Storefront Ordering System Demonstration Guide. Powered by

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1 Storefront Ordering System Demonstration Guide Powered by

2 Welcome to CMYK s Storefront Ordering System (SOS) The following pages will guide you through our Demo Site. We will show you many options available to customize a site specific to your needs. If there is something that you don t see in this demonstration that you would like, please contact us. Our system can help you control costs, inventory and reduce time spent by your employees, franchisees or customers, while giving you increased control over your products. Our storefront comes with a full array of reports to assist you in your day to day operation. Step by Step Demostration Guide begins on page 3. Thank you for choosing CMYK s Storefront Ordering System. Feature Highlights Site Customization Personalize the Storefront to your branding guidelines. Order Management Easily manage your orders from one screen, place order, check status, add shipping information, integrated payment, receive order confirmation, reorder from history and much more. Product Catalogs Create custom product catalogs for each of your users, divisions or franchisees that are only accessible through their personal login. Track product inventory and add products so that they can easily place orders. Product Customization Customization and variable data integration within the StoreFront allows you to quickly customize, proof and approve items directly. Great tool for business card, stationary, brochure and any other items you need to customize. Mailing Solution Choose your mailer, acquire the mail list based on your criteria, then address and mail your marketing piece. Inventory Control Manage inventory levels and history with SOS s inventory control capabilities. You can view details and orders placed against the inventoried products. You can show inventory levels, set re-order points and allow back orders if you want. Payment Integration SOS offers multiple payment options. Including purchase order, cost center, credit card and PayPal. We offer over 60 different payment providers worldwide. Shipping Integration Provide real time shipping costs during the ordering process with UPS and Fedex integration. You can define the service level you want and the pricing is automatically updated. You can setup multiple shipping option as well, including pick up, delivery vehicle or courier service. User Management Create unlimited number of users to easily track who placed each order. Assign a variety of permission levels to each user to better manage the ordering capabilities of each user. Reporting You can create reports for Inventory, Tracking, Usage, Cost Centers and the ability to customize reports. 2

3 Powered by How to Log In: Click on the Enter Demo Site icon, located on our Store Front Web Page. You will enter the Demo Site as a guest and won t have to login unless you want to take full advantage of the Demo Site. You can create a username and password at any time by clicking on Sign In at the upper left portion of the screen. You will be required to Sign In at the order processing page, to continue the Demo. Storefront Ordering System (SOS) Keep your branding consistent and your ordering all in one convenient locations... with CMYK s Storefront Ordering System (SOS). SOS is a web based ordering tool that automates repetitive office and marketing tasks. It provides you with the ability to streamline your ordering processes while strengthening your branding and keeping your costs in check. SOS is customized to your ordering process and branding guidelines. Storefront Ordering System Features Site Customization Order Management Product Catalogs - Searchable Order Standard Items Order Custom/Personalized Items Order Inventoried Items Inventory Control Tools Online Proofing & Approval Mailing Solutions User Management Shipping Integration - UPS and FedEx Payment Integration - POs, Cost Centers, Credit Card & PayPal Custom Reporting SOS is a scalable solution with little or no set up costs and can grow with your needs. SOS is a completely secure system using encryption and SSL certificates and uses redundant servers and backup systems. Take a quick tour of our Storefront Ordering System by simply clicking on the Demo link. Enhance your demonstration by downloading our Reference Guide. Get Started Today! Click on Guide to Download StoreFront Ordering System Demonstration Guide Print out the Guide 3. Click on the link below to start exploring SOS 3

4 How to Order: (static products) Click on Browse Products. This will bring you to the Products page. Click on Click to Order on the item you wish to purchase. (Static items include Corporate Letterhead, Journal Book, Postcards, Stylus Pen and The Power of Printing.) (You may search (2A) for an item through our search feature. Search is available on all pages in the task bar and is only available if you are logged in.) 3. Choose the quantity of the selected item from the dropdown menu. (Click the Download/Preview button (3A) to view item if needed. For pricing, place cursor over $ button (3B) to see a price breakdown by quantity) 4. Click Add To Cart. (Pricing will update automatically in cart) 2A. 3A. 3B Choose Browse Products to continue shopping. Repeat Step 2 through 5 until you have ordered all the product you need. 6. Select Checkout to complete your order

5 How to Order: (dynamic variable products) Click on Browse Products, if you are not on the Products page. 2A. Click on Click to Order on the item you wish to purchase. (The business card and division letterhead are variable information products in this demo site. Business Card is used in this demo.) 3. Fill in all applicable field (If you need to reset all the fields, simply click on reset fields (3A)) (In addition to variable text our StoreFront Ordering System allows you to upload graphics/photos or pull from a preloaded graphic library for images you may require.) 4. Once you have completed filling in the fields, click on Preview. (You are required to Preview product prior to selecting Add to Cart ) 3A

6 How to Order: (dynamic variable products) Review the Preview. After reviewing close Preview window by clicking on the Close button. (If you need to correct any of the information you entered, do so and click on Preview to review your proof.) 6. Click I accept the proof. Once you have reviewed and approve for printing. 7. Choose the quantity you want to order from the dropdown menu. 8. Click Add To Cart. (Pricing will update automatically in cart) Choose Browse Products to continue shopping. Repeat Step 2 through 5 until you have ordered all the product you need. 10. Select Checkout to complete your order

7 Complete Your Order: Checkout To continue the Checkout procedure, you will need to log in or create a username and password, if you haven t already. Fill in the field and click Create User. Review selections, edit if necessary and click Continue. (You can change the quantity in the dropdown menu, or delete the item from the order by clicking the trash can icon.) 7

8 Complete Your Order: Shipping Enter Ship To Address or Select from List, then click Continue (The default Ship To address is the address you entered when you created your username and password. Addresses can be preloaded into System and will appear in the dropdown menu.) Select the Shipping Method and Service Type (2A) for your shipment. If you make a changes to the default setting, click on Re-Calculate (2B) to update. The shipping cost is displayed above the Service Type box (2A). Once you have updated to the desired shipping criteria, click Continue. (If you need to change the Ship To Address, simply click on Change Address. (2C)) 2C. 2A. 2B. 8

9 Complete Your Order: Payment Complete Your Order: On Account Enter Coupon Number (CMYK10off), then click Recalculate. (The Coupon section is an option available to you if you choose to offer this option. The Coupon section is only visible if activated.) Review order information and enter Delivery Date by entering date or by clicking on calendar icon. Enter notes in the Order Notes (2A) area, if you desire. 3. Click on the On Account radio button in the Billing Method area. Enter your Purchase Order number (2B). (Credit Card Billing Method is demonstrated on page 9.) 2A. 3. 3A Click Confirm and Submit Order Confirmation You will automatically be ed a confirmation. You can select Click Here to View Your Order Confirmation, and you can save the confirmation as a PDF for your records, as well as print your confirmation.) 9

10 Complete Your Order: Payment Complete Your Order: Credit Card Enter Coupon Number (CMYK10off), then click Recalculate. (The Coupon section is an option available to you if you choose to offer this option. The Coupon section is only visible if activated.) Review order information and enter Delivery Date by entering date or by clicking on calendar icon. Enter notes in the Order Notes (2A) area, if you desire. 3. Select on the Credit Card radio button in the Billing Method area. (On Account Billing Method is demonstrated on page 8.) 2A Click Continue 5. Fill in your Credit Card information and click on Process Payment. (Credit Card processing is inactive in this Demonstration site. You will get an error message when you process any payment. Please click on the back arrow in your browser and select On Account to finish processing your order.) 10 5.

11 Thank you for touring CMYK s StoreFront Ordering System This completes the main areas of our Demo Site. On the following pages, we describe and illustrate several additional options and features available to you, such as Order Control Center, Re-Order Items and Managing Addresses and Assets. We will also talk about additional management and approval options, such as Gatekeeping, as well as managing users. Once you have placed an order, these functions will be helpful to you for re-orders, tracking and much more. User Roles Guest Guest role allows users access into the site, where they can add products to cart but to actually place orders they need to login with at least a Customer role. Guest role is how you originally entered the CMYK Demo StoreFront. Customer When you signed up and logged in, your user status by default is customer. With this user role you have the following capabilities: Browse the company catalogue Customize products 3. Add products to cart 4. Place an order 5. Browse old orders and reorder 6. Manage their own assets Gatekeeper Has one major task: Release orders to production or cancel them. This role is used by companies that do not allow users to place orders directly. A Gatekeeper is required to release or cancel the order every time an order is placed. A Gatekeeper also has Customer privileges. Group Gatekeeper (as opposed to Gatekeeper) Similar to a Gatekeeper, a Group Gatekeeper can approve/cancel/ modify orders placed by members of group he or she is a member of. Manager Performs the same tasks as a Customer, plus Manage Company Users (Add/Edit/Deactivate) Manage Company Assets in addition to his/her own assets Group Manager Similar to a Manager but can only add/edit users and assets in the group he or she is a member of. User roles can be combined to allow a user the required capabilities that you require. (ie.; A user can have Customer, Gatekeeper and Manager roles) 11

12 Administration Feautures: Role - Customer Available Options - Order Control Center User with Customer role have the following administration features; Order Control Center The Order Control Center allows you to view your orders in the system. To access the Order Control Center, click Administration> Order Control Center. The Order Control Center allows you to view jobs in three sections. Current Orders Completed Orders 3. Cancelled Orders To access these sections, click on the Show dropdown menu and click on the appropriate section. Users can view, print and reorder from the Order Control Center, to do so, simply; Click and you can view and/or print a copy of the invoice. (2A.) Click or on the Order ID and you can view a detailed view of the order. (2B.) Click and you can re-order any of the items contained in that order. (2C.) You can also CMYK s SOS Customer Service Desk, simply by clicking on the Store button and filling out the form. (2D) 2C. 2B. 2D. 2A. 3A Detail View Screen, shows you the detailed information of the order and you can get the tracking information on the shipment once the status is updated displaying shipped. You can also go directly to the Order Queue, view the corresponding invoice and Re-Order directly from the Detail View Screen. Simply click on the appropriate menu item at the top of the screen. (3A) 4. Re-Order Screen, shows you all the items from that order. You can order individual items, by clicking on the re-order button at the end of the items row. Or you can re-order the entire order by clicking on the Re-Order All Items button

13 Administration Feautures: Role - Customer Available Options - Re-Order Items Re-Order Items The Re-Order Items allows you to re-order any previouly ordered items. To access the Re-Order Items, click Administration> Re-Order Items. In the Re-Order Items window, you will see all of the items you have ordered. If you click on: Order No you will see the Detail View of that order. Item you will see the Job Detail. Status you will see the Detail View of that order. and you will be brought to that items product page, where you can add that item to a new/current shopping cart. You can Show current, completed or canceled orders, Store is you have any questions for our customer support team. 13

14 Administration Feautures: Role - Customer Available Options - Manage Addresses Manage Addresses Manage Addresses allows you to add and/or modify your shipping addresses. To access the Manage Addresses, click Administration> Manage Addresses> Personal Addresses. In the Manage Addresses window, you can add new addresses or modify existing addresses If you click on: Add New Address the shipping address window will appear and fill in all the information for the new shipping address (3.) Modify Selected to make changes to an existing address. (4.) You need to click on the ballot box in front of the address you wish to modify or simply click on the pencil icon to modify that address. (2A.) 2A

15 Administration Feautures: Role - Customer Available Options - Manage Assets Manage Assets Manage Assets allows you to add, delete and organize your assets. Assets are graphics, photos, etc., that you would use in variable information products. To access the Manage Assets, click Administration> Manage Assets> Personal Assets. Through the uses of the toolbar you can manage your assets. If you click on: s and g this allows you to go Back and Forward through your file tree. To open a folder Refreshes the screen Add a new folder Delete an asset Grid View Thumbnail View Upload an asset 15

16 Administration Feautures: Role - Gatekeeper As a Gatekeeper, their task is to release, modify or cancel orders placed by users. They also have all the features of a Customer, since all users have to have a minimum role of Customer. Administration Features The Gatekeeper has all the features as a Customer as shown on pages click Administration>... to select any of those features. Order Notification When an order is placed, the Gatekeeper will receive an notifying them that an order has be placed and needs to be reviewed. The Gatekeeper will then need to review and process the order, i.e., release, modify or cancel The Gatekeeper simply needs to click on CMYK Printing and they will be brought to the Order Release Window. 16

17 Administration Feautures: Role - Gatekeeper Releasing Orders Order Release Window The Status of the order will show Pending. Through the Order Release Window, the Gatekeeper can: (1A.) Release the order as is. Cancel the entire order 3. Replace modify the order 1A. The order can be edited through the toolbar items, the product list or the Replace button. Release/Cancel Verification Once the Gatekeeper reviews and makes any changes, simply click on the Release button. After clicking the Release button, a verification window will appear. Click OK to release or Cancel to get back to the Order Release Window to make any necessary changes. If the Gatekeeper deems it necessary to cancel the order, simply click on the Cancel button. After clicking the Cancel button, a verification window will appear. Click OK to cancel or Cancel to get back to the Order Release Window to make any necessary changes. 3. Released Order After verifying the release of the order, the Released Order Window appears. You will see the Status has changed to Released. Similarly if the order is canceled the Status will show Cancelled. Once the Gatekeeper has Released/Cancelled the order, an automatically generated notification will be sent showing the Gatekeeper s action. Group Gatekeeper Same roles as a Gatekeeper but only applies to users in their specific group

18 Administration Feautures: Role - Manager Available Options - () Users with Manager role have all the Administration Options of a Customer including; Order Control Center Re-Order Items 3. Manage Addresses - Personal 4. Manage Assets - Personal In addition to these Administration Options, a Manager also have the following: Manage Addresses - Company Addresses Manage Addresses - Manage Address Fields 3. Manage Assets - Manage Company Assets 4. Welcome Messages 5. Manage Shared Data 6. Reports Manage Addresses - () Company Addresses Similar to Personal Addresses, a Manager has control over Company Addresses. Company Addresses are address that are available to all users 3. Manage Address Fields - (3.) Allows Managers to add additional fields as necessary in their address list. For example, a description of a shipping address could be added. Select Administration> Manage Addresses> Manage Address Fields Click the Add new field link 3. Type a Field Code (your own identifier for what this field is for) 4. Type a Field Name (name that will be displayed in the address field) 5. Click the Insert icon to create the field The new field can now be viewed on the Manage Address page. 18

19 Administration Feautures: Role - Manager Manage Assets - () Company Assets Similar to Personal Assets, a Manager has control over Company Assets. Company Assets are assets that are available to all users. Welcome Messages - () Allows Managers to customize Welcome Pages. This allows users to be introduced to the system prior to logging in and messages being personally addressed once they have logged in. Here is a brief description of the Welcome Messages. Unauthenticated Message edits the login page for the site Authenticated Message edits the home page the users will see after they log in with their username and password UnAuthenticated Top Message Message appears to the top of the Dashboard for unauthenticated user UnAuthenticated Bottom Message Message appears to the bottom of the Dashboard for unauthenticated user Authenticated Messages Common Top Message Message appears to the top of the Dashboard for authenticated user Manager Message Message for users of Manager role Gatekeeper Message Message for users of Gatekeeper role Customer Message Message for users of Customer role (Almost all users) Common Bottom Message Message appears to the bottom of the Dashboard for authenticated user 19

20 Administration Feautures: Role - Manager Manage Shared Data In the Storefront Ordering System you can create dynamic products. Dynamic products contain dynamic objects and can therefore be adapted to each user s needs. This is done using customization. Customization is a process that reflects the user s input. It is performed on Objects and Variables that are included in a dynamic product and are made available in the Storefront Ordering System. Users can manually specify fixed values for these Objects and the specified values are common to all dynamic product instances of an order. For example, a user may customize a dynamic business card by specifying their name and contact information to be displayed on all cards. This is done by the use of PDFLib Blocks. PDFLib supports a template-driven PDF workflow for variable data processing. Using the concept of blocks, imported pages can be populated with variable amounts of single- or multi-line text, images, or PDF graphics which can be pulled from an external source. Shared Data can be used in the building of PDFLib Blocks. Shared Data is information that can be accessed using a dropdown menu for specific variable data requirements. For example, if you have multiple locations, you can use Shared Data to create those locations that users can access via a dropdown menu. This way the user chooses the address they want and doesn t have to input that information manually. Shared Data is a time saving and error preventing option available for dynamic products. If Shared Data is something you are interest in using, please contact your CMYK Storefront Ordering System representative for more information. 20

21 Administration Feautures: Role - Manager Reports - () The Storefront Ordering System offers a variety of standard reports as well as the ability to create custom reports. Standard Reports Simply click on one of the standard reports to access that report. () Select the options at the top of the report window. These option will vary depending on the report you have chosen. (3.) 3. Once you have changed the option, click View 4. The report will display on your screen. You can change the options and click View to update the report. (4.) 5. You can export the reports as a PDF, Excel File or Word Document, simply by click on the appropriate icon on the left of the report. (4.) Custom Reports Click on Design or Run Custom Report(s). (5.) You can access any custom report you already created or create a new report. New Report - (6.) Click on Add New Report Enter the desired name of the new report in the Name field. 3. Select the Type from the dropdown menu. Make sure you do this prior to adding fields, if you change this after adding fields the list will be cleared. 4. Add the desired fields by selecting the field from the Select Columns list and click Add. 5. Once you have added all the field you want for your custom report, click on Save to create the report. Your new report will appear in the custom report list on the left side of the window Run/Edit Custom Reports Click on Run next to the custom report you wish to view. You can also Edit or Delete any custom report you have created, by clicking the corresponding icon, next to the report name. 21

22 Administration Feautures: Role - Manager Manage Users Through the Manage Users Option, a manager can both Add and Edit Users and Groups. Add/Edit Users - () From the Manager Users window, you can: Add New User Update Users 3. Upload Users 4. Download Users Add New User Click on Add New User () Enter the User Name, Password, Confirm Password and . (3.) The is the user s that will be used for accessing and corresponding with our Storefront Ordering System. 3. Click on Create User (3A.) 4. Fill in the field (4.), select Roles, Group and Notifications. You can also reset the Password. Click Save once you have completed the form. (4A.) Edit User Click on Edit next to the user you want to edit. (2A.) Make the desired changes and click on Save. (4A.) 2A. 3. 3A. 4. 4A. 22

23 Administration Feautures: Role - Manager Manage Users Upload Users Upload Users always you to upload multiple users at once through the use of an Excel spreadsheet.. Click on Upload Users () Click on Download Structure () This will download a pre-configured Excel file with examples. 3. Open the downloaded Excel file and fill in the user information. 4. Click on Choose File and select the file you created with the user information you wish to upload. (2A.) 5. Click on Upload (2B.) Add/Edit Groups Add Group Click on Add/Edit Groups (3.) Click on Add new group (4.) 3. Fill in Group Name and Description. (4A.) 4. Click on Insert (4B.) Add/Remove Users to a Group Click on Users next to the group you want to add users to. (4C.) The column on the right are all the users available to add. The column on the left are the users in that specific group. First select the name(s) you want to add/remove and use the button in between the columns to add, remove or move your selection. (5A.) 4. Click on Save (5B.) 2B. 2A C. 4A. 4B. 5. 5A. 5B. 23

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