User Training Guide Version 2.0 December 2016 1
Table of Contents Helpful Hints... 3 General Site Overview & Navigation... 4 Logging In... 4 Top Navigation... 5 Secondary Navigation... 7 Navigating Categories throughout the Storefront... 7 Order History... 11 Compiler Overview... 12 Preview Pane... 13 Left Action Pane... 14 Zoom... 15 Save/Save and Continue... 15 Practice Activities... 16 Downloading a Static Asset... 16 Customize, Send for Approval and Download... 16 Customize, Send for Approval and Send to Copy Center... 20 Checkout... 24 2
Helpful Hints Operating Systems MediaWorks 2.0 is a web based application and has been tested on and supports the following operating systems: Windows XP Windows Vista Apple OS 10.x Browsers This release supports the current versions of the following browsers: Firefox Chrome Internet Explorer Safari 3
General Site Overview & Navigation Logging In To login to MediaWorks 2.0, enter hcamp.saepio.com into your browser s URL. This URL will also be updated on the HCA intranet and sent out via email communication. Please save the webpage for future reference. Requesting Access For users that have not accessed MediaWorks recently, you may have to request access. Upon going to MediaWorks 2.0 via the URL listed above, you may be prompted to enter some basic information to request access. Please note that all fields are required and click Submit when you have entered all values. Once your request has been submitted, it will be routed to the HCA MediaWorks administrative team and they will email you when your access is granted. Users with Access For users that have accessed MediaWorks recently, or requested access through the above process, they should automatically be logged into the main storefront. When logging in you will see the homepage pictured below. In this section you are going to review the different features of the MediaWorks storefront. 4
Top Navigation The top navigation is constant throughout MediaWorks, no matter what page you navigate to. Here you will always see the following: o Home: The Home icon will always bring you back to the main Storefront, the same one shown above. o Manage: Manage gives you access to your previously customized documents (My Documents). o Activities: Activities gives you access to view your recent and pending items. This will help you understand where an item is in the approval process or other status updates. o Orders: Orders gives you access to your order history. 5
My Profile The My Profile section gives you a quick logout option, and also contains information specific to your user profile. In your My Profile, you can update your first or last name, email address, password, and profile image. The language settings only apply if your Admin has chosen to activate it. 6
This is where you can also subscribe to content alerts and email notifications regarding approvals. [We strongly suggest that upon first log-in you update your email notifications so that you can receive all notifications from administration]. Secondary Navigation The secondary navigation is also consistent throughout the Storefront. Here you will find the following: o Approvals: The Approvals icon will take you to your approval center, where you can view items that have been submitted for approval, have been approved or rejected, and other details pertaining to the asset. If a red number is displaying, it indicates there are items in your approval center that require your action. o Messages: The messages icon will take you to your message center, where you can view any system messages that may have generated for your review. These are often used by administrative users and not as often by general system users. o Shopping Cart: The shopping cart icon will take you to your cart to checkout with items to send to a vendor. Navigating Categories throughout the Storefront There are multiple ways to navigate to the assets you need on MediaWorks. The first option will be from the main landing page, as shown below. This page will have multiple links to help you get to the right assets the first time. 7
Scrolling Banner: This banner will be updated periodically to feature new products or currently relevant assets. Clicking on the asset you need will take you to that category.. Quick Links: These icons will link to the MediaWorks support portal and key assets such as Brand Graphics. What s Trending: These links will take you to the relevant assets for current campaigns or products that have been recently updated and accessed by other users. The Catalog: The catalog breaks the MediaWorks site into categories which can also be navigated to with the Category drop-down in the top left corner of the Storefront. Redirect to MediaWorks 1.0: Because not all products have been moved to the MediaWorks 2.0 site, we encourage you to still find what you need on the original MediaWorks. In the near future, this site will be decommissioned, but not until we are confident we have moved everything we need! 8
The second way to navigate is by using the Select a Category dropdown in the top left. This is structured similarly to the Catalog as mentioned in the above graphic. When you begin navigating the Storefront, you may be presented with additional landing pages before being presented with products. Continue to navigate through to the items you need by using the quick buttons provided, or the category drop-down. Please note that options displayed will vary based on your division and site permissions. If you have any concerns regarding your access, please contact the MediaWorks support team. 9
Other icons and navigation tools will be presented throughout the Storefront, as referenced below. Path Display: When navigating throughout the Storefront, the path will display. Clicking on any part of the path will allow you to go back to that category without starting back on the main Storefront Multi-page navigation: There may be results returned that exceed the page configuration. If so, just use the page numbers to find the asset you are looking for! Asset view: The asset view options will allow you to select from a list view or thumbnail view. Search Pane Storefront Search allows users to search for assets within Storefront Categories. Simply enter the search terms in the field and click the magnifying glass or press Enter to search. You can search by the name of the asset or a descriptive word pertaining to the asset. 10
Order History All of your orders placed on MediaWorks are tracked under Order History. To view previously placed orders navigate to Orders/Order History. Here you will see all of the orders that have been placed on the account you are logged in on. You have the ability to filter your order history. This can be done with the order Id, order date, total amount, as well as the status (unfulfilled, partially fulfilled, or fulfilled). To review any order simply click on the line item you wish to view and it will give you all of the details pertaining to that order. These details include order number, the time and date it was ordered, payment method, shipping method, billing and shipping addresses, and more. To go back, hit Return in the upper left corner. 11
Compiler Overview The compiler engine is the tool you will use to customize your templates. It automatically opens when you launch a customizable design. Similar to Storefront, Compiler has numerous buttons and functionality. Below is a detailed description of the tools available and where to locate them. 12
Preview Pane The preview pane displays the image preview. As you are customizing the numerous fields in a template, the preview pane will display changes and allow you to view your materials prior to completing. 13
Left Action Pane Buttons in the left action pane will display for all customizable regions. As you are working through the sections, a green checkmark will display to the left of the region name to indicate that region has been customized. To edit each region, you will simply click on the region. This will bring up your editing field. As you can see in this example once all customizations are complete all check marks will display green. 14
Zoom In the bottom left of the screen you can zoom in to get a closer look at specific areas of the materials. You may then have to use the scroll bars to navigate throughout the preview pane. The system will dynamically default to the largest percentage possible for better viewing of the details. Please keep in mind that the preview is low-resolution, but the final PDF will be hi-resolution. Save/Save and Continue When saving a document, you have two choices. Save (the floppy disk) will save the document in its current state and let you continue working on it at a later date by accessing it through your Activities>Pending. Save and Continue should only be used when all fields in the left action pane have been addressed. If there is a field without a green checkmark a warning will display asking if you want to continue. 15
Practice Activities Now that you are familiar with MediaWorks and the basic functionality let s get started on the workflows! In this section you are going to work through some commonly used workflows. Downloading a Static Asset In this section you are going to download a static asset to your local device. 1. Navigate to the asset you would like to download by using either the Select a Category dropdown menu or by clicking one of the quick links on the main landing page. For this example, you would select Brand Identity & Graphics/HCA Brand/Logos. 2. Select your desired asset by clicking on the thumbnail. For this example, select HCA Hope Fund_logo_bw. 3. A larger preview and available options will display. In this example; we only have the option to download. 4. Click Download. This will download the file to your local device. Order Static Asset In this section you are going to preview a static asset and then order it from your print vendor. 1. Navigate to the asset you would like to customize by using either the Select a category dropdown menu or by clicking one of the quick links on the main landing page. For this example, you would select Employee Resources/Human Resources/HCA HRanswers Promotion. 2. Select your desired asset by clicking on the thumbnail. For this example, select hranswers_pocketcard. 3. A larger preview as well as workflows and descriptions may display. Workflows are applied to each static and customizable asset on MediaWorks. These are the actions available to you on such asset. 16
4. In this example you also have the option to download and preview your asset prior to ordering. 5. Select the workflow Order from CPC (if there are no other workflows available, you will skip to step 6. 6. Click Launch. 7. You will be prompted to select your quantity. Pricing as well as minimums and maximums will display. 8. Enter your quantity and click Next. 9. You are prompted to review your order and either Add to Cart or Checkout Now. a. Checkout Now- You will want to select this action if you do not need to order any more items from Brand Center at this time. You will be placed into the Checkout process (See page 25) b. Add to Cart- Your item will be added to your cart and you can continue in Brand Center ordering or downloading assets. 10. For more information on the Checkout process, see page 24. 17
Customize and Download In this section you are going to customize a template and download it to your local device. 1. Navigate to the asset you would like to customize by using either the Select a category dropdown menu or by clicking one of the quick links on the main landing page. For this example, you would select Policy & Compliance/Ethics & Compliance/Code of Conduct. 2. Select your desired asset by clicking on the thumbnail. For this example, select HCAEAC_CodeofConduct_ClinicalResearch_3-Panel. 3. A larger preview as well as workflows and descriptions may display. Workflows are applied to each static and customizable asset on MediaWorks. These are the actions available to you on such asset. 4. Select the workflow Customize and Download. 5. Click Launch. Note: If you have previously customized this piece you will also have the option to launch with previous selections. 6. This launches the tool you will use to make customizations to your design. For more information on the Compiler Window, see page 12. Begin making your 18
customizations. 7. Use the left navigation pane to customize available regions. 8. A green checkmark will appear when a region has been completed. 9. If there are multiple pages in your document, make sure to use the arrows or the page drop-down to customize all pages. 19
10. When all the pages of your document have been customized, click Save and Continue. 11. You are taken to the next step in the workflow, which allows you to give your document a unique name and continue, or return to the customization window. 12. Give your design a unique name, with a date stamp so you can easily reference it in the future. 13. Click Next. 14. You are asked to confirm that you have reviewed your work prior to downloading. 15. Check the box and click Next. 16. Now you can download your file. Please note that there may be an option to include the crop/bleed. If you do not wish for these to be included, simply uncheck the boxes before clicking Download. 17. Click Complete. Customize, Send for Approval and Send to Copy Center In this section you are going to customize a template and send to print. 20
1. Navigate to the asset you would like to customize by using either the Select a category dropdown menu or by clicking one of the quick links on the main landing page. For this example, you would select Policy & Compliance/Ethics & Compliance/Patient Rights & Responsibilities 2. Select your desired asset by clicking on the thumbnail. For this example, select HCAEAC_PatientRightsBrochure_PSG. 3. A larger preview as well as workflows and descriptions may display. Workflows are applied to each static and customizable asset on MediaWorks. These are the actions available to you on such asset. 4. Select the workflow Customize and Send to Print at [Print Vendor}. 5. Pricing will now display for you to review prior to ordering. 6. Click Launch. Note: If you have previously customized this piece you will also have the option to launch with previous selections. 7. This launches the tool you will use to make customizations to your design. For more information on the Compiler Window, see page 12. Begin making your customizations. 8. Use the left navigation pane to customize available regions. 21
9. A green checkmark will appear when a region has been completed. 10. Don t forget to use the arrows or drop-down to customize all pages available. 11. When all the pages of your document have been customized, click Save and Continue. 12. You are taken to the next step in the workflow, which allows you to give your document a unique name, download a proof and continue, or return to the customization window. 13. Give your design a unique name, with a date stamp so you can easily reference it in the future. 14. Click Next. 15. You are prompted to acknowledge that you have reviewed your customization and are ready to send it to print, without further review. 22
16. Check the box and click Next. 17. Pricing and quantities display. 18. Enter your quantity and click Next. 19. You are prompted to review your order and either Add to Cart or Checkout Now. a. Checkout Now- You will want to select this action if you do not need to order any more items from Brand Center at this time. You will be placed into the Checkout process (See page 25) b. Add to Cart- Your item will be added to your cart and you can continue in Brand Center ordering or downloading assets. 20. For more information on the Checkout process, see page 24. 23
Checkout In this section you are going to checkout with your items. We will begin by showing you the cart, but if you have selected Checkout Now in one of the previous workflows, you will not see the cart. 1. Navigate to the cart by clicking the icon in the top right corner of MediaWorks. 2. You shopping cart will display in a pop-up window. 3. Click Proceed to Cart. 4. All items in your cart display. You have the below options when viewing your cart. a. Edit- The Edit icon allows you to go back into the customization step of the workflow. b. Delete- The Delete icon will remove this item from your cart. c. Proceed to Checkout- This will prompt you to finalize the checkout process for all items in your cart. 5. Click Proceed to Checkout. 6. The first step in the checkout process is to enter your shipping address. Once you have entered it once, you will be able to select that option in the future. 24
7. Next, you will select N/A for shipping. The item will be shipped by the vendors preferred method. 8. Next, you can enter any notes for the vendor. 9. In the Payment Information section, enter your COID (5 digits) and Department Number (3 Digits) separated by a dash. This would look like 12232-123. 10. Click Select Billing Address. Like the Shipping Address, your previous selections will display as options for your Billing Address. 11. Click Continue to Confirmation Page. 12. Review all details and click Create Order. 13. Your order confirmation number will pop up, and you will also receive an email notification. 25