Start with the print method, not the form field
Good rules begin with the job itself. A business card, a short-run flyer and a wide-format banner do not need the same artwork checks, even if they share one storefront.
Set rules around the final size first, then decide which files are accepted and what the customer must upload. If a product has trim, folds, or a wrap around edge, the artwork builder should make that clear before the file is sent into proofing.
Bleed settings that stop white edges later
Bleed needs to match the shape of the job. For trimmed print, the common starting point is 3 mm beyond the finished edge, while posters, cards and labels may need different handling where finishing is tighter.
- Show the finished size and bleed area in the builder.
- Mark safe text zones so logos and copy do not sit too close to the edge.
- Require bleed on any product that is trimmed after print.
- Flag fold lines, cut lines and perforations clearly in the template.
For multi-panel items, it helps to separate each panel in the proof so the customer can see where artwork carries over. That reduces confusion on folds and panel breaks.
Resolution rules that fit real production work
Resolution checks should be strict enough to protect output, but not so rigid that every file gets rejected. Most print work relies on a minimum pixel density at final size, and the rule should be written into the upload check rather than left to guesswork.
- Warn when placed images are too small for the chosen size.
- Check that raster artwork is clear at final print dimensions.
- Allow vector files where line work, logos or text need sharp edges.
- Set different resolution guidance for small items and large-format pieces.
It also helps to explain that a photo can look fine on a screen and still print soft when stretched too far. That note belongs near the upload step, not buried in admin notes nobody reads.
File types, fonts and colour rules the shop can live with
Your accepted file types should match what the production team can process cleanly. PDF is often the safest option for print, while editable office files can create version issues if fonts shift or images move out of place.
Rules for fonts and colour should be plain. If fonts must be outlined or embedded, say so. If artwork should be supplied in CMYK, mention that in the product builder and again in the upload notes. For jobs with spot colour matching, the rules need a separate path so the customer does not assume any colour on screen will match the press.
- Accept only the file types the production team can open reliably.
- State whether fonts must be embedded, outlined or converted.
- Tell customers when RGB files will be converted on import.
- Separate full colour jobs from spot colour jobs in the workflow.
Upload checks that catch the common mistakes
The upload step should stop obvious problems before proofing begins. That means file size checks, basic image checks and a short list of warnings that the customer can understand without phoning the shop.
Keep the wording direct. If the file is missing bleed, say so. If text is too close to the trim line, say so. If a low-resolution image has been placed in a large artwork file, the system should flag it before the order moves forward. A good upload rule cuts down on back and forth for the team and keeps the job moving through proofing with fewer surprises.
Proofing, approvals and the handoff into production
Once the file passes upload, the proof should mirror the rules that were set at product level. The proofing workflow must show the customer what is being approved, including trim, folds, panel order and any special notes that affect finishing.
For B2B portals, it helps to separate approval rights from ordering rights. A buyer may place the order while a different person signs off on artwork. That keeps control clear for corporate clients and avoids pressure on the production team when a file changes after approval.
- Use one proof path for first proofs and another for resubmissions.
- Keep approval records inside the order history.
- Lock the final file after sign-off so the production team works from one version.
- Show the job status as it moves from upload to proof to production.
A practical setup checklist for storefront admins
Artwork rules work best when they are set product by product, not as one broad instruction for the whole store. Start with the highest volume items, then move through the catalogue where finishing, folds or variable data need extra care.
- Confirm the finished size for each product.
- Set bleed, safe area and trim marks where needed.
- Choose the accepted file types for that item.
- Add resolution guidance that matches the print size.
- Define who can approve artwork in the portal.
- Test the upload path with a sample file before launch.
When the rules are written well, customers upload cleaner artwork and the production team spends less time fixing avoidable errors. That is the part that keeps the workflow practical for shops in Durbanville, Cape Town and beyond.
