Summary of proofs in Futureproofs


Proofs are the main reason that Futureproofs exists. Before you can mark up a proof, it must be uploaded to a project with Futureproofs. And before anyone other than the project owner can mark it up, team members must be invited into the project.

Proofs can only be uploaded to a project - without a project, you cannot upload proofs. A project can hold any number of proof versions and masters. (For more on projects within Futureproofs, see the Projects section of this Help area, starting here.)


A proof is a stage in the life of a project, and can itself be subdivided into a few workflow steps within Futureproofs.

  • A new proof is uploaded to Futureproofs as a PDF.
  • The team members add their markup to the proof, each to their own copy, marking it complete when they are finished.
  • The project manager creates a Master proof, and collates the team's markup onto the Master.
  • The project manager exports the marked-up master proof as a PDF, which may be sent to the typesetter for correction.
  • The project manager takes the corrected PDF and uploads it to the project.
  • A team member compares the new version with the previous Master and copies across any missed corrections.
  • The team members add their markup to the new proof, and the process repeats until the content is ready for publication.

Marking up proofs

Marking up proofs is one of the key activities for most Futureproofs users. Unlike other tools, Futureproofs lets you simply draw on the proof directly. We then take your drawing and suggest the likely actions you were trying to take.

When you select the right action, we tidy up your drawings to keep everything neat, and then automatically insert comments into the margin so that it's completely clear what should be done.

Master proofs

Once the team has marked up the proof, you need to create a single authoritative Master version that can be sent to the typesetter/designer for correction. Unlike other tools, Futureproofs has a special mode designed to make this as simple as possible. We also make sure that every mark has a complete history, so that you can see who originally requested each change and when alterations were made.

Comparing versions

Classically, "proofreading" meant comparing one version of a page to another version to make sure that they were correct. These days, proofreading is usually combined with some level of editorial check as well, but you will still need an easy way to compare two versions. Futureproofs provides a special proofreading mode that places two versions alongside one another on the screen, with simple tools to copy marks from the old version into the new one, if corrections have been missed.


Proofs are uploaded to Futureproofs as PDF files. This is so that we can ensure compatibility with all layout programs (InDesign ®, Quark® etc.) and also make sure that what you see on screen is the same thing you would see when the file is printed. In particular, using PDF files avoids any issues around font licensing - and using the wrong fonts would make your proofs lay out quite oddly and not at all as you want!

Within Futureproofs, we convert your PDFs to special images that are then sent to the user's browser for them to mark up. Using images like this means that we don't have to send the whole PDF to the user before they can start work. Also, if they're viewing at a low zoom level then we can send a lower-resolution file - which means the site works quickly and so makes it easier for proofreaders.

Proof data

Proofs may have their own metadata, including due dates. This is entered when a proof is uploaded and may be changed later if needed.

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