Names and Numbers SpecArt System ver 4.0 Introduction and Functional Overview

Transcription

1 Introduction and Functional Overview General Introduction and Outline SpecArt Ver 4 represents a significant improvement over the former systems. It includes many of the positive features of the previous versions while adding some additional features that will make the experience more intuitive and productive. We have focused on streamlining some burdensome processes, operating on a wider variety of mobile devices and improving performance. New features include: Easy access to status information of Completed and Uncompleted submissions Improved pre-built templates Ability to submit requests for multiple headings in the same book More robust system to respond to queries Ability to upload artwork for some mobile devices Easier access to completed artwork The system is designed to work best on the Internet Explorer or Google Chrome Browsers. Mobile platforms include latest generation Apple (IOs 8 or greater) and Android products. It is important to note that when using mobile devices, or using he zoom controls on that device, that the screens as depicted in this document may not be the same. As the windows resize to accommodate different screen sizes or resolutions, the system will rearrange the presentation screens/menus as necessary. When completed with your SpecArt activities, be sure to Log Out of the system to ensure the system is not used inadvertently by another user. However, after 25 minutes of inactivity, the system will log out automatically. Any incomplete transactions will be lost. Document Arrangement This document is divided into 6 sections. Each section is devoted to specific functions of the program with the intention of providing detailed information to help you use the system more effectively. Section 1 Login and General Information Page 3 Section 2 SpecArt Submission Page 6 Section 3 SpecArt Query Response Page 16 Section 4 SpecArt Revision Page 20 Section 5 SpecArt Viewer Page 24 Section 6 Technical Support Page 31 SpecArt System Ver 4 Introduction Aug 2017 Page 1 of 31

2 Introduction and Functional Overview Spec Art System Functional Overview The SpecArt system utilizes the same login information that is used for your and Intranet. Refer to Section 1 for instructions on how to login and an explanation of the home screen layout. Section 2 outlines the SpecArt Submission process. It allows you to submit a SpecArt request, instructions to the artist and additional files (pictures, logos) into the system. You have the ability to request a completely customized SpecArt, or choose from a group of pre-built templates that can be easily modified for an upcoming short-notice customer presentation. This option is ideal as it takes very little time to select and provide the necessary information about the business. It is also quickly produced because the artists only needs to modify basic information. No matter which type of SpecArt you select, your submission/request is placed in a production queue, arranged by date needed, and then assigned to an artist by the Spec Art Manager (or acting manager). Once the request is completed, you will receive an notification. The artist assigned to your request may query you, should there be a question or need for additional information/files. You will receive notification via . Section 3 contains the instructions for responding to a query. A timely response to a query will ensure that your request will be completed on time. Section 4 contains the steps to submit a Revision to an existing completed SpecArt. This will enable you to respond to a customer s feedback on the original. This should save you and the Spec artist time by modifying existing artwork that perhaps was reviewed in the previous canvas, but did not result in a sale. Section 5 contains instructions on how to View, Save or Print the completed request. Additionally, you can select from Prior SpecArt that may have been created as a result of a previous account executive s request. This is especially valuable if you have inherited an assignment, since the artwork is completed and ready to go. Section 6 Technical Support The system has many safeguards and error checking designed to protect the integrity of the system and advise you of any issue or circumstance that needs attention. In many cases, when an error is detected, the technology team receives an alert that there is a problem. Sometimes, we may communicate with you concerning the issue at hand. However, if you are having an issue or question, you may submit a Technical Support Request. SpecArt System Ver 4 Introduction Aug 2017 Page 2 of 31

3 Section 1: Login and General Information 1. Enter your login (FirstName_LastName) and password in the blocks provided. Left-click on Log In button. 2. When the initial screen appears, verify that your name appears to the right of the Menu Window. If not, close the browser and restart the application. SpecArt System Ver 4 Section 1 Aug 2017 Page 3 of 31

4 Section 1: Login and General Information 3. This window is divided into 4 parts as identified on this picture. d. Quick Search a. Menu Window c. Uncompleted SpecArt b. Last 15 Completed SpecArt a. Menu Window: Used to select various activities such as: Home: Returns to the initial SpecArt System page Submission: Starts the process to submit a Custom or Pre-Built SpecArt Request. Query: This section enables you to answer any SpecArt queries currently pending by providing any additional information or artwork. Revision: Starts the process that will enable you to revise a submitted SpecArt request that has NOT been assigned to an artist in the SpecArt department. Viewers: Enables you to search, view and print Completed or Prior SpecArt. Tech Support: Enables you to submit a Tech Request to the technology department, should you be encountering difficulty or need additional assistance Logout: Commands the system to log you out prior to session timer. Help Documentation: Provides detailed information concerning the application. Session Timer: indicates how much time you have remaining before your session is closed. This is done to preserve system security. It resets back to the default of 25 minutes as you utilize the system. SpecArt System Ver 4 Section 1 Aug 2017 Page 4 of 31

5 Section 1: Login and General Information b. LAST 15 COMPLETED SPECART: This is a list of the last 15 SpecArt submissions that have been completed by the SpecArt Department. Left-click on an entry will bring up the Spec Viewer for review, printing or option to REVISE. c. UNCOMPLETED SPECART: Reflects SpecArt submissions and revisions that have NOT yet been completed, but are awaiting assignment to an artist or in-work within the SpecArt department. d. Quick Search: Enter the ACCOUNT or LEAD number and left-click on the Search button. This will allow you to VIEW and/or REVISE the SpecArt, if available. Refer to Sections 4 & 5 for specific information to REVISE and/or VIEW the SPECART. SpecArt System Ver 4 Section 1 Aug 2017 Page 5 of 31

6 Section 2: Spec Art Submission Spec Art Submission - Overview The SpecArt Submission process allows you to submit either a customized or Pre-Built template into the system. Once entered into the system, it will be placed in a production queue, arranged by date needed, and then assigned to an artist. The artist will work on the project and query you should there be a question or need for additional information. Should a query be generated, you will receive notification via as well as increment the Query Tally on the home screen Menu Window. Follow the instructions in Section 3 to respond timely to ensure that your request will be completed on time. Once the request is completed, you will receive an notification. Section 5 contains instructions on how to review, save or print the completed request. Should the need arise for adjustments to the finished product, follow the instructions in Section 4 to submit a Revision. 1. To start the process of submitting a SpecArt Request, left-click on the Submission item in the Menu Bar. 2. Another menu will appear where you can select either a Custom Request or a Pre-Built Request. a. The Custom Request selection enables you the most flexibility to express your desires as to how you want the resulting SpecArt to look like. (Steps 3 thru 13) b. The Pre-Built Layout selection offers you the option to select from layouts for a particular size of book and UDAC. You then provide some basic information to complete the RASCIL factor requirements and properly identify the customer. (Steps 14-18) SpecArt System Ver 4 Section 2 Aug 2017 Page 6 of 31

7 Section 2: Spec Art Submission 3. Left-Click on the Custom Request button to begin the process of specifying your custom Spec Art request. 4. The first section of the process involves selecting the type of request (Account or Lead) and the associated Account or Lead number. Left-click on the Search button SpecArt System Ver 4 Section 2 Aug 2017 Page 7 of 31

8 Section 2: Spec Art Submission 5. The system will pull up information that is known for this customer including the business name, see at address and/or billing address as well as any Previous SpecArt that has been created for the customer. 6. You will need to provide the BOOK CODE, HEADING (limit 1), UDAC (Limit 2), Date Needed By and NOTES. Add any files to be UPLOADED. Upon completing the Account Info screen, left-click on the Add button. SpecArt System Ver 4 Section 2 Aug 2017 Page 8 of 31

9 Section 2: Spec Art Submission 7. Upon hitting the ADD button, the information will be placed in the ADDED INFORMATION box. 8. Repeat steps 6 & 7 as many times as necessary to create SpecArt request for multiple headings with the same BOOK. Each entry will be listed in the order added. NOTE: The SPECART is NOT submitted until the completion of step 9. SpecArt System Ver 4 Section 2 Aug 2017 Page 9 of 31

10 Section 2: Spec Art Submission NOTE: If you wish to delete one, left-click on the red-x to the left of the entry. SpecArt System Ver 4 Section 2 Aug 2017 Page 10 of 31

11 Section 2: Spec Art Submission 9. When completed, left-click on the Save button to submit request to the SpecArt Team. 10. When the process in complete, you will get a Submission Confirmation box providing an abbreviated review of your submission. SpecArt System Ver 4 Section 2 Aug 2017 Page 11 of 31

12 Section 2: Spec Art Submission 11. In addition to the review screen within the SpecArt system, you will receive an with a detailed summary confirming that your submission has been received. 12. Your submission will also appear in the list of the UNCOMPLETED SPECART that can be viewed on the Home screen. NOTE: Once the SpecArt has been assigned to an artist, it will NOT appear on the list as it is considered in-work. If you wish to make changes, please contact the SpecArt Department directly. You can also wait until the artwork is complete and then submit a revision. See Section 4 for additional information concerning Revisions. 13. When your submission is complete, it will be moved to the LAST 15 COMPLETED SPECART list, as well as be searchable via the Quick Search feature on the Home Page. At this point, your SpecArt can be revised to include further enhancements. SpecArt System Ver 4 Section 2 Aug 2017 Page 12 of 31

13 Section 2: Spec Art Submission NOTE: Steps are to be used for selecting Pre-Built SpecArt layouts. This process provides a pictorial list of successful spec art designs used in other markets/books. By selecting these existing designs and providing some custom information about the customer, valuable time can be saved in the creation and production of the artwork. The sizes and content of the Ads are based on UDACs acceptable in the selected books/markets. If there are no pre-built layouts available, you will need to follow steps 3-13 to complete a Custom SpecArt design request. 14. Left-Click on the Pre-Built Request button to begin the process of selecting a layout for your SpecArt request. 15. Upon selecting Pre-Built Request, you will be presented with the following screen. This screen is to gain some basic information about the book, heading and UDAC, as well as provide any additional information necessary to develop a successful SpecArt. Also, a caution is presented informing you of any limitations that exist. SpecArt System Ver 4 Section 2 Aug 2017 Page 13 of 31

14 Section 2: Spec Art Submission 16. Upon selecting the Book Code, Heading and UDAC, the system will return suggested templates that meet these criteria. You can scroll thru the listings by left-clicking on the left or right arrows. The numbers indicate how many pages of artwork there is. 17. Once you have decided on the layout that best suits your needs, select it by left-clicking on the Select button below the artwork. Provide the necessary information to complete the processing. Search Button (if address on file, then will populate) Correct if Account or Lead selection Date Needed By Option to Upload Files Account/Lead Number Notes and instructions to artist Address & Phone Number (Will populate with Billing or Seen At address as selected) Save Submission button SpecArt System Ver 4 Section 2 Aug 2017 Page 14 of 31

15 Section 2: Spec Art Submission 18. When complete, left-click on the Save button. Once the submission has been properly processed, you will receive a Submission summary as well as an confirming your transaction, similar to that provided below. You can close the submission summary window by left-clicking on the X in the top-right corner. This will allow you to continue in the Pre-Built Request screen, or select other functions from the Menu. SpecArt System Ver 4 Section 2 Aug 2017 Page 15 of 31

16 Section 3: Responding to Queries Responding to Queries - Overview It is imperative that you respond to a Spec Art department query as soon as possible. This will ensure that your requested Needed-By date can be honored and that any question or concern of the artist has been rectified so that you have a quality product to show. Remember that the Spec Art Department processes hundreds of requests each week. Any delay only hampers their efforts to serve all of the sales executives in a timely manner. You will be notified that a query exists in two ways. First, an (see sample) is sent to your Names and Numbers account which states the issue. Second, when you log into the SpecArt System, you will see a tally (lower right) of how many queries (leads/revenue) involving your submissions exist. Prompt attention to these queries will ensure the best possible service. Sample of Queried SpecArt Submission Query Count Whether you click on the link in the or select the Query menu option in the SpecArt System home page menu, the following steps are to be followed in order to satisfy the query request. SpecArt System Ver 4 Section 3 Aug 2017 Page 16 of 31

17 Section 3: Responding to Queries 1. To start the process of responding to a query, left-click on the Query item in the Menu Bar. 2. You will be presented with a dialog screen, listing all of the queries impacting your SpecArt Requests. To gain access to the specific query, left-click on the entry. That entry will highlight and the Query reason and Your SpecArt Request additional information will appear. 3. You now can answer the query with additional information or clarification in the Query Response window. You can also upload additional files, by left clicking the Select button SpecArt System Ver 4 Section 3 Aug 2017 Page 17 of 31

18 Section 3: Responding to Queries 4. After left-clicking on the select button, a file browser window will appear. Navigate to your desired file(s) and select by left-clicking on the file name. To select multiple entries, hold the CTRL key on your keyboard and left-click on additional file names. Upon completing your selection(s), left-click on the Open button. SpecArt System Ver 4 Section 3 Aug 2017 Page 18 of 31

19 Section 3: Responding to Queries 5. After left-clicking the Open button, your selections will appear in the window as pictured. Should you wish to delete one or more of the selections, left-click on the Remove icon (x). Should you wish to add additional files, repeat step Once you are satisfied with your response and any additional files, complete your transaction by left-clicking on the Save button. Once completed, a red information box will appear to confirm your submission. Should there be any errors, they will also be indicated. Additionally, you will receive an reflecting your response to the Query, similar to what is shown below. NOTE: It may take several minutes for any files to be uploaded to the system. Small files are best and transfer time is dictated by internet upload speed at your location. Closing your browser prior to the process completing may result in an incomplete submission and/or corrupted data. - Specart System Version 4 Query Result (Typical) SpecArt System Ver 4 Section 3 Aug 2017 Page 19 of 31

20 Section 4: Spec Art Revisions Spec Art Revision - Overview The SpecArt Revision process allows you to modify a completed SpecArt submission that has been assigned to an artist and the work has been completed. This tool is designed to make changes, to compensate for cosmetic errors and modify /add information to your submission or otherwise help to get the best possible product via accurate data. Should your request be in the production process, the only method to modify the work is direct contact with the SpecArt Department. 1. To Revise the completed SpecArt, left-click on the REVISION item in the Home Menu. 2. The following screen should appear. Supply the ACCOUNT/LEAD NUMBER and left-click on Search button. SpecArt System Ver 4 Section 4 Aug 2017 Page 20 of 31

21 Section 4: Spec Art Revisions 3. A list of all SpecArt associated with the ACCOUNT/LEAD NUMBER will be presented. It may be necessary to use the scroll function to locate the specific item you are looking for. 4. Once you have located the item of interest, left-click on that item. Review the provided information and change as necessary. Then provide the necessary information (Notes, Date Needed By and if necessary Uploaded Files ). SpecArt System Ver 4 Section 4 Aug 2017 Page 21 of 31

22 Section 4: Spec Art Revisions 5. To upload artwork, left-click on the Select button, a file browser window will appear. Navigate to your desired file(s) and select by left-clicking on the file name. To select multiple entries, hold the CTRL key on your keyboard and left-click on additional file names. Upon completing your selection(s), left-click on the Open button 6. After left-clicking the Open button, your selections will appear in the window as pictured. Should you wish to delete one or more of the selections, left-click on the Remove icon (x). Should you wish to add additional files, repeat step 5. SpecArt System Ver 4 Section 4 Aug 2017 Page 22 of 31

23 Section 4: Spec Art Revisions 7. Once you are satisfied with your response and any additional files, complete your transaction by left-clicking on the Save button. Once completed, a red information box will appear to confirm your submission. Should there be any errors, they will also be indicated. Additionally, you will receive an reflecting revision request. NOTE: It may take several minutes for any files to be uploaded to the system. Small files are best and transfer time is dictated by internet upload speed at your location. Closing your browser prior to the process completing may result in an incomplete submission and/or corrupted data. SpecArt System Ver 4 Section 4 Aug 2017 Page 23 of 31

24 Section 5: Spec Art Viewer Spec Art Viewer - Overview The SpecArt Viewer is designed to enable you to view and print Completed SpecArt, Prior SpecArt and Search function that you have specified. The SEARCH function allows you to locate specific SpecArt based on a LEAD or ACCOUNT NUMBER. Simply provide the appropriate number and left-click on the Search button. NOTE: Use steps 1-8 for Completed SpecArt 1. To start the Spec Art Viewer, left-click on the Viewers item in the Menu Bar. 2. To View and/or print completed SpecArt, left-click on the Completed SpecArt item. 3. Select the BOOK/YEAR you are interested in from the pick list. Scroll as necessary. SpecArt System Ver 4 Section 5 Aug 2017 Page 24 of 31

25 Section 5: Spec Art Viewer 4. Left-click on the Book/Year that you are interested in. A list of customers will appear. Items listed in YELLOW are revisions to previously submitted requests. 5. Left-click on the customer name that you are interested in. A screen will appear with all SpecArt for that customer in the specified Book/Year. This includes revisions. SpecArt System Ver 4 Section 5 Aug 2017 Page 25 of 31

26 Section 5: Spec Art Viewer NOTE: Image provides confirmation and detail concerning the SpecArt, including the name of the business, Book/Year, Account/Lead number, completed date/time, Heading and unique identifier. 6. Left-Click on the artwork saving or printing. By default, it will expand to the entire page. At the top and right lower side of the page, there are tools that can be used to download, print, minimize zoom, & expand to full page. SpecArt System Ver 4 Section 5 Aug 2017 Page 26 of 31

27 Section 5: Spec Art Viewer 7. If you wish to Revise the completed SpecArt that you are currently viewing, left-click the REVISE button and review the provided information and change as necessary. Then provide the necessary information (Notes, Date Needed By and if necessary Uploaded Files ). 8. Left-click on the Save button when complete. A red information box will appear to confirm your submission. Should there be any errors, they will also be indicated. Additionally, you will receive an reflecting your response to the Query, similar to what is shown below. NOTE: It may take several minutes for any files to be uploaded to the system. Small files are best and transfer time is dictated by internet upload speed at your location. Closing your browser prior to the process completing may result in an incomplete submission and/or corrupted data. SpecArt System Ver 4 Section 5 Aug 2017 Page 27 of 31

28 Section 5: Spec Art Viewer NOTE: Steps 9 17 provide instructions on how to access Prior SpecArt. 9. To start the Spec Art Viewer, left-click on the Viewers item in the Menu Bar. 10. Left-click on the Prior SpecArt item. 11. Left-click in the BOOK field and a drop-down menu will appear. Left-click on the book desired (scroll if necessary). 12. Left-click in the SEARCH BY window. You will be presented with several options to include Account, Lead, Customer Name, Heading or UDAC. Select the applicable list that you wish to search on. SpecArt System Ver 4 Section 5 Aug 2017 Page 28 of 31

29 Section 5: Spec Art Viewer 13. Upon selection a search option, an applicable list will appear. Select the desired Account, Lead, Customer Name, Heading or UDAC. Scroll thru the list until you locate the desired information. The example is for Account number Select the desired item, and a listing will appear in the COMPLETED SPECART box. 15. Left-click on the PDF icon to bring up the artwork and additional options. SpecArt System Ver 4 Section 5 Aug 2017 Page 29 of 31

30 Section 5: Spec Art Viewer 16. Here, you can review the artwork, and if you want to take ownership, left-click on the YES button. If the is NOT what you want, left-click on the Go back! button to return to the previous screen for additional search. 17. If you select Yes, you will receive a confirmation message on-screen. SpecArt System Ver 4 Section 5 Aug 2017 Page 30 of 31

31 Section 6: Technical Support Technical Support Overview The Technical Support menu option is designed to quickly communicate with the IT Department in the event you are experiencing technical difficulties, submit an operational question, and/or to report any programming bugs. In the event of system issues or problems that generate an error message, the system most likely has already generated an alert and IT is already aware of the problem. However, if you have a unique problem, completing a Technical Support Request is the most effective way of handling it. 1. To start the Tech Support Request, left-click on the Tech Support item in the Menu Bar. 2. When the form appears, several fields will already be populated. You need to fill out the Summary field and Detailed Description fields. Please provide as much detail as necessary to convey the issue. If you experiencing an issue involving a specific Lead or Account, include the associated number(s). If you are receiving an error message, provide the error code or brief description of the error message. This information is critical in tracking down the problem. 3. When complete, left-click on the Submit button. This will generate an to the entire Technology team to alert us of your issue. SpecArt System Ver 4 Section 6 Aug 2017 Page 31 of 31