template central INTRODUCTION TO create your own business cards LOGIN ENQUIRIES TEMPLATE SUPPORT

Transcription

1 INTRODUCTION TO template central create your own business cards LOGIN ENQUIRIES TEMPLATE SUPPORT LOGIN PORTAL

2 Welcome 2 Template Central is Keele University s new portal that allows staff to create branded business cards. It s similar to Moonpig and Photobox...if you ve used these before you simply login, choose your template, add your text and images, then click order. All templates can be saved as a PDF instantly and when printing is required the portal will guide you through the options. Corporate Document Services (CDS) is our approved supplier for Template Central. Orders on the portal will go directly to CDS and they will automatically process your order. This document will guide you through each business card template individually. Contents Getting Started 04 Login Details 05 How to use Template Central 06 Navigation 9 Shopping Cart 10 Ordering 15 Saving, Images, Text and PDFs Templates 16 Image Sizing 18 Business Card (2 page) 21 Business Card (4 page) Help 28 Support and Contact 29 VAT 30 Print Costs and Delivery Info Other Print Services 32 Call-off Stationery

3 3 GETTING STARTED

4 Login 4 WHERE TO LOGIN KeeleUniversity LOGIN REQUEST Please keeleuniversity@cds.co.uk CDS aim to provide login information the same day, but please allow 2 working days. LOGIN DETAILS To use Template Central you will need a username and password. Your user name is your address: m.name@keele.ac.uk Your password* is: password *Please change this on first login to keep your login private. BROWSER Template Central works on most browsers: Windows Internet Explorer 8 Firefox 3.5 Safari 4.1 Google Chrome 5 Users may also need Sun Java (version 1.4 or later) or Flash (version 8.0 or later) for some functionality. Any queries please contact the University s IT Helpdesk. ACCESS Template Central is hosted by CDS and can be accessed 24/7 via the internet. HAVING PROBLEMS Should you experience any difficulties entering the portal please CDS directly: keeleuniversity@cds.co.uk

5 How to use Template Central: Navigation 5 THE HOME SCREEN The Template Central home screen gives you access to all the templates displayed in the left-hand panel under Products. MENU TOOL BAR Start returns you to the home screen Shopping Cart stores your saved work prior to ordering, listed by the name you used to save it Orders shows any orders that have been completed My Library manages any images you ve uploaded My Profile contains your Template Central details. Use this option if you need to edit your details My Approvals contains a list of your pending orders and their current progress Logout logs you out of the website CHOOSE YOUR TEMPLATE Select which product you want to start then click on the thumbnail to begin your project.

6 How to use Template Central: Navigation 6 EDITING When you click on a template s image, a page layout displays. On the left-hand side are fields where you can enter text or change images. On the right-hand side, a page preview displays as you build up your project. All the templates work in the same way and have similar fields. EDITABLE FIELDS Update updates the preview image on the right-hand side of the screen. (Template Central automatically updates the preview image from time to time). PDF Preview creates a PDF of the project so far. Colours, clarity and images will display as they will when printed. (This will open in a new window/tab). Select page to preview many templates have more than one page to edit and you select which page you are editing here. Whatever has been inputted on this page will not be deleted once you change the page preview. Editable fields the remainder of the fields can be edited in various ways. Next Step Once you have finished your project click here to progress to the next screen.

7 How to use Template Central: Navigation 7 NEXT STEP Once you have finished designing your project you will progress through three pages of options to complete your project. SET PRODUCT OPTIONS Special instructions the onus is on you to ensure you have checked the PDF preview of your finished design and that any images that may have been uploaded are okay to be used. There are tick boxes as a check for this. Any orders that are ordered without these being ticked will not be processed. On selected templates there may be additional options to select. Quantity each template has set quantities that you can order. These are listed on the page. The price will be shown on the following page. (The full price matrix for templates is also shown on page 49 of this guide). Notes use this field to highlight any information for yourself, CDS or your Parabilis Approver. Update once you have ticked/inputted your requirements click here to update. Previous you can go back to the previous screen by selecting this. Next Step takes you to the second options page. Please note that if the tick boxes have been missed a warning page will appear.

8 How to use Template Central: Navigation 8 FINISH Description this is pre-named but we recommend that you call it something more specific or relevant to your project. Previous you can go back to the previous screen by selecting this. Add to Cart Saves your project to your Shopping Cart. Cancel this cancels your entire project. You will lose your work if not previously saved.

9 How to use Template Central: Shopping Cart 9 SHOPPING CART Although the name may cause confusion (something that we can not change), the Shopping Cart is a list of saved projects. Each project shows you a thumbnail, the CDS Reference Number, Description, Type of Product, Date and Price (excluding VAT). You have the option from here for your project to Edit, create a PDF Preview, Duplicate, Delete or place on Hold. Once you have more than one project they will be listed in alphabetical order. Below all projects will be the running total (excluding VAT). You have the option for all projects to: Continue Shopping (Create further projects). Proceed to Checkout. (At this stage all items not on Hold will Proceed to Checkout). You can access the Shopping Cart at any time from the main

10 How to use Template Central: Ordering 10 When you are happy with your project and are ready to order, click the Proceed to Checkout button in the Shopping Cart. This takes you to the Checkout Steps where you can start the process of placing an order. GOOD TO KNOW Documents in the Hold for Later folder cannot proceed to checkout unless you return them to the main Shopping Cart. When you have placed your order, your document moves into Orders and its status is set to Pending Review. Check the Ship To field displays the correct name and location. Use the dropdown list to change the name and/or the Address Book to change the delivery address. Make sure the Delivery Method field displays the method you require. If you change the delivery method, press the Update Shipping Charges button. To add or change a delivery address click to edit

11 How to use Template Central: Ordering 11 Add delivery address and click accept this will take you back to the checkout screen.

12 How to use Template Central: Ordering 12 Review your order details If you want to proceed, click Place Order If you do not want to proceed, click the Cancel Checkout button to return to your Shopping Cart, or click one of the Previous buttons to return to Checkout Steps 1 Shipping.

13 How to use Template Central: Ordering 13 ORDERS You will get a confirmation message on your screen and you are now within the Orders section of Template Central. From here you can check the progress of existing orders by clicking Details. PARABILIS For your order to progress to print, you now need to raise a Purchase Order through Parabilis. Referencing your order number create a free text order for CDS. Once the Purchase Order is approved it will proceed to print. If your PO is declined then it will not proceed to print. (You will not lose your project in this instance).

14 How to use Template Central: Ordering 14 ORDER DETAILS Once you have selected a particular order the system gives you the following information: Order reference number Shipping Destination Delivery Method Each item shows you a thumbnail, the CDS Reference Number, Description, Type of Product, Status, Options, Destination and Price (excluding VAT). You have the option from here to reorder, read the Details (Quantity, special finish etc) and Download. Should you experience any ordering problems please contact Procurement:

15 How to use Template Central: Saving, Imagery, Text and PDFs 15 Template Central does not auto-save. Whilst you can save your project (detailed below) it does means that: There is no Save button located on any page. If your browser crashes you will lose your project. There is a 60 minute inactivity timer which will automatically log you off the system. It is advised that you should name and save your work regularly and for large projects paste your copy direct from Word rather than input directly into the template. HOW TO SAVE At any point of your project you can proceed to the Shopping Cart. The Shopping Cart, despite of its name (which we can not change) is a list of all saved projects. Once a project is there you can edit, duplicate or progress to ordering. Follow the on screen instructions (see page 08) and you will be prompted to name your project. There is no time limit for projects. They will stay in the Shopping Cart area until you either progress to ordering or click delete. PROJECT IN PROGRESS Whilst Template Central does not auto save it is however aware of a project in progress. You will get a warning message if you are part way through a project that you have navigated away from without adding to the Shopping Cart. When the message appears you have two options: Click Continue you will lose any unsaved work. Click Cancel it will take you back to that project. IMAGES Currently Template Central does not support image editing within the software. This means that all images that are uploaded need to be pre-sized for each image option. Whilst this is not ideal, there are a number of options for you to edit images yourself. Please see page 50 for further details. Images need to be a minimum of 300dpi (roughly a 3mb image). Images smaller than this may print at a sub standard quality. All images uploaded by you must have the relevant copyright/permissions. TEXT It is recommended, for larger templates such as leaflets, to write your text in Word in the first instance, then paste into the template. Template Central doesn t have a built in spell checker. PDFS At any point during your project (and through to the end) you can create a PDF Preview. These will open in a new tab/window in your browser and what you see is what will be printed. It is essential that you always check the PDF Preview before completing your order. PDFs can be saved to your computer. Please note any printing must be completed by CDS.

16 Image Sizing 16 Currently Template Central does not support image editing within the software. This means that all images that are uploaded need to be pre-sized for each image option. Whilst this is not ideal there are a number of options for you to edit images yourself: Keele University image editing facility: This allows you to crop, rotate and scale down your images. A further way to edit images would be in Word of PowerPoint. All images should be of high resolution for printing. Images that have been downloaded from the internet typically print at a low resolution. High resolution = crisp printing. Low resolution = fuzzy printing. It is your responsibility when uploading your own imagery that is suitable for printing.

17 TEMPLATES 17

18 Faculty of Health and Medical Sciences Templates: Business Cards 18 ABOUT THE TEMPLATE This is the newly designed business card. We have streamlined the information that can go on the business card for consistency across the University. EXTRA FINISHES: We have added the option of laminating for a more prestige feel for the business card. Please note this is an additional charge. For business cards that need bespoke content please call your Marketing Key contact. Name Surname Postnominals Title T +44 (0)1782 XXX XXX M +44 (0)XXXX XXX XXX E address@keele.ac.uk Keele University, Keele, Staffordshire, ST5 5BG UK

19 Templates: 2 page Business Card 19 PAGE 1 The front of the business card is fixed. Nothing can be changed or edited on this page and is shown for reference. There are three options to choose from as per the current brand guidelines.

20 Templates: 2 page Business Card 20 PAGE 2 Marketing and Communications Directorate. Please check carefully that all your phone number digits have matching spacing. This is where you enter your personal details. If you do not have/need any particular fields, then you select and delete the text in the relevant field and leave it blank. There is the option to have the fixed Keele University address or to add a different address of up to three lines.

21 Templates: 4 page Business Card 21 Name Surname Postnominals Title Faculty of Health and Medical Sciences T +44 (0)1782 XXX XXX M +44 (0)XXXX XXX XXX E address@keele.ac.uk Keele University, Keele, Staffordshire, ST5 5BG UK ABOUT THE TEMPLATE This is the newly designed business card that opens to reveal additional information on the inside. This is useful to hand out at events, when you are working in partnership with a third party or when you simply need to expand on your services. It is the size of a standard business card. The outside will have the usual business card details and logo, whilst the inside can be adapted to fit your specific purpose. For business cards that may need bespoke content please call the Design Team on

22 Templates: 4 page Business Card 22 PAGE 1 The front of the business card is fixed. Nothing can be changed or edited on this page and is shown for reference.

23 Templates: 4 page Business Card 23 SELECTING THE NEXT PAGE There is a drop down menu to select the next page to input your information.

24 Templates: 4 page Business Card 24 PAGE 2 (INSIDE LEFT) This page gives you the options of 3 different layouts: All text (Arial and Palatino type option) 1 Image 2 Images If you would like the page to be blank then ignore this page. All Text: Approx 65 words 1 Image: (Landscape) 72mm x 42mm minimum 850 x 496 pixels 2 Images: (Portrait) 12mm x 15mm minimum 390 x 496 pixels Further information about image sizing can be found on page 16.

25 Templates: 4 page Business Card 25 PAGE 3 (INSIDE RIGHT) This page gives you the options of 3 different layouts: All text (Arial and Palatino type option) 1 Image 2 Images If you would like the page to be blank then ignore this page. All Text: Approx 65 words 1 Image: (Landscape) 72mm x 42mm minimum 850 x 496 pixels 2 Images: (Portrait) 12mm x 15mm minimum 390 x 496 pixels Further information about image sizing can be found on page 16.

26 Templates: 4 page Business Card 26 PAGE 2 Marketing and Communications Directorate. Please check carefully that all your phone number digits have matching spacing. This is where you enter your personal details. If you do not have/need any particular fields, then you select and delete the text in the relevant field and leave it blank. There is the option to have the fixed Keele University address or to add a different address of up to three lines.

27 HELP 27

28 Support and Contact Information 28 DESIGN Template Central is a great asset to the University however by its nature can be restrictive. Whilst it allows you to manage your own design and print you may at times need some assistance from imagery sourcing to advice. For further assistant get in touch with the design team in the Marketing and Communications Directorate. c.belford@keele.ac.uk Call: (7)34749 PROCUREMENT The ordering process should be straight forward but should you experience any issues relating directly to payment then there are numerous ways to get help. Procurement are also able to help with Parablis training, Purchase Order queries and any supplier issues. 1. Contact your assigned Champion 2. Visit: procurement/e-procurement/ 3. finance.eprocurement@keele.ac.uk 4. Call: (7)33893 TEMPLATE CENTRAL (CDS) CDS manage Template Central, call-off times and small print run literature quotes and printing. Get in touch with our designated Account Manager Alison for help with: Workshops and training Login errors System errors Get in touch with our designated Account Manager Katriona for help with: Login requests Quotes All order updates Delivery queries Print advice Call the main Leeds helpdesk on: Or keeleuniversity@cds.co.uk stating your request in the subject line.

29 VAT (a guide) 29 It can be difficult to understand which printed items require VAT adding to the price, especially being an educational institution. If ever in doubt, add VAT to your order you will not be charged if it not applicable. All prices displayed on Template Central are before VAT. ZERO RATED (NON VATABLE) SUPPLIES This is generally anything that can be held in the hand which gives information and does not have more than 25% blank pages or forms: Leaflets (Note 2) Books and booklets (Note 3) Brochures and pamphlets (Note 4) Printed music Maps, charts or plans (non-decorative) Minor accessories supplied as part of the supply e.g. dust covers and presentation cases STANDARD RATED (VATABLE) SUPPLIES Anything else: Design work (unless a small part of a zero-rated supply above) Photographs (including for graduation) Compliment slips Diaries Music rolls Posters (but see Note 1) Questionnaires Photocopying Leaflets/booklets with over 25% blank pages or forms for completion. NOTES Note 1: Posters are standard-rated. However, as a charity, if these will be used for advertising which is not on Keele land we can claim zero-rating by issuing the supplier with a certificate. The certificate can be found at: finance/vat/zeroratingcertificates Note 2: Leaflets normally: consist of a single sheet of paper not greater than international standard A4 in size (larger publications up to A2 size can be zero-rated provided that they are printed on both sides, folded down to A4 size or smaller and meet the other conditions) are intended to be held in the hand for reading by individuals (rather than for hanging up for general display) convey information are complete (and not a part work) are supplied in sufficient quantity (at least 50 copies) to permit general distribution are printed on limp paper, and will either be of an ephemeral nature (designed to be read a few times and then thrown away) or be designed to accompany some other product or service, for example an instruction leaflet. Note 3: Books and booklets usually consist of text or illustrations, bound in a cover stiffer than their pages. Loose leaf books and booklets are included. Note 4: Brochures usually consist of several sheets of reading matter fastened or folded together, which are not necessarily bound in covers. They usually contain material in the form of text or illustrations. Pamphlets are similar, but are usually comprised of material of a political, social or intellectual nature. VAT CONTACT Stuart Smith (Tax Accountant) (7) or s.smith@keele.ac.uk

30 Print Costs and Delivery Information 30 We have worked closely with CDS to produce a price matrix for our business cards and call-off printing. The cost is inclusive of printing and delivery. All prices displayed on Template Central is before VAT. ADDITIONAL Next Day Delivery pm 10am 2pp Business Card pp Business Card Laminated* * 27.50* 4pp Business Card DELIVERY Standard turnaround on items is 3 days (Order cut off 12:00pm). *Laminated business cards turnaround is 5 days. Delivery is to one Keele University address.

31 31 OTHER PRINT SERVICES

32 Call-off Stationery 32 The University has pre-printed a bulk amount of stationery that situates in CDS s warehouse. When you require this material you need to order this through the punch-out facility on Parabilis. The prices and quantities are pre-set on Parabilis. You can order: Standard Letterheads, Compliment Slips OVER-PRINTING At times departments/faculties may prefer to have their letterheads and compliment slips overprinted with their own specific details in black ink only by CDS. This is at an additional cost to yourselves and can be ordered on Parabilis as a Free Text order. You will need to provide the details you require in the notes section. CDS will you a proof to sign off before they are printed. In the future other items will also be available such as corporate folders. Note: The standard letterheads have just the University logo on them. with compliments 100% Recycled Paper Keele University Staffordshire ST5 5BG UK + 44 (01782) You can download a Word template which can be used to personalise your own specific address details directly from your machine. This can be found at Keele University Staffordshire ST5 5BG UK + 44 (01782) % Recycled Paper