The individual pieces of client artwork can be managed from this screen.
Including updating the artwork status, assigning the artwork to someone, adding a due date, adding notes, uploading the artwork and setting old artwork as inactive.
Column Meanings:
- Date - The date the entry was updated on MagManager
- Action - A record of what was updated
- By - The initials of the user who updated the record
- Status - Of advert e.g. New, Design complete Awaiting Approval, Customer Approved Artwork, Awaiting Customer Artwork, Artwork to be Specified, Being Designed, Existing Artwork
- To - The initials of the user who the action was passed to
- Notes - Field for additional notes added to the entry.
- Paperclip - Indicates the note includes an attachment, click the paperclip to open.
Additional Functions
- Active switch is used to set adverts as active or inactive by turning it on or off, the setting is on by default.
You can alter the Status of the client's artwork, and the MagManager user it is Assigned To by using the drop down menus.
- You can use this button to create and add a New Note.
- upload the art work from a file. ( Note you can drag and drop a file from your computer onto the advert area)
- Clear the current art work.
- Download the artwork to your pc.
- Save changes.
- Save changes & Email, a preview email will pop up on screen pre-populated with the assinged to person's email address.
Uploading artwork - completed artwork
To upload artwork for a new booking, click the 'Upload Artwork' button, or drag the file onto the pink box. 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
Click on the New Note button to add a note. 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
Assign an Artwork Status to indicate how close to completion the artwork is by selecting from the drop-down box next to Status. 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 (yellow) and which require action from one of your team (pink).
See our notes on Artwork Statuses for more information.
Assigning an advert or content to someone
By selecting from the drop-down box next to 'Assigned To', you can assign the advert to one of your users. 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 section on emailing.
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.
Set a due date
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 on each.
Crop marks & has bleed settings
Only visible for full pages. Tick the 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 flatplan.
Marking artwork inactive
If you have clients with lots of old artwork, you can keep the old ones on the system but out of sight by setting the artwork as 'inactive'. To do this, switch off the 'Active' toggle at the top-right of the artwork details screen & Save the changes.
From the client Artwork tab, you can hide or show inactive artwork by switching the 'Show Inactive' toggle. Artwork set as 'Inactive' will only be displayed when the 'Show Inactive' toggle switch is green. The artwork appears greyed out. To reactive click the artwork to open it and turn off the 'Inactive' toggle switch.
Deleting unused artwork
Unused artwork where there are no publications or issues listed under the artwork box can be deleted.
To do this, click on the coloured artwork box to open the artwork details > Click the 'Delete' button > You will be asked to confirm that you wish to delete the artwork.
Emailing
To email another user or a client > Update the Status and Assigned To fields > Select Save & Email > A Preview email will appear > Edit as required > Click Send.
Below is an example of the 'Artwork Assigned' email template. Which can be found by going to the main Settings Page > Under Admin > Select Document Templates > Select System Document Tab > Select Artwork Assigned.
Note: The To field will be pre-populated with the assigned to's email address. The email message that appears will be based on the artwork status setting.
Below is an example of the 'Client Artwork Request' email template. Which can be found by going to the main Settings Page > Under Admin > Select Document Templates > Select System Document Tab > Select Client Artwork Request.
Below is an example of the 'Client Artwork Approval Request' email template. Which can be found by going to the main Settings Page > Under Admin > Select Document Templates > Select System Document Tab > Select Client Artwork Approval Request.
When using the customer portal, to allow clients to supply and approve their artwork, the email contains a unique link which take the client can click on to take them directly to the portal. The link is valid for 14 days.
Click here for full details on emailing and using the customer portal.
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