Bona Central Marketing Portal Manual

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Camilla Joleen Eaton
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1 Bona Central Marketing Portal Manual For administrators 1

2 Bona Central Marketing Portal Manual For administrators

3 1. Introduction and background This is the manual and user guide for Bona Central Marketing Portal. The purpose of the Bona Central Marketing Portal is to give access to Bona Central Marketing approved marketing material. Bona is an international company and we must make sure that our material is used in a correct way all over the world. We have taken the following into account: The Ownership perspective The Legal perspective The On Brand Strategy perspective The Content Perspective The Ownership perspective Central Marketing is the owner of the Marketing Portal and to be even more specific the EMEA/APAC Marketing Manager is responsible for the Portal and all material on the Portal. This means that it is only Central functions in Malmö that will be administrators and be able to upload material on the Marketing Portal. These are: Central Marketing Central H&R Central IC EMS The Legal perspective Central Marketing must make sure that all material that are on the Marketing Portal is legal to use worldwide. We have 4 regulations/laws to follow and these 4 rules should apply on all material that we have on the Marketing Portal. Marketing Law Responsibility to: Follow the EU-law and Domestic law Privacy Law Responsibility to: Remove offending data Electronic Bulletin Boards Law Responsibility to: Provide Information Superintend Remove illegal messages Copyright Law Responsibility to: Not distribute copyrighted material without permission 3

4 1. Introduction and background On Brand Strategy perspective Central Marketing must be sure that all material that are on the Marketing Portal follow our CVI (Corporate Visual Identity) and our BVI (Brand Visual Identity). Content Perspective The Marketing Portal should only contain marketing material and nothing else. 4

5 2. Log-in page This is how the Log-in page looks like: 5

6 2.1 How to give access If somebody wants to have access to the Bona Central Marketing Portal, send a mail to webmaster@bona.com and enclose your personal information as followed: First name: Jill Last name: Smith address: jill.smith@thefloormagazine.com Company name: The Wood Floor Magazine Profession: journalist This information must be provided in the mail in order to get access. Then you will get an with your log-in information. Responsibility It s Central Marketing that gives permission for access. 6

7 3. Landing page an overall structure This is how the landing page looks like. The overall structure of the Bona Central Marketing Portal is that we have four entrances: Consumer Professional Industrial Coatings Corporate EMS 7

8 3.1 Copyright notice on landing page To protect Bona property we have on the first page a Copyright notice: Copyright notice on the Bona Central Marketing Portal says: The contents of Bona Central Marketing Portal ( Bona Content ) are protected by copyright and intellectual property laws and owned or licensed by Bona AB or its subsidiaries. Bona Content are free to use: by press and media for non-commercial editorial purposes in connection with articles and publications regarding Bona; for the sole purpose of selling, marketing, advertising or otherwise promoting Bona AB and its products, provided that this use follows the from time to time applicable instructions from Bona AB. All use of Bona Content must include a reference to Bona AB as the source and include the copyright notice Bona AB, Sweden All rights reserved. Modifications, amendments or alterations to Bona Content are expressly prohibited. Bona Content may not be used in defamatory or slanderous manner. Except as specified above, Bona Content may not be used without prior written permission by Bona AB. For such permission to use Bona Images, please submit a detailed request to webmaster@bona.com 8

9 4. Structure on subpages This is how the sub page for Professional looks like. The content is divided into following categories: Professional Imagebank Marketing POS Graphic manual Logos & Symbols PR Activities Certificates Professional 9

10 4. Structure on subpages Consumer This is how the sub page for Consumer looks like. The content is divided into following categories: Consumer: Imagebank Marketing POS Graphic manual Logos & Symbols Activities Product Catalogue 10

11 4. Structure on subpages Industrial Coatings This is how the sub page for Industrial Coatings looks like. The content is divided into following categories: Industrial Coatings: Imagebank Activities PR 11

12 4. Structure on subpages Corporate This is how the sub page for Corporate looks like. The content is diveded into following categories: Corporate: Imagebank Graphical manual PR Movies Logos & Symbols Presentations Brochures/leaflets 12

13 4. Structure on subpages EMS This is how the sub page for EMS looks like. The content is diveded into following categories: EMS: Consumer EMS: Marketing Point of Sales Professional EMS: Marketing Point of Sales 13

14 5. Uploading & manage content These departments have access to upload and download content and manage structure: Central Marketing (Consumer & Professional) Central H&R (Corporate) Central IC (Industrial Coating) EMS All other users are able to see and download content if they have a log-in acceptance: Subsidiaries Suppliers Distributors Free download without log-in is the part of the Bona Central Marketing Portal which we call: Press 14

15 6. How to work with copyright on material uploaded on the Bona Central Marketing Portal All material uploaded on the Bona Central Marketing Portal must be copyrighted. We work with 5 agreements that must be signed for all material uploaded: 15

be marked with our corporate symbol: Bona AB, Sweden

16 6. How to work with copyright on material uploaded on the Bona Central Marketing Portal All material must be marked with our corporate symbol: Bona AB, Sweden All rights reserved. Enter text about copyright here. 16

17 7. How to create users and grant access 1. Enter and login 2. Go to Admin 17

18 7. How to create users and grant access 1. Click on Users & Groups and List users 2. Click on User never grant access rights at company level 3. Choose country and level of access rights 4. Click on the new user symbol 18

19 7. How to create users and grant access Tick the access wanted (1-5) in Rights group. Enter information: First name Surname address Login name (same as ) 19

20 7. How to create users and grant access The user is now added to the list of users in the specific country. Press the mail symbol to send the user an notification with login and password information. 20

7. How to create users and grant access An e-mail is automatically

21 7. How to create users and grant access An is automatically opened and the mail content generated. Press send to notify the user. 21

22 8. Search for user Log in and go to Admin. 22

23 8. Search for user Click on Users & Groups and List Users. Fill in user name or company name and press search. When the user/company appears in the list, click on Edit/Login to edit information. 23

24 9. Instructions for the production of artwork Distribution within Bona takes place via the Bona Central Marketing Portal with the Internet as a platform. The size of the files must therefore be as small as possible. Please follow these guidelines. It must be possible to open all files without any problem on a PC with Windows XP/Vista/7. IMAGES Colour space RGB and the printer/printing house respectively are responsible for ensuring that the CMYK is converted correctly. RESOLUTION Magazine, o_set mfl 300 ppi Daily press equiv. 170 ppi Banners/roll-ups 120 ppi FILE FORMAT All images must be saved in a JPG format set to a quality level of 10 in Photoshop. No other file formats are acceptable. (exposure now works with JPG) CROPPING Images must be cropped closely so that no extra space is included in the image. SIZE (SURFACE AREA) Images are saved at their normal size (possibly + approx. 20%). I.e. if the image in the artwork is 3x4 cm, the image/file must be the same size (poss.+ 20%) in Photoshop, not 50x40 cm. LOGO AND ILLUSTRATION Save in EPS (vector) format only. No other format is acceptable. OTHER INFORMATION InDesign One document/folder per artwork not multiple pages for ads etc. The Links folder must only contain embedded pictures. inx files must always be attached to ensure that the file can be opened in an earlier version. TYPEFACE The typeface is Opentype. No other typeface may be used. If special characters are required, they should be created as an illustration and not using a special typeface. FILENAME Only use the characters a-z and 1-9. There must be no spaces in filenames. FILE EXTENSIONS All files must have a filename extension consisting of 3 characters. UPLOADING TO THE BONA CENTRAL MARKETING PORTAL Upload as a zipped folder and a low-res PDF. Be sure that the file ends in.zip only. CHECK The best way to check that everything is right is to create a high-res PDF file and a jmf file with the size of the complete folder. The PDF will always be smaller. The folder will always be slightly larger. But if the PDF is 2 MB and the folder is more than 100 MB, then something is wrong. In this case, a folder of about 20 MB may be accepted. 24

25 10. How to upload artwork Download and save the zipped file and extract low res pdf. Check that delivered zipped file contains: Document fonts Links InDesign documents Low-res PDF Instructions Files should be named bona xxx 25

26 10. How to upload artwork Go to View all Folders and navigate to the folder where you want to place the artwork, for example an activity in Activity list. 26

27 10. How to upload artwork Click on Upload. 27

28 10. How to upload artwork Click on Upload files and choose the low-res PDF Choose Media type, e.g. Artwork, Marketing, Presentations, Certificate, POS & Logotype Publish 28

29 10. How to upload artwork A thumbnail image is now created Mark it and go to Edit 29

30 10. How to upload artwork Under Info, fill in Name, Description and Search terms Save 30

31 10. How to upload artwork Under Category fill in type of Artwork and set Access rights and save. 31

32 10. How to upload artwork Under Add files, click on the arrow to upload the zipped file Save 32

33 10. How to upload artwork The artwork can now be located as POS and Wobblers. 33

34 11. How to upload images File format should be JPEG. 34

35 11. How to upload images Go to View all Folders and navigate to the place and folder in which the image should be placed. Choose Upload 35

36 11. How to upload images Click on Upload files and browse to the image Under Media type, choose Image or Logotype Publish 36

category Under Access rights, tick the correct access

37 11. How to upload images Under Info, enter a name, description and search term Under Category, choose a category Under Access rights, tick the correct access Save Under Copyright Image add text concerning copyright 37

38 11. How to upload images The image can now be located under Inspiration. 38

Overview NOTE: Listing Overview. User Profile. Language Selection. Asset(s) View. Asset(s) Details. Editing Mode

Overview NOTE: Listing Overview. User Profile. Language Selection. Asset(s) View. Asset(s) Details. Editing Mode Overview Listing Overview User Profile Language Selection Asset(s) View Asset(s) Details Editing Mode NOTE: Some functions may not be available to all users depending on permissions granted. Some of the