Manage private artwork, retention and backups

PressFlow stores retained artwork privately in its artwork database storage rather than as ordinary public Media Library attachments. This keeps downloads behind job/account access checks, but also means database size and backups matter.

Retention

Open WooCommerce → Print settings and choose the artwork retention period. The default is 90 days, with the supported range from 1 to 3,650 days. Expiry is based on upload time and applies to relevant retained files, including abandoned basket artwork, proofs and saved-library copies.

The daily cleanup needs working WordPress cron. A saved specification does not extend a file's expiry. Deactivation stops scheduled tasks; it does not erase existing files. Deleting the plugin is not a complete data-purge operation.

Tell customers how long files remain available and ask them to keep originals. Retention cleanup in the live database does not erase earlier backups held by your hosting or backup provider.

File and job limits

The normal configured default is 10 MB per file, with up to ten PDF/JPEG/PNG files per job. The effective limits shown to customers can be lower because of hosting request or memory constraints. The combined job allowance is bounded dynamically; it is not always ten times the individual-file limit.

Increasing the setting alone cannot bypass the host's limits. Test the largest expected real file and its preview/check route before advertising an increased allowance. Very large/unsupported files can require a transfer link and manual prepress review.

Access

Registered customers must own the relevant order/job. Guests use the job's private credentials. Staff require the appropriate shop capabilities. Knowing an order number, changing an item ID in a URL or being signed into an unrelated account does not authorise a download.

Ordered-job guest links last 30 days and can be renewed or revoked by staff. They are distinct from quote access. Billing-email changes, account ownership, cancellation/refund and expired credentials can affect access. Use renewal controls rather than copying database tokens.

Backup and restore

Back up the database as well as WordPress files. Treat backups containing artwork, customer contacts and access data as private. Test a restore on a restricted environment and prevent customer notifications or licence/domain actions from running unintentionally there.

Choose retention and backup policies that fit your business and privacy obligations. PressFlow's expiry mechanism is a technical control; it is not a complete privacy-compliance programme.

Related: Artwork troubleshooting, Updates and moves, Developer data/security.