What is online proofing?

Online proofing software is a cloud-based tool that allows teams to review, annotate, and approve creative assets in one centralized platform. It replaces manual proofing methods such as email feedback, PDFs, and printed proofs by enabling real-time collaboration. This helps teams reduce errors, speed up approvals, and maintain version control.

Who should use online proofing software?

Online proofing software is used by creative agencies, marketing teams, in-house design departments, publishers, and print and packaging teams. Any organization that needs structured feedback and formal approvals for creative work can benefit. It is especially valuable for teams working with multiple stakeholders or tight deadlines.

What types of files can be reviewed using online proofing software?

Most online proofing tools support a wide range of file formats, including images, PDFs, videos, HTML, and web pages. Some platforms also offer specialized proofing features for print, packaging, and web content. This flexibility allows teams to manage all creative reviews within a single system.

How does online proofing improve collaboration and reduce revisions?

By centralizing feedback directly on the asset, online proofing software ensures comments are clear, contextual, and visible to everyone involved. Version tracking prevents reviewers from commenting on outdated files, while threaded discussions reduce conflicting feedback. This leads to fewer revision cycles and faster project completion.

Security

What is Secure Online Proofing?



Protecting Digital Assets

Secure online proofing is a technical framework designed to safeguard your digital files throughout the review and approval process.



Encrypted Collaboration

Collaboration that replaces unsecure email threads with a single, encrypted environment where feedback and versions are tracked safely.



Controlled Access

Using a dedicated online proofing tool like GoProof ensures that only authorized team members or clients can view your proprietary designs.

How GoProof Security Infrastructure Works

Centralized Feedback & Annotation
Reviewers can leave comments and annotations directly on creative files, keeping all feedback clear, contextual, and in one place.

Real-Time Collaboration
Multiple stakeholders can review and comment on proofs simultaneously, reducing delays and speeding up decision-making.

Role-Based Permissions & Access Control
Assign specific roles to reviewers and approvers to manage visibility, protect confidential content, and prevent unauthorized changes.

Multi-Format Proofing Support
Proof a wide range of file types, including images, PDFs, videos, and web content, within a single proofing environment.

Version Control & Revision History
Every update is tracked automatically, ensuring teams always review the latest version while maintaining a full audit trail of changes.

Automated Workflows & Approval Routing
Custom workflows move proofs through structured review stages, ensuring the right people approve content at the right time.

Approval Tracking & Audit Trails
Formal approvals are logged within the platform, creating a clear record of decisions for accountability and compliance.

Integration with Workflow Tools
Connect proofing directly with tools like Adobe Creative Cloud, monday.com, and Asana to eliminate manual handoffs and streamline workflows.

Also see: Key Features of Online Proofing Software and Integrating Online Proofing with your Workflow

Teams that benefit from secure online proofing

Use cases by creative team type

Marketing Teams

Centralize internal feedback to prevent sensitive assets from sitting in unsecure personal inboxes.

Proofing for Marketing Teams

In-House Creatives

Keep client campaigns confidential until the official launch date.

In-House Creative Approvals

Print & Packaging Design

Protect dielines and proprietary branding from external leaks.

Reviewing Print & Packaging Content

Discover: Why Online Proofing Software is Essential for Creative Teams

FAQs

How does ISO 27001 protect my designs?

ISO 27001 provides a formal framework to identify and manage risks to your digital assets through regular external audits.

What is confidential proofing?

Confidential proofing ensures that only invited collaborators who have created a verified account can view your work. It prevents unauthorized link sharing and guarantees that your intellectual property is only visible to those you trust.

Is online proofing software secure for client and confidential work?

Reputable online proofing platforms include security features such as access controls, permission settings, and secure sharing links. Many also provide audit trails that record who reviewed and approved each version. These safeguards make online proofing suitable for confidential, regulated, or client-sensitive projects.

Key security benefits

Version control integrity
Only the most recent, approved version of a file is accessible

Data control
User dashboard to delete personal information, meeting all GDPR requirements

Audit transparency
A timestamped record of every comment for legal and regulatory compliance

Secure access management
Restrict access to protect designs and sensitive information

Important Security Resources

Security Whitepaper
‍GDPR Compliance
‍Privacy Policy

Conclusion

Online proofing software is no longer optional—it's a necessity for teams that want to streamline workflows, reduce errors, and accelerate creative approvals. By centralizing feedback, automating workflows, and providing real-time collaboration, it allows teams to focus on what they do best: creating amazing content.

Start exploring your options today and take your creative workflow to the next level with online proofing.

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