File verification: the key to seamless order fulfillment

Not sure if your files meet the guidelines? At adsystem, we use an advanced File Checker system along with the expertise of our graphic designers to eliminate technical errors at the very beginning of the process. Find out what our verification covers and what you should pay attention to as a client.

Why is file verification important in the order fulfillment process?

Verifying graphic files is a key step in ensuring successful order execution. Oversights in submitted materials can lead to production errors, delays, and additional costs. Properly prepared files help prevent these issues, ensuring a smooth and efficient production process. Verification is also essential for maintaining the highest quality of the final product – which is especially important in advertising projects, where every detail matters.

Thorough file analysis is a standard at adsystem. This gives our clients the confidence that their orders will be completed as expected. The process also helps maintain workflow continuity – any file errors are reported immediately, allowing for quick corrections.

File verification in practice – how we do it at adsystem

The file verification process at adsystem is based on two stages: automatic analysis via our File Checker system and a visual assessment by our graphic design team. If you’d like your project to be reviewed by our designers, simply check the appropriate box when placing your order.

Automatic verification begins immediately after the files are uploaded. The File Checker program reviews whether the design complies with our guidelines. If the files are correct, the system allows the order to proceed. If any errors are detected, the system indicates which elements need to be corrected. Files that don’t meet the requirements cannot be uploaded, which helps eliminate basic mistakes early on.

Customers can also preview their design in 3D when placing an order. This feature allows them to see how their artwork will appear on the selected product – such as a display wall or event tent. If the preview is unsatisfactory, the client can make adjustments and upload updated files to ensure the final result meets expectations.

After the automatic check, the files are sent to our graphic team for a more detailed review – if the client has requested this step.

What is not included in file verification?

Although File Checker significantly streamlines the initial stage of project verification, it is important to remember that its operation is limited to basic technical parameters. The system does not analyze graphic quality or layer content, which means some potential issues may remain undetected. As a result, a file may pass automatic verification even if it contains elements that will appear differently in print than expected.

For this reason, it is always worth ensuring before submitting the project that all layers are organized, graphics are properly prepared, and any technical guidelines have been removed.

File Checker does not verify:

• file resolution (it does not distinguish between, for example, 72 / 120 / 300 ppi),

• graphic quality (such as pixelation or blurriness),

• graphic effects and layers (such as transparency),

• elements placed outside the safe area (such as logos or text),

• technical guidelines from adsystem left on project layers.

Verification performed by our graphic designers also focuses on the technical aspects of preparing the project for print. This process does not include checking color consistency between individual files, meaning differences in shades are not analyzed. The verification also does not cover review of content, composition, or aesthetics. Graphic designers do not modify the placement of elements within the project.

They are also not responsible for ensuring the project complies with a brandbook. If a design requires adherence to detailed branding guidelines—such as corporate colors, fonts, or graphic layouts—the client must clearly specify this when placing the order.

Technical verification helps eliminate basic errors, but full alignment of the project with expectations requires diligence and attention from the client, especially in matters related to content, aesthetics, and advanced graphic effects.

Summary – why trust the professionals?

File verification is not only about meeting technical requirements – it's also about reducing the risk of errors that could impact the quality of the final product. The adsystem team ensures both file accuracy and clear communication. Any potential issues are quickly identified, allowing for efficient corrections. This process minimizes the risk of delays and additional costs.

With expert support, you don’t have to worry about the technical aspects of your order. At adsystem, we assist clients at every stage, ensuring smooth and effective project execution.