The Definitive Guide to Online Proofing

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ebook-guide to online proofing

What You'll Learn

  • Why Online Proofing is the Quickest Win in MarTech
  • The Hidden Costs of Managing Creative Review Without Online Proofing
  • The Top Creative Marketing Metrics Every Marketing Leader Can Track with Online Proofing
  • How to Build the Business Case for a Online Proofing Solution for Your Creative Team

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What is Online Proofing

When it comes to production steps of large-scale marketing and advertising
projects, creative teams are still relying on traditional, siloed methods like
email, hard copy printouts, and multiple different design and collaboration
systems to circulate work for review and approval.

While there are highly advanced, cross-channel tools for content delivery
available to marketing teams, like geolocation social targeting and VR video,
content production and collaboration tools are stuck in the past. That means
marketing teams are still navigating the same daily production roadblocks
and manual tasks to get creative work into finished stages.

There's an insatiable need for marketing production tools to perform specific
tasks and to work together seamlessly to create one review and approval
process for all content types.

It’s been called the “quickest win in MarTech”.

Let’s see why.

Enter online proofing. 

Online proofing streamlines the tasks of providing feedback throughout
the creative process using:

  •  Proofs that can be used regardless of content type, creative producers,
    or clients involved.
  • Multi-format markup tools and intuitive commenting capabilities that work seamlessly within an existing (and future) marketing stack.
  • Automation of manual, repetitive tasks like review notifications, version tracking.

Online proofing results in more transparency and context as project evolve,
which results in creative assets being delivered faster, with better quality.

It’s not just another marketing tool that’ll muddy up your marketing tech
stack, require your team to drastically change their process flow and cause
an integration headache for your IT and analytics teams.

It’s a pluggable solution for deep-rooted production challenges that can redefine how
creative projects are managed without creating more work or workarounds.

In this ebook, we’ll cover the main indicators that your creative or marketing team might be ready for an online proofing solution, the basics of using online proofing, and the areas of ROI your team could expect from using online proofing to facilitate your creative process.

5 Signs Your Marketing Team Needs Online Proofing

It’d be easy to point to “missed deadlines” as the number one reason to consider an online proofing solution, however, it’s more helpful to look at symptoms of what causes those missed deadlines.

According to the 2017 In House Creative Industry Report, 71% of those surveyed don’t use a dedicated online proofing application to collaborate or collect/track feedback.

If that sounds familiar, keep reading, you may connect some dots of your own. Here are five leading indicators that your marketing team could benefit from online proofing.

01 Lack of feedback from stakeholders

For designers and project managers alike, prompt feedback is what keeps the review process moving along toward improvements and decisions. The average employee receives over 120 emails per day. This clear case of email overload presents a challenge - how can team members efficiently review colleagues feedback, ensuring comments are seen, and duplicate (or conflicting) feedback is avoided?

No issue with timely feedback? Great. How about the quality of the feedback, as it relates to keeping proofs moving along?

02 Too much ambiguous and ineffective feedback

Creative feedback that lacks context and specificity requires additional email and hallway conversations for clarification.

Online proofing makes it easy for your team members to provide timely, effective feedback. Reviewers are provided a secure link to proofs, with integrated annotation and commenting tools. Reviewers are able to markup content and designs while providing specific, context-rich comments, as well as engaging other users on their feedback. This feedback becomes action items, keeping proofs moving along.

Providing a method for effective feedback is online proofing’s most tangible and immediate benefit. Without it, you could also be experiencing other symptoms of missed deadlines.

03 Version sprawl

A weak process for collecting feedback can create ripple effects throughout the delivery process. One of these ripple effects is version sprawl - the churning out of new versions for feedback that wasn’t supported or challenged (or in most cases, even seen by other team members). Pretty soon, every project has a version numbered in double digits.

Online proofing not only improves the quality of feedback being provided, but it also catalogs the feedback across versions. Specifically, it helps manage versions as they are created, as well as provides a comparison tool to view versions side by side, a proof-positive way to ensure changes are being made. This can drastically cut down on versions required for project completion.

The ineffective collection and management and feedback can have big impacts on the timely delivery of new creative content. But what about the challenges that can cause re-work, after you’ve met a deadline? Are those situations even worse than missing a deadline? Beyond common spelling errors that can wreck an ad or design, there are other signs that your marketing team needs online proofing.

04 Compliance is an everyday requirement

For many industries, marketing content frequently needs to meet strict compliance requirements. These can be both internally and externally mandated and can include, but not be limited to the following:
  • Brand compliance
  • Disclosures
  • Comparative claims
  • Special offers
  • Substantiation
  • Sweepstakes and contests
  • Marketing to children
Collection and use of marketing data
The risks of non-compliance can be significant customer confidence lost financial penalties and legal liabilities, to name a few. This is all before any re-work, often an unrecoverable cost in the agency world is required. 

This isn’t only about getting the right stakeholders involved, but also requires proof-positive, probative information on the review process for these materials.

Online proofing helps marketing teams demonstrate the control they have over their review and approval process in a few, integrated ways. First, all comments are logged and archived, tied to specific versions of each proof. Second, the teams associated with each project are notified regularly (daily, hourly or instantly) of all new feedback, keeping everyone on the same page. Also, Ziflow supports rigorous roles-based access, which can limit which team members can see particular proofs, and what they can do with them.

Most of the signs so far have to deal with intra-organizational processes that Ziflow can help optimize, such as centralizing feedback, managing versions and helping with compliance requirements.

05 Lack of Coordination with External Teams

If your creative process includes external team members (partners, vendors, clients or agencies, for example), coordinating with them can pose challenges in keeping marketing projects moving. Your vendor might use Skype and you use Slack. You rely on Basecamp, they use Asana. It’s not just technology, it’s also their processes that might be different.

When adding more people to a process, a solid tactic is to reduce the variables across those team members. Specific to online proofing, this means ensuring everyone is reviewing the right content at the right time, and with the right information.

When it comes to collaborating with external teams, online proofing can help reduce the variables which may cause project bottlenecks. By providing a consistent presentation of the content being reviewed, you’re guaranteed that everyone is reviewing the right asset, regardless of their location or device. It also ensures that everyone has the same guidance, in this case, past versions and their comments, to understand how you reached the current state.

The Hidden (And Not So Hidden) Costs of a Weak Review and Approval Process for Creative Collaboration

Given the multitude of marketing channels that creative content is being produced for today, the impact of missed deadlines and other factors within an inefficient review and approval processes are not hard to identify.

Delays ricochet through creative production timelines and are felt acutely by your creative team, your project managers, and if you work in the agency world, your clients.

What’s less obvious—and often more insidious—is how those poor proofing and review procedures impact total project costs and overhead. When you’re struggling to get agreement on project deliverables and get them out the door to clients on time, negative cost consequences abound throughout the organization.

Based on feedback from our customers on the issues they faced prior to implementing online proofing, there are four primary areas of which to monitor for unnecessary costs due to poor review and approval processes.

The Three Creative Marketing
Metrics Every Marketing Leader
Should Track

With compliance risks coming in from every corner of the marketing ecosystem marketing compliance can no longer be just a “Send It to Legal” for review in the final stages of marketing campaign planning.

Collaborative, integrated marketing campaigns means compliance needs to be baked into everyone’s daily processes from the start. Here’s what each marketing team member should be handling in their role when it comes to compliance:

  • Group 39   —  Content Creator

  • Group 40       —  Project Manager

  • Group 42   —  VP Of Marketing/Chief Marketing Officer

  • abbb2-erab6    —  Technology Manager

  • Group 47  —  General Counsel


Group 39Content Creator: Tactical Control

As content creators, the work of designers, copywriters, social media managers, videographers, and other similar roles play a pivotal role when it comes to marketing compliance.

If this is your role, you’re on the ground with the creative content itself, from creation to real-time modifications, and your work is constantly facing change requests, versioning and stakeholder approval.

You might not be setting the compliance strategy, but your work touches many marketing compliance responsibilities, such as:

  • —  Circulating current versions to the right stakeholders, in the right sequence, for review and approval

  • —  Checking that you’ve received feedback from all stakeholders before creating new versions and new drafts for review

  • —  Maintaining a digital trail (and often a paper trail) of how you’ve acted on requested changes

  • —  Saving and storing source files and final versions in an acceptable format and location.

  • —  Ensuring that all content meets brand standards (colors, logos, copy, etc.), as well as any regulatory requirements (disclaimers, sizing requirements, etc)

Given the volume of requests that creative teams see today, ensuring that everything you’re doing falls in line with compliance standards can be a daunting task without proper processes in place.

Often, what content creators need isn’t more oversight, but a way to automate oversight during these daily processes that won’t slow down creativity and task completion.

Lifting the compliance burden for content creators starts with audit trails, controlled content reviews, and formal, recorded sign-offs mean they don’t have to track those items on top of creating content.

Group 40Project Manager: The Strategic Scribe

When it comes to marketing compliance, marketing project managers are the keeper of the books. You’re overseeing the efficiency of the content creation processes, distributing creative assets for review and driving the collection of feedback, and fielding stakeholder input, all while meeting corporate goals.

That’s a lot to tackle, from both a tactical and strategic lens. Within this mix, you’re also mindful of:

  • —  Determining which stakeholders need content access for each project and providing justifications for why (or why not)

  • —  Tracking when specific stakeholders are looped into content and campaign review and the actions they take

  • —  Ensuring that controls are in place to record and distribute new comments, modifications, and decisions around marketing content

  • —  Maintaining a record of approval sign-off from all stakeholders from start to finish

  • —  Setting up review processes for different clients or stakeholders

  • —  Controlling project versioning in an organized manner

Often, due to the nature of different project needs, you’re probably also stuck working within email reply chains and file storage systems to communicate changes to content creators and stakeholders. The variability in these channels make it difficult to make sure work is completed in a proper manner and maintain complete project records.

Centralizing collaborator interactions (inside and outside of your organization), review tasks, and versioning in one system can go a long way to automating and improving the production of project records.

Group 42VP Of Marketing/Chief Marketing Officer: The Brand Connector

As a CMO, you’re likely thinking about brand compliance as a holistic strategy. Marketing messages can adversely affect a company's brand if they weren’t properly vetted before release.

With so much on the line, one single compliance breach or governance issue can undermine all the hard work you’re putting in to launch creative, innovative marketing campaigns.

As a marketing leader, you’re not only concerned with internal corporate communications and process, but you’re also ensuring that brand partnerships and client communication meet the right standards. You need an easy way to:

  • —  Set guidelines for how external stakeholders, partners, clients should interact with your brand - and ensure they’re being met consistently

  • —  Stay on top of regulatory requirements when brainstorming new or innovative campaigns

  • —  Create a strategy for the consistent review of corporate communications

  • —  Control brand cohesion across all of your marketing content channels, from digital

    to print to social media

  • —  Ensure that partner co-branding and content use across all partner campaigns align with legal requirements

Strong governance policies can end up being a major competitive advantage when pitching your services and earning the trust of new customers and clients.

Having automated processes in place that show measured control over content creation and creative production is key, but the real challenge for CMOs is to maintain compliance standards that are flexible enough to meet the needs of many different brands, clients, or project types.

abbb2-erab6Technology Manager: The Data Docent

Compliance risks typically boil down to how data is gathered, stored, accessed, and archives. Often what’s missing in the data that causes issues - lack of proof, lack of audit trails.

As a MarTech specialist, you’re the go-to guide in the murky waters of how data can affect (and effect) marketing compliance.

It’s up to you to show that, in a tour of all the marketing systems, data is handled properly at all times. This means everything from recording actions taken around digital content to maintaining audit trails of who is accessing and reviewing that content.

You’re usually on the hook for:

  • —  Gathering the right types of data throughout our content production (the who, what, when, etc.)

  • —  Securing data that’s collected around customer interactions and campaign analytics, and ensuring privacy laws aren’t being violated

  • —  Extracting or auto-generating real-time compliance reporting to stakeholders or regulators

  • —  Fully capturing content details and marketing data and archiving it according to applicable retention schedules

  • —  Discovering gaps in data governance practices.

  • —  Determine and configured content access needs across desktops and mobile

    devices for different roles.

As the number of MarTech systems required to run and track campaigns grows,
it’s getting harder to ensure that backend and consumer-facing technologies align with privacy laws. GDPR has shown us that.

The growth of AI and sophisticated targeting to deliver marketing content means that MarTech managers need to be even more diligent over the validity of how potential customers see, interact, and are influenced by brand content in digital channels.

Group 47General Counsel: The Legal Eyes

The General Counsel role is arguably the most direct line to compliance sign-off in an organization.

As the leader of the legal team, you’re both first in line for setting compliance requirements and potentially the final stop (if not you, then a member of your team) to making sure all marketing communications are above board.

Your work takes the threads of creative innovation, client delivery, and corporate standards into one standard for business conduct. On any given day, you’re in the thick of:

  • —  Conducting a legal review of proposed content that falls under the umbrella of a compliance program

  • —  Making sure that proper disclaimers appear in advertisements or packaging in the case of physical product distribution

  • —  Enforcing contractor agreements to include full policies around proper content access, usage, intellectual property needs, and other concerns when working with outside contractors to create or distribute marketing content

  • —  Determining brand licensing agreements to ensure brand standards is being accurately met

  • —  Ensuring that social media policies - both internal employee and partner use and within content distribution - are up-to-date with current requirements and enforced across the organization

When you’re responsible for a huge burden of proof, your internal systems and processes should do as much of the heavy lifting as possible for you. Yet, privacy, security, intellectual property and brand regulations look much different today than even five years ago.

Why Online Proofing is the Quickest Win in MarTech

When it comes to governance, a wide range of team members, not just in marketing, face varying areas and levels of diligence required to effectively contribute to meeting marketing compliance requirements.

At the core of all of this is the content itself. How that content is being deployed - whether it’s being created, routed, reviewed or approved - plays a central role in the marketing compliance “supply chain”.

Similar to how compliance requirements have created the need for specialized solutions within departments (finance, systems management, even benefits), marketing compliance dictates that creative content be treated similarly, with specific, purpose- built solutions that demonstrate the controls in place.

Standardizing oversight and minimizing risk throughout content creation requires smart integrations between content production and delivery systems that are supported by defined, automated internal-external review processes.

Here’s how to do this in practice:

Group 92


01 Define data input access across all campaign contributors

No matter what content systems are in use, it’s imperative to prove who has internal and external access to source files, who can upload/create files for review, who has commenting and approval rights and be able to track the actions of each user with accurate timestamps.

That’s of course, easier said than done: marketing teams are using a host of digital advertising tools, the design team creates its version in InDesign or Photoshop, and stakeholders just want to quickly send an approval in whatever system they prefer (re: mostly email.) That’s a lot of file creation, usage, and activity to monitor.

The gap between content creation and review and approval can be closed by setting up intake forms that:

  • —  Accept digital assets at the point of creation at every stage of the marketing and versioning lifecycle.

  • —  Immediately convert files into active proofs for review.

  • —  Kick-off pre-configured approval steps, access rights for different stakeholders, and staged review workflows based on the type of content and project initiated.

  • —  Track review and approval and proof creation actions from submission to approval.

Screenshot 2020-06-18 at 15.15.14

Sample intake form for new design artwork versions.


Screenshot 2020-06-18 at 15.16.45

Review workflows connected to intake forms automatically apply controlled stages for content access and approval for every project stakeholder.


Tightening automated actions between content creation systems like design and video editing software and review environments ultimately:

  • —  Decreases “leakage” in content access and version management throughout campaign creation.

  • —  Automatically tracks exactly where content originated from - even if it came from outside of your organization - and how it was used, access, transformed, and approved throughout the marketing or brand process.

02 Use stage-based reviews and approvals

One of the major breakdowns in marketing compliance is the lack of ability to prove that the right people saw creative content at the right time in the creative production process. As we saw in the case of Sony, not being able to demonstrate that Sony’s creative team had a bi-directional communication with Deutsch LA’s ad team got both companies into hot water.

It’s imperative to control which users see content at each stage of production.

Using a tiered review system helps move projects along, but can also be configured to ensure that further review or modifications only happen after previous approval has been implemented and recorded.

When it comes to creating a formal structure for either internal or agency-client review workflow, the #1 consideration should be visibility.

For project-heavy creative teams churning out constant deadlines, the ultimate question should be: When your team looks at an overview of multiple projects, what do you quickly want to be able to determine?

Furthermore, the stages within project review workflows should easily be categorized into two categories:

  • —  Tasks and content version should be classified as works-in-progress.

  • —  Points in the process when content versions are considered available for public feedback outside the creative team.

Delineating internal creative production needs from client review and how to link those tasks togethers in the same environment with ease and security will start to bring structure to campaign oversight.

Screenshot 2020-06-18 at 15.18.24

Staged workflows enable marketing and brand teams to control who sees content at each step of the campaign process and codify compliance standards directly into review workflows.


Staged workflows enable marketing and brand teams to control who sees content at each step of the campaign process and codify compliance standards directly into review workflows.

Once you’ve decided on the right staged flow for content review, we recommend using relative deadlines to keep each stage on track. Create standards for missed deadlines either internal or external-and hard code those rules into activity notifications.

This serves two purposes: It lights a fire under collaborators who are holding up the campaign process, and it demonstrates proof of communication and approval stages.


Reminder notifications can be used to standardize and capture set client review standards and ensure that everyone sees content at the exact right time in the marketing production process.


03 Implement reviewer-only access for client or partner collaboration

Other compliance complications arise when data workflows extend beyond internal review. Clients and partners often need access project versions at different points of the campaign cycle to provide input and approval and often to kick off campaigns by submitting design briefs of project versions themselves.

How do you provide external collaborators with the right level of access per role without exposing them to the entire set of project files or proprietary information?

It starts with defining client relationship:

  • —  Who actually owns the client relationship and is on the hook for facilitating communication?

  • —  What should external clients see or not see on project files/versions?

  • —  What are the steps for the internal sign-off workflow before sharing externally and do you ensure those steps have been met?

  • —  What determines a new version-a set time period for client feedback, receiving marked approval from all stakeholders, or group-based review?

The best way to then enforce these outcomes is to then set limits for external reviewer rights in the same system you’re using for internal creative production. Setting access and modification limits for external collaborators by role, stage, or company can help turn collaboration into an untracked free-for-all into a methodical strategy for brand partnership and content security.

04 Define (and Actually Enforce) Versioning client or partner collaboration

If marketing compliance boils down to one problem, it’s versioning: different stages of communication, different types of approval, and ultimately content versions. Version sprawl especially project files stored outside of project or content management on personal drives or in email chains-simply multiplies compliance risk.

Internal version sprawl starts with the first project brief. Externally, service level agreements with agency-client relationships typically set a maximum number of versions, but it’s ultimately very difficult for everyone to stick with a protocol.

  • —  Distinguish between actionable feedback and commentary. Which type should spur the creation of a whole new version?

  • —  Set a version numbering system that distinguishes between internal vs. review version.

  • —  Determine how your versioning strategy relates to external sharing. At each stage, which collaborators should have access and approval rights to content?

Once versioning nomenclature has been decided upon, version management should seriously limit actions collaborators can take on content files. It’s not just enough to create a version nomenclature.

Controls like locking files from modification after approval has been indicated and enable only certain collaborators to download files goes a long way to reducing unseen or rogue brand content.


Built-in versioning options maintain clear, compliant standards and structures for marketing asset management.


05 Prove brand consistency with an auditable archival method client or partner collaboration

Ensuring brand cohesion across all marketing content channels means using versioning and proper project storage throughout campaign creation.

Archiving past campaigns and project briefs doesn’t just mean downloading project files into a shared Google Drive or zip file. For complete compliance, creative teams need to be able to export the entire history of comment, markup and version history into content repositories for historical reporting.

An auditable retention strategy:

  • —  Encompass the timeline of content modification and access in addition to content files.

  • —  Captures communication threads around marketing content tracked from the start of a project brief.

  • —  Manages related unstructured data like social media and server data linked to static content files.

  • —  Enables creative production data, files, and past decisions to be accessed and reviewed-with the right context-years into the past.

Implementing an approval workflow stage that denotes the true, approved final version of a project and locks it from modification can help kick off the archival method. Linking final approval to an automatic, immediate export of all creative content helps close the gap between active campaign production and project archive-and make it much easier to reference past decisions when needed in the case of an audit.

Screenshot 2020-06-18 at 15.30.08


The Business Case
for Online Proofing

We’ve covered Here are four types of compliance data your creative production team should be tracking on a regular basis to contribute to your marketing compliance needs:

01 Decision and Approval Timelines

As we’ve discussed, one of the major facets of marketing compliance (both internally and externally mandated) is the ability to prove that the right people saw creative content at the right time in the creative production process.

Your creative team has come up with a great ad campaign - but has your legal team signed off? If not, have they documented why?

The real challenge: You should also be able to prove that there was a formal sign-off (or rejection) every time a decision was made, even if it was a rejection or approval with stipulations. Simply showing that a final review occurred isn’t enough. If a formal compliance certification is requested, you should be able to extract approval and review audit trails to answer:

  • —  Was input gathered from the right people?

  • —  At what point in time were those input decisions made - and why?

  • —  What were the outcomes of those decisions?

  • —  Was feedback acted upon in the final creative output?

  • —  If revisions were required, did the next iteration go through the same approval process?

  • —  For digital assets, were proper disclaimers included as part of the content creation for consumers to easily understand?

  • —  Are brand partnerships properly disclosed with sign off by all parties?

  • —  For physical products, are disclaimers incorporated into product labeling and


Instead of trying to track this information as you go, or worse, track it down after the fact, we recommend having audit trail capabilities baked into in the same environment in which you’re facilitating review and approval processes.

02 Who Has Access to Marketing Content

It’s important to prove who signed off on content and campaigns, but often proving who doesn’t have access is just as important to a strong marketing compliance program.

The average creative team is juggling multiple campaigns simultaneously. In fact, 60% of teams were managing four (4) or more creative projects weekly.

If this sounds like your situation, you’ll want to ensure that teams, reviewers, and decision makers for each project only have access to the content they need to see.

This is especially important in agency-client relationships. A stakeholder from one brand certainly shouldn’t be able to access the creative files your team has produced for another brand. A freelance designer working on one asset might only need access to specific brand guidelines, not an entire campaign brief, especially if it contains sensitive pre-release information or intellectual property.

A creative review and approval system can help implement control over content access via:

  • —  Defined and measured user roles
    When it comes to content access, you’ll want to delineate who can access source files, who can upload files for review, and who has commenting and approval rights, and be able to track the actions of each user with accurate timestamps.
    For example, using an online proofing system with defined user roles allows you to set access levels for different stakeholders and content types for tailored control over content access, and demonstrate who has access when needed.

  • —  Reviewer-only access
    Bridging the gap between internal and external review often goes too far. Frequently, there’s no easy way to give reviewers access to content for input without giving them access to the entire set of project files - a compliance risk waiting to happen.
    It’s preferred to have the ability to set limits for external reviewer rights in the same system you’re using for internal creative production, to minimize the number of systems required for administration.

  • —  Stage-based reviews and approvals
    Automated review workflows can control which users see content at each stage of production. This tiered review system helps move projects along, but can also be configured to ensure that further review or modifications only happen after previous approval has been implemented and recorded.

03 Data from Content Distribution Channels Content

Even if your internal processes are locked in place, content today has legs far beyond your creative team once it’s shared in the digital content ecosystem. Compliance around these environments in which content is shared is just as important as the content production steps themselves.

It’s fairly common today for AI tools to be used across a variety of channels to ensure campaigns reach the most high-impact audiences. A typical campaign may cross multiple systems, websites, geolocation tools, algorithms, content formats, and so on.

In all these channels, content is colliding with personal consumer data, -often improperly handled or connected to unclear messaging. The FTC is cracking down on influencer marketing claims, and it’s no secret that social media platforms are collecting personal data through connected third-party brand apps.

If your brand, or your clients’ brands, rely on these types of channels to get your message out, it’s easy to get caught up in a compliance quagmire by proxy.

Brand managers should understand the channels in which marketing content be distributed and how those distribution channels align with a brand’s compliance standards. They should make considerations like:

  • —  Do smart-targeting AI tools gather consumer data for use in campaign targeting? If so, how much and to what degree? Can consumers or ad viewers opt out?

  • —  Are targeted ads approved for all possible viewing scenarios and algorithms?

  • —  Are marketing claims created to be aligned with the regulations for each

    distribution channel?

  • —  How are campaign and content analytics gathered, extract, and shared across platforms, and who has access to those analytics?

04 Project Archival & Storage Structures Channels Content

Once a project or campaign has been wrapped up, you’ll want to ensure proper long-term archival of all content file types align with federal and industry governance standards, as well. That typically means combining files from my different systems or archiving them within your creative production system. It can also mean creating a hardcopy printout of the review process for safe-keeping or porting them out of your proofing solution into a long-term data archive

Archiving is often the last thing on the minds of a creative team that has just expended hours and hours of effort getting campaigns and creative out the door.

For complete audit-readiness, you’ll want to be able to quickly reference the full scope of past creative campaigns, including timestamps, comments, audit trails, and more.

  • —  When you’re approaching the project archiving stage, consider:

  • —  Do project archives store the entire timeline of content modification and access in

    addition to content files?

  • —  Have we captured all communication threads around marketing content?

  • —  Are you capturing and storing unstructured data-like social media and server data?

  • —  Are project files organized according to the right retention schedules?

  • —  Are archives stored securely and limited in access?

  • —  Can data and files be accessed and reviewed quickly in the case of an audit or compliance breach?


A Checklist for Choosing the Right
Online Proofing Solution



Often, the most obvious areas for improvement are marked by signs which
are right in front of us every day. If your marketing team is missing deadlines
or producing less-than-stellar creative content, online proofing is a must-have
tool in your arsenal of marketing tools.
When review processes are already struggling, it may seem like the time and planning required to get multi-disciplined teams working on the same process flow, the same proofing tools, and the same approval timelines is an insurmountable, costly project.

However, those costs that can be recaptured from implementing one central
online proofing, review and approval system greatly outweigh the status quo of using emails and disconnected systems to manage your creative production process.

Online proofing offers the quickest path to:

  • Producing increasing volumes of content, across many digital channels,
    on shorter and shorter timeframes.
  • Facilitating review and approval from multiple internal and external
  • Meeting strict brand, corporate, and regulatory compliance requirements across new and traditional media.
From employee productivity improvements to reduced client churn to consolidated technology spend, the daily improvements generated through online proofing have wide-reaching on creative project efficiency and cost.

Online proofing has come a long way from simple markup tools and offers a full suite of collaboration management tools that work directly in step modern, multi-channel marketing formats.

About Ziflow

Ziflow is an online proofing application for marketers, which streamlines the review and approval of creative content to deliver marketing projects faster. We do this by improving collaboration, centralizing feedback and eliminating manual steps through automated workflow. Ziflow replaces email, printouts and other ad-hoc methods for reviewing creative content with an enterprise-ready, pure-play online proofing solution.

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