Invite and manage reviewers

Brightproof offers two ways to give an internal reviewer access. Choosing the right scope keeps the reviewer’s queue useful and prevents repeated invitations.

Choose project or asset access

Invite someone to a project when they are a standing reviewer for the campaign. They can see every reviewable asset already in the project and every asset filed into it later.

Invite someone to a single asset when the review is an exception or the person should not see the rest of the project.

For example, a brand lead who reviews the entire campaign belongs on the project. A legal specialist reviewing one claims document belongs on that asset.

Project membership affects future work: Filing a new asset into the project immediately gives its project reviewers access. Moving an asset out removes access from anyone who only had the project grant.

Invite a project reviewer

1. Open Projects, then open the project.
2. Find Reviewers and select Invite.
3. Enter the reviewer’s email address.
4. Choose a review role — Required approver or Feedback only (see below).
5. Select Invite.

The person is added to the project and can review its shared assets. Draft assets remain unavailable until the creative team turns on sharing.

Invite a reviewer to one asset

1. Open the asset.
2. Open the Info tab in the review panel.
3. Find Reviewers and select Invite.
4. Enter the email address, choose a review role, and select Invite.

The asset’s Info tab also identifies its project. Reviewers inherited from that project appear in the same list marked via project.

Choose a review role

Every reviewer grant carries one of two roles:

• Required approver — must approve the current version before the asset can be Approved. This is the default and is how every reviewer worked before roles existed. Required approvers appear in the Approved when list, receive deadline reminders, and can approve or request changes.
• Feedback only — can view and comment on everything a reviewer can, but never holds up approval. Instead of a decision they see Mark review complete, which clears the asset from their Awaiting queue. They are never reminded, and the asset can be Approved without them.

Use feedback only for subject-matter experts, copy editors, producers, or observers who should see the work and be heard without blocking release.

To change someone’s role later, open the reviewer list and pick a different role beside their name. On an asset, changing the role of a person who is via project sets the role for that asset alone and leaves their project role untouched; the list then shows them as a direct grant on the asset.

Shared work must always keep at least one required approver. Brightproof refuses a role change or a share that would leave nobody able to approve.

What the invited person receives

If the email address is not associated with a Brightproof account, Brightproof creates a reviewer account and sends a sign-in link. There is no password or self-service registration.

If the person already has an account, Brightproof adds the new access grant to that account. They can find shared work on Dashboard, Review queue, and Assets.

The invitation does not automatically approve or otherwise decide the review. Once the asset is shared, the reviewer must open the current version and record their own decision.

Understand effective reviewers

An asset’s effective reviewer list is the combination of:

• Reviewers invited directly to the asset.
• Reviewers invited to the asset’s current project.

If the same person is in both lists, they still have one decision to make on each version. The two access grants do not create duplicate approval requirements. When the two grants carry different review roles, the asset-level role applies to that asset.

Remove access safely

Select Remove beside a reviewer in the list you want to change.

• Removing someone from a project removes only their project membership.
• Removing someone from an asset removes only their direct asset invitation.
• If another grant still applies, the person keeps access.

Before troubleshooting unexpected access, check both the project and the asset reviewer lists. Also check whether the asset was recently moved to another project.

Removing a reviewer changes who is required to approve the current version. Their existing decision history remains part of the record, even when they are no longer an active reviewer.

Record an approval received elsewhere

If an assigned reviewer approves outside Brightproof, a creative team member can select Record override beside that reviewer. Mark N/A records, with a reason, that the current version is outside that reviewer's remit; their slot counts as answered without approving.

An override can be taken back: select Withdraw override beside it and give a reason. The reviewer's slot returns to awaiting and the status recalculates. Only the creative team can withdraw an override; a reviewer cannot remove a decision recorded for them.

Enter a reason that identifies where the approval came from—for example, an email date or meeting. Brightproof marks the decision as an owner override and records who entered it. Overrides can approve, but cannot be used to manufacture a change request on someone else’s behalf.

Use overrides sparingly. A reviewer’s own decision gives the clearest audit trail and keeps their review queue accurate.

Internal reviewer or guest link?

Use an internal invitation when the person is part of the regular review workflow and should have an account. Use a guest link when someone outside the workspace needs limited, temporary access.

Guest links can restrict commenting, approval, downloads, and version history independently. See Share a guest review link for the complete workflow.