Protect Your Art & Promote It Too: Why Documentation Is a Designer’s Secret Weapon

Smart Ways to Document Your Art and Deter Copycats

So, several blog posts ago, I revisited one of my worst rookie mistakes, the one that happened right after my iPad died and I hadn’t backed up my files and I lost a ton of work - a ton. (If you’re wondering, that was my worst rookie mistake.)

So after that stellar moment, when I was diligently saving and baking up all my files, I had to go back and find a specific file. I opened my laptop and realized I had hundreds of indistinguishable Procreate files.

If you’ve used Procreate for any amount of time, you know that it automatically saves files you don’t title: Untitled (1).procreate, Untitled (2).procreate, Untitled (3).procreate.  Not exactly helpful. A sea of anonymous suspects stared back at me. Somewhere in there was that file I needed, but could I tell which file it was? Not a chance. Because, as you also know, you can’t do a “preview” of Procreate files on your laptop, which means I couldn't easily see which one was which without opening the file. I had to open hundreds of files in Procreate (and rename them). It took forever. Feel free to read more about that lesson learned and how to avoid it here.

But today, I want to talk to you about another part of this puzzle. Not only did I waste an incredible amount of time searching for a file, but if I had needed to prove that one of those designs was mine? Forget it. I had no tidy trail of evidence. It was like showing up to court with a half-empty notebook and saying, “Trust me, Your Honor.” Not exactly airtight.

Lesson learned. Now, I treat documenting my creative process like I’m running my own private art-detective agency. Because protecting your work as intellectual property isn’t just smart—it’s survival in the creative biz. 

So grab your trench coat and magnifying glass, because today we’re cracking the case of How to Document Your Art and Protect It.

Step 1: Snap Those Pics (a.k.a. Collect Your Clues)

Every detective worth her salt keeps detailed notes and evidence, and for us, that means photos.

Take progress shots at every stage—from that first scrappy sketch to your polished repeat pattern. Not only does this give you proof that the work was yours from start to finish, it also creates a gorgeous timeline of your process.

Why this matters: 

• If someone ever claims your art is theirs, you can whip out your process pics like a mic drop. Case closed.
• It’s also bonus content! Progress reels, behind-the-scenes carousels, and those satisfying before-and-after posts practically make themselves.

💡 Pro Tip: If you want to learn how to create full collections that look as professional as your process, my Procreate Pattern Collection Masterclass will show you how to plan motifs, build repeats, and prep files that are client- and copyright-ready.

Step 2: Keep Digital Files With Dates (a.k.a. Build Your Evidence Locker)

Imagine if Sherlock kept all his case notes labeled as “Untitled (1)” through “Untitled (300).” Even Watson would give up.

Here’s your new motto: name your files like your future depends on it. Because it does.

Quick system you can steal: 

• Main motif → Floral 
• Theme → Autumn 
• Style → Watercolor 
• Collection Number → 01
• Date month and year → 9/25

Final file name? Floral Autumn Watercolor 01 9/25 

No, you don’t have to do it that way. You’re creative. Figure out a system that works for you. But this is a good way to keep track of those specific details us pattern designers are often searching for. If you label your files this way, when you need that perfect version for a licensing pitch, you’re not scrolling endlessly through mystery files.

👉 Want to level up? ALWAYS pair your file-naming with cloud backups. And to get even more polished and professionally organized, my Creative Biz Blueprint has easy-to-use systems that keep your art biz moving along smoothly and is a lot less expensive than hiring a virtual assistant.

Step 3: Add Watermarks (a.k.a. Tagging Your Suspects)

Yes, it can feel like scribbling your kid’s name on his lunchbox, but watermarks deter casual thieves and send a clear message: “This art is claimed.”

The problem? Manually watermarking each piece is about as fun as filing taxes. That’s where my favorite shortcut comes in: the Watermark Brush in Procreate. 

Your Own, Personalized Watermark Brush:

1. Create a New Brush: Open Procreate → tap the brush tool → hit “+.”
2. Import Your Watermark: Next, you’ll want to add your watermark image. This could be your signature, logo, or any unique mark you use to claim your work. Import this into the brush shape.
3. Adjust Settings: Play around with the brush settings to get it just right. You can adjust the size, opacity, and spacing to make sure it works perfectly for watermarking your artwork without being too obtrusive.
4. Save and Use: Finally, save your custom watermark brush and use it anytime you finish a piece. Just one tap and your watermark is added consistently across all your designs.

With this brush, you’ll be able to watermark your work in seconds, and then kick back knowing your art is protected. Case closed in seconds.

Step 4: Turn Documentation Into Promotion (a.k.a. Publicize the Case File)

Here’s where protecting your art doubles as promoting it. Every snap, file, and note you keep can moonlight as marketing content.

•  Progress shots → Instagram reels.
•  File naming systems → shareable “organization hacks” posts (yes, people love them).
•  Watermarking workflow → teach your audience how you protect your work.

Think of it like putting your detective work on display. Not only does it prove your professionalism, it also connects you with clients and customers who love to see how the sausage (or in this case, the seamless repeat) gets made.

If you need more direction on making patterns market-ready, my free Designing with Insight Email Course walks you through composition, color, scale, and theme—with a self-critique checklist to boot. It’s like your design detective partner in your inbox.

Step 5: Back It All Up (a.k.a. Build Your Art Vault)

What’s a detective without a secure evidence vault?

Back up your Procreate, Photoshop, and Illustrator files in multiple places—hard drive and cloud. Because nothing screams “rookie” like losing your entire portfolio to a fried iPad (ask me how I know 🙃).

Step 6: Know Your Rights (a.k.a. Read the Rulebook)

Documentation is your best defense if you ever face art theft, but let’s be clear: the law is on your side too.

Next week I’ll tackle a few points about trademarking and copyright. This is really important stuff for creative entrepreneurs because if we don’t protect our work, we don’t have a business. 

And just a little shout out for my coaching programs. If you’re not sure your portfolio is up to snuff,  I offer 1:1 Portfolio Reviews & Coaching where I’ll help you refine your work and business strategy, so you’re protected, polished, and pitch-ready.

Final Thoughts: Be the Detective Your Art Deserves

Look, I wish we lived in a world where art theft wasn’t a thing. But the truth is, it happens. And when it does, the artists who documented, watermarked, and backed up their work are the ones who come out on top.

So next time you’re tempted to save something as Untitled (501) or skip the documentation, remember: every good detective keeps their case files neat and needs to document their case. Protect your art, promote your process, and give future-you the gift of peace of mind.