Web → Print Workflow 2025 — From Browser to Paper Without Surprises

Why “Web → Print” is hard

Displays and paper differ in gamut and rendering. Even in 2025, the keys are controlled RGB→CMYK conversion, proper resolution planning, bleed/safe areas, printer’s marks, and a disciplined export/preflight flow.

Color management

• Input (Web): operate with ICC‑tagged sRGB or Display P3 assets.
• Conversion: unify on the CMYK profile required by the printer (e.g., JapanColor / US Web Coated SWOP).
• Soft proof: verify black point compensation and rendering intent.

Resolution / size / bleed

• Target 300 ppi at final size (posters can be 150 ppi depending on viewing distance).
• Bleed 3 mm, safe area 3–5 mm.
• Keep vectors as SVG/PDF; keep photos as lossless TIFF/PNG masters.

Practical steps

1. Asset intake: confirm ICC embedding; reject missing tags.
2. Layout: use templates with final size + bleed + printer’s marks.
3. Soft proof: proof in target CMYK; note divergences from RGB.
4. Export: PDF/X‑1a or PDF/X‑4 (keeps transparency).
5. Preflight: transparency/overprint/fonts embedded.

ICC and rendering intent

• Perceptual: photos; compress wide→narrow naturally.
• Relative/absolute colorimetric: exact color match; logos/brand colors.
• Saturation: presentation focus; rarely for print.

Export settings (guideline)

• PDF/X‑4 (keeps transparency/layers): modern default; CMYK conversion at output.
• PDF/X‑1a (all CMYK): use for older RIPs or strict workflows.
• Image compression: ZIP/none; JPEG high quality (check final size).

Preflight (automated checks)

• Detect low‑resolution links (300 ppi baseline, document exceptions).
• Detect RGB mix/ICC‑less assets; ensure font embedding.
• Verify overprint/knockout intent; warn on hairlines.

Soft proof (example settings)

• Target profile: printer’s CMYK (e.g., JapanColor 2011 Coated)
• Rendering intent: perceptual for photos, relative for logos
• Black point compensation: on

Packaging for handoff

• Artwork (PDF/X‑4 preferred) + linked images + used fonts (check license)
• List of color profiles and usage locations
• One‑page spec sheet for size/bleed/marks

Checklist

• [ ] Correct ICC embedded on all images
• [ ] Final PDF conforms to target CMYK or PDF/X
• [ ] 300 ppi / bleed / safe area satisfied
• [ ] Fonts embedded and licensing confirmed

Edge cases

• Varnish/foil/spot colors: separate as spot plates; clear layer/ink names.
• Transparency: flatten beforehand for legacy RIPs (high quality).
• Paper white: uncoated stocks lower saturation / increase dot gain; simulate via soft proof.

Case studies

• P3 web assets to CMYK: relative colorimetric + BPC kept skin tones intact.
• Transparent elements: PDF/X‑4 kept transparency; legacy environment rasterized ahead.
• Large posters: 150 ppi at 2 m viewing distance; respect total ink limits.

FAQ

• Q: Is RGB submission acceptable?

  • A: Some printers convert on receipt, but define responsibility clearly; align on proof beforehand.

• Q: Printing Display P3 as is?

  • A: Out‑of‑gamut colors mute in CMYK. Proof critical vivid areas and redesign if necessary.

• Q: Small text looks fuzzy

  • A: Prefer K‑only (K100) for small black text instead of rich black. Minimum sizes depend on stock/process.

• Q: Spot/Pantone handling?

  • A: Convert to CMYK when possible; keep as spot for strict brand requirements per printer’s RIP/proofing policy.