WHAT IS ONLINE PROOFING?

Online proofing is a term that describes the secure process of reviewing and approving creative work using an internet workflow, normally driven by online proofing software.

Before online proofing was established, creative and marketing teams often used either printed paper-based methods or long tailed email chains to approve their design work, which was messy and cumbersome.

An online proofing workflow using proofing software provides a more efficient, accessible and manageable way to approve digital and print creative work.

It removes key technical and practical barriers which complicate progress, allowing for a more engaged and modern approval journey which can be reached from anywhere.

Adopted users of online proofing save time, improve collaboration between designers and stakeholders and get their work approved and released faster.

“Working in the healthcare field, we often have many internal clients. This way of proofing is easy and effective.”

ALLISON G.,
HOSPITAL & HEALTHCARE, 1001-5000 EMPLOYEES

WHY IS ONLINE PROOFING SO IMPORTANT?

Online proofing has been instrumental in transforming the approval workflow from a traditional, less efficient process to a more streamlined solution fit for the modern world.

Here are a couple of examples of why it’s been so important for the creative community…

TRADITIONAL PAPER-BASED WORKFLOWS

In traditional paper-based proofing workflows, single or multiple page designs are printed off and stuck into a communal folder, which is passed around the building to everyone who needs to review them.

The required stakeholders would take turns to look at the designs and make chicken scratch notes on them indicating what they liked, disliked, felt needed changing or wanted to add.

The process is very manual and therefore unreliable, with the folder often never making it onto someone’s desk or it stays sat in the in-tray or home of someone who’s on vacation.

That’s if it hasn’t been lost altogether – or roughed up so much it’s become illegible.

EMAIL-BASED WORKFLOWS

Relying on emailing documents such as PDFs around to reviewers helps with traceability and backup but still has its fundamental flaws.

Emails may go out at the same time but they can come back at totally different ones. Sometimes, as two or three versions one after the other from the same person and the text descriptions are normally in the body of the email, not on the actual design.

But the biggest issue by far is that there’s no collaboration. Everyone is working separately on their own, with no visibility of what their colleagues are saying or suggesting.

It creates a total headache for the designers who are sending proofs out. They have to collate all comments together and reply to each one individually, trying to explain to them what other people have said.

And then there’s the regular scenario that their comments may be too late or have already been superseded by more recent instructions from other people.

It’s a confusing process with very high stress levels for designers, who can often get blamed for approval delays when it’s not necessarily their fault.

“All comments and feedback are controlled in one location. There aren’t any version control issues because we’re all on the same page with GoProof. It allows revisions and approvals to happen so much quicker and with ease.”

ADAM M.,
UTILITIES, 201-500 EMPLOYEES

HOW DO I KNOW IF I NEED ONLINE PROOFING SOFTWARE?

Almost all successful proofing workflows are driven by a reliable cloud-based software system, so it’s pretty much a given for your team.

It is, however, a great idea to go through a quick self-qualification process ahead of choosing your software package, so you know that you’re looking for the right solution.

Here’s a list of common issues experienced by teams that aren’t using online proofing software workflows to help work that out.

COMMON ISSUES WITHOUT ONLINE PROOFING SOFTWARE

  • Creative work taking too long to be approved
  • Separate emails and attachments pinging everywhere
  • Comments not being submitted in one place
  • Having to export files to share work from Adobe
  • Important deadlines being missed
  • Publishing errors regularly being made
  • Printed proofs getting lost or ruined
  • Collaborators not getting the chance to see work
  • Confusion on which version is the most recent
  • No central place to view all proofs together
  • No idea who has seen or not seen work
  • No clarity on who’s responsible for signing off

If just a few of these issues sound familiar, then online proofing software should go a long way to solving them and making your creative approval process more streamlined.

These are some of the immediate gains once a good software system has been introduced.

INCREASE PRODUCTIVITY

100%

GAINS MADE WITH ONLINE PROOFING SOFTWARE

  • Faster turnaround of creative work
  • Removes frustrating tasks for designers
  • Cut costs on paper and move to a digital workflow
  • More control throughout the proofing process
  • Easier access for collaborators to the work
  • No need for lengthy phone calls to discuss changes
  • Faster and deeper engagement from collaborators
  • Eliminate PDF and asset file sharing issues
  • Traceability of all versions and changes
  • Greater accuracy and quality of work
  • Everyone working on the same page
  • Easy to proof with multisite or multinational teams

“I love it! It has helped me streamline my graphics proofing process. I no-longer have to take my file into another file to create a low-res, watermarked PDF. I just click the client’s name, and submit the artwork to their email – all from within Adobe Creative Cloud.”

CHRISTINA R.,
GRAPHIC DESIGN, SELF-EMPLOYED

HOW DOES ONLINE PROOFING WORK?

Online proofing uses the internet to provide a structured secure portal for versions of work to be uploaded, shared and reviewed.

Being web-based, it allows collaborators to get easy access to work from anywhere in the world, any time of day and add comments, requests changes and sign work off.

However, online proofing does not stop at simple upload and approve. Depending on the quality and feature set off the software program powering it, the creative designer or producer can also make huge productivity gains from integrating it with their Adobe Creative Cloud design tools.

Collaborators can draw upon copy editing functions too, making quick and easy changes to text on proofs without having to send it separately.

They can also submit assets, videos and other files directly through the proofing platform, rather than having to use a file sharing service.

To really help you understand in detail how online proofing works, we’ve broken the workflow down into the 7 key steps you should expect in an efficient workflow.

“Overall it has had a very positive impact on our proofing workflow and cut costs for us enabling us to move to an almost completely digital proofing workflow from an intensive print and paper routing routine.”

HEATHER A.,
FURNITURE, 51-200 EMPLOYEES

7 STEPS TO SUCCESSFUL ONLINE PROOFING

Here are the 7 key steps to a successful online proofing workflow. Implement these and you should start reaping the time-saving, collaboration and cost benefits straight away.

STEP 1: THE CONTENT

Once you or your colleagues have finished the initial creative work, save up and get together the content you want to send for proof.

Do the files you want to share need to be export ones, like PDFs, JPGs, MP4s, PNGs? Or are you working within a design package like Adobe Creative Cloud and want to send your work directly from inside there?

The process for proofing work can be streamlined further depending on which file route you are taking, as you’ll see in Step 2.

STEP 2: SENDING PROOFS FOR REVIEW

In good online proofing software you should have the option to share content in at least two ways.

Export file uploader.
This is the simplest method to upload export files. It’s done by browsing to files stored either on a local machine or network or in a cloud system such as Dropbox and then uploading them to the proofing website portal. It’s the basic way to submit export files or documents such as PDFs for review.

Direct from Adobe Creative Cloud.
Most graphic designers and video producers use an Adobe app such as InDesign, Premiere Pro or Photoshop to produce creative work. Proofs can be shared straight from inside these apps using extensions or plugins created by the proofing software provider, cutting out the lengthy process of needing to export files into another format first and then use the file uploader.

The interface inside the software guides you through the process of sharing your work. Depending on the product, the options may include setting deadlines, attaching files, allowing copy edits, creating teams of collaborators, adding custom messages and more.

On completion of the wizard, all collaborators invited to the proof receive a notification via email or mobile app with a secure link to the proof.

“Our office split and we have proofing staff that relocated to a different building. We had relied on paper proofing but with the move, that no longer made it an option. It has enabled us to send proofs to staff anywhere, and with more precision in markups and functionality.”

THAI M.,
RETAIL, 201-500 EMPLOYEES

STEP 3: ASSIGNING COLLABORATOR ROLES

An important part of the review process for any creative team is to be clear on who has what responsibility. It’s an often contentious subject with regular confusion on who should be doing it.

These responsibilities could be for numerous things including commenting, copy editing, inviting new collaborators, requesting changes, uploading files and signing off work.

Online proofing simplifies this by allowing the sender to assign roles to collaborators so that the software manages their responsibility. Here’s an example of a role structure.

Observer
Someone who can view proofs but not make any comments or join in the conversation.

Reviewer
Someone who can view proofs, make any comments, @mention others and upload files.

Gatekeeper
The person with the most responsibility who has the same profile as a Reviewer but can take the extra steps of adding new collaborators, requesting changes for new versions and sign proofs off.

Collaborator roles play a major part in keeping reviews on track with full accountability throughout the creative journey.

STEP 4: PROOFING & COLLABORATION

One of the biggest advantages of online proofing is having just one proof that everyone looks at and comments on, rather than separate copies being routed around on emails or print-offs.

Based securely on the web and accessed via a browser or mobile app, the proofing interface may vary in terms of features and layout but the fundamental purpose is to allow collaborators to review the proof and express their opinions as easily as possible.

It’s vital to give collaborators the most effective ways to convey their thoughts and make comments with pinpoint accuracy. Designers can then clearly understand what the feedback is and importantly where it’s taking place on the proof.

Here are some of the features you should expect to see in the collaboration zone of a proofing system.

Collaborator status
It so useful just to know who has actually Seen or Not Seen the proof, regardless of whether any action has been taken on it.

This is something that online proofing can easily track as part of the current status display of the collaborator, with other examples being Finished, Requested Changes or Signed Off.

Proofing tools
Online proofing is a huge leap forward from confusing long-hand statements written in the body of a separate email along the lines of ‘that round image needs to be smaller and less obvious’.

Look out for the following proofing and mark-up tools: Box, Highlight, Draw, Strike, Pin, Zoom, Question, Ruler, Arrow, Check, Cross.

“The client can comment anywhere with any tool to make edits. I like that they can attach photos and docs right in the program!”

CYNTHIA M.,
REAL ESTATE, 201-500 EMPLOYEES

Commenting
Using comment threads next to the proof, collaborators can easily see who’s saying what and inspire each other to produce the most amazing creative results.

Using @Mentioning is a great way to engage with each other and speed up the review.

Copy editing
A big barrier to efficiency within the proofing process comes when edits are required to the copy on it.

Traditionally, a copywriter or collaborator would have to email the copy separately on an email or attached Word document, which the designer would have to cut and paste and reformat into the proof document.

Online proofing software makes this process easy by allowing editors to submit copy in the same way they would make a comment, cutting out extra work and time.

History
Reviews regularly go through a number of versions until one is approved for sign-off. Seeing the history of comments and comparing previous versions with the existing one is an essential part of this.

File sharing
To keep things simple and in one place, online proofing allows everyone to share files when making comments. This could be anything from a replacement logo, to an instruction video or a spreadsheet of financial information.

Proof Status
Online proofing helps to clarify the key stages or milestones of work as it moves through the creative journey. It’s done by collaborators with the relevantly assigned role placing the proof into a specific status such as In Review or Changes Requested.

This way everyone can see that a new version is currently being created or that the review is still open for comments.

Printing
If a hard copy or screen grab of the proof with comments displayed is still required for traceability or procedural compliance, proofs can be printed off to paper or PDF and archived away.

STEP 5: GETTING CHANGE REQUESTS BACK

In a similar process to sharing and sending proofs out for review, there are two main ways for creatives to receive feedback from reviews and take action on them.

The collaboration zone
The most common method where creatives track the comments being made next to the proof and then work out what needs doing.

Once a proof has been marked for a new version to be produced, the creative sets to work on the source file (normally an Adobe Creative Cloud one), referring back to the proofing software throughout the process.

Directly from inside their Adobe apps
This is where maximum productivity is achieved for creatives.

Using an extension that sits inside the Adobe app, creatives can receive all the comments, changes and files right into their document or video side panel.

It means they don’t need to jump out of Creative Cloud to get at the feedback and can see it exactly in context, page by page. And they can just hit ‘Apply’ to place copy edits directly into the document.

It saves hours in rework time and reduces cut and paste errors. It’s an insane benefit and should be top of the list when considering online proofing software.

“Designers find they can move through edits quicker with more clarity and project managers feel more in control of the review process.”

ALISON K.,
NON-PROFIT, 11-50 EMPLOYEES

STEP 6: SENDING NEW VERSIONS

The creative produces the new version of the proof inside their design software and then follows the same process as before to share it for the next review round.

Note that it’s key to find an online proofing software provider that does not limit the number of proofs you can send out to encourage maximum collaboration returns.

Proofing software helps to streamline the new version sharing by remembering the settings from the previous review. These could be handy automations like adding the collaborators involved and allocating a new version number to the proof to make it easy to trace.

Alongside this, insights are generated through reporting engines to help creative teams to evaluate how much time is being spent on changes and rework which can be used to measure output against forecasted time.

STEP 7: FINAL SIGN OFF

The last of the 7 key steps to successful online proofing is signing off a creative version, ending the active review.

In most cases this can only be done by a collaborator assigned with the appropriate role to protect the proof from being published without correct permission or authority.

Throughout the whole process, collaborators should be able to manage and keep on top of their reviews. For example, a proof dashboard with advanced search is a place where they can filter on status, project, client, deadlines and more, as well as revisit old proofs for auditing.

“GoProof has streamlined the workflow process, eliminated PDF and asset file issues and bridged the gap between communication with our clients. Our clients are happy with the system as well!”

SHAWNEE O.,
PRINTING, 11-50 EMPLOYEES

“The best thing about GoProof is that it works directly through Indesign and Illustrator. You don’t have to save your document as a PDF and then email it to your reviewers. It does it all seamlessly.”

DAVID Q.,
MUSEUMS & INSTITUTIONS, 201-500 EMPLOYEES

WHO BENEFITS THE MOST FROM ONLINE PROOFING SOFTWARE?

Broadly speaking, any individual, team or agency who is involved in creating or sharing content that requires input or approval from others will benefit from online proofing.

As far as software users are concerned, there are usually two types of user to consider: the people who share proofs and the people who review them.

More feature-rich proofing software also allows agencies to operate private internal rounds of review first and then forward the approved version to external clients for review within the same project.

Here’s a list of the most common users but these really are just a selection, as there are so many industries and job roles that benefit from it.

PROOF SENDERS

  • In-house marketing teams across multiple industries
  • Adobe Creative Cloud users
  • Creative directors
  • Compliance managers
  • Health & safety departments
  • Design agencies
  • Publishers
  • Collaborators
  • C-level stakeholders
  • Marketing team leaders
  • Clients of agencies
  • Sales and commercial teams
  • Legal teams
  • Printing companies
  • Packaging manufacturers

COLLABORATORS

  • C-level stakeholders
  • Marketing team leaders
  • Clients of agencies
  • Sales and commercial teams
  • Legal teams
  • Printing companies
  • Packaging manufacturers

“It’s easy to upload and share with team members. I love the integration app for all the different Adobe software I use and how easy it is to create new notes and share them with the whole team or with specific team members.”

STEVEN D.,
INFORMATION TECHNOLOGY & SERVICES, 11-50 EMPLOYEES

WHAT’S THE RETURN ON INVESTMENT (ROI) FOR ONLINE PROOFING?

Our customers love telling us about their return on investment from online proofing.

Here are just 8 of the savings, gains and issue resolutions you could benefit from if you choose to implement it in your marketing or creative operation.

  • 1 hour every day saved in creative admin time
  • Work is approved up to 50% faster
  • Publishing errors reduced by 3x
  • Up to 90% cost savings from paper and ink
  • Better collaborator engagement and assurance
  • 80%+ reduction in time-consuming phone calls
  • An increase in procedural compliance from staff
  • Less time spent working for free on edits and amends

“Our workflow has gotten faster now that we have GoProof.”

FRANCESCA S.,
SCIENCE & RESEARCH, 51-200 EMPLOYEES

“It’s a time saver, rather than our team acting as the go-between for the exchange of information on project feedback, it allows everyone to see and comment on each other’s feedback – keeping everyone on the same page.”

JENN J.,
HEALTH, WELLNESS & FITNESS, 51-200 EMPLOYEES

“Time is the biggest benefit I’ve found. I’m not wasting time on the phone with customers trying to understand what they want. With this proofing system I’m able to see exactly what they want, where they want it and can quickly make those edits and return a proof in record time.”

DANE B.,
PRINTING, SELF-EMPLOYED

TALK TO US – OR TRY GOPROOF FOR FREE

Get a feel for how online proofing can streamline your creative workflow. Contact us using the form opposite or start a free trial of GoProof with full support and training included.