At twenty projects, any tool works. Aproove was built for five hundred.
Aproove gives teams agency project management software organized around five user dashboards (Home, Tasks, Projects, Assets, and Contacts), each personalizable, permission-scoped, and built to find the right work fast at any scale. Filters, columns, sorting, search, and notifications are configurable per user and per shared filter. Projects can be organized into Trees, custom filters can be shared across teams with permission levels, and column layouts persist per filter so the same dashboard can show different views for different work.
What it is
The Aproove interface supports scalable project management through five top-level dashboards in the blue sidebar, plus a per-project dashboard with four views.
The five user dashboards:
- Home Dashboard is the landing page after login. It shows two task donuts (Sent Tasks for work you manage, Received Tasks for work assigned to you), a real-time Recent Activity feed, and the last 25 projects you accessed.
- Tasks Dashboard is the actionable work queue: every task assigned to you (or to others, if you have permission to see them), filterable by status, age, project, or contact group.
- Projects Dashboard is the scalable project management portfolio view: every project you have access to, organized into Trees of folders, navigable through Favorites and custom filters.
- Assets Dashboard is the DAM-style asset browser across the Aproove Drive, with global search, drag-and-drop upload, list or grid view, and bulk actions.
- Contacts is the address book of system contacts (admin-managed) and personal contacts (user-managed), grouped into reusable Contact Groups.
The per-project dashboard sits one level below. When a user opens a project from any of the dashboards above, they land in a project-specific view with four lenses (Dashboard, Workflow, Proof, File). The view that the user last left a project in is the view they return to next time, so different roles can use the same project differently without fighting each other's preferences.
How it works
Static header. Every dashboard shares a static header with Create Project, global Search, Help, and personal Settings (account preferences, recent activity filter, email notification preferences, Adobe Extensions setup). The blue sidebar can be collapsed to maximize work area.
Search. Search scope follows the dashboard. From Home or Projects, search runs across projects. From Tasks, search runs across tasks. From Assets, search runs across file names, folder names, tags, metadata, and project names. Search is literal: "Summer Campaign" matches the full string, not the words separately. The 2025/R1 release added search inside an active filter, so users can narrow further within a filtered result set rather than starting over.
Filters. Each dashboard ships with a set of pre-built filters (My Projects, On-Time Projects, Late Projects, Live with Late Tasks, and others). Users with the Advanced Filter permission can build their own quick custom filters with multiple queries against column data or metadata values, and share filters with other users at three permission levels: Read-only, Allow Sharing, or Admin. Admin-defined Filter Categories appear in the sidebar for the global groups they are assigned to.
Columns. Every dashboard has a column gear menu. Users select which columns to display, drag and drop to reorder, and the layout is saved per user. The 2025/R1 release added per-filter column layouts: the same dashboard can show different column sets for different filters, so a reviewer's "My Late Tasks" view is not the same shape as their "Group by Project" view.
Sorting. Columns that support sorting include Creation Date, Deadline, Project ID, Project Name, and Project Size on the Projects Dashboard, and Conflict, Description, File Name, From, Project, Project Deadline, Proof Index, Status, Step, Task, Task ID, Task Deadline, and To on the Tasks Dashboard. Sort state can be cleared with a Clear Sort button.
Trees and folders. Projects are organized into Trees in Global Storage. A user gets access to a Tree if they have direct permission, if the Tree contains a project they are a member of, or if the Tree contains a project where they have a task (even without project membership). Folders inside the Tree can be browsed, and global search scopes to the selected folder when one is active.
Notifications. A red dot indicates new content in a list. Important items (a new task in the Tasks Dashboard) require an explicit click to clear. Less important items (entries in the Recent Activity feed) clear on screen refresh. The system distinguishes between work that needs the user's action and information that just keeps them informed.
Per-project: four views. Inside a project, users switch between four lenses:
- Dashboard View is the business overview: Project Details, thumbnail, dates, Project Users, Guest Users, Approve/Reject (if permitted), task and proof filter widgets, project-scoped Recent Activity, and the active task list.
- Workflow View (Enterprise customers with custom workflows) shows the workflow steps as a graph with active tasks and proofs on each step. Show History on any step displays everything that has passed through.
- Proof View is the production-oriented list of every proof in the project with versions, progression stats, reviewer avatars, and per-proof quick actions (Download, Print Notes, Get public proof link, Get download link, Delete Version).
- File View opens the Aproove Drive folder for the project: every file (proof and non-proof) with folder location, owner, creation date, size, and hover preview.
CSV export. Tasks and Projects Dashboards both support CSV export of the current filtered result set, for offline analysis or feeding into external reporting.
Auto-refresh. The Tasks Dashboard supports auto-refresh so newly assigned tasks appear without manual reload. Users who prefer a stable view can turn it off.
Benefits
- Right view at the right scope. Five top-level dashboards plus a per-project dashboard with four views mean reviewers, PMs, and operations leads each work in the layout that fits their role, without forcing a single view on everyone.
- Personal layouts that persist. Column choices, column order, filter selection, and sort state are stored per user and per filter, so each session opens to a familiar configuration.
- Shareable filters with permission levels. Custom filters can be built once and shared with colleagues at Read-only, Allow Sharing, or Admin permission, so a team's preferred views travel with them.
- Built for scalable project management. Tree-organized folders, server-side filtering, per-filter column layouts, and search-within-filter make Aproove usable when a user has access to hundreds of active projects, not just a handful.
- Search inside the filter. Users narrow within a filtered view rather than starting over, finding specific work quickly even within a large filtered set.
- Custom metadata as columns. Any metadata key exposed by the administrator can be displayed and filtered as a column, so dashboards can carry context from third-party systems (campaign, region, brand, regulatory class).
- Permission-scoped at every level. Tree access, project membership, task assignment, custom filter sharing, and column visibility all flow through Aproove's permission model so users see only the work they should.
- Notifications calibrated to action. Red dots distinguish work that needs explicit action from information that just keeps the user informed, so the notification system stays informative without becoming noise.
Who it's for
- Project managers and program leads running large portfolios where a flat list of projects is no longer enough.
- Reviewers and contributors working through assigned task queues across multiple projects and teams.
- Operations and PMO teams tracking project health, deadlines, and bottlenecks across the organization.
- System administrators governing Tree structure, custom filter visibility, and which metadata keys appear as dashboard columns.
- Enterprise customers with regional, brand, or regulatory variants where folder organization and shared filters keep the right work in front of the right team.
Under the hood
The Aproove UI is built for a minimum screen resolution of 1920x1080 in a maximized browser window. Personal preferences (column choices, filter selection, sort state, view preference) are stored in browser cookies, so clearing site data resets them. Filters are split between server-side (which run against the database, including all the pre-built filters and custom advanced filters) and local (By keywords and By color, which run client-side against the already-loaded result set and require a server-side filter to be applied first). The per-filter column layout and search-within-filter behavior added in the 2025/R1 release extended dashboard scalability for users running many concurrent custom views.
Built for regulated environments where failures create real risk
Insurance, healthcare, and enterprise teams face unique approval challenges. Aproove handles state-by-state variations, mandated language, FDA submissions, and multi-geography brand governance without breaking a sweat.
Trusted by leaders
Used by teams that cannot afford uncertainty in their approval process.
"Implementing Aproove has dramatically reduced errors, increased motivation and satisfaction across the teams and importantly, saved the operation significant hard costs."
“The Aproove team are the best team in the world. I feel like I'm their only customer, they are always there for me.”
"Within a short period, we were able to reduce 25 workflows into a single workflow. The team saw a 15-week reduction in getting new marketing packages from idea to market. More importantly, it ensured that all the packages were compliant with regulatory requirements. All steps, comments, and approval are captured and saved for any audits."
More ways to streamline high-stakes workflows
See how Aproove’s agency project management software organizes hundreds of projects without losing the one that matters now
