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 Enabled Workspace (Buzz Pro) enabled | Workspace admin |
Proofing app enabled | Workspace admin |
Action belongs to a project included in AI Proofing scope (if your admin limited projects) | Workspace admin |
Proof file is a supported format (see below) | — |
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 (common image 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 your AI Enabled Workspace
Open Apps (App Library).
In the AI Enabled Workspace section, click Click to enable (or use the workspace toggle).
Confirm any add-on or billing prompts if shown.
Tip: You'll be able to start a 14-day free trial of AI enabled workspace if you haven't tested it yet.
2. Turn on Proofing
In Apps, enable Proofing under Premium Apps (if not already on).
Optionally configure proofing defaults under Your Workspace → Apps (annotation numbering, auto-versioning, etc.).
3. Configure AI Proofing settings
Click your workspace name (or avatar) → Your Workspace.
Open the Buzz AI tab.
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.
Options:
Always apply every reference document — skips the document picker when uploading or starting a review; all reference docs are used automatically.
Auto-select rules — attach rules so specific guidelines apply only when project or document conditions match (e.g. certain client, region, or custom field values).
You can rename, delete, and manage rules per reference document.
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 — useful when guidelines live alongside project assets rather than in workspace settings.
For reviewers: Run an AI Proofing review
Automatic review on upload
When Buzz Pro 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
Open an action with a proof attached.
Open the proof in the proofing viewer.
Open the AI Proofing panel (Buzz / AI review side panel).
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 (color-coded)
Description
Source — typically AI review, or carry-over from a prior version or user feedback
Actions on a suggestion:
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 (Unresolved, Resolved, Dismissed)
Category (Spelling, Grammar, Layout, etc.)
Source (AI review, previous version, user feedback)
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:
Loads applicable guidelines for the proof’s project
Checks visible content against those rules
Returns findings with specific guideline evidence in the description
Guidelines can cover brand usage, legal copy, tone, accessibility, layout rules, required disclaimers, and more.
Roles and permissions
Role | Can do |
Workspace admin | Enable Buzz & Proofing; configure AI Proofing settings, instructions, reference docs, and project scope |
Workspace member | Run reviews on in-scope proofs; resolve/dismiss suggestions (unless proof is read-only) |
Non-admin without Buzz enabled | May see prompts to ask an admin to enable AI; cannot start reviews |
Tips for best results
Upload clear, final-layout proofs — Buzz reviews what’s visible; flattened or low-resolution exports may limit text detection.
Keep reference documents current — outdated brand guides produce outdated feedback.
Use AI Proofing Instructions for team-wide rules — e.g. regional spelling, formality, compliance focus.
Scope by project if only certain teams or clients use AI Proofing — reduces noise elsewhere.
Treat suggestions as a first pass — resolve real issues, dismiss false positives; Buzz improves workflow speed, not judgment.
Related settings
Your Workspace → Buzz AI — general Buzz behavior, trusted file origins, meeting defaults
Your Workspace → Apps → Proofing and approvals — annotation numbering, auto-versioning, read-only proofing access
Apps → AI Enabled Workspace — master switch for Buzz Pro
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 Buzz Pro 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.
Who pays for AI Proofing?
AI Proofing is part of AI Enabled Workspace. Billing follows your workspace’s Buzz/add-on plan.