5 Features You Didn’t Consider in Online Design Sign Off Software
Last updated on by Cody Miles

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If you already use an online design sign off software – or you’re researching to find the right one – you’ve probably noticed some common trends. Most platforms in this space offer features like review and commenting tools, version control, and workflow management. These are essential for good software, but most creatives need more to truly improve the process and get the job done.
Here are some unique features you might not have considered that can make getting sign off easier.
1. Checklists
When you need to ensure approvers fulfill their responsibilities, checklists are invaluable. Approvers must e-sign off on any number of requirements before they can approve a proof.
Examples of checklist items:
- Proofread for spelling and grammar errors
- Verify logos and logo placement
- Check word usage
- Review layout and formatting
Checklists give approvers guidance and accountability, ensuring they know exactly what to look for. This is especially helpful when approvers aren’t sure how to evaluate a proof. For example, a print company might ask approvers to acknowledge spelling and grammar accuracy, sharing responsibility for the final product.
2. Custom Email Signatures
Many proofing platforms allow some level of white labeling, but custom email signatures are often overlooked. Each time you send a proof, your approvers receive an email with a link to review it. A custom signature reinforces your brand, boosts credibility, and ensures recipients know exactly who is sending the proof.
Instead of your software’s branding, they’ll see your company identity.
3. Templates
While online proofing platforms take most of the conversation out of email inboxes, email is still needed to deliver proofs. Without templates, sending a new proof can take 90 seconds or more – uploading files, setting workflows, and composing an email.
Templates allow you to save commonly used messages, cutting the send time significantly. Even shaving a few seconds per proof adds up, especially for high-volume teams.
4. Tags
Tags work much like hashtags on social media. They’re more versatile than folders, allowing you to organize proofs by:
- Project
- Topic
- Client
- Color palette
- Any other category you choose
Proofs can have multiple tags, making it easy to view all related files and their approval status. This is especially useful for large projects with numerous proofs or long-term client retainers.
5. Modify Sender Abilities
A “modify sender” feature allows you to send a proof on behalf of another user. This improves workflow efficiency by eliminating unnecessary steps.
For example:
- A designer can send a new logo version on behalf of another designer.
- A creative team member can send a brochure proof on behalf of a sales rep.
This keeps the correct point of contact consistent while expediting approvals.
All the Features Under the Sea
Improving the proofing process requires software that speeds up approvals. Ashore includes all the features above – plus the essentials like automated workflows, commenting and markup tools, version control, audit logs, and analytics.
At Ashore, our goal is to help you:
- Send proofs more efficiently
- Collaborate seamlessly
- Stay informed on proof status and history
With these unique features and more, we make the approval process smooth and successful.
Join Ashore for free today and experience faster, better sign offs.