Artwork Inventory Report (Projects/Artworks Report)
Overview
The Artwork Inventory Report is a comprehensive operational report that provides detailed visibility into all packaging artwork items across the organization's project portfolio. This report organizes artworks hierarchically by client and project, enabling project managers, account managers, and operations teams to review the complete inventory of artwork specifications, part numbers, packaging levels, and structural details for any period.
Unlike volume or financial reports, the Artwork Inventory Report focuses on the technical specifications of each artwork item, making it invaluable for production coordination, quality assurance, client audits, and regulatory documentation. The report serves as a central reference for understanding what packaging components exist within the system and their associated attributes.
Location: Navigate to Reports from the main navigation menu, then select Artwork Inventory under the PROJECTS section.
URL: /reports/projectsartworks
Access Level: All authenticated staff users (Project Managers, Account Managers, Designers, Administrators)
Business Value
For Project Managers
The Artwork Inventory Report transforms artwork oversight from a project-by-project endeavor into a holistic portfolio view:
- Portfolio-wide visibility into all artwork items across your assigned projects during any time period
- Status-based filtering to focus on artworks in specific workflow stages (e.g., in-process, completed, or billed projects)
- Specification verification to confirm artwork attributes before client delivery or production handoff
- Quick navigation with clickable project links that open full project details in a new tab
For Account Managers
Account managers benefit from client-centric organization and filtering:
- Client hierarchy filtering enables drilling down from corporation level to specific marketers/contacts
- Multi-client review allows comparing artwork inventories across an account portfolio
- Audit preparation with complete artwork specifications exportable to Excel for client reviews
- ELC/Loftware identification clearly marks projects using electronic label systems versus traditional packaging
For Production and Operations
Operations teams rely on the report for:
- Specification reference with packaging level, structure type, print area, and part numbers in one view
- SAP integration support through SAP number display for enterprise resource planning systems
- 3M ID tracking for finished goods identification in supply chain contexts
- Structure documentation showing structure numbers and types for production planning
For Quality Assurance
Quality teams use the report to:
- Verify completeness of artwork specification data across projects
- Identify gaps where critical fields may be missing
- Support audits with comprehensive exportable documentation
- Track alterations through status-based filtering
Business Benefits
- Centralized Artwork Visibility - Instead of opening individual projects to review artwork details, stakeholders can access a comprehensive inventory organized by client. This reduces the time spent navigating between projects and ensures nothing is overlooked.
- Flexible Field Selection - Users can customize which artwork attributes appear in the report, showing only relevant fields for their specific needs. A project manager may need different columns than a production coordinator.
- Time Period Analysis - By filtering to specific date ranges, teams can understand artwork volume and specifications for particular quarters, product launches, or client engagements.
- Export for External Use - Excel export enables teams to share artwork inventories with clients, production partners, or regulatory bodies in a format that can be further analyzed or included in presentations.
- Employee Workload Insight - Filtering by employee shows which team members have handled specific artwork sets, supporting workload analysis and knowledge transfer.
- Client Hierarchy Navigation - The cascading client filters (Corporation to Marketer) help users quickly narrow results to specific organizational units within large enterprise accounts.
- ELC/Loftware Differentiation - Clear marking of ELC/Loftware projects helps users understand which projects follow standard packaging workflows versus electronic labeling systems with different volume counting methods.
- Status-Based Workflow Alignment - Multi-status selection allows users to focus on artworks at specific workflow stages, whether reviewing in-process work or auditing completed deliverables.
Usage Scenarios
Scenario 1: Quarterly Client Audit Preparation
Role: Account Manager
Before a quarterly business review, an account manager needs to document all packaging artworks delivered to a major client during the quarter. They open the Artwork Inventory Report, set the date range to the quarter, and filter by the client's Corporation. They select all relevant artwork fields (Part Number, SAP Number, Packaging Level, Structure Type) and click Refresh. The report displays all projects with their artworks organized hierarchically. They export to Excel and format the spreadsheet for inclusion in the client presentation materials.
Scenario 2: Production Handoff Verification
Role: Project Manager
A project manager is preparing to hand off multiple projects to the production team. They need to verify that all artwork specifications are complete and accurate. They filter the report to show only their projects (using the Employee filter) and select the "Two rows (all fields)" display option to see complete specifications. They review each artwork's packaging level, structure type, print area, and part number to ensure production has all necessary information.
Scenario 3: SAP Number Reconciliation
Role: Operations Coordinator
An operations coordinator needs to reconcile SAP numbers between the design system and the enterprise resource planning system. They open the report, select the SAP Number field along with Part Number and 3M ID, and filter to a specific division. The single-row display allows efficient scrolling through hundreds of artworks. They export to Excel and use VLOOKUP functions to compare against SAP system exports.
Scenario 4: ELC Project Review
Role: Account Director
An account director manages a client that uses both traditional packaging and ELC/Loftware electronic labeling. They need to understand the volume split between these project types. They run the report with the "ELC/Loftware only" filter to see projects using electronic labeling, noting the item counts. Then they switch to "No ELC/Loftware" to see traditional packaging projects. This comparison informs capacity planning discussions with the client.
Scenario 5: New Employee Onboarding
Role: Senior Project Manager
A senior project manager is onboarding a new team member and needs to familiarize them with a client's packaging portfolio. They open the report filtered to the client and show all artwork fields. Walking through the report, they explain packaging levels, structure types, and how different product lines use different specifications. The new employee takes notes and uses the exported Excel file as a reference guide.
Scenario 6: Status-Based Progress Review
Role: Operations Manager
An operations manager wants to review all artworks currently in active production (status 2 - "Artwork in Process"). They open the report, uncheck all statuses except status 2, set the date range to the current month, and refresh. The report shows only projects actively in design production. They expand projects to see individual artwork specifications and identify any that may need attention.
Industry Context
Standard Practice in Packaging and Labeling
Artwork inventory reporting is fundamental to packaging design and labeling operations:
Consumer Packaged Goods (CPG)
Major CPG companies maintain extensive portfolios of packaging artworks spanning thousands of SKUs across multiple brands. Central visibility into artwork specifications supports:
- Brand consistency across product lines
- Regulatory compliance documentation
- Production coordination across multiple manufacturing sites
- Cost management through specification standardization
Pharmaceutical and Healthcare
Pharmaceutical packaging has strict regulatory requirements:
- Complete traceability of artwork specifications
- Version control documentation
- Multilingual labeling coordination
- Instructions for Use (IFU) management
Industrial and Technical Products
Industrial product packaging requires:
- Part number standardization across global operations
- SAP/ERP integration for supply chain management
- Structure type documentation for protective packaging requirements
- Dimensional specifications for automated packaging lines
Electronic Labeling (ELC) and Loftware
Modern packaging operations increasingly use electronic labeling systems:
ELC (Electronic Label Copy)
Electronic label systems manage variable data printing where label content changes based on production runs, dates, or regional requirements. Unlike static pre-printed packaging, ELC systems generate labels on-demand.
Loftware
Loftware is a leading enterprise labeling platform that:
- Manages label templates and variable data
- Integrates with ERP systems for automated labeling
- Supports regulatory compliance labeling requirements
- Enables centralized label management across facilities
The Artwork Inventory Report's ELC/Loftware filtering helps users distinguish between:
- Traditional packaging artworks with fixed specifications
- Electronic labeling projects with volume-based item counts
Artwork Specification Attributes
The report captures standard packaging industry attributes:
| Attribute | Industry Purpose |
|---|---|
| Part Number | Unique identifier for ordering and tracking |
| SAP Number | Enterprise resource planning integration |
| 3M ID | Finished goods identification for supply chain |
| Packaging Level | Primary, secondary, tertiary hierarchy |
| Structure Type | Physical packaging format (carton, label, sleeve) |
| Structure Number | Specific structural specification reference |
| Print Area | Dimensions available for printed content |
| Artwork Number | Internal tracking identifier |
Key Features
Filter Panel
| Control | Purpose |
|---|---|
| Period From | Start date for project selection |
| Period To | End date for project selection (defaults to today) |
| Employee | Filter by assigned team member |
| Primary only | Limit to primary project manager assignments |
| Corporation | Top-level client hierarchy filter |
| Business Unit | Second-level client hierarchy filter |
| Division | Third-level client hierarchy filter |
| BAT | Fourth-level client hierarchy filter |
| Marketer | Fifth-level client hierarchy filter (most specific) |
| ELC/Loftware | Radio buttons: ELC only / No ELC / All |
| Fields | Checkboxes for each displayable artwork attribute |
| Two rows | Toggle full-field display mode |
| Statuses | Checkboxes for each workflow status |
| Refresh | Regenerate report with current filters |
| Export | Download report as Excel file |
Artwork Field Options
| Field | Description |
|---|---|
| Artwork Desc | Descriptive name of the artwork item |
| Part # | Part number for ordering and identification |
| 3M ID | Finished goods identifier |
| Artwork # | Internal artwork tracking number |
| SAP # | SAP enterprise system number |
| Pkg Lev | Packaging level (Primary, Secondary, etc.) |
| SS no. | Structure specification number |
| Structure | Structure type (Carton, Label, etc.) |
| Print Area | Label dimensions / print area specifications |
Display Modes
One Row Mode (default):
- Each artwork displays on a single row
- Only selected fields appear as columns
- Efficient for reviewing many artworks
- Best for focused attribute review
Two Rows Mode (all fields):
- Each artwork spans two display rows
- All fields are shown regardless of checkbox selection
- Top row: Description, Part #, 3M ID, Artwork #, SAP #
- Bottom row: Pkg Lev, SS no., Structure, Print Area
- Best for complete specification review
Summary Statistics
The report header displays aggregate totals:
- Projects: Total number of projects matching filters
- Total Artwork Items: Sum of all artworks including ELC counts
- Individual Artwork Items: Count of actual artwork records
Summary
The Artwork Inventory Report is an essential reference tool that provides comprehensive visibility into packaging artwork specifications across the organization's client portfolio. By organizing artworks hierarchically by client and project with flexible field selection and extensive filtering options, the report serves diverse stakeholders from project managers verifying specifications to operations teams coordinating production.
Key Capabilities:
- Hierarchical Organization: Client to Project to Artwork drill-down structure
- Flexible Field Display: Nine selectable artwork attributes with one-row or two-row modes
- Comprehensive Filtering: Date range, client hierarchy, employee, ELC/Loftware, and status filters
- Dynamic Client Filtering: Visual indicators show data availability at each hierarchy level
- Direct Navigation: Clickable project links open full project details
- Excel Export: Complete report data downloadable for external use
- Summary Statistics: Aggregate counts of projects and artwork items
Business Impact:
- Centralizes artwork visibility across the entire project portfolio
- Supports client audits and regulatory documentation with exportable specifications
- Enables production coordination with comprehensive packaging attributes
- Differentiates between traditional packaging and ELC/Loftware projects
- Facilitates employee workload analysis through assignment filtering
- Reduces navigation time with portfolio-wide searchable inventory
The report transforms artwork inventory management from a fragmented, project-by-project activity into a streamlined, organization-wide capability that supports production excellence, client communication, and operational efficiency.