest way to check whether round-one changes were made.
A small tip: rotation in proofing is not saved. If a scan is sideways, fix it before upload.
Part 2: Approvals
Add an approval to a task, folder or project
- Open the item in item view.
- Click Approvals above the description.
- Add approvers. You cannot assign a user group, but you can type a group name to filter the people list.
- Pick the approval type:
- All approvers required: done only after everyone decides.
- Any approver required: done as soon as one person approves or rejects.
- Set a due date and attach files for approval.
- Open Advanced settings to finish the approval automatically and to change the item status when it completes.
- Click Start.
Approvers get an Inbox and email notice. The decision lands in the item’s stream and Approvals tab.
Rules worth knowing
- Approvals work on tasks, folders and projects, not on spaces.
- Only one approval at a time per item. Start the next round after the last one ends.
- You can switch from All to Any mid-round without cancelling.
- If you remove all approvers, the approval is cancelled and decisions are cleared.
- Admins can set account defaults, such as auto-finishing approvals when the final decision is Approved.
Part 3: Automate the flow
Approvals in custom workflows
Attach an approval to a workflow status, like “In review.” When a task enters that status, the approval starts. On approve or reject, the task can move to the next status. One catch: an approval tied to a status does not start when an automation rule or the API moves the task into that status. Someone has to pick the status by hand. Test this before you rely on it.
Approvals from request forms
A request form can start an approval as soon as someone submits it, including from external forms. You can make it conditional, so only “Paid campaign” requests go to the legal reviewer. Our Wrike request forms guide covers form setup.
A review flow I use for creative teams
- Request form creates the task with brief and due date.
- Designer uploads draft. Status moves to Internal review, which starts an approval with Any of two senior designers.
- On approval, status moves to Stakeholder review, which starts an approval with All stakeholders.
- On approval, status moves to Ready to publish. On reject, it goes back to In progress with proofing comments attached.
Two rounds, clear owners, and no “did legal see this?” questions. Add a dashboard widget for pending approvals so the team lead can spot delays. Our Wrike dashboard guide shows how.
Mistakes I see in new setups
- Too many approvers. Five people on “All required” means the slowest person sets the deadline. Use Any for internal checks.
- No due date on approvals. Without one, nothing shows as late and nobody gets nudged.
- Feedback outside proofing. If one stakeholder still emails comments, the version history breaks. Ask everyone to comment on the file.
- New file instead of new version. Uploading “final_v3.png” as a separate file loses the compare view.
For a full look at the tool, read our Wrike review or Wrike pricing guide.
How to measure if it is working
After a month, check three numbers:
- Rounds per asset. If most assets need three or more rounds, the brief is unclear, not the review tool.
- Days waiting for approval. Filter items by approval status and due date. Anything pending past its due date points to the slow reviewer.
- Feedback outside Wrike. Ask designers how many comments still arrive by email or chat. The goal is zero.
Share these numbers in your team’s monthly review. They make it easy to agree on fixes, like fewer approvers or a firmer due date.
Common questions
Does Wrike Team include proofing?
No. Proofing and approvals start on Business. Approvals also come with the Wrike Proof add-on, so ask Wrike sales whether your plan can add it.
Can people outside my company review files?
Yes. Wrike supports guest reviewers who can review and approve files, and admins can turn guest reviews off for the account.
Can I proof Dropbox files in Wrike?
No. Files from Dropbox and Box are not supported. Upload the file to Wrike first.
Can I add an approval to a space?
No. Approvals work on tasks, folders and projects only.
Why didn’t my workflow approval start?
Workflow approvals do not start when an automation rule changes the status. Move the item manually or add the approval another way.
Checked against help.wrike.com and wrike.com/price on October 15, 2026.
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