Keep the existing catalog
Use the existing catalog when the intention is to update the publication already shared with buyers. Creating a separate catalog creates a separate publication identity; it is not the replacement workflow for a link already printed on a brochure.
Keep a record of the public link and test it before starting. Note the current password, expiry, embedding and indexing preferences so you can review access after the update.
Upload and review the replacement PDF
Upload the revised PDF as a replacement version of the existing catalog. Review the page order, text, product information and interactive elements before publishing it. Retained annotations save setup work but still need visual inspection.
If a new cover or contents page shifts the rest of the catalog, a retained tag can land on the wrong item even though the coordinates themselves are valid. Check page numbers and product positions against the revised PDF.
| Change in the PDF | Review before publishing |
|---|---|
| A product moves to another page | Move its tag and check any page links. |
| A page keeps its number but has a new layout | Reposition product tags and other interactive elements. |
| An item is replaced or discontinued | Update or remove its product data and tag; verify the SKU. |
| A price or selling unit changes | Check product records as well as the artwork. |
| A cover or QR destination is reused | Open the existing public URL after publication. |
Publish, then test the shared link
Once the replacement has been reviewed, publish it and open the original link in a fresh browser session. Confirm that the intended edition loads. Try its navigation and a sample product selection on desktop and mobile.
Scan an existing printed QR code if one is in use. The code contains a URL, so its usefulness depends on that URL staying accessible. Unpublishing the catalog, an expired publication or a password requirement can change what readers see without changing the code.
Keep new and historical inquiries clear
A buyer may have discussed an older edition with your team before the replacement. Check which products and terms were part of that conversation instead of assuming the latest artwork describes every previous request.
Review incoming requests in the workspace after the change. Confirm the product identifiers and selling units before preparing a quote, particularly when a seasonal range replaces an earlier one.
A compact publication checklist
For a repeatable process, assign someone to approve the PDF and someone to check the product data. They can be the same person, but both checks are needed.
- The original URL loads the intended PDF edition.
- Product tags point to the correct items and pages.
- The selection shows the expected SKUs and selling units.
- Page links, media and navigation still work.
- Password, expiry and embedding settings match the intended audience.
- The person reviewing requests knows the catalog has changed.