Start with the product name and the exact version
Begin with the name customers already use at the counter or in their message. A product record should tell the shop exactly what is being sold, whether that is a one-colour flyer, a stitched notebook, or a rigid sign panel in a specific thickness.
It helps to separate the main product from each variation. A single line such as business cards is too loose for a storefront that needs accurate pricing and production control. Break it into size, paper or substrate, print sides, finish and quantity bands so the template can do proper work.
- Product name used in sales and on invoices
- Standard size in millimetres or metres
- Print side options, such as one side or both sides
- Stock, board, vinyl, fabric or other substrate details
- Finish details such as matt, gloss, folded, stitched or laminated
Write the fields before the design starts
Good templates depend on good fields. If the store needs artwork uploads, variable text, logo placement or layout choices, those decisions must be written down before any build starts. Otherwise a product builder becomes cluttered and staff spend time fixing missing information after the fact.
For each product, note what the customer must choose, what the shop must control, and what should never be left open. A poster may allow only certain sizes, while a corporate order may need branch selection, internal reference numbers and department codes. That structure makes B2B ordering far easier to manage.
- Required customer fields
- Optional fields that improve the order
- Internal fields for production or admin use
- Restricted choices that protect production accuracy
- Any notes that should appear beside the product builder
Price bands need the same discipline as the artwork
Price matrices work best when the product data is arranged in a neat grid. A shop should know which quantities, sizes and finishes change the price, and where special charges apply. If the pricing logic is vague, the storefront will show odd results and someone in admin will have to sort it out manually.
Gather the numbers in one place before setup begins. Include the base unit price, any setup fee, and the way extras are charged for colour changes, thicker stock, double-sided print, bleed, or folding. If delivery is part of the offer, that also belongs in the data pack so the checkout stays accurate.
- Quantity breaks for each product
- Price per size or format
- Charges for extra finishes or special handling
- Setup costs where they apply
- Delivery logic by area, zone or order type
Artwork rules should be plain enough for staff to use
Artwork rules protect both the customer and the production team. They should tell the user what file type to upload, whether bleed is needed, what colour space is accepted, and when proofing must happen before a job is released. A page that only says upload your artwork is not enough for print work.
List the practical rules in simple language. If a job needs embedded fonts, high resolution images, crop marks or a specific safe area, write it down now. If some products need a preflight check while others can move straight through, separate those paths clearly so staff do not guess on busy days.
- Accepted file types and preferred formats
- Bleed, safe area and crop mark rules
- Image resolution and colour requirements
- Proofing steps before production release
- Special notes for variable data or large-format artwork
Set up the order journey from cart to production
Order tracking depends on clean handover points. A product record should show what happens after checkout, who sees the order first, and what status changes the team needs along the way. That includes payment confirmation, artwork approval, production queue, packing and courier handover.
For shops that serve corporate clients, the order journey may be more detailed. Some accounts need purchase order fields, account-based payment terms, branch level approvals or separate delivery addresses. Capture those instructions with the product data so the portal can reflect how the business really works in Durbanville, Cape Town, Johannesburg or further afield.
It also helps to note any service limits around delivery areas, collection options or split shipments. When those rules sit inside the setup from the start, staff can work from the same information instead of patching it together during the week.
A practical handover pack for setup day
A tidy handover pack saves time during template build and staff training. The aim is not a perfect document, just one that gives the build team enough detail to work cleanly and avoid missing fields. If the shop has many products, start with the top sellers first and expand from there.
Use one file or folder for each product family, then keep the same order for every item. That makes the setup easier to follow and gives the team a clear map when product ranges grow.
- Product name and internal code
- Sizes, substrates and finish options
- Price bands and any special charges
- Artwork rules and proofing notes
- Delivery, payment and portal instructions
- Who approves changes internally
When the data is complete, the storefront can be structured around the real job, not around guesswork. That matters whether the shop is selling to walk-in customers, print buyers in corporate offices, or trade clients placing follow-on orders through a B2B portal.
