Client Record Artwork Tab - Adverts & Content Tabs
You can manage all the artwork for a client by going to the client Artwork tab. Adverts are on one tab and Content on the another tab.
From here you can see all the artwork that has been uploaded for a client. Each artwork box lists the publication(s) and issue(s) in which this artwork is booked into. The page number is also listed if the artwork has been set on the flat plan. Otherwise it displays as not set.
A new booking which will use new artwork, will have an empty artwork box. And any existing artwork boxes will display a thumb nail image of the uploaded artwork.
Advert/Content Background Colours.
Green - Artwork is Approved.
Pink - Artwork is NOT Approved.
Amber - Artwork is awaiting update from the client
NOTE: If you have set up your bookings correctly, you will have an 'advert box' for each time you use new artwork- see below.
Steps to open the advert / content details screen & manager artwork
Step 1 - From the client record > Select Artwork > Select Adverts (or Content if working with content artwork).
Step 2 - Click on the coloured box representing the advert size to open the advert/content details screen.
Step 3 - From here you can do the following:
Upload artwork elements (text and images)
Upload fully designed artwork
Update the artwork status
Assign the artwork to someone
Add a due date
Add a note
Set the artwork as inactive
Email
Each of these are detailed below.
Uploading artwork elements: word document & images
Uploading artwork - completed artwork
Step 1 - Open the advert details.
Step 2 - Click 'Upload Artwork' button, or drag the file onto the pink box. Pay attention to the Used In box below the pink box as it displays which publications and issues the artwork will be used in.
Step 3 - Update the other fields as necessary > Click Save.
Artwork that you upload can then be viewed on the flat plan and will be stored in MagManager.
There is a maximum file size limit of 30Mb for each file you upload.
If artwork has already been uploaded and it is associated with a publication that has been marked complete, the ‘Upload Artwork’ & ‘Clear Artwork’ buttons will be greyed out.
Should you need to update the artwork, you will need to open the booking and add a new advert to the booking line. This will create a new artwork box, where the new artwork can be uploaded.
TIP: To see if a publication has been marked complete, go to Publications on the top navigation bar, select the issue you want and look at the Complete column on the right.
IMPORTANT NOTE
If you have artwork assigned to more than one booking, then changing the artwork details will affect all the bookings assigned to that artwork. Looking at the 'Used In' list in the artwork details box shows you which adverts or content the artwork is linked to.
Adding notes to artwork
Step 1 - Open the advert details.
Step 2 - Click on the New Note button to add a note.
Step 3 - You can either write a memo for your team, or upload an attachment. To download a file that has been uploaded to the notes, click on the paperclip.
Setting the artwork status
Step 1 - Open the advert details.
Step 2 - Click the Status drop-down box and assign an Artwork Status to indicate how close to completion the artwork is.
Step 3 - Click Save.
By default a new booking will have an artwork status of 'New', and the background colour of the artwork box will be pink. Other statuses you can select include 'Awaiting customer artwork' or 'Artwork approved'. The colour coding allows you to see at a glance on the flat plan and elsewhere which artwork is complete (green statuses), which require action from one of your clients (amber) and which require action from one of your team (pink).
Click here for more information on How to use artwork statuses.
Assigning an advert or content to someone
Step 1 - Open the advert details.
Step 2 - Click the Assigned To drop-down box and assign the advert to one of your users or the client.
Step 3 - Click Save. When you click save after assigning artwork to a user, you will see an email preview pop up with the subject 'An item in MagManager has been assigned to you'. This picks up the 'Artwork Assigned' email template (Settings > Document Templates > System Documents > Artwork Assigned) and provides a link to the client's artwork where your user can view or upload the artwork.
If you have selected an artwork status that involves your client, you can also assign the advert to your client. You might do this if you want them to supply or approve the artwork - For more information see the notes on How to use the customer portal for clients to supply and check artwork
Set a due date
Step 1 - Open the advert details.
Step 2 - Click the due date field and choose a date from the calendar to set a due date for the artwork. For clients running multiple pieces of artwork, you can set a different due date for each piece of artwork.
Step 3 - Click Save.
Crop marks & has bleed settings
Step 1 - Open the advert details.
Step 2 - Click the check boxes for Crop Marks and Has Bleed if this applies to the uploaded artwork – checking these automatically turns off the page footer setting on the flat plan. These settings are only visible for full and double page spread advert sizes.
Step 3 - Click Save.
Marking artwork inactive
If you have clients with lots of old artwork, you can keep the old artwork on the system but out of sight by setting the artwork as 'inactive'.
See the notes here on How to set artwork as inactive.
Deleting unused artwork
Unused artwork, where there are no publications or issues listed under the artwork box, it can be deleted.
Step 1 - Open the advert details.
Step 2 - Click the 'Delete' button > You will be asked to confirm that you wish to delete the artwork.
Sep 3 - Click Save.
Automatic Email Notification
When the artwork is changed on an existing booking, MagManager automatically sends an email to the user who the artwork is assigned to (unless the assigned to has been updated, this will be the user assigned to the client):
An item in MagManager has been assigned to you by Mandy
Hi Anne,
This is just a quick email to let you know that an item has been assigned to you in MagManager. The details are shown below :
Item Description : Quarter Page for Newnham Crafts
Notes about item :
You can get straight to the item by clinking this link : http://www.magmanager.co.uk/Client/Advert/12345
Regards
Mandy
Note: If you prefer not to receive these emails you should open the artwork box and change the Assigned To field to Unassigned before saving the booking.
