Protect Your Proofs in the Client Approval Process

When it comes to the client approval process, any experienced creative can tell you horror stories. Whether it’s forgetting to pay their invoices, modifying your completed work, completing seven rounds of revisions, or bringing in another creative, clients might actually be more “creative” when it comes to muddying the proofing process.

Through trial and error, all smart creatives inevitably develop their own client approval process. Experience teaches us how to protect ourselves, communicate more efficiently, and avoid potential pitfalls that can cost us time and money. It’s the darker side of the creative world that we don’t necessarily like to think about, but it’s important to ensure your time, skill, and sanity are not wasted by proof-stealing bandits.

In this article, we’ll examine how to protect your work even before the proofing process begins, and how to improve your communication during the client approval process. It begins by knowing your rights, setting up the right contract, and protecting yourself.

Understanding Your Rights

Understanding your legal rights can give you more confidence in the creative process. Laws can be very confusing though. Legal jargon might as well be Greek.

Whether photography, design, or writing, the legal term that applies here is copyright. Nearly everyone has heard of copyright, but it is still surprisingly misunderstood. At its most basic definition, you own the rights to copy what you create; you have a say in where your work is published, how it is used, and who uses it.

Do you need to go through a legal process to get a copyright?
The quick answer: no. If you made it, it’s your intellectual property and the copyright is yours. You make the decisions about the work. However, having a copyright and having a registered copyright (©) are two different things. You will always have more legal backing if you register your copyright, which can be done online.

The “Work for Hire” Exception:
If you were hired to create something, you may not own the copyright. In these cases, you might have signed a “work for hire” agreement stating that the copyright belongs to the entity that hired you. Always read any agreement or contract carefully and clarify ownership before starting.

Clearing Up Your Contract

Your contract might actually be the most important part of the client approval process.

• Freelancers may need to work with an attorney to draft a creative contract and modify it for each client.
• Larger companies, such as print shops, may operate under formal “terms of service” agreements.

Before beginning a project, the contract needs to be agreed upon and signed by all parties. Clear contracts should address:

• Deadlines
• Revision limits
• Copyright and ownership rights

A “work for hire” agreement may include a clause allowing the creative to display the work in their portfolio, even if the hiring entity owns the copyright.

Collaborations can also be tricky. Define copyright, royalty rights, and expectations in writing at the start.

Watermarking

Knowing your rights and having a clear contract are excellent foundations, but you can also protect your proofs during the approval process with watermarks.

A watermark is a large, faint overlay across your work. While it may not look pretty, it’s an obvious deterrent to theft. Once the approval process is complete and payment is received, you can deliver a clean version.

Don’t forget metadata.
Metadata contains hidden information about your image, such as your name and date. It can be added in software like Photoshop or with plugins, and it remains even if the watermark is removed.

Protecting Your Client Approval Process

A good proofing tool consolidates communication and gives you a clear overview of all your work. A great proofing tool helps protect it.

Benefits of a proofing platform over email:

• Files are uploaded to the program instead of being sent directly.
• Clients have limited access until final delivery.

Example: Ashore

• Allows you to control file downloads during the approval process.
• Toggle downloads on or off at any stage.
• Includes features to safeguard your proofs while streamlining client communication.

Ashore has an armada of features to protect your proofs and see them through the client approval process safely. Learn more about bettering your process and fending off pirates by creating a free account with Ashore today.