Avoid data loss: proven workflow for moving thousands of SKUs

Migrating artwork files, packaging assets, or SKU libraries can be complex — especially when you’re moving thousands of files with detailed version histories, annotations, and approval records. Whether you’re transitioning to Cway, Esko WebCenter, or another artwork management solution, success depends on more than just moving files.

This guide explains how to migrate artwork data efficiently, protect version control, maintain metadata integrity, and ensure every file arrives safely in your new system.

What Is Artwork Migration?

Artwork migration is the process of transferring creative assets — such as product labels, packaging files, and SKU artworks — from one platform to another.
The goal is to preserve all critical relationships, including versions, linked assets, comments, and approval trails.

When done right, artwork migration helps teams:

• Maintain brand consistency

• Improve compliance and traceability

• Streamline collaboration across suppliers and agencies 

Common Challenges in Artwork File Migration

Migrating thousands of design files can quickly become a risk zone if not properly planned.
Here are the most common issues companies face:

1. Lost version history – Previous artwork versions disappear or get uploaded as separate files.

2. Broken relationships – Links between parent and child assets (templates, dielines, or localized variants) are lost.

3. Missing annotations – Proofing comments, markups, and change logs fail to transfer.

4. Metadata mismatches – SKU codes, product IDs, and language tags don’t map correctly in the new system.

5. Performance bottlenecks – Uploading large files or high volumes exceeds system limits.

Each of these issues can delay launches, increase rework, and risk compliance breaches — especially in regulated industries like food, pharma, or cosmetics.

How Modern Artwork Management Tools Simplify Migration

Leading solutions like Cway offer structured import workflows that make artwork migration smoother.
They include:

• Centralized asset libraries with version tracking

• Metadata and tag management for SKUs, languages, and markets

• Role-based permissions and approval routing

• API or bulk import options for large-scale data transfer

If you’re moving from an older internal system or local storage, these features can drastically reduce manual work and maintain full visibility over your artwork lifecycle.

Step-by-Step Artwork Migration Process

Follow these stages to ensure a seamless transfer from your legacy system to a modern artwork or proofing platform.

1. Prepare Your Data

• Audit all artwork files and folders.

• Identify SKUs, parent-child relationships, and shared assets.

• Export existing metadata, approval logs, and version numbers.

• Define how these fields will appear in the new system.

2. Map Metadata and Versions

• Create a metadata mapping table (Old Field → New Field).

• Align fields like SKU, brand, market, and approval status.

• Maintain file timestamps and author names for traceability.

• Test your import with a small batch first.

3. Preserve Asset Relationships

• Document links between base artworks and derived versions.

• Upload parent files first, then associate children or variants.

• Use API-based imports if your new platform supports relationship IDs.

4. Transfer Comments and Approvals

• Export proofing data (PDF, XML, or JSON format).

• Attach approval summaries or comments as annotations.

• Keep the old system read-only for audit and verification.

5. Execute Bulk Transfers

• Split uploads into manageable batches (500–1,000 files).

• Use checksum validation to detect duplicates.

• Review error logs and retry any failed uploads.

6. Validate and Test

• Spot-check at least 10% of the imported assets.

• Confirm version chains, metadata accuracy, and linked assets.

• Verify that permissions, approval workflows, and search filters work correctly.

7. Finalize and Go Live

• Freeze updates in your old system before final sync.

• Migrate the remaining files (delta upload).

• Archive or back up metadata exports for compliance.

• Train users and document the new workflow.

Final Thoughts

Migrating your artwork library isn’t just a technical project — it’s an opportunity to clean, organize, and future-proof your creative operations. With the right plan, tools, and checklist, you can move thousands of SKUs seamlessly while preserving every version, comment, and approval record.

Whether you choose Cway or another platform, structured artwork migration will strengthen your digital asset management and give your teams full control from design to print.