The Challenge: Stopping the time drain in validation workflows
A printing and communication company was facing a critical bottleneck: the validation of print proofs (BAT). The process relied entirely on manual email exchanges, causing a considerable loss of time for both internal teams and clients. PDF versions multiplied, delays accumulated due to the lack of systematic follow-ups, and tracking approvals became an administrative nightmare.
The Solution: A central platform for validation and file transfer
We designed and deployed a custom web application that radically transformed the workflow:
Unified Client Portal: For each project, the company uploads the PDF proofs to the platform. The system instantly generates a secure link sent to the end client.
Interactive Validation Workflow: Through this unique link, the client views the proofs and has two clear actions:
- Approval: An immediate notification is sent to the printer so production can start without delay.
- Rejection with Comments: The client provides reasons for rejection and adds annotations. A "rework" alert is then sent to the production team.
Smart Automatic Reminders: To avoid forgotten approvals, the system automatically sends reminders when no action is recorded within a defined time frame, ensuring proactive follow-up without manual effort.
Integrated File Transfer (WeTransfer-style): Through the same link, the client can also upload source files or missing assets. All exchanges, approvals and files are centralised in a single global view.
The Results: Restored efficiency and operational peace of mind
- Drastically reduced validation times thanks to instant notifications and automated reminders.
- Secured process by eliminating versioning errors and centralising all decisions in an auditable history.
- Improved client experience with a simple, clear and unique interface for all interactions (approval and file transfer).
- Freed up valuable time for teams who can now focus on production and creativity instead of administrative email chasing.
This intervention was carried out in 2025 and is in use since.