Automate photo proofing feedback

Send a client their proofs as one tracked document, let them mark each shot keep, reject, or maybe and leave notes on the ones they want changed - then have an automation collect the verdicts the moment they finish, so the edit list writes itself instead of living in a thread of replies.

What you need

• An EveryPage Pro account - page marks and annotations are Pro features.
• An API key from Account → API keys.
• An account on Zapier, Make, or n8n.

1. Turn proofing on

Export the gallery as a PDF, one shot per page, and upload it. On the Configure & Share screen open Proofing and enable Page verdicts - that puts keep / reject / maybe controls under every page. Turn on Annotations too if you want the client to circle a region and say what to change, and Comments if you want free-text feedback per page. A flipbook viewer mode suits a gallery better than the plain page view.

One setting to check if you plan to trigger on comments: leave allow public comments on. It is the owner's override, and with it off every comment is forced private - which is a legitimate way to run proofing, but private comments deliberately never fire a webhook, so the trigger in step 3 would simply never run.

2. Send it as an email invite, not a plain link

This step decides whether the automation is any use. Send the proofs with email invites rather than pasting the share link into a message. An invited reviewer is identified by the invite, so their marks follow them from phone to laptop and arrive in your report under their email address. A plain share link identifies the reviewer by a key held in their browser instead: marks survive repeat visits in that browser but not a change of device, and they land under an anonymous label you cannot route on.

3. Know when feedback arrives

Two triggers matter here, and the difference between them is the thing that trips people up.

• New Reader Comment (note.created) fires on every public comment, carrying the author, the comment body, and the page number. Private notes stay between the reader and your dashboard and never fire it, and your own comments never fire it either.
• Proofing Updated (proofing.updated) fires once per reviewer, the first time they mark or annotate anything - and it carries no verdicts. A client marking 200 shots fires exactly one event. It is a "they have started" signal, not a record of what they decided.

So do not try to assemble the edit list out of events. Trigger on one of these, then read the verdicts in the next step.

4. Pull the verdicts

Add a Get Page Marks step pointed at the document. It returns the whole picture at once: per-page tallies, document totals, and a breakdown per reviewer with the pages they picked, rejected, and were unsure about. On Zapier and Make the picked pages also come back pre-joined as 1, 4, 9, so you can drop them straight into an email or a database field without looping. Get Annotations does the same for the drawn-on regions and their notes.

Because the trigger fires on the reviewer's first mark, they will usually still be working when it lands. Put a delay step in front of the pull - an hour is generous for a gallery - or run the pull on a schedule and let the event just tell you which documents are worth checking.

5. Put it where you work

• Create a Notion page per shoot with a row for each picked shot, and a second view for the rejects.
• Append the picks to a Google Sheet the retoucher works from.
• Email yourself a digest: "Alex picked 12 of 40 - pages 1, 4, 9… and left 3 notes."
• Open a task per annotation in Todoist, Asana, or Linear, titled with the page and the note.

Which platform does what

Only n8n carries the proofing.updated trigger today. On Zapier and Make, trigger on the first comment instead, or schedule the Get Page Marks step - the verdicts are always there to be read.

A note on the data

Reviewer identities in both reports are real email addresses whenever the reviewer came in through an invite, so whatever you pipe this into inherits personal data. That is also why both endpoints are owner-only and Pro-only. EveryPage still never stores the reader's IP address - see sharing without storing IPs.

Questions

Related

See photo proofing for the feature itself, the page marks documentation for the full reference, or the estate agent version of the same pattern.