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What is Online Proofing?

Dec 12, 2021 by Nikita Verkhoshintcev

Online proofing is a review technique utilized by web developers, professional photographers, and digital marketers to share design work with others and attain their approval before publication. Before software as a service (SaaS) technology transformed our working lives, proofs were typically shared physically or via email. As such, files were often sent back and forth, generating multiple versions and substantial confusion about which copies had been corrected or updated.

Online proofing tackles this issue by allowing users to share, view, edit, comment on, and approve documents using a single centralized system. Online proofing systems retain an audit trail of changes made by platform users, ensuring all team members and stakeholders are satisfied before an asset is published.

What are the benefits of online proofing?

Online proofing has quickly become the preferred reviewal method of designers for a whole host of reasons, including:

1. You can banish lengthy email threads

With centralized online proofing, you can wave goodbye to long and confusing email threads – great news if you have trouble controlling your inbox.

2. You can merge feedback

Offering feedback via a centralized hub allows users to send feedback as an organized batch, rather than a series of disparate documents. This approach ensures that feedback is coherent, and reviewers avoid repeating themselves.

3. Improved markup tools

Modern markup tools allow users to add clear annotations to documents and highlight content in a way that reduces the need for multiple revision cycles.

4. Fewer compliance issues

With online proofing, you can save feedback in one place, thereby reducing the risk of compliance errors and penalties. Remember – saving multiple versions of single documents across various folders means you could lose track of sensitive digital assets.

5. Work collaboratively with others

Most SaaS proofing platforms allow users to review and edit documents at the same time. This functionality could prove invaluable for users hoping to work collaboratively or share files during meetings.

6. Better transparency

Most online proofing tools allow users to create named accounts that track their actions. As such, collaborators can see which team members were responsible for particular actions. This promotes accountability and incentivizes workers to meet deadlines.

7. Proof from any device

SaaS proofing platforms are typically hosted on the cloud, meaning users can log on from any device. In this way, all collaborators can access draft documents quickly and easily, even if your team works remotely or you have offices in multiple countries.

8. A more enjoyable proofing experience

Put simply, editing and reviewing documents using online proofing is more pleasant and streamlined compared to old-fashioned methods. If you're keen to streamline your workflows and improve the overall efficiency of your team, you must invest in a premium SaaS platform with proofing capabilities.

Why online proofing is essential in today's digital world

Are you still feeling a little skeptical about the efficacy of online proofing? Rest assured investment in a collaborative SaaS platform is vital in today's increasingly digitized world. Here's why:

1. Businesses need to be agile

In today's fast-paced market environment, businesses must demonstrate agility and adaptability to remain competitive. Indeed, professionals in IT, marketing, legal, and finance departments are under increasing pressure to deliver premium products and services at short notice. By reducing the need for email and centralizing processes, team members can ensure that tight deadlines are met and that stakeholders respond promptly.

2. Collaboration is vital for accurate proofing

Designing premium creative assets requires careful collaboration and negotiation. By investing in an online proofing tool, you can streamline collaborative processes and ensure that products and services hit the market without delays. What's more, it improves communication between team members and reduces the probability of design oversights or costly compliance problems.

3. Online proofing suits remote workforces

As workers around the world adopt remote and hybrid ways of working, online proofing tools are quickly becoming non-negotiable essentials for businesses. Indeed, SaaS proofing platforms allow users to work on documents at any time of day and from any location.

4. SaaS proofing tools are hugely cost-effective

Online proofing platforms allows businesses to provide collaborative proofing and review tools at a very low cost. Circulating hard copies of proofs is not only time-consuming – it is costly, slow, and frustrating. If you're wondering where to find the best SaaS tools for your budget, remember to shop around and find a package designed for businesses in your sector.

5. Online proofing is very reliable

In the past, designers may have believed that reviewing physical documents was safer and faster than sharing assets via the internet. Today, however, the internet is one of the most reliable resources through which to share work and collaborate with others. Thanks to the efficiency and security of cloud computing, you can rest safe in the knowledge that your draft documents won't get lost, compromised, or damaged.

6. Most thriving businesses use SaaS technologies

By the end of 2021, almost 100% of organizations will be using one or more SaaS solutions. If you don't invest in dynamic SaaS platforms, you're likely to fall behind competitors and lose out on growth opportunities. Most online proofing tools are offered as SaaS solutions, so it makes sense to invest in one if your employees need to collaborate regularly. If you're still a little unsure about subscribing to an unfamiliar service, remember that SaaS platforms don't require installation, maintenance, special downloads, or manual upgrades. In this way, you won't need to spend time performing maintenance work or addressing the security worries associated with traditional software solutions.

7. Online proofing tools are very easy to use

If you're preparing to welcome new recruits to your organization or you need approval from third-party stakeholders, online proofing tools ensure that they don't need to spend hours learning new skills. Indeed, most SaaS platforms are designed to be very user-friendly.

Start proofing online today!

If you're yet to jump aboard the online proofing trend, what are you waiting for? Start looking for a new SaaS tool today!

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