Help & Documentation

How to use Stillsweb

Your guide to Workspaces, Proofing Hub, Collections, Deliveries, and everyday tools. Simple explanations for how each area works and when to use it.

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Product guide

Understanding Workspaces, Proofing Hub, Collections, and Deliveries

A quick guide to how Stillsweb organizes your files — what each area is for, and when to use it.

Workspaces

Workspaces are where your assets live. Upload, organize, search, tag, and manage files inside Workspaces.

Personal Workspace: private files and drafts
Portfolio Workspace: curated portfolio assets
Client Workspace: client and project assets
Corporate Workspace: company or brand assets

Important: Uploads are only available inside Workspaces.

Proofing Hub

Proofing Hub is used when selected assets need to be reviewed, commented on, favorited, approved, rejected, or marked for changes.

Proofing Hub does not store assets directly. It links to assets already uploaded inside a Workspace.

When to use

Send selected assets to a client for approval
Ask a team member to review campaign assets
Collect favorites or shortlisted assets
Track comments, approvals, rejections, and change requests

Example flow

Client Workspace → Select assets → Create Proofing → Reviewer approves/rejects → Create Delivery if needed

Important: Normal shared files do not appear in Proofing Hub. Normal sharing appears in Shared With Me.

Collections

Collections are saved groups of selected assets. Use Collections to organize a shortlist or curated set without moving or duplicating the original assets.

Collections do not store duplicate files and are not upload areas. They simply reference assets from Workspaces.

When to use

Save a campaign shortlist
Group best product shots
Create a reusable set of social media assets
Collect assets from search results
Save approved or favorite assets from proofing

Example flow

Search or Workspace → Select assets → Add to Collection

Important: Use Collections when you want to group assets for organization. Use Proofing Hub when you need review or approval.

Deliveries

Deliveries are final handoff packages created from approved or selected assets. Use Deliveries when you want to send final files with controlled download access.

Deliveries are not Workspaces and do not allow uploads. They package existing approved assets for final download or handoff.

When to use

Send final approved files to a client
Create a download package after proofing approval
Share watermark-free or final versions
Set expiry and download permissions
Track what was delivered

Example flow

Proofing Hub → Approved assets → Create Delivery → Send final download link

Important: Use Share Link for quick access. Use Delivery when you need a final controlled handoff package.

Shared With Me

Shared With Me shows assets or folders that other users have shared with you for normal viewing or access.

Shared With Me is different from Proofing Hub.

Shared With Me: files/folders shared for viewing or access

Proofing Hub: assets assigned for review, comments, approval, rejection, or favorites

Quick comparison

Feature	Use for	Upload allowed?
Workspace	Uploading and managing assets	Yes
Shared With Me	Viewing assets shared by others	No
Proofing Hub	Review, comments, favorites, approvals	No
Collections	Curated saved asset groups	No
Deliveries	Final handoff/download packages	No

Still have questions?

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