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.
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 A single missed update or outdated design can lead to: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 This outdated method increases the chance of human error and slows down the entire artwork approval system.
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.
Whether you're looking into free online proofing software or a fully integrated system, here are some must-have features to ensure compliance:
Track every change, compare revisions side-by-side, and always know which file is the latest.
Spot text differences automatically between versions—essential for catching small but critical label changes.
Leave visual comments directly on files. Point to a typo, flag a missing logo, or suggest layout tweaks.
Define who approves what and in what order—ensuring no step or stakeholder is missed.
Create checklists for legal, branding, and regulatory reviews to guarantee nothing slips through the cracks.
Give the right people the right access. Internal team, legal, marketing, and even printers can work within secure permissions.
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.
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.
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.
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.”
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.