File Pre-check

Review and approve (or request corrections on) files submitted by clients before sending them to production. Pre-check ensures that artwork meets the print shop's technical standards, preventing rework and material waste.

Prerequisites

• An active Operator or Owner account in DTFPro
• Logged into the admin panel
• Pre-check enabled in the print shop settings

Step by Step

1. Access the Pre-check Queue

In the side menu, click Pre-check. The highlighted number next to the menu item shows how many items are waiting for review.

You will see a list of items awaiting review (not entire orders — each item within an order is reviewed individually). The list is sorted by submission date, oldest first.

2. Select an Item to Review

Click the item you want to review. You will see:

• Order information — number (#PH-XXXX), client, contracted service
• Item specifications — requested size, quantity, and meterage
• Submitted file — artwork preview when available (PNG, JPEG, PDF)
• Client notes — any additional instructions left on the order

3. Reviewing the File

For each file, check the following technical criteria:

Criterion	What to verify
Resolution	Minimum 300 DPI for DTF; 150 DPI for large format
Color mode	CMYK recommended; RGB may shift colors in print
Dimensions	Compatible with the size requested by the client
Background	Transparent where required (DTF); solid where expected
Quality	No artifacts, pixelation, or unwanted cropping
Bleed	Adequate safety margin for cutting

4. Approving an Item

If the file meets the technical standards:

1. Click Approve next to the item
2. Optionally add an internal note (e.g., "Artwork OK, colors verified for CMYK")
3. The item is marked as Approved and removed from the review queue

When all items in an order are approved, the order automatically advances to In Production status. The client does not need to do anything — the transition happens on its own.

5. Rejecting an Item (Requesting Changes)

If the file needs corrections before printing:

1. Click Reject (or Request Changes)
2. Fill in the reason for rejection field with a clear description of the problem. Examples:
   • "Resolution below minimum: file is at 72 DPI, minimum 300 DPI required for print without pixelation"
   • "Background is not transparent — DTF printing requires a transparent background (PNG with alpha channel)"
   • "Text too close to the edge — risk of being cut off; maintain a minimum 3mm margin"
   • "Incorrect dimensions: submitted artwork measures 10x10cm, order is for 20x30cm"
3. Click Send

After rejection:

• The client receives a notification with the stated reason
• The order changes to Changes Requested status
• The item is blocked, waiting for the client to resubmit

6. Reviewing Resubmitted Files

When the client corrects and resubmits the file:

1. The item automatically returns to the pre-check queue
2. The resubmitted file appears highlighted as a new version
3. You can compare the previous version with the new one (if available)
4. Repeat the review and approve or request further changes

The cycle can repeat until the file is approved.

7. Client Approval (After Rejection)

In some cases, after the operator reviews the corrected files, the client's explicit approval is required before production begins. When this occurs:

1. After the operator approves all resubmitted items, the system notifies the client
2. The order status shows Awaiting Client Approval
3. The client accesses the portal, reviews the approved artwork, and confirms their agreement
4. After the client confirms, the order advances to In Production

When does this happen?

Client approval is requested when there has been at least one round of rejection. This ensures the client agrees with the changes before production begins.

Tips

• Be specific in rejections — "low resolution" is vague; "file is at 72 DPI, 300 DPI required" is clear and actionable for the client
• Prioritize older orders to avoid production delays — the queue is sorted by submission date
• Use the preview for a quick review before downloading the full file
• Approve with a note: if the file is nearly correct and the issue is minor, you can approve and leave an internal note instead of returning it to the client
• Multiple items: an order can have several items. Each is reviewed separately — the order only advances when all items are approved

Common Issues

"The file preview is not loading"

Some formats (AI, CDR, EPS, SVG) may not have a preview available in the system. Download the file and open it in the appropriate software (Illustrator, CorelDraw, etc.).

"The client did not understand the change request"

Rewrite the request with more detail. Specify exactly what needs to be corrected and what the final file should look like (e.g., "Save the file as PNG with a transparent background — in Photoshop: File > Export > PNG, with the 'Transparency' option checked").

"I approved an item by mistake"

Contact the print shop owner. Once approved, an item cannot be reversed by the operator. The owner can assess the situation and intervene manually if necessary.

"The order is not advancing to In Production even with all items approved"

Check whether any items are still in the pre-check queue (one item may have been missed). Open the order in Order Management and verify the status of each item individually.

"The client resubmitted the file but it is not appearing in the queue"

Wait a moment — the system processes the client's upload and updates the queue. Reload the page (F5) after 1 minute.