Live file sharing works well when only two people access a file, but becomes complex with more users. For example, when multiple people access a document, version control becomes a challenge, especially if they use different software for common file formats like PNGs, JPGs, and PDFs. This can lead to confusion over which version is approved by the client. To streamline this process, appoint one team member as the “data controller” to manage version control and workflow. This person should be detail-oriented and responsible for updating the original file and its contents.
Send up to 2GB for free
For efficient updates and changes, the ‘data controller’ can use Transfer, a secure file-sharing tool, to send the necessary files to specific team members. This method simplifies file management and maintains the accuracy of the project’s documents. When sending files via Transfer’s free secure file transfer, you have a file limit of 2GB which is more than enough for full-resolution brochures, leaflets or even 100’s of spreadsheets.
This feature lets you bundle a document with its images and fonts into one package, avoiding the need for expensive font management software. The recipient gets everything neatly organized. Just go to the Transfer website, upload your files, and enter your and the recipient’s email addresses. You can also add a subject and message.
Workflow for a Copywriter
The copywriter downloads the project package and saves it in a designated “active files” folder. This folder serves as a temporary holding spot to avoid any version mismatch with future downloads. The copywriter adds and styles their content, saving over their temporary copy for consistency. Once completed, the files are repackaged and sent back to the data controller using the Transfer tool.
Managing Updated Files
Upon receiving the files, the data controller checks and updates only the modified files, ensuring accuracy. The original document is then updated with this new version based on the requested changes.
Role of a Typesetter/Designer
The updated content is then packaged by the data controller and sent to the typesetter/designer for layout adjustments. Once revised, the designer prepares a digital proof in PDF format. This proof can be sent directly to the client using Transfer, or first returned to the data controller for further integration.
Integrating Feedback and Changes
The data controller again reintegrates the data, by checking modification dates, appropriateness, and accuracy of new content. If the proof hasn’t been sent, it can now be transferred to the appropriate contact: whether that is a department manager within the agency, agency owner, client, or end-user feedback group. All using Transfer if the ability to send large files is required. As you can send up to 2GB free of charge, you don’t have a budget constraint for sending full-resolution proofs quickly and easily.
Requesting changes
The recipient can then use basic markup software to request changes to the design. They can package this with new imagery, fonts or graphical assets without having to separate from their amends for sending.
Recording requests
When it comes to billing, one of the hardest tasks is tracking amends. You can’t always rely on paper tracking to be accurate. Instead, the data controller can save each package transferred from the client into a dated amends folder. Keeping data separate from the original working copy. This means, that when billing, you can simply track the volume and grouping of amends to charge as additional to the original quote.
Final Approval Process
This process can loop as many times as needed to complete the project. Once complete, you can proof the entire job to the client for final approval along with the approval form and print order form (or equivalent delivery form) for their sign-off.
With Transfer, you may have a 2GB free transfer limit, but you can transfer up to 1TB. All you need to do is upgrade to the All Access subscription and you can send much larger files at full resolution. You can also set expiry times so the client still has access to the approved final artwork and order when the project is finally delivered. They can even save a copy for their archive.
Archiving
Finally, the data controller can archive just the final artwork, linked images, and fonts; rather than a plethora of outdated content, amended copies, and duplicate files. A much more streamlined way to work where data has been tightly controlled. While Transfer can’t directly be used for archiving or storage, it has helped control the process.
Transfer simplifies the process of sending large files, making it quick, easy, and secure. Whether you’re collaborating on a business project or sharing cherished moments with friends, Transfer offers a reliable solution. With the ability to send up to 2GB for free, you can easily manage your digital transfers without worrying about email size limits or complicated procedures. Next time you need to share files, consider using Transfer for a hassle-free experience.