Get your files and SKUs ready for connected orders

Connecting a store is easier when the products behind it are organised. A product title that makes sense to a customer is not always enough to tell a production team which file, size and finish to use. That is where a clear SKU and artwork record become useful.

Create one record per sellable variation

List the design, product type, size, orientation and frame finish for each variation you intend to sell. Add the exact artwork file name and a version number. Keep the record in a format your team can update consistently.

For example, BOTANICAL01-FR-A3-BLK-V2 could identify one design, framed at A3, in Black, using version two of the artwork. This is an example naming pattern, not a required PrintPost format. Agree the actual mapping requirements during setup.

Make identifiers stable and distinct

Use a different SKU where the physical product or required artwork changes. Avoid reusing a retired SKU for an unrelated design. Someone looking at an old order should still be able to understand what was ordered.

Choose a consistent way to write sizes and finishes. “A3”, “a-3” and “297x420” may mean the same thing to a person, but inconsistent labels make records harder to compare. Keep customer-friendly option names alongside the production record.

Keep artwork versions under control

Store working design files separately from exports intended for printing. Give approved exports clear file names. If the artwork changes, update the version and record when it should start being used.

Check each export against the product proportions. One artwork file may work for several sizes in the same ratio family, but a different ratio can need a separate composition. A file that is suitable at a small size may also need a resolution review at a larger size.

Identify exceptions before connecting

Personalised artwork, unusual packing instructions and orders needing manual review should be discussed during setup. They may need a different route from standard connected orders. Do not assume every order type can be released automatically.

• Which products and destinations are in scope?
• Which file belongs to each variation?
• What happens when a design or option is retired?
• Which orders need review before production?
• Where should tracking updates appear?

Check a small representative set

Before expanding the range, verify a selection that covers your different products, sizes and finishes. Compare the chosen variation, mapped artwork and resulting order details. Keep a record of the checks so another team member can repeat them.

At PrintPost, our team handles connection and product mapping with you, using your product records and approved artwork. Eligible standard orders can flow automatically once the connection and setup are complete. Integration eligibility and the exact workflow should be agreed with the team.

A practical mapping record

Keep separate columns for your store SKU, design name, product type, print size, frame finish, artwork filename and artwork version. Add the destination or production scope if that affects availability. A sample row might read: BOT01-A3-BLK, Botanical 01, Framed print, A3, Black, botanical01_A3_v2.pdf, version 2.

Your customer-facing title can stay friendly. The production record needs to be precise. “Large botanical print” is not enough to distinguish an A3 sheet from a larger framed option.

Our team handles the connection and mapping setup with you. Your part is to provide clear product records, the right artwork and confirmation that each mapped combination is correct. Agree how later changes should be sent to the team before adding a large new collection.

Treat an artwork change as a small release

1. Save a new version without overwriting the approved original.
2. List every SKU affected by the change.
3. Agree when the new version should begin to apply.
4. Check an example order against the new mapping.
5. Keep the earlier version so an old order remains understandable.

Changing a file in a shared folder does not necessarily update an existing integration. Confirm the actual process rather than assuming a link or filename is watched automatically.

Give exceptions a clear owner

A personalised name, an unsupported size or an incomplete delivery address can interrupt an otherwise automatic workflow. Decide who reviews those cases and where they will see the request. Keep enough information to find the order, but avoid putting customer addresses or private artwork links into widely shared planning sheets.

Before go-live, check a normal order, a framed variation and an agreed exception. Confirm both the production details and the tracking return. A successful connection alone does not prove that every variation is mapped correctly.

Explore ways to order · Discuss your connection