How an online proofing tool improves packaging compliance

Need a faster way to review packaging designs and marketing materials? In this article, we’ll explore what an online proofing tool is, why it’s essential for modern packaging workflows, and how Cway® software helps teams review, approve, and collaborate more efficiently than ever.

Why Packaging Compliance Is So Tricky

From ingredient lists to safety warnings, modern packaging must follow strict legal, regional, and brand guidelines. A single missed update or outdated design can lead to:

• Product recalls

• Fines or legal issues

• Damaged brand reputation

And yet, many teams still rely on email chains, printouts, or folders full of disconnected versions. This outdated method increases the chance of human error and slows down the entire artwork approval system.

Enter Online Proofing: A Smarter Way to Review

An online proofing tool is a cloud-based platform that allows teams to review, annotate, and approve files in one shared space. It replaces back-and-forth emails and scattered feedback with real-time collaboration, version control, and structured approvals.

For packaging teams, it’s not just about speed—it’s about compliance, clarity, and accountability.

Key Features of Online Proofing Software for Packaging Teams

Whether you're looking into free online proofing software or a fully integrated system, here are some must-have features to ensure compliance:

1. Version Control

Track every change, compare revisions side-by-side, and always know which file is the latest.

2. Text Compare

Spot text differences automatically between versions—essential for catching small but critical label changes.

3. Annotation Tools

Leave visual comments directly on files. Point to a typo, flag a missing logo, or suggest layout tweaks.

4. Approval Workflows

Define who approves what and in what order—ensuring no step or stakeholder is missed.

5. Artwork Approval Checklist

Create checklists for legal, branding, and regulatory reviews to guarantee nothing slips through the cracks.

6. Access Control

Give the right people the right access. Internal team, legal, marketing, and even printers can work within secure permissions.

The Role of Online Proofing in Regulatory Compliance

Packaging teams often face industry-specific regulations. Whether it’s pharma, cosmetics, food, or household goods, the rules change often—and mistakes can be expensive.

With an online proofing tool, you can:

• Store regulatory references next to artwork

• Set reminders for re-approval before expiration

• Create reusable workflows based on regulation types

• Pull audit logs for inspections or internal reviews

This level of visibility helps compliance managers breathe easier—and gives brand managers more confidence during launches.

Artwork Creation + Approval: One Connected Process

Too often, artwork creation and artwork approval happen in silos. Designers finish their job and toss the file “over the wall” to compliance or marketing.

But what if feedback happened in real time?

With an integrated online proofing and content management system like Cway®, designers can:

• Collaborate live with approvers

• Instantly address compliance concerns

• Ensure brand consistency from the start

This not only saves time—it saves money and reduces costly rework.

The Cway® Advantage: Online Proofing Built for Packaging

While many online proofing tools are generic, Cway® software is designed specifically for packaging and marketing teams. It combines online proofing and content management systems into one intuitive platform.

Here’s how Cway® makes compliance easier:

• Online design proofing tool: Upload, annotate, and compare files with pixel-perfect accuracy

• Automated workflows: Route files to legal, compliance, and branding teams in the right order

• Central asset library: Store approved artwork, templates, and brand guidelines in one place

• Audit trail: Track who approved what and when for full transparency

All of this helps your team move from chaos to control—while staying fast, compliant, and consistent.

Real-World Example: How Fria Bröd Made Compliance Easy with Cway®

For Fria Bröd, a major European food brand, staying compliant across multiple markets was a growing challenge. With many departments involved—marketing, legal, quality, and R&D—their old process of sending PDFs back and forth via email led to confusion, version mix-ups, and slower approvals.

“It was difficult to keep track of versions and who had approved what,” said Sofia Wallsten, Product Manager at Fria Bröd.

“Mistakes happened easily, and it took a lot more time to get things done.”

Since switching to Cway®, their online proofing tool has brought speed, structure, and clarity to the packaging artwork approval process. Sofia’s team now uses it every day to manage everything from initial designs to legal approvals and supplier coordination.

One of her favorite features? The "Blink on/off" tool, which makes it easy to compare two artwork versions and spot changes instantly—perfect for compliance checks.

Today, Fria Bröd’s entire workflow is centralized, traceable, and faster than ever.

“Cway saves us time, reduces mistakes, and gives us peace of mind,” Sofia adds.

“It’s clear what’s been approved and by whom—which helps us avoid costly errors.”

Final Thoughts: Make Compliance Part of the Workflow

Packaging compliance isn’t just a final check—it needs to be part of the entire creation process. An online proofing tool like Cway® software helps teams build compliance into their everyday workflow.

With smart features like text compare, checklists, and version tracking, you can move faster without sacrificing accuracy.

In 2025, there’s no reason to rely on outdated methods. Upgrade your packaging artwork approval process with a tool built for modern teams.


Want to dive deeper into online proofing, packaging workflows, and compliance strategies? Check out these expert articles from the Cway® blog. Each one is packed with tips, real-world examples, and tools to help your team work smarter and faster.

1. Online Proofing Made Easy with Cway®: Streamline Artwork Approval
   Discover how Cway®’s online proofing tools simplify the artwork approval process, enhance collaboration, and accelerate time-to-market. This article delves into key features like version control and automated workflows that are essential for maintaining packaging compliance.
2. How to Simplify File Version Control for Packaging Teams
   Learn strategies to manage file versions effectively, reducing errors and ensuring that only the most up-to-date artwork is used. This piece highlights the importance of version control in the packaging artwork approval process.
3. Top Approval Workflow Software in 2025 for Faster Sign-Offs
   Explore the latest approval workflow software solutions that expedite sign-offs and improve compliance. The article discusses how tools like Cway® can optimize your packaging approval workflows in 2025.