Yearly Maintenance of Your Catalog

Every year, or maybe multiple times a year, the catalog is rolled over to begin editing the draft for the next. To ensure you have a smooth rollover of your catalog for the next calendar year there are a few steps that must be completed to proceed with your request!

Step 1: Publish Your Catalog

If you are publishing a catalog for the first time and have questions, you can contact SmartCatalog Support to initiate this process for you. Initial publishing can take a little longer than making publishing updates. Please contact if you have any questions. 

Click on Publishing to find more information on how to Publish Your Catalog.


  • Your catalog does not have to be published in order to be rolled, but it usually is.
  • When you request a Rollover from the Watermark Support team and you have Shared Content - all catalogs/handbooks that contain clones from the Shared Content need to be rolled over simultaneously and this rollover must include the Shared Content book as well. This is to ensure that all links from the original items to the clones remain unbroken. Please ensure that all catalogs/handbooks are ready for the rollover together requesting this.

Step 2: A Cleared Workbox

All items in the workflow must either be approved or removed before a rollover to the new year can occur or the catalog can be published with all changes present. 

The workflow below is an example of how your workflow box should appear when all items have been approved or removed from the box.

BE 69

Click on Workbox to find more information on Boxes in the Workbox.

Step 3: Contact Support!

Please contact us at if you wish to rollover your catalog(s) to a new year. There are things we check for before duplicating your catalog(s). Do NOT try rolling over the catalog on your own.

Click on Support to find more information on best practices on how to contact our team!


  • If you roll your catalog multiple times a year, please make sure when contacting Support to indicate which catalog is to be rolled over, for example, please roll the 20-21 Spring Catalog to create the new 21-22 Fall Catalog.
  • If you are wanting your newly created rolled over catalog published right away, please do indicate that in your email request to our Support team. Otherwise, the draft is rolled and remains unpublished until you publish that catalog or make the request to our team to publish your newly created catalog.

Want to learn even more? Refer to the 'Yearly Maintenance of Catalog & Curriculum' Webinar Recording