When it comes to project management, every second counts. You cannot afford to waste time searching for errors. To make sure that your projects are free from errors, you’ll want to use the best online proofing tools out there. So here’s a look at the top ones.
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What Are Online Proofing Tools?
The review and approval process is a critical part of every project. It ensures that there are no mistakes, and if the process is smooth, it can save time and boost the quality of your work.
You can use online proofing tools to help automate the review and approval process. The best tools make it possible for every member of your team to get involved, whether he or she is a project manager, video engineer, photographer, web designer, or another kind of professional.
Show-stopping features now include real-time collaboration, automated tracking, and review statuses. Some platforms also make it possible for external stakeholders to leave their comments without having to create an account. This powerful feature expedites the review and approval process.
The more sophisticated online proofing tools are quality applications in their own right. The most premium options can offer sophisticated encryptions that will keep your work safe and deliver a seamless, fully loaded mobile experience.
What Are the Benefits of Using Proofing Tools for Digital Projects?
Here’s a closer look at why you should use online proofing tools in your digital projects.
Digital projects can often spiral out of control and become difficult to manage. If your team gets lost and struggles to find the latest version of a project, you can waste a lot of time. So online proofing tools can help you keep the team focused on the latest version of your project.
Easily Involve Different Stakeholders in the Creative Process
A variety of stakeholders throughout the company must provide their feedback and approval on digital projects, which includes the various members of your team and senior-level stakeholders. However, this aspect of a project can be challenging, given the fact that team members can add comments via a range of channels that create chaos. Therefore, online proofing tools eliminate the risk of confusion.
Quicker Review and Approval Process
The review and approval process can often take far too long. Rounds of editing can become endless, which can cause you to miss deadlines and goals. Therefore, online proofing tools streamline this process, which make them faster and more effective.
Faster Completion of Projects
Every additional minute you spend on your project might reduce its profitability. In other words, you want to impress your clients by delivering projects as quickly as possible without sacrificing quality. Online proofing tools can move deadlines forward, which boosts profitability and results.
25+ Online Proofing Tools
Looking to find the best online proofing tools? Here’s a look at more than 25 options out there for you.
Filestage offers agencies and marketing teams a better way to manage digital projects and collect in-context feedback. Creative and marketing professionals rely on this powerful tool to collect clear feedback and eliminate any errors from their work.
This tool is extremely easy to use, and you can share it with both internal and external stakeholders. Since it’s is also possible to review any type of media, you can make this tool your one-stop-shopping for online reviews.
GoVisually offers project managers a streamlined creative review and approval process, which aims to speed up production by helping marketing and design teams work more effectively. However, this tool does have some organizational issues, which can make it difficult for teams to find the right project.
When it comes to the review and approval stage, time is of the essence, so searching for the right project could reduce efficiency. It could also lead to some confusion among team members, and result in wasting time and prioritizing incorrectly.
GoProof is a platform for proofing software and collaboration that aims to streamline the review and approval process. Despite the quality of the platform, users have complained that key features are locked behind a pricey premium version.
As a project manager, it’s your job to both manage your creative workflow and ensure the profitability of your projects. In other words, you might want to consider finding a tool that’s more cost- effective and boosts the profitability of your projects.
Approval.Studio aims to be the online review and proofing tool of choice for SMBs, as it primarily focuses on the review of design work. This focus on design can be disappointing for users who require support in other formats, such as videos and GIFs.
Modern marketing and creative teams work with a diverse range of media. In other words, you’ll want a tool that’s capable of supporting a more comprehensive range of file formats.
Screenlight aims to help creative teams untangle feedback and swiftly drive video projects forward. Despite the power of the platform, some users complain about the following:
- A lack of versioning
- No support for side-by-side comparisons
- Difficulty with the UI
When it comes to online proofing tools, versioning is a must-have feature. Therefore, you have to keep your project list under control, drive visibility, and make sure your team is on-track and up-to-date.
Notism aims at helping creative and marketing teams share, review, and approve design and video work. However, users should exercise caution because there have been some complaints about files being replaced, rather than duplicated.
You don’t want to fall prey to these types of frustrations. To save time and help you get the best results possible, the online proofing tool that you use must offer clarity and impeccable version control.
Ziflow is online proofing software that aims to streamline the review and approval of creative content. However, task management isn’t included, so users may find those notification settings are difficult to configure, which can disturb the workflow.
It’s important for project managers to have as few distractions as possible. When you’re responsible for managing a multidisciplinary team, you don’t want to struggle with interruptions and inconvenience.
The goal of Workfront is to connect enterprises and help multidisciplinary teams collaborate in the digital age. While it offers enterprise project management, it can often take several weeks to set up.
The best online proofing tools are plug-and-play and provide all stakeholders with a frictionless experience. If you have to spend a lot of time configuring and managing another tool, you could sacrifice time-effectiveness.
Aproove is an online proofing tool aimed at busy marketing teams. The goal of this platform is to simplify and expedite collaborations. However, some users are concerned that the tool offers external stakeholders too much control, which complicates workflows.
You want an online review tool that makes it easy for your external stakeholders to leave their comments and feedback, but you want to restrict the number of users who are able to directly make changes to the collateral, as this practice can become increasingly problematic and interrupt your work.
InMotionNow empowers creative teams to foster stronger collaborations with both clients and stakeholders. Despite an otherwise clean interface, some users find that it can be difficult to configure account settings and get the most out of the tool.
Since the best online proofing tools are simple to set up and get started, cumbersome user experiences will inevitably become obsolete.
Pastel is a tool for visual feedback that’s aimed at web designers, developers, and agencies. Its goal is to provide a seamless feedback process throughout the entire project. Some customers complain that the UI could be smoother, and that the version history isn’t currently included.
This tool is exclusively aimed at helping creative teams collaborate on websites. While it fills this gap well, it isn’t optimized for other collaterals. So if you work with a diverse range of file types, you might want to find a more comprehensive tool.
ConceptShare is an online proofing tool that’s aimed at creative and marketing teams. Its goal is to empower these teams to deliver content faster and at lower costs. But according to some users, the advanced features are difficult to learn.
You want an intuitive tool that will help you quickly acquire accurate feedback without frustrating your internal and external stakeholders. If a tool has a steep learning curve, it can become a source of frustration and inefficiency.
ReviewStudio is a collaborative review platform that offers an easy, visual interface to mark up and approve a range of media types. But the lack of timestamping its comments can be confusing.
In order for your team to work efficiently and effectively, your feedback must be crystal clear. If your team is left with doubts about the hierarchy of comments, they could make incorrect decisions that will negatively affect the quality of the final product.
RemarkHQ offers enterprise-grade video collaboration. Specifically, you can use it to play, review, and approve videos on any device. Despite the strengths of the platform, it uniquely focuses on video, so it may not be appropriate for your needs.
It’s important that you choose an adaptable app. But even if your current project doesn’t require video, you should choose a tool that can handle it. In other words, make sure that the tool will continue to be useful, so your team won’t use it in vain.
SyncSketch offers its users a real-time collaborative media review in the cloud. While this tool provides a fun way to acquire general feedback, it doesn’t offer task management, so it reduces the efficacy of marketing and creative teams.
You want to find an online proofing tool that makes it easy to create actions based on the feedback you receive. Task management is an important feature, and it can help your team act on the feedback they receive.
Vidhub allows marketing and creative teams to send detailed, time-coded feedback on videos. This tool is simple to use and rich in features, but it offers limited functionality, as far as task management and sign-offs.
The best online review tools make it possible to collect approval from various stakeholders. This feature improves the overall transparency and drives accountability. Without this feature, it’s difficult to know when the review and approval process is finalized, and when each stakeholder is happy with the project.
QuickReviewer is a tool that aims at improving the productivity of creative and marketing teams by facilitating collaborative reviews and faster approvals. However, the platform doesn’t offer a mobile version yet, which reduces convenience and flexibility.
The online proofing tool you choose needs to be as accessible as possible. Your internal and external stakeholders may prefer to use tablets and other mobile devices, so they’ll expect to be able to work on them. If you can deliver those preferences, your stakeholders will be more comfortable with your feedback.
Kollaborate is a cloud workflow platform for video professionals. It’s produced by Digital Rebellion, and it offers integration with its other suite of apps. But in order to get the full benefits of this tool, users run the risk of getting pulled into an ecosystem that could be counterproductive.
In general, you’ll want to choose a specialized, standalone tool that will help you reduce complexity, make it simple for stakeholders to get up and running, protect your workflows, and make adjustments as needed.
Cospective offers two distinct tools to assist marketing and creative teams with the review of their video content. The remote review tool is tremendously accurate and provides users with high-resolution videos that have high frame rates. However, the tool is expensive, so it probably extends beyond the needs of most marketing and creative teams.
So it’s important to choose an online review tool that’s appropriate for your needs. You should also investigate the target market and scale of the tool. If you’re a smaller agency, it makes sense to work with a tool that fits your particular needs.
PageProof is an online review and approval proofing system. Users are able to review a wide range of file formats, including artwork, presentations, videos, and websites. However, since PageProof doesn’t provide a section for creative briefs, project managers might find they receive too many notifications.
The online proofing tool that you choose should facilitate discussion and make it easy for you to update your stakeholders. These features can make your chosen platform a one-stop shop for the review and approval process.
LookAt is a cloud-based review and collaboration tool that aims to make collaboration fast and easy. Some users complain that the tool is too expensive for the quality you get, even though the 360-degree video preview is a welcome feature.
When you choose an online proofing tool, make sure to thoroughly investigate the pricing. There are a range of pricing structures on the market. When it comes to making your project profitable, every cent counts, so make sure the tool you choose makes economic sense.
ProofQuick accelerates design approval. While this tool aims to help creative and marketing departments save time and money, it’s somewhat outdated. Furthermore, it’s an HTTP website, which could cause security risks.
Your online proofing tool must be secure and offer unbeatable encryption. Since you may be sharing confidential collateral in your comments, you cannot risk being the one who leaked information. So the compliance rules within your organization may demand that your tools offer a particular level of security.
WebProof is a simple, effective tool that aims to make your workflow and collaboration easier. Unfortunately, many users complain that the UI is outdated and difficult to navigate, which could be deal-breakers if your stakeholders want to make seamless adjustments.
You want an online proofing tool that’s intuitive and easy to understand. Since your internal and external stakeholders have varying levels of technical ability, you want to make sure the tool is simple to use. In other words, you want to use a modern tool that abides by the most common UI and UX conventions.
Slope is a cloud-based collaboration tool that tries to make it easy for teams to plan, track, and review creative work. Some users complain that the request service is not robust, and that upload speeds are frequently slow.
Your online proofing tool should be fast and performant. If you’re working with large file sizes, some tools may struggle, which could cause frustration and reduce efficiency. It can even lead to functionality errors such as desynchronization, which could jeopardize your review and approval process.
The goal of Ashore is to stop proofs from getting lost at sea by offering online proofing for creatives. Despite the fact that the tool focuses on usability and simplicity, some users complain that it can often be cumbersome to use.
Many online proofing tools emphasize simplicity and usability, but the results can vary wildly. Before you encourage your team to adopt a certain tool, you should be sure to utilize free trials and assess each tool. This tactic can provide you with better usability, and it will be a good way to gauge how it will be received by your stakeholders.
The goal of Cage is to help teams collaborate better and celebrate sooner. The media collaboration and project workflow tool aims to move projects forward. While this platform is very popular, its file overview tool is somewhat confusing. If you’re working on multiple projects, you might find that it becomes increasingly difficult to keep track of requested changes.
It’s very important that your chosen tool is simple and intuitive. Remember, you’re investing in an online proofing tool that will eliminate confusion and increase transparency. So if it creates confusion, it’s not worth using.
27. BLUE Software
BLUE Software offers an online proofing tool that’s part of its suite of project management solutions. Given that the tool is part of a larger suite of software, some teams may find that the convenience and simplicity of alternative tools is lost.
But if an online proofing tool is part of a larger suite, you may find that it lacks particular features and requires integration with the entire system. This element can be frustrating for your stakeholders, and it can prevent you from accessing specific tools.
CrossCap is a piece of marketing management software that adapts to the business needs of each specific customer. But since this tool isn’t specifically dedicated to proofing, users might find it to be cumbersome and ambiguous.
The best online proofing tools stick to this one tricky and demanding area. If a company offers a wide range of features and tools, the quality might suffer, due to a lack of focus.
What Is Online Proofing?
Online proofing is the process of reviewing and approving work using the latest and most feature-rich proof approval tools and software.
Creative teams can now use those tools to review everything from copy and pieces of graphic design work to video and more in one centralized space. Online proofing has replaced the inefficient and complex offline proofing process of before, which often involved confusion and feedback in different places.
Online proofing has changed the game and offers the following key benefits:
Online proofing means that internal and external stakeholders can access collaterals and start leaving feedback within a matter of seconds. This makes the proofing process faster and improves overall efficiency.
Offline proofing puts team members within silos and often leads to duplicate or conflicting feedback. Online proofing puts the conversation on public display to boost transparency and, in turn, efficiency.
Online proofing tools make it easy for internal and external stakeholders to leave accurate and in-context feedback. The days of incomprehensible notes on paper – and the inefficiency they brought with them – are over.
The best online proofing tools offer integrated to-do list functionality. This helps creative team members to make sure they don’t miss a single piece of feedback.
Types of Proofing Software
Creative teams produce more diverse content today than ever before. A number of impressive online proofing tools have emerged over the years to serve those needs – here’s a closer look at the main types of proofing software out there.
Design Approval Software
Design approval software empowers creative teams to share their design work and collect in-context feedback from internal and external stakeholders. The best design approval software offers commenting and annotation functionality to really help reviewers express themselves and their ideas in a clear way.
Creative Approval Software
The best creative professionals create a range of creative assets. Their work isn’t an exact science, though, and it requires a lot of abstract thought and planning. Creative approval software gives internal and external stakeholders a place to freely discuss and develop creative assets.
Artwork Approval Software
Creative teams often have to produce pixel-perfect artwork. That artwork might provide the basis for an ambitious marketing or advertising campaign, so everything has to be perfect. The most effective artwork approval software gives creative teams the power to collect accurate feedback from important internal and external decision-makers.
Video Proofing Software
Video content is more popular among audiences than ever before and its footprint grows with each passing day. Marketing teams around the world need to use video proofing software to polish their work and make sure that it’s as attractive and effective as possible. Video proofing software gives teams the power to manage and review large video files.
Document Proofing Software
Excellent copy is often at the heart of any marketing campaign or creative asset. Document proofing software helps stakeholders to come together to leave their thoughts on important documents. The best tools offer sophisticated approval functionality so that internal and external decision-makers can give their final seal of approval.
Common Use Cases for Digital Proofing Tools
The right digital proofing tools are now essential to any marketing or creative team. Here’s a look at just some of the scenarios where those teams will use proof approval software to its full effect:
Design can make or break a brand or a marketing campaign. Creative teams around the world use digital proofing tools to examine design work in more detail than ever before. Marketing teams will often use digital proofing tools to acquire final approval from compliance departments and key decision-makers.
Websites are often in a constant state of development. Marketing departments nourish websites with fresh content and new designs on a regular basis to attract more visitors and earn more conversions. Website proofing tools give teams the power to make sure their websites are as polished and as impressive as possible.
Print and digital ads have to be absolutely perfect if they’re going to work as effectively as possible. Feature-rich digital proofing tools help marketing and advertising professionals to review print and digital ads in excruciating detail to drive their campaign performance upward.
Excellent artwork is the product of true collaboration – every team member needs to provide their input to slowly push the artwork toward its final form. Creative teams use digital proofing tools to discuss artwork and collect the rich in-context feedback that makes artwork as great as possible.
Email is still the world’s most popular form of communication. Marketing departments need to craft beautiful emails with engaging copy if they’re going to cut through the noise. Marketing professionals often use online proofing tools to polish emails to make every detail immaculate.
Without a great video review tool, marketing departments find it very difficult to transfer large videos and collect accurate feedback from stakeholders with little technical knowledge. That’s why marketers use video approval tools to effortlessly share videos and get the feedback and approval that they need.
Online proofing tools deserve a place in your project management arsenal. They can have a transformative impact on your review and approval process, by helping your teamwork smarter and take their work to the next level.
Max is a SaaS enthusiast and loves actionable content that provides direct value.