Production files

Understanding production files

Production files are the complete set of documents and images that your supplier or factory needs to manufacture the custom art kit. When Instant Art Kit processes a customer’s image, it generates multiple file types designed for different purposes in the production process.

File types generated

1. Excel pattern file (.xlsx)

The most important production file. Contains:

• Pattern grid: Complete pattern with symbols or numbers for each bead/paint area
• Color key: List of all colors used with DMC codes (diamond painting) or paint codes
• Bead count: Exact quantity of each color needed
• Canvas dimensions: Final product size
• Pattern zones: Grid divided into manageable sections for large canvases

Most suppliers can import this Excel file directly into their production software. It’s structured specifically for automated processing.

2. PDF pattern file (.pdf)

A print-ready version of the pattern. Includes:

• High-resolution pattern grid
• Color legend with swatches
• Page numbers and grid coordinates
• Finished preview image for reference

Perfect for suppliers who work from printed patterns or need to manually verify the design before production.

3. Print-ready image (.png)

A high-resolution, color-accurate image of the final pattern. Specifications:

• 300 DPI resolution
• Exact canvas dimensions (scaled for print)
• Color-corrected for printing
• No watermarks or preview elements

Used by suppliers for canvas printing, preview cards, and packaging images.

4. Color chart (.pdf)

A separate document listing all colors used:

• Color swatches with RGB/CMYK values
• DMC or paint codes
• Bead/paint quantities needed
• Color names and descriptions

Helps suppliers verify they have the correct materials before starting production.

5. Packaging reference image (.jpg)

A customer-facing preview image showing what the finished product will look like. Used for packaging inserts, instruction cards, or online order confirmations.

How to use production files

For dropshipping / print-on-demand

If you’re working with a supplier who manufactures on demand:

1. Download all production files for the order
2. Forward the entire ZIP to your supplier via email or their portal
3. Include order details (customer name, shipping address, product variant)
4. Wait for production and shipping confirmation

For batch manufacturing

If you produce kits in batches:

1. Use bulk download to get production files for multiple orders at once
2. Organize by product variant or canvas size
3. Send batches to factory for production
4. Match finished products back to orders using order numbers

For in-house production

If you manufacture your own kits:

1. Import Excel files into your production software
2. Use color charts to prepare materials
3. Print PDF patterns for verification
4. Use print-ready images for canvas printing

File naming conventions

All files follow a consistent naming pattern for easy organization:

• Order-12345_Pattern.xlsx
• Order-12345_Pattern.pdf
• Order-12345_PrintReady.png
• Order-12345_ColorChart.pdf
• Order-12345_Preview.jpg

The order number ensures you can always match files back to specific customer orders.

Quality verification

Before sending to production

Always verify production files before forwarding to suppliers:

• Open the PDF pattern and check for clarity
• Verify color count matches your product specifications
• Check canvas dimensions are correct
• Review the preview image for any processing artifacts

Common issues to watch for

• Extreme pixelation: Customer uploaded very low resolution image
• Color banding: May need different dithering algorithm
• Missing details: Too few colors for complex image
• Wrong aspect ratio: Image was stretched during processing

If you spot any issues, reprocess the order with adjusted settings before sending to production.

Supplier requirements

Different suppliers have different file format preferences:

Automated production facilities

Typically prefer: Excel files (.xlsx) for direct import into production software

Traditional manufacturers

Typically prefer: PDF patterns for printing and manual verification

Canvas printers

Typically prefer: High-resolution PNG images at exact dimensions

Since Instant Art Kit generates all formats, you’re compatible with any supplier from day one.

Storage and retention

Production files are stored securely with the following retention periods:

• Preview images: 30 days from generation
• Uploaded photos: 30 days from upload
• Production files: 60 days from generation

We recommend downloading and backing up production files locally for your records. After the retention period, files are automatically deleted and cannot be recovered.

Next steps