7 steps for a successful online proofing process
Online proofing uses the internet to provide a structured secure portal for versions of work to be uploaded, shared, and reviewed. All users will access the same platform to share creative assets, in a range of file types, from a central hub where the whole team can provide feedback.
Any robust online proofing solution will have its own workflow, but what follows is the online proofing workflow used by GoProof, the market-leading online proofing system.
Step 1: The content
Once the initial creative artwork is created, gather the content you need and send the artwork for feedback. The proofing workflow can be streamlined depending on which file route you are taking, as you’ll see in Step 2.
Step 2: Sending proofs for review
A good online proofing solution should have the option to share content in at least two ways.
Export file uploader
This is done by either browsing for files stored 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, cutting out the lengthy process of needing to export files into another format first or using the file uploader.
The interface inside GoProof guides you through the process of sharing your work. Depending on the Adobe app being used, the options may include setting deadlines, attaching files, allowing copy edits, creating teams of collaborators, adding custom messages, and more.
All collaborators invited to the proof receive a notification via email or mobile app with a secure link to the proof.
Step 3: Assigning collaborator roles
An important part of the review process is to be clear on who has what responsibility. This 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. These collaborator roles play a major part in keeping reviews on track.
Observer
A user who can view proofs but not make any comments or join in the conversation.
Reviewer
A user who can view proofs, make any comments, @mention others, and upload files.
Gatekeeper
The person with the most responsibility can make all the actions of a Reviewer and add collaborators, request changes, and sign proofs off.
Step 4: Proofing and collaboration
One of the biggest benefits of online proofing is having a single proof that everyone accesses and comments on, rather than separate copies being routed around on emails or print-offs. It’s vital to give collaborators the most effective ways to convey their thoughts and make actionable feedback with pinpoint accuracy. Designers can then clearly understand the instructions for the creative work and action it correctly.
Here are some of the features you should expect to see in the collaboration zone of an online proofing system.
Collaborator status
It's important to know who has 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.
Proofing tools
Online proofing is a huge leap forward from confusing long-hand statements written in the body of an email. Look out for a healthy range of proofing and mark-up tools outside of standard comment pins, such as text edit, highlight, and zoom.
Commenting
Using comment threads next to the proof, collaborators can easily see who’s saying what and inspire each other to produce better creative results. Using @Mentioning is also a great way to engage with each other users and speed up the review.
Copy editing
A huge barrier to efficiency within the proofing process comes when edits are required to the copy. Traditionally, a copywriter would email text or send an attached document, which the designer would reformat into the document. Online proofing software makes this process smoother by allowing editors to submit text as if they were making a comment, cutting out all the extra time and work.
History
Artwork regularly goes through numerous versions before being approved. A handy feature is seeing the history of comments and comparing previous versions with the existing ones is an essential part of this.
File sharing
To keep things simple, 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'.
Printing
If a hard copy of the proof is still required, for traceability or procedural compliance, hard copies of proofs can be printed off or downloaded as a PDF.
Discover the power of online proofing software. Take a free trial of GoProof today!
FREE TRIALStep 5: Getting change requests back
There are two main ways for creatives to receive feedback from reviews and take action on them.
The collaboration zone
Here the 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, referring back to the proofing software throughout the process.
Directly from Adobe Creative Cloud
This is where maximum productivity is achieved for creatives by using an extension that sits inside Adobe. Creatives receive all comments, changes, and files right into their document or video side panel. Meaning they don’t need to leave Creative Cloud to view feedback and can see it exactly in context, page by page.
They can then just hit ‘Apply’ to place copy edits directly into the document.
Step 6: Sending new versions
The designer produces a new version of the creative inside their software and then follows the same process as before to share it for the next review round.
Proofing software helps to save time on the review steps by remembering the settings from the previous review. Alongside this, insight reports are generated to help creative teams evaluate the time being taken on reworking, which can be used to measure output against forecasted time.
Step 7: Final sign off
The last step for online proofing is 'sign off', which ends 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 the correct permission or authority.
Throughout the whole process, collaborators are able to manage and keep on top of their reviews via a
proof dashboard where they can filter on status, project, client, deadlines, and much more.
