Canonical: https://1968labs.com/resources/product-catalog-maintenance-workflow Language: en-US > An ownership and approval workflow with an editable product change register, a pack-size example and retirement checks. [← All resources](https://1968labs.com/resources) Working procedure · editable change register # Keep the catalog worth trusting. Assign an owner, approve changes and keep product pages, downloads and inquiry records in step. Use this procedure and change register for a manageable first product family. 01 / Ownership ## Give each change a route. A catalog needs a named owner for the approved source records and someone who can approve the product details. Those can be the same person in a small business, but the responsibilities should be explicit. 1. **Log the request.** Record the part number, current value, proposed value, source evidence and requester. Keep drafts separate from the public export. 2. **Review the specification.** The product owner checks units, images, documents and any affected variants. A web editor should not guess a replacement or its compatibility. 3. **Approve one version.** Record an approver, revision and approval date. If a value remains uncertain, keep it out of the public update or mark the item for sales review. 4. **Publish the related surfaces.** Update the product page, category listing and applicable PDF or data export. Check the request uses the approved part and selling unit. 5. **Verify and record.** Open the public page and download, prepare a sample request and record the checked version. In production, confirm the correct details reach sales. 6. **Retain a recovery route.** Keep the previous approved record and the edit history so a mistaken release can be corrected deliberately. ## Start with these owners. **Product owner**: Approves technical descriptions, units and replacements. **Catalog editor**: Prepares and publishes the agreed changes. **Sales owner**: Checks that incoming requests remain understandable. Set a review cadence your team can maintain. Recheck affected records when a supplier changes a pack, retires an item or supplies a new document. 02 / Worked change ## A pack changes from 100 to 50. Suppose the fictional HS-W08-Z pack size changes. Give the revised offer an explicit effective date and, where your business uses a new commercial reference, a new SKU. Keep historical requests tied to the version the buyer saw. **Previous record:** HS-W08-Z · 100 pieces per pack · revision 1. **Proposed record:** HS-W08-Z · 50 pieces per pack · revision 2, pending approval. **New request after approval:** three packs × 50 = 150 pieces. **Earlier saved request:** three packs × 100 = 300 pieces, under revision 1. Sales clarifies any substitution before quoting. The example register leaves approval and publication dates blank. It represents a proposed change, not a real supplier update. ## Before release. - Confirm whether the supplier requires a new part reference. - Check both public unit labels and piece-count calculations. - Refresh any PDF that describes the changed pack. - Preserve the earlier request’s unit and version. - Have sales check the changed item before sending a quote. The current RFQ demonstration still uses revision 1. This procedure illustrates a separate hypothetical change. 03 / Your working copy ## Give the team a starting point. The CSV includes one proposed pack-size change and one retirement example. The editable procedure covers ownership, approval, release, verification and recovery. [Download change register · CSV](https://1968labs.com/worksheets/product-catalog-change-register.csv) [Download procedure · text](https://1968labs.com/worksheets/product-catalog-maintenance-workflow.md) Free to use. No signup. Replace all fictional records with your own approved information. ## When a product is retired. Mark its status clearly. Preserve a useful discontinued-product page when buyers still need the reference; remove it from active catalog lists and quote selections. Link a replacement only after product review. An unrelated redirect can leave a buyer choosing the wrong part. [Try the catalog-to-request handoff](https://1968labs.com/resources/catalog-to-rfq-worked-example) ## Put this into practice. [Catalog-to-RFQ worked example](https://1968labs.com/resources/catalog-to-rfq-worked-example) [Supplier product catalog template](https://1968labs.com/resources/supplier-catalog-template) [Product catalog websites](https://1968labs.com/services/catalog-websites) Work with us ## Plan the catalog and its handover. Tell us what you’re trying to improve. We’ll reply within 24 hours. [Services and starting prices](https://1968labs.com/services) Form fields: Your name; Your email; Phone number; Your question. [Use the form on the website.](https://1968labs.com/resources/product-catalog-maintenance-workflow)