Nowadays, we have much more content across many more platforms than traditional print. Web content, video, audio, and interactive files are commonplace in the modern world, and none of those formats can get checked using physical proofs. Many companies have multiple output formats and need to cater to all these different formats in the proofing process.
Here, we will discuss the concept of using an online proofing tool and how to use it in your business process effectively. First, however, let us discuss the definition of the subject.
The proofing process can be done manually using hard copy proofs (but only on static files such as images and pdfs; you cannot proof moving objects such as video). This method is time-consuming, not centralized, not suitable for distributed teams, and not environmentally friendly. In short, this method is expensive and inefficient.
Many companies distribute PDF and Image proofs via email (again, it’s not good for moving formats such as video). However, this method is terrible for online proofing.
Some of the pitfalls of using email instead of specific online proofing software for the review process, is the fact that there is no centralization, no visibility on other reviewers comments, risk of marking up old proof versions, no way to track who has viewed the proof, and the person who sent the email has to collate all the feedback manually. Email is not suitable for online proofing and is more likely to introduce risk and delay in your process.
Using an online proofing tool, web designers, photographers, creative/graphic designers, and even audio/video producers can perform the proofing process in a single, shared platform in real-time. This allows the designers and the approving parties to easily share and receive the review file, evaluate, and collaborate in a single dashboard.
With today’s marketplace demands, distributed workforce, multi-channel output requirements, and faster delivery expectations, more and more review and proofing gets done online. This allows all parties to have more clarity in the information flow, while at the same time improving the speed of the sharing, collaboration, and approval process. In turn, this will reduce revisions and allow faster delivery of the final product.
An effective online proofing process depends on the platform and its ability to work across desktop and mobile. The sharing, viewing, real-time commenting and collaboration should happen inside a single application whatever the device. Below, we will discuss how to determine whether an online proofing software is effective.
In general, any design project that requires the input/approval from more than one person will benefit significantly from using online proofing software. The online proofing platform can allow real-time updates and collaborations, which will benefit any creative project where it can be hard to communicate ideas unless they are properly visualized.
With that being said, here are the key benefits of using an online proofing tool:
In fact, the more people involved in the approval and design process, and the higher the volume of projects, the more benefits you’ll get from online proofing.
In a traditional or static proofing, we can expect crucial disadvantages such as:
While there are many different solutions offering online proofing software with different sets of features, here are some crucial features to look for when deciding between different online proofing solutions:
Filetypes support
Intuitive, shared workspace
This is where you can share and upload files and/or review them, the core of the online approval process. For online proofing, it’s also important to consider the ability to invite guest reviewers with ease without impacting your user license count (which is common in a cloud-based solution). You’d want the ability to invite guest users anytime during the project outside of any reviewers you may have setup in the project steps.
Version comparison
Markup tools
The hidden details
Many online proofing solutions may look similar from the outside but the devil is in the detail. Did you ever consider that if you were to upload a multi-page document for review that the online proofing system would consider that as a single proof?. That means you approve or reject the entire document. Smart systems such as Aproove allow multi-page documents to be approved, rejected and versioned at a page level and never ask you to split up your documents.
Online proofing shouldn’t be complicated and confusing. Aproove can easily integrate with your existing solutions to streamline your efficiency.