Every print project involves a proofing step where the customer gets to see the project in full color, exactly as it will look when completed, and make final adjustments if something isn’t quite perfect. It’s a critical step in the print shop work chain.
So why do we settle for a proofing process that interrupts workflow, wastes time and leaves room for oversights and errors?
Avanti discussed this question with print shop owners nationwide and used their input to develop Live Proofing, a new module that embeds proofing in the Avanti Slingshot Print MIS and eliminates any breaks in communication that can lead to delays and oversights.
Essentially, we’re solving the remote soft proofing challenge with Live Proofing, which has undergone beta testing and is now available for purchase as an add-on module. Here’s a sneak preview of how it works:
Step 1: Send PDF directly from the Sales Order module
We have adjusted the Sales Order interface to include fields related to proofing. You simply go to the Documents tab and click “+” to attach the PDF. You must click on the “Proof” box to track the document as a proof. You also can add detail such as the project’s line item, section and category for more detailed tracking.
As soon as you click “send,” the system sends an email to everyone on the customer’s review list, which is pre-set in the Avanti Slingshot Triggers and Alerts module. The send date automatically populates upon distribution.
Benefits: All information and files stay within the MIS. You no longer have to download and reformat the proof for email compatibility. You don’t waste time looking for distribution lists and addresses. You have a clear record of all action on the proof, from sending to changes to final approval.
Step 2: Customer opens proof in incorporated PDF viewer.
When the customer receives the proofing email, it contains a link that takes all reviewers to a common PDF review page. The customer now can review the proof in a sophisticated HTML5 browser, which provides accurate displays of overprint and transparencies. The embedded PDF contains tools such as zoom, color separation, densitometer, layers, wireframe and ink coverage. The customer also can use the sticky note tool for markup. When review is complete and any questions or changes are noted, the designated person clicks on “Approve” or “Reject.”
Benefits: Customers use secure links to view and respond to their proof, which protects the integrity of the file by controlling access to production-ready documents. Using a common PDF viewer also avoids problems inherent with emailing large PDF files, and it prevents confusing inconsistencies found when reviewers are using different review programs.
Step 3: The print shop receives notification the proof is approved or rejected.
Within minutes of approval or rejection, the production team receives a message that the proof is ready for next steps. They can open the proof and review notes from the customer. If rejected, the production floor adapts the document and sends it back to the customer for a second review. If the proof is approved, production staff can easily move the project into the workflow with a few easy clicks. All versions remain easy to track on the Sales Order screen, as well as the Shop Floor and Job View screens.
Benefits: Immediate approval notification means no waiting for emails or searching for missing messages. Print staff receives notice within minutes when proofs are approved or rejected to prevent production delays and free them from having to “babysit” the project. The system captures all versions and all rejections, approvals and comments to prevent miscommunication.
Our beta testers tell us they appreciate the ease-of-use of Live Proofing’s integrated approach. Their customers also like the ability to directly communicate with the production team if they have questions or concerns. Meanwhile, the print shop staff appreciates not having to waste time searching for files or checking messages. They know immediately when the proof is ready for their attention.
Want to know more about Avanti’s Live Proofing module? Click here to talk to an Avanti specialist or schedule a live demo. You also can view a video walk-through of Live Proofing here.