Digital Proofing Process Guide

Overview

The Digital Proofing process allows you to review all job materials (documents, reports, and email templates) before final approval.
You can request changes or approve the job to proceed to production.

Step 1: Locate the Job

1. Navigate to the Jobs List
2. Filter the job status to “Proof”
   • This will display only jobs awaiting proofing
3. Alternatively, search using the Job ID
4. Click “View” on the required job

Step 2: Open Proofing Documents

1. Click on the “Proofs” tab
2. Review all available documents, including:
   • PDF documents
   • Reports
   • Email templates

⚠️ Important:
You must review all items thoroughly before proceeding.

Step 3: Mark Up Required Changes

1. Open the document you want to review
2. Click “Mark up”
3. Click anywhere on the page to add a comment
4. Enter the required change
5. Click “Save”
6. Click “Back to proofs” when finished

Step 4: Add General Comments

1. Use the “Notes & Comments” section to:
   • Provide additional instructions
   • Clarify changes
   • Communicate anything not captured in markup

Step 5: Request Changes (If Needed)

If updates are required:

1. Ensure:
   • All document-specific changes are added via Markup
   • All general instructions are added in Notes & Comments
2. Click “Request Change”

Step 6: Approve the Job

If no changes are required:

1. Confirm all documents have been reviewed carefully
2. Click “Approve”

You will be asked to confirm final approval before proceeding.

⚠️ Important Responsibilities

• It is your organisation’s responsibility to ensure all content is correct before approval
• Once approved:
  • Printing will begin
  • Emails will be sent
  • Documents will be stored

🚫 After approval:

• Changes may require a new job
• Additional costs may apply (e.g. reprints or scrapped materials)

Key Best Practices

• Review every document, not just the main notice
• Use Markup for specific changes and Notes & Comments for context
• Double-check email templates and reports — these are often overlooked
• Only approve when fully confident everything is correct