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Media production

Proofreading and approval

One of the work processes in which many unnecessary steps can be saved with cavok is the proofreading involved in the production of all types of advertising materials.

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The workflow today often looks like this, taking the example of a layout:

  1. An external graphic designer receives a briefing per email and several files per Dropbox. He reads the mail, downloads the files and stores them in such a way that he can (hopefully) find them again easily.

  2. He sends a first draft. For that he needs to save his layout locally and create a PDF with the correct properties so that the PDF file remains small. A PDF is needed because only a few users have InDesign – in the end, it is just another superfluous duplicate. Then he writes a mail, attaches the file and sends it.

  3. The customer receives the mail, opens the attachment (which his IT department does not like at all since attachments sometimes contain viruses). Then he writes his corrections as a text in a return email ("Remove light in upper left background" and "Page 4, 1st column, 3rd paragraph, not "Apple" but "apple".)

  4. The graphic designer receives the email, manually creates a new version of his layout, reads the list of corrections, searches for the corresponding place in the layout, makes the corrections, then steps 2-4 are repeated until completed.

  5. Within the company, the new PDF duplicate of the layout has been forwarded to a supervisor who gives it a final look-over.

  6. The supervisor has a few changes to make. See steps 2-4.

With cavok, things are different:

  1. The graphic designer receives a collection link for the images required in low resolution and an upload link. There he is to upload the InDesign layout. The folder structure and file names are no longer an issue for either the company or the graphic designer, the files are managed automatically. No need to send high-resolution images. The graphic designer drags and drops the images directly from the browser to his InDesign pages and does not need to store them locally. In doing so, the images are not copied in maximal resolution in InDesign, but in a resolution that is more than adequate for the layout.

  2. The graphic designer prepares his layout and uploads the InDesign file. There is no need to create a PDF. No need to send an email.

  3. The employee responsible in the company automatically receives a messages, views the layout in the browser and directly marks his change requests.

  4. The graphic designer automatically receives a message and views the change requests marked. He clicks on the document in the browser and it opens in InDesign. He carries out the changes and closes the layout, which is automatically uploaded and stored as a new version. No need to create a PDF, upload and send an email.

  5. The employee responsible in the company invites his supervisor to view the corrected layout together. Both directly mark their change requests.

  6. See 4.

Have you counted how many manual and error-prone work steps have been eliminated by cavok for each graphic production? It does not matter if we are dealing with a layout, a retouched photo, the creation of an infographic, advertising copy or a video clip. 

InDesign integration

InDesign and cavok make a great team: Exemplarily linked via the free supplied plugin for Mac and Windows, convenient, practical and simple, so that you can create more and have to manage less. We deliver cavok with an InDesign plugin that you can install on any number of workstations.

The plugin enables some functions that greatly simplify work with layouts:

  1. Drag and drop images directly from the cavok browser to an InDesign page.

  2. Save your InDesign documents in cavok. As with photos or graphics, you can store and manage your layouts with cavok, provide them with metadata, share them with colleagues and, of course, organize approvals and proofreading.

  3. You or colleagues who do not have InDesign installed on your computers can browse through InDesign pages and do full-text searches of all documents in cavok – that is, with a normal web browser.

  4. All images placed (links) in InDesign documents are shown as links. Clicking on an image leads directly to the image where you can see which layouts it is being used in. You can thus very easily find out where images are being used and if they need to be updated or replaced.

  5. In case your graphic designer is working outside the company network and is placing images by dragging and dropping them in his InDesign pages, you can set up cavok in such a way that it delivers the lower-resolution variant of the image that can be quickly transmitted even through a poor internet connection. As soon as your graphic designer uploads the InDesign document, you can use the plugin to replace all the low-resolution images with high-resolution images in one fell stroke.

This function is similar to the way the once common "OPI" server worked, but without the outdated standards.    

Editing files

The "checking in and out" of files for editing is one of the most important functions and we have designed it accordingly to be as easy as possible for you: To edit files in any program, you just open them directly in the cavok browser. You need no plugin for the respective program, it works in principle with every file for which you have the appropriate application. It does not even have to be the original program: If you do not have Photoshop on your computer and open a JPG file, a program is used on your computer with which you can edit the JPG file, e.g. GIMP, Lightroom, PortraitProfessional or Affinity Photo. The same applies to Office files and all others.

When the files are downloaded, they are just temporarily copied to the local computer, opened with the appropriate program and after editing are automatically uploaded again, where they either overwrite the original or create a new version. No manual work is required. After saving in cavok, the temporary file is automatically deleted.