Top 16 online proofing tools for faster feedback

TL;DR

This article covers the top online proofing tools that help creative and marketing teams centralize feedback, streamline reviews, and speed up approvals on videos, documents, images, and web content. 

We’ve updated the tool list for 2026, added pricing and integration details for each platform, and included insights on security features, collaboration benefits, and how to choose the right tool for your team size and workflow.

Why you need an online proofing tool in 2026

Tired of chasing feedback through endless email chains and confusing spreadsheets? Getting feedback on your creative work shouldn’t take up all your time and energy. With an online proofing tool, you can get feedback in minutes, not days.

Online proofing software helps your team share files, collect clear feedback, and get approvals faster. It allows you to take control of your review process, so you can spend less time managing feedback and more time creating amazing work.

Let’s take a closer look at our top 16  online proofing tools that can help you speed up your workflow.

How we evaluated these tools 

Choosing the right online proofing tool means comparing a few different factors, beyond just looking at the price point (though that’s important too). 

Here’s what we evaluated to build this list. 

Main features

We looked for things like markup and annotation, version comparison, and multi-stage approval workflows. Basically all of the key features needed to keep your review process running smoothly. 

Pricing 

Online proofing tools range from flat-rate plans to per-seat models. We noted which tools offer a free plan or trial, what the entry-level paid plan costs, and whether the pricing structure makes sense for the size of your team.

Integrations 

The best online proofing tools should slot into your existing workflow. We looked at how well each platform connects with the tools creative and marketing teams rely on most, like Slack, Asana, Adobe Creative Cloud, Google Drive, and Microsoft Teams.

Snapshot of the top online proofing tools

1. Filestage

Filestage is an online proofing platform built specifically for brands and agencies. It supports video, documents, images, audio, live websites, and interactive HTML in a single workspace, removing the need to switch between tools to share or approve files.

Filestage offers teams a better way to manage creative projects, add contextual comments directly on files, compare versions side-by-side, and follow structured review and approval processes.

Best for

This tool is a great choice for growing brands and agencies that need to centralize feedback and review a multitude of different files with one structured approval tool.

One example could be a marketing agency managing a product launch. They can use Filestage to share video ads, landing page designs, and print assets with their client in one place. They can then collect feedback, track who has approved what, and move to the next version confidently.

Main features

• Custom workflows – Take full control over your review process and keep your team on the same page across every project.
• Review Agents – Get instant feedback on your team’s work – all based on your custom guidelines and regulations.
• Version control – Steer clear of file version confusion and track progress easily.
• Automation – Save time on manual tasks with custom triggers and actions.

Pricing

Free plan available with 10 team members included. Paid plans start from $199/month (unlimited active projects, 10+ team members). Enterprise pricing available on request.

Integrations

Filestage integrates with tools like Slack, Asana, and Microsoft Teams. It also offers plugins for Adobe Premiere Pro and After Effects. If you prefer to create your own integrations, you can connect Filestage using Zapier, Make, and other integration platforms.

Security

ISO 27001 certified, AES-256 encryption, GDPR compliant, full audit trails, SSO, and role-based access controls.

Here’s how it works

1. Upload your files and add a due date
2. Invite your reviewers or send them a link (they don’t need an account)
3. Let reviewers add their feedback and discuss ideas in the comments
4. Turn the comments into a to-do list so you can tick off edits for the next version
5. Upload the new version to Filestage

“Filestage has reduced our team’s daily email inbox by roughly 25-30% [so now] we can focus on other important tasks for the day.”

Rain Balares, INCA Lead

2. Ziflow

Ziflow is a robust online proofing platform positioned for marketing teams at larger organizations that need to manage media-rich approval processes.

We mostly recommend Ziflow if workflow power and compliance tracking are top priorities, but user reviews report a steeper learning curve than simpler proofing tools on this list.

Best for:

Large marketing departments and agencies that need robust automated workflows and compliance tracking. 

As an example, a retail marketing team launching a seasonal campaign could use Ziflow to route 50+ banner ads through legal, brand, and regional teams in a set sequence, with automated reminders to keep each stage on track and a full audit trail capturing every approval decision.

Main features

• Automated review workflows – Build multi-stage approval flows that automatically route files to the next reviewer once the previous stage is complete.
• Wide file format support – Review video, images, PDFs, live websites, and HTML5 ads in one place.
• Compliance tracking – Every comment, approval, and version upload is logged in a full audit trail.

Pricing:

Starting from $199/month (15 users). Enterprise pricing on request. There’s also a free plan available for 2 users.

Integrations:

Ziflow integrates with monday.com, Asana, Slack, Dropbox, Box, and 1,000+ more apps via Zapier. API access on higher plans.

Security:

SOC 2 Type II, electronic signatures, SSO, 2FA, and IP-based access controls.

3. Frame.io

Frame.io is a video-first review platform, widely used by filmmakers and post-production studio teams embedded in the Adobe ecosystem.

Frame.io is purpose-built for video, so marketing teams working with documents, designs, or multi-format digital content may find it limited outside that use case.

Best for:

Frame.io is a solid choice for video production companies, post-production studios, and content teams working primarily within the Adobe ecosystem.

To give you an example, a post-production studio making a TV commercial could use Frame.io to upload raw footage, let the director leave frame-accurate comments on specific shots, and have editors action feedback in Premiere Pro.
t teams working primarily within the Adobe ecosystem.

Main features

• Camera to Cloud (C2C) – Upload footage from set directly to the cloud in near real-time, so editors can start cutting async. 
• Frame-accurate comments – Reviewers leave feedback pinned to the exact frame they’re referring to. 
• Deep Adobe integration – Frame.io lives inside Premiere Pro and After Effects, so editors can action feedback without leaving their timeline.

Pricing:

There’s a Free plan that includes 2 members and 2 GB. Pro plans start from $15/member/month + tax (5 members). Team and Enterprise plans are also available.

Integrations:

Integrates with Adobe Premiere Pro, After Effects, Final Cut Pro, DaVinci Resolve, Slack. Integrations outside Adobe are limited.

Security:

Watermarking, passcode-protected sharing, access controls, and enterprise SSO.

4. PageProof

PageProof is an online proofing platform designed for creatives and marketing teams looking to automate workflows and speed up approvals.

It supports multiple file types and offers advanced proofing features, making it ideal for design teams that create creative assets in various formats.

User reviews report that the login experience for external reviewers can be confusing. This may cause friction if your team works with a high number of agencies, partners, or freelancers.

Best for:

We recommend PageProof for marketing and design teams that handle confidential digital content and need the highest available encryption standard. 

One use case could be a pharmaceutical marketing team sharing confidential packaging designs with their legal and compliance reviewers. 

Main features 

• AES-256 encryption on every plan: Maintain the highest security across every project, no matter your plan. 
• Multi-format proofing – Proof PDFs, images, video, and design files, with annotation tools built for each format.
• Automated approval workflows – Build structured review stages with deadlines, automated reminders, and clear sign-off steps,

Pricing:

Plans start from $249/month (unlimited users). No free trial. Demo available on request.

Integrations:

PageProof integrates with a range of project management software, Adobe Creative Cloud, and Microsoft Teams.

Security:

PageProof is ISO 27001 certified and offers AES-256 encryption on all plans.

Check out this page for a detailed comparison of Filestage vs PageProof.

5. ProofHub

ProofHub is an online proofing software that helps creative teams streamline their review and approval process. It provides a central place to share files, review them, add annotations, and approve work.

One thing to keep in mind when considering this tool is that teams with complex approval workflows and annotation needs may find ProofHub’s capabilities in this area limited compared to other tools.

Best for:

We recommend ProofHub for small to mid-sized teams that want project management and creative review combined in a single flat-rate tool.

For example, let’s say you’re part of a small in-house design team, you could use ProofHub to manage your content calendar, share social media graphics for internal review, and collect feedback from your marketing manager. 

Main features

• Multiple views – Track tasks using lists, calendars, tables, Kanban boards, or timeline views.
• Templates – Create reusable templates instead of starting from scratch on every new project. 
• Workflows and dependencies – Set custom workflows, subtasks, start/due dates, and dependency links between tasks.

Pricing:

Essential plan starts from $45/month (flat rate, unlimited users). Ultimate Control plan starts from $150/month. No free plan but you can get a 14-day free trial. 

Integrations:

ProofHub integrates with third-party apps like Google Drive, OneDrive, Dropbox, and Box.

Security:

Security capabilities include SSL encryption, role-based access control, IP restriction, and activity logs.

6. GoVisually

GoVisually is an online proofing tool designed to streamline the creative review process for freelance designers and marketing teams. It offers real-time collaboration features so team members can work on creative projects simultaneously – live updates make sure stakeholders never miss anything.

With GoVisually, you can use an “AI-powered compliance” guardian to do real-time content checks and keep a full audit trail with its version history feature.

One downside is that GoVisually doesn’t currently have an internal review stage built in, which may create friction in the review process if your team works with clients.

Best for:

GoVisually is a good option for freelancers and small marketing teams that need a simple, affordable tool for collecting visual feedback on designs and videos. 

As an example, a freelance designer could share brand identity concepts with a client by uploading files, sending a review link, and collecting annotated feedback in one place, without the client needing their own account. 

Main features 

• Point and click feedback – Leave frame-accurate comments on videos, PDFs, PSDs, PNGs, and JPEGs using drawing, box, and arrow tools.
• Private comments – Provides a private workspace for internal team members to align on feedback before revealing notes to clients.
• One-click approvals – Simplify the approval process with clear decision-making and automated notifications.

Pricing:

Lite plan starts from $16/user/month for 1 to 5 users. Team plans start at $33/user/month. Free trial available.

Integrations:

GoVisually integrates with a range of apps, including Slack, Asana, Trello, Zapier, and Adobe Creative Cloud.

Security:

SSL encryption, role-based access controls, version history with audit trails, and AI-powered compliance checks.

7. Adobe Workfront

Workfront is an enterprise project management tool designed to help large, multidisciplinary teams collaborate. While the setup can take weeks, it allows marketing teams to build strategies and launch campaigns at scale.

Workfront is a powerful enterprise work management software, but if you’re looking for an agile online proofing platform, there are better options on this list that are quicker to set up and roll out.

Best for:

This tool is a good choice for large enterprise organizations that need to connect proofing with campaign planning and resource management across multiple teams.

To give you an example, a global consumer goods company could use Workfront to plan and execute a multi-market product launch, coordinating creative production, budget tracking, and stakeholder approvals across ten regional teams from a single platform.

Main features 

• A-assisted content reviews: Move fast across large teams with AI that’s up to speed on your brand, strategy, and next steps. 
• Automated notifications – Keep projects on track by letting reviewers know when it’s their turn to leave feedback. 
• File versioning – Keep track of previous files and feedback by storing versions directly in Workfront. 

Pricing:

Custom enterprise pricing. Contact Adobe for a quote.

Integrations:

Workfront integrates with the full Adobe Creative Cloud suite, Slack, Microsoft Teams, Jira, and many enterprise tools.

Security:

Enterprise-grade SSO, role-based permissions, audit trails, and compliance controls.

8. Approval Studio

Approval Studio is an online proofing tool built for artwork and design approval, with strong support for packaging, print, and graphic design workflows.

Approval Studio is a good fit for packaging and print workflows, but if you work in a regulated industry, you should note that it doesn’t appear to hold company-level ISO 27001 certification. This may rule it out for pharmaceutical, financial, or government creative operations. 

Best for:

Approval Studio packaging agencies, print studios, and graphic design teams that need precise artwork review with barcode verification and AI-powered version comparison.

A packaging agency working on a supermarket own-brand product range, for example, could use Approval Studio to compare new label versions against the master artwork, verify barcodes are scannable, and get sign-off from the client before sending files to print.

Main features

• AI-powered difference finder – Automatically spot changes between file versions so nothing gets lost. 
• Barcode scanner – Verify all of your barcodes on packaging artwork before it goes to print. 
• On-screen ruler – Your designers can check measurements directly in the review view.

Pricing:

Lite plan starts from $60/month (5 users included). No free plan but you can get a 14-day free trial.

Integrations:

Approval Studio integrates with Adobe Creative Cloud (Photoshop, Illustrator, InDesign), Slack, Zapier (5,000+ apps), Shopify, and custom API.

Security:

Password protection, GDPR compliant, SSO supported, and data handled in line with ISO/IEC 27001:2013 best practices.

9. Ashore

Ashore offers online proofing for creatives. It’s designed for client-facing approval automation for agencies and studios. You can use it to build branded approval processes by defining stages, assigning approvers, and attaching white-labeled email templates. 

Ashore is a strong choice for smaller agencies that want to create a cohesive client review experience. That said, it’s less suited to teams that need complex multi-stakeholder internal workflows or a broad range of integrations.

Best for:

Freelancers and small agencies that want branded client portals and automated approval processes to reduce manual follow-up.

A boutique branding agency could use Ashore to send clients a fully branded approval portal (complete with their own logo and email templates) so the entire review experience feels like a native part of their service, not a third-party tool.

Main features 

• Review links – Generate secure, branded review links that work for anyone, no account needed.
• Job tracking – Organize and manage projects by keeping tasks, revisions, and client feedback all in one place. 
• Workflow management – Get files approved faster with custom approval workflows. 

Pricing:

Standard plan starts from $46/month and includes 3 users and unlimited storage. Free version available for 1 user and up to 30 files per month.

Integrations:

Ashore integrates with Zapier, Adobe, and major cloud storage providers.

Security:

SSL encryption, password-protected proof sharing, and audit trails with version history.

10. Lytho

Lytho is a creative operations platform that helps teams build stronger collaborations with clients and stakeholders. The teams can do that by building creative workflows to efficiently manage all important aspects of the project, from stakeholder reviews to resource management.

Lythos combines digital asset management (DAM), project management, intake forms, and online proofing in a single tool. However, it is a more complex platform to onboard and configure.

Best for:

Lytho works well for In-house creative teams at mid-to-enterprise companies that want to combine creative operations, DAM, and proofing in one platform.

In practice, this might look like an in-house creative team at a retail company using Lytho to store approved brand assets, brief new projects, route designs through internal review, and publish final files without jumping between software.

Main features 

• Version control – Keep track of feedback as well as what’s already been reviewed and approved. 
• Structured approval paths – Automatically share projects with the right stakeholders based on content, team, or risk level.
• Audit-ready history – Keep teams accountable by capturing every decision, timestamp, and approval.

Pricing:

Custom pricing.

Integrations:

Lytho integrates with Adobe Creative Cloud, Google Drive, Zapier, and various project management tools.

Security:

Offers security features like secure review links, access controls, and audit trails.

11. Notion

Notion is an all-in-one digital workspace that can be adapted for content and document  reviews. For example, you can use it to organize drafts, leave comments, and track review stages with a customized database. 

It’s worth keeping in mind that Notion isn’t a dedicated proofing tool, so it doesn’t offer advanced review features like version control and extensive support for different file types.

Best for

Notion works well for small teams and individuals that need a flexible workspace for organizing text-based content and tracking lightweight review stages, without the complexity of a dedicated proofing tool.

To give you an example, a content team could use Notion to track a batch of blog posts through a simple editorial workflow, moving drafts from “In review” to “Changes requested” to “Approved” in a shared database, with editors leaving comments directly on each page.

Main features

• Customizable review databases – Build a content tracker using Notion’s database views (table, kanban, timeline) to move drafts through review stages like “In review,” “Changes requested,” and “Approved.”
• Inline comments and mentions – Reviewers can leave comments directly on a page and tag teammates, keeping feedback in context alongside the content itself.
• Flexible page structure – Organize drafts, briefs, and feedback in one place using a hierarchy of pages and subpages — useful for teams that review written content like blog posts, scripts, or copy.

Pricing

Free plan available for everyday organization (more for personal use). Paid plans start at $10/user/month. 

Integrations

Notion connects with Google Drive, Slack, Figma, GitHub, and more.

Security

The free and Plus tiers offer basic access controls and page permissions, but lack the audit trails and role-based permissions that dedicated proofing tools provide.

12. Frankie by Cospective

Frankie by Cospective is a browser-based video review and approval platform. It’s built for short-form content produced by ad agencies and production companies, letting teams and clients review video in real time from any browser.

Since Frankie is purpose-built for video,  it doesn’t support documents, designs, or multi-format campaigns. As a result, it’s a poor fit for teams that review mixed content types. The integration ecosystem is also narrow compared to other online proofing tools in this list.

Best for:

Ad agencies, production companies, and post houses that need a fast way to review short-form video with clients.

A typical workflow with Frankie could be an ad agency sharing a 30-second cut with a client via a single link, the client leaving frame-accurate annotations directly on the video from their browser, and the editor exporting all notes as a PDF to action before the next cut.

Main features

• Single link reviews – Invite your reviewers with a link so they can leave feedback fast, no sign-up required. 
• Frame-accurate annotations and drawings – Give and gather precise feedback to reduce miscommunication. 
• Auto-saved notes – Once a review session is finished, it automatically generates an actionable PDF summary of everything that was discussed. 

Pricing:

Frankie Basic starts from $49/month for 1 project and 2 reviewers. 30-day free trial available.

Integrations:

cineSync, ftrack. Browser support across Chrome, Safari, Firefox, and Edge. iOS app available for iPad and iPhone.

Security:

Browser-based delivery with secure server communication and controlled session access – links required to join reviews.

13. QuickReviewer

QuickReviewer is a cloud-based online proofing platform designed to offer fast, centralized feedback. It works across a wide range of file types, including video, images, PDFs, live websites, HTML5 banners, and audio. 

It uses a Google Drive-style interface that’s quick to learn. One thing to note though, it offers fewer integration options than some other tools on this list, so it may or may not be a good fit for your workflow.

Best for:

Budget-conscious creative agencies and startups who need to review multiple file types with an affordable, easy-to-use solution.

For example, a small creative agency could use QuickReviewer to share a batch of HTML5 banner ads and landing page designs with a client in one review link, and collect annotated feedback across all files.

Main features

• Side-by-side version comparisons – Track even the tiniest of changes by comparing different file versions. 
• Drag-and-drop uploads – Ship files straight to the review stage without the need to upload files manually. 
• Color-Coded Reviewers – Quickly distinguish who left which piece of feedback with unique color assignments.

Pricing:

Free plan available for 1 team member. Paid plans start from $79/month and include 10 team members.

Integrations:

Adobe Creative Suite, Google Drive, Dropbox, Box, Zapier, and more.

Security:

SOC 2 Type II certified and GDPR compliant, password protection, and granular role-based permissions control.

14. Aproove

Aproove is a web-based work management and online proofing platform designed for larger organizations and regulated industries where compliance, governance, and automated approval workflows are top priorities. It combines proofing tools with task management, business process automation, and detailed reporting dashboards.

Aproove’s power comes with complexity and cost. It is one of the more expensive options on this list and requires significant configuration to set up, making it less ideal for most marketing and creative teams without a dedicated IT resource to manage it.

Best for:

This tool is mainly for enterprise teams in regulated industries that need compliance-grade audit trails, advanced automated workflows, and governance controls.

For example, a pharmaceutical company could use Aproove to route promotional materials through a medical, legal, and regulatory review process, with every decision being automatically logged and e-signatures capturing final approvals in line with FDA requirements.

Main features

• Decision-based workflow routing – Move files based on actual decisions so your workflow reflects how your approvals really run.
• Compliance-grade audit trails – Every action, version, and sign-off is recorded automatically as the work happens. 
• AI-powered risk detection – AI agents pre-screen files, flag compliance and brand risks, and route content to the right reviewers before humans step in.

Pricing:

Enterprise pricing on request.

Integrations:

API-based integration with most enterprise applications via Aproove Concoord iPaaS.

Security:

SOC2, HIPAA compliant, ISO-27001 certified, and enterprise-grade audit trails.

15. ReviewStudio

Review Studio is an online proofing tool built for creative teams that need a simple way to review, annotate, and approve visual content. It supports images, videos, PDFs, and live websites, with on-screen commenting, version comparison, and markup tools.

The platform is accessible for both internal teams and external stakeholders. However, user reviews suggest that larger teams may find its workflow automation and integrations less advanced compared to more enterprise-focused tools.

Best for:

ReviewStudio is worth considering for creative teams that want an easy-to-use proofing tool for visual content.

One example: a small creative agency could use ReviewStudio to share a set of website mockups with a client, collect annotated feedback across multiple pages, and track which versions have been approved. All without needing to train the client on a complex tool.

Main features 

• Collaborative and private feedback options – Sort, filter, and track comments for smoother feedback rounds. Manage how external stakeholders view comments and versions. 
• Precise markups – Use sticky notes, highlighter, freehand pen, and shapes to give clear, focused feedback.
• Turn feedback into tasks – Assign any comment to any team member so they can see the revisions needed and action them quickly. 

Pricing

The pro plans starts from $12/user/month and includes 10 active reviews per user. There’s also a free version with 3 active reviews and unlimited users.

Integrations

ReviewStudio integrates with tools like Slack and offers connections via Zapier for additional apps.

Security

Security capabilities include SSL encryption, password-protected sharing, and access controls.

16. Markup.io

Markup.io is a visual commenting platform that excels at collecting feedback on live websites and digital assets. It has lots of features that help teams collaborate effectively and keep projects moving forward. 

Markup.io is well-suited to web design and digital marketing teams, but reviewers have noted that integration depth is limited compared to some other multi-format proofing platforms.

Best for:

Web design and development teams that need precise feedback on live websites, landing pages, and digital campaigns.

To give you an example, a web design agency could use Markup.io to share a newly built landing page with their client, who can then click directly on any element to leave a pinned comment.

Main features 

• Contextual commenting – Drop pins or click directly on the element you want to change so nothing gets mixed up. 
• Multi-format support – Markup.io works with over 30 different file types,including images, PDFs, and videos.
• Chrome extension – Leave feedback on any live webpage, so you can leave precise feedback without taking screenshots.

Pricing:

Pro plan starts from $79/month (billed annually) and includes unlimited users. Enterprise pricing on request.

Integrations:

Integrates with a range of tools, including Figma, WordPress, HubSpot, and ClickUp. 

Security:

SOC-2 documentation and SSO (SAML) are available on the Enterprise plan.

Five core features to look for in an online proofing tool

With so many options available, it can be challenging to find the best proofing solution for your use case. When choosing an online proofing tool, I recommend focusing on these five core features:

1. Markup and annotation tools

The ability to add comments, draw, highlight, and strike out text directly on a file is essential. Visual markup tools like arrows, shapes, and color-coding make feedback clear and actionable. This makes sure all feedback is contextual, reducing frustrating back-and-forths or reworks.

2. Version comparison

Look for tools that let you compare versions side-by-side. This makes it easy to check that all requested changes have been made correctly. Some tools offer overlay and pixel comparison modes to spot subtle differences.

In Filestage, you can compare two versions of images, documents, and even videos. Changes are automatically highlighted to speed up reviews and save reviewers time.

3. Workflow automation

This is a big one if you’re producing high volumes of content. Ideally, you should be able to create automated review workflows that direct files to the right stakeholders in the right order. This saves time and makes sure no one is missed.

Let’s take Filestage as an example here.

You can set up automations so assets move to the next reviewer group once everyone in the previous group has sign-off. Automated due dates and reminders keep projects on track, and project managers can monitor progress from a central dashboard.

4. Integrations

You’re trying to streamline your creative operations, not add more tools to toggle between. So, make sure your tool of choice integrates with the software you already use.

5. File format support

The best online proofing tools support a wide range of file formats, including documents, images, videos, audio files, and even interactive web content.

Six security features Enterprise Teams should look for in an online proofing tool

If your team handles sensitive creative assets (think confidential campaign materials, pharmaceutical packaging, financial advertising, or regulated digital content), security is a non-negotiable when evaluating online proofing tools.

Here are the key security features I’d recommend looking for:

1. Audit trails and approval logs

Every version upload, comment, and approval decision should be logged, giving your team complete visibility and accountability across the entire review process. This is essential for compliance in regulated industries and for resolving disputes.

A strong audit trail should show:

• Who viewed what
• Who commented or approved
• When decisions were made

2. Role-based permissions

Your platform should allow admins to control who can view, comment on, download, or approve files. Enterprise-ready tools like Filestage offer granular permission settings across internal teams and external reviewers for added security. This ensures your sensitive files aren’t exposed to the wrong reviewers.

3. Password-protected review links 

Opt for a platform where you have the option to send password-protected review links and restrict reviewers’ access to sensitive content. This adds an extra layer of security to your creative operations.

4. SSO and access controls

Look for software that supports authentication via Google SSO, SAML, OpenID Connect, and other federated SSO providers. SSO (Okta, Azure AD, Google Workspace). This gives enterprise IT teams centralized control and reduces risk when employees join or leave your organization.

5. Electronic signatures

If you need to add verifiable, documented sign-off to the automated approval workflow, look for a tool that provides legally recognized e-signatures for approvals.

6. Compliance certifications 

Most enterprise procurement teams won’t consider a vendor unless they meet strict data governance and compliance requirements.

If your enterprise is in a regulated industry, look for a platform with:

• Choice of data hosting region (EU, US, etc.)
• Clear data segregation between customers
• Backup and disaster recovery policies
• ISO 27001 
• SOC 2 Type II

Four ways online proofing tools make feedback easier

Getting feedback on your content can be a headache. But online proofing makes life easier for everyone involved – from content creators to C-level stakeholders.

Here are four ways proofing software makes feedback easier:

1. See what’s happening across all your projects
2. Get crystal clear feedback with full context
3. Make sure everyone’s on the same page
4. Manage versions and review rounds with ease

1. See what’s happening across all your projects

Imagine if you could answer any question about the status of your content within 10 seconds. Maybe even five. With Filestage, you can.

The problem

Checking the status of your content takes some serious detective work. And not the fun kind. The very, very boring kind where you have to pour through email chains, chat threads, in-app comments, and spreadsheets just to work out if a piece of work is approved or not.

In fact, you would probably struggle to answer any of these questions quickly:

• Is this version approved and ready to be published?
• Who still needs to give feedback?
• Which images has the client approved?
• When can we expect feedback from the product team?
• Has the latest version been shared with Jane in Legal?

How proofing tools help

With free online proofing software like Filestage, you can see the status of all your content from your project dashboard. This gives you a bunch of important information at a glance, including:

• Approval status – see which stakeholder groups have approved your content (e.g. Creative) and which ones still need to give feedback (e.g. Product)
• Review decisions – see whether each reviewer has given their approval, requested changes, or still needs to take a look
• File status – see which files are in review, approved, or ready to be worked on
• Due dates – see when feedback is due and find out who is holding up the review process
• Version management – see which version is the latest and check who approved previous versions

And because Filestage supports all the most popular file formats, it’s like a video proofing tool and document review system all rolled into one.

The cherry on top

With Filestage, you can tap “F” to search every project, file, reviewer, version, and comment. So if you remember an important piece of feedback but can’t remember where you saw it, you can track it down in no time.

2. Get crystal clear feedback with full context

Rumor has it that if you add up all the hours people in your company waste capturing screenshots, copying out timecodes, writing out long descriptions that make no sense to anyone but themselves, and attending meetings to explain what they meant … Well, safe to say you’d have a very big number!

The problem

Separating files and feedback is a recipe for disaster. Here are three reasons why:

1. It wastes time for stakeholders – there’s no simple way for your reviewers to give feedback, so they have to explain which parts of your content they’re talking about
2. It creates a huge margin for error – it’s easy to misinterpret the feedback and make the wrong edits, leading to more work later in the process
3. It leads to conflicts and confusion – feedback is rarely consolidated between stakeholders, so meetings need to be called to resolve things

How online proofing tools help

Review software for videos and other file formats makes it easy to give and receive feedback with pinpoint accuracy – down to the frame, letter, or pixel.

Here are five Filestage features that help make comments clear:

• Markers – tap anywhere on your content to create a marker, even if it’s a video
• Annotations – draw on top of your content to perfectly illustrate your point
• Highlights – select a word or sentence you want to comment on
• Strikeouts – select a word or sentence you want to delete
• Attachments – add a reference or asset to your comment

The cherry on top

In Filestage, you can get clearer feedback on all your content. That includes documents, PDFs, videos, images, live websites, interactive HTML, and audio. So you can also save your team time bouncing between tools!

3. Make sure everyone’s on the same page

If you’ve ever wondered why stakeholders often share feedback with so many conflicts, this one’s for you. You may not like to hear this, but it’s true. It isn’t your stakeholders’ job to consolidate their feedback.

The problem

Your stakeholders don’t have time to read and understand everyone else’s feedback. They barely have time to give feedback themselves. And even if they want to see what other people have said, they’re sure to have trouble finding it.

Here’s why:

• You don’t have a standardized process for collecting feedback
• Stakeholders share feedback in the way that best suits them 
• Comments end up scattered across lots of tools and email chains

How online proofing tools help

Online proofing puts transparency and collaboration at the heart of your feedback process.

In Filestage, all your stakeholders give feedback in the same place. So as they’re watching your latest edit or reading your brochure, they’ll see exactly which points other people have commented on.

So if they agree with something, all they have to do is give a thumbs up And if they don’t, they can add a comment and @ the other person to kick off a discussion in real time.

The cherry on top

Filestage also includes team-only comments. This lets you post a comment or reply that only your teammates can see, helping to keep discussions in context. So if a client posts an outlandish suggestion in the comments, you can tag a teammate to check you’re not the only one who thinks it’s crazy.

4. Manage versions and review rounds with ease

Versions are like relationships. When it’s clear things aren’t working, you need to draw a line in the sand and reflect on what went wrong. Only then are you truly ready to move on.

The problem

Version control is, well, out of control. And modern collaboration tools are only making things worse. Documents and designs are in a constant state of flux, changing every time a new comment appears. Then, once the edits are done, the comments are ticked off or resolved. Almost as if nothing happened.

Here’s why that’s a problem:

• There’s no record of where your content began and how it developed
• There’s no history of who said what and how it impacted your work
• Your versions all blend into one endless feedback loop

Even without these tools, you’ve still probably faced your fair share of version woes. Like getting feedback on an old version, or having your client edit your copy directly.

How. Dare. They.

How online proofing tools help

Software proofing tools automatically manage your versions so everyone knows which one is the latest.

Here are three ways Filestage helps with version management:

1. Version history – use the drop-down menu on your dashboard to revisit previous versions and check the content or comments
2. New version available – if anyone opens an old version of a file, a message appears to make it clear that there’s a newer version
3. Auto-versioning – if you upload multiple new versions at once, they’re automatically matched with files of the same name

The cherry on top

With Filestage, you can compare two versions of your content side by side. So if you need to check the new version against what you and your teammates said last time, your feedback is only a click away.

Final thoughts

Everyone faces challenges in the feedback process, but few choose to do anything about it.

I hope I’ve helped to shine a light on these problems and identify some solutions that work for you, your team, and your stakeholders. If you’d like to take a closer look at Filestage’s online proofing solution, start a free trial.

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