1. Check what must keep running before you change versions
Start by listing every machine, workstation and cutter that depends on your current setup. In many South African print rooms, one upgrade affects design stations, RIP stations, cutter drivers, hot folders and profile libraries at the same time, so it helps to map the full workflow before anything is changed.
Write down the version in use, the licence status, the computer spec and the output devices linked to it. If your shop works across Johannesburg and Pretoria, or has a busy Durban or Cape Town branch, make a note of which site must keep printing during the upgrade window. That way you can decide whether to update one site first or stage the change in phases.
- List every PC, laptop and production station connected to the software.
- Record cutter models, printer queues and any colour profiles already in use.
- Note who uses the system daily and who needs retraining.
- Check whether remote support or onsite assistance is needed for the switch over.
2. Back up jobs, presets and colour settings before you touch anything
Before you install a new version, back up the parts that keep production steady. That includes saved jobs, template files, hot folders, queue settings, device presets and any colour management files used for repeat work. A missing preset can waste ink, vinyl and time, especially when a municipal sign job needs an exact reprint on a tight deadline.
Keep the backup in two places if possible, one local copy and one offsite copy. If your office is subject to load-shedding or unstable power, make sure the backup is completed before the change starts and that the file is readable from another computer. A backup that cannot be opened is not much help when a cutter refuses to talk to the RIP at 7am.
- Export user preferences and workspace layouts.
- Save printer, cutter and queue settings separately.
- Keep a copy of the current licence details and activation record.
- Store recent production files for a quick test after the upgrade.
3. Decide if the upgrade needs a full workstation change or a phased rollout
Not every upgrade must happen everywhere on the same day. A phased rollout can suit shops with more than one branch, or any operation that must keep cutters and printers moving while the new version is tested. For example, you may want to update one training station in Randburg first, then move to production stations once the team is comfortable.
Compare the current version against the new one and check whether there are changes to driver support, queue handling or file compatibility. If staff still rely on older shortcuts, make sure those tasks are covered in your upgrade plan. Planning the rollout this way reduces surprise and gives you room to sort out any problems before the main production computers are touched.
- Choose a quiet period, not month end or a big tender week.
- Decide which site updates first and which site waits.
- Check if older plugins or device drivers still work.
- Set a rollback point if the new version is not ready for live work.
4. Prepare staff so the first print after the upgrade is not a guess
Staff training is often the difference between a smooth upgrade and a frustrating Monday morning. Even small version changes can move buttons, change queue behaviour or alter how colour controls are handled. If the operator at your Pretoria or Midrand site knows where to find the new settings before the first job lands, the team keeps moving without panic.
Run a short induction for anyone who touches the software. Cover the parts they use most, then show them what has changed and what has stayed the same. Keep the session practical, with live files and a cutter test if needed. One or two clear steps are better than a long manual that nobody reads.
- Show operators how to open old files safely.
- Demonstrate the new queue or RIP settings.
- Test cutter output on a small job first.
- Give each user a simple change list they can keep near the station.
5. Test output, cutter setup and colour before production starts again
Once the upgrade is installed, do not rush straight into full production. Run a small test set first: one print job, one cut job and one colour check. This confirms that the software talks properly to the machine and that the output still matches what the client expects. It also gives you a chance to spot queue delays or a driver conflict before a bigger job is sent through.
Pay close attention to cutter setup help and RIP queue behaviour. If the queue is stacking jobs too slowly, or the cut file is coming out with the wrong origin point, fix that before the main run starts. In coastal areas like Durban and Gqeberha, also check that the workstation and device connections are stable after any power interruption or humidity related issue.
- Print a standard colour swatch or sample artwork.
- Send a small contour cut and confirm alignment.
- Check ink limits, nesting and queue speed.
- Confirm the result with the operator who will use it daily.
6. Keep a support plan after the upgrade, not only on installation day
An upgrade is easier to live with when there is a support plan behind it. After the new version is in place, keep notes on licence activation, device settings and any adjustments made during the first week. That record helps if another branch needs the same setup later, or if a new staff member joins the team and needs a quick handover.
Many shops prefer annual support for this reason. It gives you a point of contact when a queue misbehaves, a driver update is needed, or a new cutter is added to the floor. If your business grows across Johannesburg, Cape Town, Durban, Pretoria or Gqeberha, having a clear upgrade history saves time and reduces repeat mistakes.
- Store the upgrade date, version number and activation record.
- Keep notes on any changed presets or profiles.
- Log the first week of issues, even small ones.
- Plan the next review before the software is out of date again.
