**Evaluating alternatives:** follow a piece of creative work from briefing to publication, through production, versions and approval. For a creative operation, the seven criteria below help you check how each platform supports the team's work and the client's involvement.

In Canto's 2026 research, 48% of teams with advanced workflows report significant ROI gains. That percentage describes the share of teams reporting improvement, without quantifying the increase in returns. When comparing tools, observe how the workflow operates in practice and which problems from the current process remain.

## The 7 criteria

1. Native approval, with markup on the creative work.
2. Version control that preserves the final approved version.
3. External client participation without an extra license, subject to the plan's terms.
4. A library that identifies and organizes approved files.
5. A structured brief at the start.
6. Control over how materials are distributed.
7. Integration with the tools the team already uses.

For the last criterion, check how the platform connects to tools such as Teams, Gmail and Adobe applications. Ask the vendor to demonstrate the integrations you need, including those using APIs, and explain what the team will have to configure or change in its process.

## How to test the criteria during the demo

Bring a real job: a brief, a piece of creative work with three versions, an internal approver and a client. Ask the vendor to run the complete case in front of the team. This lets you observe the handoffs between stages using materials and situations you know.

In my view, a feature list leaves out an important part of the evaluation. Alongside asking "does it have approval", check "how many clicks and how many tools separate the briefing from the published piece". This helps you compare the work required to complete the same job in each platform.

Map the current workflow before you start. Our articles on structuring workflows and the internal processes that support operations can guide that review. The [Academee Projects and Campaigns journey](https://academee.ai/jornadas/projetos-campanhas/) is another resource for the evaluation, in Portuguese.

## Three costs to consider when switching

A choice that leaves important needs unmet may require another migration, creating more work for the team. It may also mean subscribing to an additional review and approval tool, with subscription and integration costs. Then there is the rework that continues when the new platform retains the same process problems.

To assess those costs, follow the complete workflow: briefing, production, review rounds, decision, library and publication. Record where you need to switch environments and which tasks remain manual. Use those observations to compare the options.

## A 2-week evaluation plan

1. Week 1: run a complete real job on the shortlisted platform.
2. Week 2: repeat with a second client and a large video file.

Use the two jobs to observe performance with large files, the external approver's experience and what happens to the approved work. If the pilot leaves any stages untested, extend it. Agree with the vendor beforehand on the conditions for using real materials.

## Signs it is worth reassessing the tool

Look at where the team needs to maintain separate records or checks. These situations can help identify what deserves investigation:

1. A version spreadsheet maintained alongside the task board.
2. Client approval taking place outside the tool.
3. Final files shared through drive links.
4. Internal automations built to cover review stages.
5. Manual checks of published work.

These situations show how work is divided between the main system and other resources. Assess how often each occurs, its cost and the errors it causes. The number of signs alone does not determine whether you need to switch platforms.

If the difficulty involves task views or reporting, check the current tool's configuration options first. An adjustment may meet the need and avoid an unnecessary migration.

## Frequently asked questions

**How much time should we allow for the evaluation?**
Initially, set aside two to three weeks for a pilot with real work. Adjust the timeframe to the stages, integrations and participants' availability. Define in advance what must be demonstrated to complete the evaluation.

**Is it worth switching platforms if the process is still disorganized?**
Start by defining the stages, owners and points that currently cause rework. Use that design in the pilot and adjust the process based on what you observe. The tool change needs to address identified needs.

**How do I compare prices across different license models?**
Add up the costs of the complete workflow: the main platform, a separate approval tool where needed, storage and integration maintenance. Compare proposals that cover the same work.

**Does the evaluation change for studios, agencies and in-house brand teams?**
The 7 criteria provide a starting point for all three. A studio may put more weight on versions and large files. An agency should test client participation and the separation between accounts. A brand team may prioritize the library and distribution.

**Is it worth involving the agency's client in the evaluation?**
Yes. Invite a trusted client to test commenting and approval. Observe where they need help and which stages they can complete independently. That experience should inform the purchase decision.

To apply the criteria to your own case, [explore the platform](https://www.wikimee.com/pt_br/produtos/) and bring a real job to the demo. Compare what you tested with the needs the team identified in its current workflow.

### Sources and references

- Canto, The State of Digital Content 2026, research on digital content, workflow maturity and reported ROI gains: [canto.com/resources/state-of-digital-content](https://www.canto.com/resources/state-of-digital-content/)
- Screendragon, Creative Operations Reports, further reading on operations and tools in agencies and marketing teams: [screendragon.com/reports](https://www.screendragon.com/reports/)
- Asana, Anatomy of Work Index, further reading on coordination tasks: [asana.com/resources/anatomy-of-work-index](https://asana.com/resources/anatomy-of-work-index)