In regulated industries, document review and approval creates a never-ending email volleyball match between marketing, product, legal and compliance. The old school ways of spreadsheets, printouts, and annotated PDFs adds to the pain of the entire process, and the risk of human error jeopardizes both accuracy and confidentiality. While many marketing and compliance teams have implemented systems for managing the document review and approval process, many are still finding bottlenecks in getting their content approved promptly.
You’re not alone; every team has faced this challenge at one time or another. Utilizing an online proofing or workflow automation software like Toppan Merrill’s Connect Document Review and Approval creates an efficient, reliable and secure proofing process for document review and approval that can dramatically reduce your time to market and ensure accuracy. Here’s a look at how your marketing and compliance teams can benefit from utilizing an online proofing software.
1. Streamline Workflow
With an online proofing system, you can say goodbye to complicated email trails. Online proofing workflows give you control and flexibility for routing your proofs between departments in a traceable way, providing notifications to the next reviewer in the cycle.
2. Centralize Feedback
Misunderstood feedback is one of the primary reasons a project gets delayed. Online proofing allows multiple reviewers to markup and comment directly onto a document simultaneously utilizing initiative annotation tools. Easily collaborate on feedback by adding and replying to comments directly in the document allowing reviewers to clarify changes and updates before revisions begin – effectively reducing rework and decreasing delays. Online proofing makes the entire feedback and approval process hassle-free by enabling easier comparisons of versions, so there is no place for confusion or miscommunication.
3. Ensure Compliance
Minimize compliance risk by centralizing feedback and changes in a single workflow, maintaining strict version control to ensure everyone is reviewing the most up-to-date document. Online proofing allows for security standards and rigorous role-based access control, which can limit which team members can see particular proofs and what they can edit.
4. Track and Audit Process Performance
Online document review and approval provides audit reviews with time-stamped proof of revision requests and approvals providing greater visibility into the process. Analysis of a document’s progress provides the ability to identify bottlenecks in the process and hold reviewers accountable for missed deadlines.
5. Increase Transparency
The real-time dashboard, found in our online proofing software, allows collaboration across teams and reviewers providing a universal view of all work in progress. Reviewers can view, compare, and annotate from any device while notifications and reminders ensure the review team knows exactly what requires their review and approval with deadlines and alerts when new versions are available. Project managers can save time chasing feedback by scheduling reminders to keep reviewers on task, ensuring timely review of documents.
It’s more than simply online proofing. Our online proofing and approval software is designed to make your teams more productive, have fewer revisions, and meet required timelines. With a streamlined workflow and centralized feedback, no time is wasted playing email volleyball, and proofing is less prone to errors. Contact us today to learn more about reducing your review cycles up to 50%.