Capability template for marketing and content
Packaging artwork handoff check
Before packaging artwork goes to print, the packaging owner gets a checklist that matches each file to the approved product facts, pack sizes, variants and printer specifications, with version conflicts, missing files and missing approvals listed. It writes and judges no label claim.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
The packaging owner sends artwork to the printer knowing what was compared and what was not. Every variant and every panel the printer needs has a line on one checklist: the file proposed for release, whether its size, colour mode and barcode match the printer's specification, whether its text matches the approved copy character for character, and whether a recorded approval exists for that exact version.
The things that usually surface after the plates are made surface first: an older version going out while a newer one sits in the folder, a barcode copied from the neighbouring pack size, a weight statement that belongs to another variant, a panel nobody sent. Each is written as a finding with the expected value, the value found and the role who resolves it.
Nothing on the checklist says the artwork is right. It says what matches the records you supplied and what does not. The packaging owner confirms the release file. A designated specialist approves any regulated wording. The assistant does neither.
Who starts the work, and when
The packaging owner, the brand manager or the production coordinator starts it when a packaging revision is about to go to print, once the files have been exported and the review records are in. It runs again each time a file is replaced, because a new version is a new file to check.
What they supply
- Variant matrix. One row per product variant and pack size: the code, name, pack size, pack format and barcode.
- Approved copy. The approved wording, line by line and panel by panel, with its approval reference. Whoever owns the wording marks which lines are regulated and gives the specialist's approval reference for those.
- Artwork file list. Each file with its product code, panel, version, date, dimensions, colour mode, barcode, the text printed on the panel, and whether it is proposed for release. The person types or pastes the text from the file; the assistant does not open artwork.
- Printer specification. For each pack format and panel, the trim size, colour mode and whether a barcode is required.
- Review log. Who reviewed which file and version, and what they decided.
What comes out
One checklist with a line for every required file slot, marked clear, blocked or missing, followed by numbered findings. Each finding names the rule, the file, the expected value and where it came from, the value found, and who resolves it. Then three short lists: version conflicts, missing approvals, and the questions only the packaging owner can answer. A fixed line states what was not checked: print quality, colour accuracy, legibility and whether any wording is correct.
When nothing is found, the checklist says so and still leaves the release to the packaging owner.
An invented example
Illustrative example with invented data. The brand, the printer, the product codes, the barcodes, the approval references and the files below are all invented. "Brand A" is a small invented granola brand sending three variants to "Printer A". First come the inputs the packaging owner supplied, in full, then the checklist the capability returned.
The inputs
1. Variant matrix
sku,product_name,variant,pack_size,pack_format,barcode,approved_copy_id
G-OH-350,Brand A Granola,Oat & Honey,350 g,carton-350,2000000000011,C-OH
G-OH-750,Brand A Granola,Oat & Honey,750 g,pouch-750,2000000000028,C-OH
G-CB-350,Brand A Granola,Cacao & Berry,350 g,carton-350,2000000000035,C-CB
2. Approved copy
A dash means nothing recorded. The packaging owner marked the regulated lines.
copy_id,panel,line,text,approval_ref,regulated,specialist_approval_ref
C-OH,front,1,Oat & Honey Granola,AP-101,no,-
C-OH,front,2,Baked in small batches,AP-101,no,-
C-OH,back,1,"Ingredients: oats, honey, sunflower oil, almonds.",AP-102,yes,SP-31
C-OH,back,2,May contain traces of other nuts.,AP-102,yes,SP-31
C-OH,back,3,Net weight {pack_size},AP-102,yes,SP-31
C-CB,front,1,Cacao & Berry Granola,AP-103,no,-
C-CB,front,2,Crunchy clusters with real berries,-,no,-
C-CB,back,1,"Ingredients: oats, cacao, dried cranberries, sunflower oil, almonds.",AP-104,yes,-
C-CB,back,2,May contain traces of other nuts.,AP-104,yes,-
C-CB,back,3,Net weight {pack_size},AP-104,yes,-
3. Artwork file list
Lines of text on a panel are separated by " | " in the order they are printed. The packaging owner pasted them from the files.
file_name,sku,panel,version,modified,width_mm,height_mm,colour_mode,barcode,text_on_artwork,in_release
OH350_front_v3.pdf,G-OH-350,front,v3,2026-10-20,160,220,CMYK,-,Oat & Honey Granola | Baked in small batches,yes
OH350_back_v2.pdf,G-OH-350,back,v2,2026-10-22,160,220,CMYK,2000000000011,"Ingredients: oats, honey, sunflower oil, almonds. | May contain traces of other nuts. | Net weight 350 g",yes
OH350_side_v1.pdf,G-OH-350,side,v1,2026-10-18,60,220,CMYK,-,-,yes
OH750_front_v2.pdf,G-OH-750,front,v2,2026-10-21,200,300,CMYK,-,Oat & Honey Granola | Baked in small batches,yes
OH750_back_v1.pdf,G-OH-750,back,v1,2026-10-15,200,300,CMYK,2000000000011,"Ingredients: oats, honey, sunflower oil, almonds. | May contain traces of other nuts. | Net weight 350 g",yes
OH750_back_v2.pdf,G-OH-750,back,v2,2026-10-24,200,300,CMYK,2000000000028,"Ingredients: oats, honey, sunflower oil, almonds. | May contain traces of other nuts. | Net weight 750 g",no
CB350_front_v1.pdf,G-CB-350,front,v1,2026-10-23,160,220,CMYK,-,Cacao & Berry Granola | Crunchy clusters with real berries,yes
CB350_back_v1.pdf,G-CB-350,back,v1,2026-10-23,160,215,RGB,2000000000035,"Ingredients: oats, cacao, dried cranberries, sunflower oil, almonds. | May contain traces of other nuts. | Net weight 350 g | Gluten free",yes
4. Printer specification
pack_format,panel,width_mm,height_mm,colour_mode,barcode_required
carton-350,front,160,220,CMYK,no
carton-350,back,160,220,CMYK,yes
carton-350,side,60,220,CMYK,no
pouch-750,front,200,300,CMYK,no
pouch-750,back,200,300,CMYK,yes
5. Review log
record_ref,file_name,version,reviewer_role,decision,date
RV-01,OH350_front_v3.pdf,v3,Brand manager,approved,2026-10-21
RV-02,OH350_back_v2.pdf,v2,Quality reviewer,approved,2026-10-23
RV-03,OH750_front_v2.pdf,v2,Brand manager,approved,2026-10-22
RV-04,OH750_back_v1.pdf,v1,Quality reviewer,approved,2026-10-16
RV-05,OH750_back_v2.pdf,v2,Quality reviewer,pending,2026-10-24
RV-06,CB350_front_v1.pdf,v1,Brand manager,changes requested,2026-10-24
RV-07,OH350_side_v1.pdf,v1,Brand manager,approved,2026-10-19
6. Settings
Printer: Printer A
Release owner: Packaging owner
Designated specialist for regulated wording: Regulatory specialist
Size tolerance: 0 mm
Today: 3 November 2026
The output
PACKAGING ARTWORK HANDOFF CHECK: Brand A Granola, release to Printer A
Prepared 3 November 2026 from 3 variants, 8 required slots, 8 artwork files, 10 approved-copy lines, 7 review records.
Status: NOT READY. 10 findings on 4 slots.
Slots:
- G-OH-350, 350 g, front: OH350_front_v3.pdf (v3) - CLEAR
- G-OH-350, 350 g, back: OH350_back_v2.pdf (v2) - CLEAR
- G-OH-350, 350 g, side: OH350_side_v1.pdf (v1) - CLEAR
- G-OH-750, 750 g, front: OH750_front_v2.pdf (v2) - CLEAR
- G-OH-750, 750 g, back: OH750_back_v1.pdf (v1) - BLOCKED (F1, F2, F3)
- G-CB-350, 350 g, front: CB350_front_v1.pdf (v1) - BLOCKED (F4, F5)
- G-CB-350, 350 g, back: CB350_back_v1.pdf (v1) - BLOCKED (F6, F7, F8, F9)
- G-CB-350, 350 g, side: NO RELEASE FILE (F10)
Findings:
- F1 Files: G-OH-750, back. Expected: no other file for the slot with a higher version than the release file. Found: OH750_back_v1.pdf (v1, 15 October) is in the release; OH750_back_v2.pdf (v2, 24 October) is on the list and is not. Resolves: Packaging owner.
- F2 Specification: OH750_back_v1.pdf. Expected: barcode 2000000000028 (variant matrix, G-OH-750). Found: 2000000000011, which the variant matrix gives to G-OH-350. Resolves: Designer.
- F3 Text: OH750_back_v1.pdf. Expected: "Net weight 750 g" (approved copy C-OH back line 3, with the pack size from the variant matrix). Found: "Net weight 350 g", which differs from the approved line. Resolves: Designer.
- F4 Copy approval: CB350_front_v1.pdf. Expected: an approval reference for C-CB front line 2, "Crunchy clusters with real berries". Found: none recorded. The file's text matches the line. Resolves: Packaging owner.
- F5 Review record: CB350_front_v1.pdf. Expected: a record with decision "approved" for this file and version. Found: RV-06, Brand manager, "changes requested", 24 October. Resolves: Packaging owner.
- F6 Specification: CB350_back_v1.pdf. Expected: 160 x 220 mm, CMYK (printer specification, carton-350 back). Found: 160 x 215 mm, RGB. Resolves: Designer.
- F7 Text: CB350_back_v1.pdf. Expected: the three lines of C-CB back. Found: the three lines match; a fourth line, "Gluten free", is not in approved copy. Resolves: Packaging owner, with the Regulatory specialist.
- F8 Regulated wording: CB350_back_v1.pdf. Expected: a specialist approval reference on each regulated line of C-CB back. Found: lines 1, 2 and 3 are marked regulated and none has one. Resolves: Regulatory specialist.
- F9 Review record: CB350_back_v1.pdf. Expected: a record with decision "approved" for this file and version. Found: no record. Resolves: Packaging owner.
- F10 Files: G-CB-350, side. Expected: one release file for carton-350 side (60 x 220 mm). Found: no file on the list. Resolves: Packaging owner.
Version conflicts: G-OH-750, back: OH750_back_v1.pdf (v1, 15 October, in the release) and OH750_back_v2.pdf (v2, 24 October, not in the release; its review, RV-05, is pending).
Missing approvals:
- Copy lines with no approval reference: C-CB front line 2 (F4).
- Regulated wording with no specialist approval: C-CB back lines 1 to 3 (F8).
- Release files with no approving review record: CB350_front_v1.pdf, "changes requested" (F5); CB350_back_v1.pdf, no record (F9).
Decisions for the packaging owner: 4
- G-OH-750, back: which file goes to Printer A, v1 or v2? v1 carries the 350 g barcode and weight statement (F2, F3). v2 is not in the release and its review is pending.
- G-CB-350, front: who approves "Crunchy clusters with real berries", and what changes did the Brand manager request in RV-06?
- G-CB-350, back: does "Gluten free" stay on the panel? It is not in approved copy (F7). Who asks the Regulatory specialist about it?
- G-CB-350, side: is there a side panel file for this release, or is the slot not needed? The printer specification lists one for carton-350.
Not checked: Print quality, colour accuracy, legibility and whether any wording is correct or permitted. Only the text, sizes, versions and records supplied were compared.
Draft for the packaging owner. Nothing has been approved, released or sent to the printer.
Where it fits
- Marketing and content, where the packaging revision is owned and the copy is kept.
- Quality management, where review records and approvals need to match the version that ships.
- Consumer brands, where one product comes in several pack sizes and variants, each with its own artwork.
- Manufacturing, where packaging is printed to a supplier's specification and a wrong plate is paid for.
- E-commerce and retail, where a private-label range is sent to print by a small team.
- New business lines, when a first range or a new pack size is going to print.
- Growth & scaling, when the number of variants outgrows the memory of the person who sends the files.
This capability checks files against records. To edit wording, use Copy-edit with a change list. To plan the weeks around a launch, use Launch checklist. To check the facts on a product page, use Product-page facts gap review.
What has to change for your company
Use your own column names or rename them to the defaults; the assistant stops and asks when a header does not match. Decide what counts as a pack format and a panel in your range. Set the size tolerance the printer allows. Name the specialist who approves regulated wording and the role that marks which lines are regulated; the assistant never decides that. Agree where review records are kept and what a valid one contains. Decide who may change the release file once the packaging owner has confirmed it. It runs in ChatGPT, Claude, Copilot or Gemini from the files you supply and needs no connection to your design or print systems.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried on its invented example on 10 November 2026 in Claude, in two runs, the second not independent of the edits made after the first; the record is published with it. It has not been tested in a client environment, and it has not been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a past print run your team remembers well, plus hard cases written in advance with their expected behavior: two versions of one panel, a barcode that belongs to another size, a regulated line with no specialist reference, a header that does not match. The packaging owner checks every finding against the files before anyone relies on the checklist. Pilot acceptance-test preparation builds that test set, and what we test before we call an AI workflow ready shows the record.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
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