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AI Proofing in Hive

Use Buzz to automatically review creative proofs.

Written by Michaela Rollings

What is AI Proofing?

AI Proofing is a Buzz-powered review layer inside Hive’s proofing viewer. When you upload or open a proof, Buzz scans the file and returns actionable suggestions tied to specific locations in the document.

Each suggestion includes:

  • A category (Spelling, Grammar, Tone, Accessibility, Clarity, Layout, Legal, and more)

  • A description of the issue

  • A highlight on the proof so you can jump straight to the problem area

AI Proofing is designed to assist human reviewers — not replace them. You can resolve, dismiss, or ignore any suggestion.

What you need before you start

Requirement

Who sets it up

AI Proofing toggled on under Apps → AI Enabled Workspace

Workspace admin

Proofing & Approvals app enabled

Workspace admin (Hive will prompt if needed when you enable AI Proofing)

Action belongs to a project included in AI Proofing scope (if your admin limited projects)

Workspace admin

Proof file is a supported format

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Buzz AI is available to workspaces with a monthly AI allowance — AI Proofing draws from that same shared allowance when reviews run.

If AI Proofing isn’t available on a proof, you may see: “AI proofing is not enabled for this project. Ask a workspace admin to add it in Buzz AI settings.”

Supported file types

AI Proofing works with:

  • PDF

  • Word documents (.doc, .docx — converted for analysis)

  • Images (PNG, JPEG, WebP, GIF, and other common formats)

  • Video (e.g. .mp4, .webm, .mov)

AI Proofing is not available for unsupported file types. In that case the panel shows: “File type not supported.”

For workspace admins: Enable and configure AI Proofing

1. Turn on AI Proofing from Apps

  1. Open Apps (App Library).

  2. In the AI Enabled Workspace section, find the AI Proofing card.

  3. Turn the toggle On.

  4. If Proofing & Approvals isn’t enabled yet, confirm the prompt to enable it.

When Buzz AI is active you’ll also see “Buzz AI is active across your workspace” at the top of this section.

2. Confirm Proofing & Approvals

  1. In Apps, ensure Proofing is enabled under Premium Apps (if not already on).

  2. Optionally configure proofing defaults under Your Workspace → Apps (annotation numbering, auto-versioning, etc.).

3. Configure AI Proofing settings

  1. Click your workspace name (or avatar) → Your Workspace.

  2. Open the Buzz AI tab.

  3. Select AI Proofing in the left sidebar.

From here you can configure:

Projects

Limit which projects can run AI Proofing reviews.

  • Leave empty = all projects

  • Select specific projects = AI Proofing only runs on proofs in those projects

AI Proofing Instructions

Free-text guidance Buzz follows on every review. Examples:

  • “Use UK spelling and formal tone.”

  • “Flag accessibility issues and missing alt text.”

  • “Check that all legal disclaimers match our 2026 template.”

Instructions save automatically as you type.

AI Proofing Reference Documents

Upload brand guidelines, style guides, legal boilerplate, or other reference docs (PDF, DOC, or DOCX). Buzz uses these during reviews to flag guideline violations.

  • Always apply every reference document — skips the document picker when uploading or starting a review.

  • Auto-select rules — attach rules so specific guidelines apply only when project or document conditions match.

4. (Optional) Use guideline folders in Files

In Files, you can mark a folder as an AI Proofing Guidelines Folder and link it to projects. Files in that folder are used as guidelines for proofs in linked projects.

For reviewers: Run an AI Proofing review

Automatic review on upload

When AI Proofing is on, the file type is supported, and the project is in scope, Hive may start an AI review automatically in the background when you upload a new proof version.

You don’t need to wait — continue working while Buzz analyzes the file.

If your workspace uses a guideline picker (reference docs not set to “always apply”), you may be prompted to choose which guidelines apply before the review runs.

Manual review from the proofing viewer

  1. Open an action with a proof attached.

  2. Open the proof in the proofing viewer.

  3. Open the AI Proofing panel (Buzz / AI review side panel).

  4. Click Generate AI review (or New review after a prior review completes).

The review runs in the background. When complete, suggestions appear in the panel.

Work through suggestions

Each suggestion shows category, description, and source (typically AI review, or carry-over from a prior version or user feedback).

Action

When to use

Click the suggestion

Jump to and highlight the issue on the proof

Resolve

Issue addressed or accepted; mark done

Dismiss

Not applicable or false positive

Unresolve

Reopen a resolved item

Filter suggestions by status, category, source, or search text.

Run another review

After a review completes, you can start a new review — useful after uploading a revised version or changing guidelines/instructions. Prior reviews remain in the review history dropdown.

How AI Proofing uses your guidelines

When reference documents or guideline folders are configured, Buzz:

  1. Loads applicable guidelines for the proof’s project

  2. Checks visible content against those rules

  3. Returns findings with specific guideline evidence in the description

Roles and permissions

Role

Can do

Workspace admin

Toggle AI Proofing in Apps; configure AI Proofing settings, instructions, reference docs, and project scope

Workspace member

Run reviews on in-scope proofs when AI Proofing is on; resolve/dismiss suggestions (unless proof is read-only)

Non-admin when AI Proofing is off

May see prompts to ask an admin to enable AI Proofing; cannot start reviews

Tips for best results

  1. Upload clear, final-layout proofs — Buzz reviews what’s visible; flattened or low-resolution exports may limit text detection.

  2. Keep reference documents current — outdated brand guides produce outdated feedback.

  3. Use AI Proofing Instructions for team-wide rules — e.g. regional spelling, formality, compliance focus.

  4. Scope by project if only certain teams or clients use AI Proofing.

  5. Treat suggestions as a first pass — resolve real issues, dismiss false positives.

Related settings

  • Apps → AI Enabled Workspace — toggle AI Proofing; see Included Buzz AI features

  • Your Workspace → Buzz AI — AI Proofing settings, general Buzz behavior, AI usage

  • Your Workspace → Apps → Proofing and approvals — annotation numbering, auto-versioning, read-only proofing access

Use static image files

AI Proofing can review supported static image uploads. Hive keeps your original image and prepares a proofing-friendly version for the AI review.

  1. Upload a supported static image to the proof (PNG, JPEG, WebP, or GIF).

  2. Open the proofing review.

  3. Start or wait for the AI Proofing review when AI Proofing is available in your workspace.

Unsupported formats follow Hive’s existing conversion rules instead.

Choose guidelines for a review

When your workspace uses a guideline picker (reference docs not set to “always apply”), you can choose which guidelines apply before the review runs.

  1. Start an AI Proofing review.

  2. Use the guideline picker to select matching project, account, folder, or rule documents.

  3. Review the selected files, then continue with the AI review.

Canceling the picker stops the review before it starts. Workspace admins can turn on automatic guideline selection in AI Proofing settings with Switch to auto. If saving the automatic setting fails, the documents selected for the current review remain available.

Copy AI-generated alt text

For a proof that contains a single static image, AI Proofing can suggest concise alt text you can copy for accessible content.

  1. Open a proof that contains a single static image.

  2. Run an AI Proofing review.

  3. Open the Alt text row in the AI review panel.

  4. Expand the generated description and select Copy.

  • Alt text is available for single static image proofs only.

  • Generated output is limited to 300 characters.

  • Treat the suggestion as a starting point, then confirm it accurately describes the image.

FAQ

Does AI Proofing replace human proofreaders?
No. It accelerates first-pass review and catches common issues; your team still owns final approval.

Does every upload trigger AI Proofing?
Only when AI Proofing is on, the file type is supported, the project is in scope, and proofing upload completes successfully.

Can I use AI Proofing without reference documents?
Yes. Buzz still reviews spelling, grammar, clarity, layout, and related categories using built-in review logic plus your custom instructions.

Are reviews stored per version?
Yes. Review history is tied to the proof file/version so you can compare runs over time.

How does AI Proofing relate to usage?
Proofing reviews draw from your workspace’s monthly AI allowance (shared with Buzz Chat, Mail, Dashboards, and other AI surfaces). Admins can review usage under Your Workspace → Buzz AI → AI usage.

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