How to simplify artwork tracking in complex packaging projects

When you're managing a packaging design project, especially across different product lines, regions, and teams, things can quickly spiral out of control. From tracking changes in artwork files to aligning with regulatory requirements, getting every detail right on every pack is a mammoth task.

Without the right tools, it's hard to keep everyone on the same page—literally and figuratively. This article will walk you through why packaging projects are so complex, and how the right packaging workflow software like Cway® can make tracking tasks simple, transparent, and efficient.

The Complexity of Packaging Projects: Why They’re So Hard to Manage

Multiple Stakeholders, One Design

Creating a single piece of packaging artwork often involves contributions from dozens of people. Here’s a typical list of stakeholders:

• Brand managers who define the visual direction

• Regulatory experts ensuring compliance with local laws

• Designers handling the visual execution

• Suppliers and printers who bring the physical pack to life

• Marketing teams that make sure the pack works on the shelf and online

• Product owners who make sure every detail is correct

Each of these people need access to the same files, but often not at the same time or for the same reasons. Without a structured artwork approval workflow, confusion and errors are inevitable.

Packaging Must Serve Multiple Masters

Think of packaging as a cross between a legal document, a mini-billboard, and a container. It must:

• Meet brand identity standards

• Communicate clearly to consumers

• Fit and protect the product

• Be legally compliant (and these laws vary by market)

• Be printable across various materials and techniques

This means managing not only the design but also data, formats, translations, technical print specs, and regulatory compliance. The challenge grows with:

• Different product variants (flavors, sizes, seasonal versions)

• Multiple markets with localized regulations and languages

• Third-party design agencies or external printers involved in the process

Without a System, Things Fall Through the Cracks

Emails, spreadsheets, and cloud storage folders just don’t cut it. When files are stored in different places, feedback is scattered, and task status is unclear, the risk of printing errors, regulatory breaches, or delays skyrockets.

That’s why companies need more than just a file-sharing service—they need a collaboration tool for packaging artwork that manages the entire process.

Why Packaging Design Needs Specialized Workflow Software

It’s like finance or logistics—too complex for generic tools. You wouldn’t run your accounting on a notepad, or manage your warehouse with email. Just like these areas need specialized software, so does packaging.

Packaging is not just "design"—it’s a regulated, multi-step process that can take weeks or months and involve global teams. A robust packaging workflow software needs to:

• Handle versioning and track all changes

• Assign tasks and manage approvals

• Centralize all assets in one place

• Ensure compliance with print and legal requirements

• Enable cross-functional packaging design collaboration

Spreadsheets and shared folders can’t do all this efficiently. What you need is a platform that’s built for packaging design workflows from the ground up.

How Cway® Simplifies Artwork Tracking for Packaging Teams

Project Management Built for Packaging

Cway® is not just a project tracker. It’s a packaging workflow software designed for the real-world complexity of FMCG and consumer goods packaging.

Here’s how it helps:

• Structured Workflows: Cway® uses built-in workflows that mirror how packaging actually gets made. Each stage—from briefing to final approval—is clearly laid out.

• Role Assignments: Everyone on the project knows what to do and when. Whether you're a designer, marketer, or legal reviewer, your role is defined and visible.

• Status at a Glance: You always know where each artwork stands. Is it being reviewed? Is it waiting on legal? No more guesswork.

Centralized Asset Library with Media Center

Forget hunting for the latest artwork version. With Cway’s Media Center App:

• All assets are stored in one place, not scattered across email threads

• Files are referenced, not duplicated—avoiding version conflicts

• You can build custom structures for products, regions, or campaigns

• Everything is web-friendly and viewable in-browser, including complex artwork files

This makes it the ultimate collaboration tool for packaging artwork, especially for teams spread across locations and time zones.

High-Powered Viewer for Fast Feedback

Cway’s Viewer is one of the most powerful tools on the market:

• Compare different versions of an artwork side by side

• Leave detailed comments directly on the file

• Review artwork from any device—no special software needed

• Supports all file types, from PDFs to layered Adobe files and even videos

This accelerates the artwork approval workflow and keeps feedback organized.

Instant File Sharing with QuickShare

Need to get a file to a printer or partner outside your organization? Just drag and drop it into QuickShare, and send it off. No need to zip, upload, or chase download links.

Practical Tips for Tracking Artwork Tasks Effectively

Even with great software, success depends on how you use it. Here are a few packaging design workflow tips to get the most out of Cway® or any other tool:

1. Define the Workflow Before You Start

Don’t improvise. Set up your workflow from the beginning—who approves what, in what order, and by when. Tools like Cway® allow you to model this in the platform.

2. Assign Clear Roles and Responsibilities

Ambiguity kills momentum. Everyone should know whether they’re a viewer, approver, or contributor on each artwork.

3. Always Work from a Single Source of Truth

Avoid version chaos. Use platforms where everyone sees and works on the same files, ideally with full version history and rollback options.

4. Don’t Skip the Artwork Check

Use built-in comparison tools to catch small but critical differences. It’s far better to find a typo now than after 100,000 packs are printed.

5. Centralize Feedback

No more fragmented email threads. Use the commenting tools inside your packaging software to track all conversations in one place.

Conclusion: Take Control with the Right Tools

Packaging design isn’t getting any simpler. As product lines expand, regulations grow, and time-to-market shortens, the need for structured, smart collaboration tools has never been greater.

If you’re serious about reducing errors, speeding up delivery, and improving collaboration, it’s time to move beyond spreadsheets and cloud folders.

Cway® is the packaging workflow software built to help you track artwork tasks from start to finish—clearly, efficiently, and collaboratively.

Whether you're launching a single new SKU or revamping a global assortment, you’ll stay in control and deliver results faster—with fewer surprises.

If you're ready to take your packaging workflow to the next level, don’t miss these helpful resources:

• How to create a bulletproof artwork approval process – Learn how to build a structured and efficient approval workflow that keeps projects moving and teams aligned.

• 5 ways to reduce artwork and labeling errors – Practical tips to minimize costly mistakes and improve accuracy across your packaging projects.