Digital proofing process explained: step-by-step guide

Looking to upgrade your review and approval process in 2025? In this article, we explore the top features of online proofing software that packaging, design, and brand teams should prioritize for faster collaboration and flawless execution.

What Is Digital Proofing?

Digital proofing is the process of reviewing and approving digital files—like packaging artwork, labels, or marketing materials—using an online proofing tool. It removes the need for printing, emailing PDFs, or managing feedback across spreadsheets.

Instead, everything happens in one centralized platform, where users can:

• View and compare versions

• Add comments and annotations

• Approve or request changes

• Track progress across teams

With tools like Cway®, digital proofing becomes structured, fast, and fully traceable—perfect for packaging teams who care about compliance, accuracy, and speed.

The 6-Step Digital Proofing Process (with Cway®)

1. Upload the Artwork

Designers or artwork coordinators upload the latest version of the packaging file into Cway®. Supported file types include everything from AI and PDF to JPGs and 3D renders.

🟢 No more sending files via email or digging through local folders.

2. Assign Reviewers and Set Workflow

Assign internal and external stakeholders—marketing, legal, quality, or suppliers—to the review flow. You can define who approves first, who gives feedback, and who gets final sign-off.

🟢 Cway® supports structured approval workflows tailored to your project.

3. Review and Annotate

Reviewers open the artwork in their browser, using tools like:

• Pinpoint comments

• Draw tools

• Highlight tools

• Blink on/off for visual comparisons

🟢 All feedback appears directly on the artwork, eliminating miscommunication.

4. Make Revisions

Designers or agencies revise the file based on comments and upload a new version. All changes are logged and visible, and previous versions are always accessible.

🟢 Cway® automatically tracks versions and highlights changes.

5. Approve the File

Once all reviewers are satisfied, the file is officially approved within the platform. Cway® logs the approval time, reviewer, and version—perfect for audits or compliance checks.

🟢 No more guessing who approved what or when.

6. Share or Send to Print

Download the approved version or share it with printers or partners using secure, read-only links.

🟢 You can confidently hand off the correct, final file without email clutter.

Why Use Cway® for Digital Proofing?

Unlike general file-sharing tools, Cway® software is built specifically for packaging and marketing teams. Here's why it stands out:

Real Impact: Faster Launches, Fewer Errors

Brands like Fria Bröd, Doggy AB, and Santa Maria use Cway® every day to manage packaging artwork approvals. They’ve reported:

• 30–50% faster approval times

• Fewer reprints due to missed errors

• Better internal communication and transparency

Digital proofing isn’t just about moving faster—it’s about working smarter. With Cway® software, packaging and marketing teams get the structure, speed, and compliance tracking they need to bring high-quality, error-free products to market on time.

Say goodbye to scattered feedback and missed approvals. Say hello to smarter proofing with Cway®.

If you're ready to dive deeper into digital proofing and artwork approvals, don’t miss these helpful reads:

1. The Complete Guide to the Artwork Approval Process
   Learn how to build a smooth, scalable artwork approval workflow—from briefing to final sign-off
2.  Online Proofing Guide: How to Improve Your Review Process
   Discover practical tips to speed up feedback, reduce errors, and get your designs approved faster.

These guides are packed with tips, templates, and expert advice to help you work smarter with Cway® software.