Using the client portal for artwork
The client portal can be used to:
- Let your clients supply their artwork
- Let your clients view and approve their artwork
- Instructions for your clients on how to use the portal to upload artwork & approve their artwork
Firstly you need to set up MagManager to use the client portal as described here.
There are a few areas of MagManager where you can update the artwork status
You can update the artwork status & email the client in one of the following ways:
- On the client record Artwork tab- click on the artwork box and select the required status
- On the Artwork screen - click on the client name to open the advert details
- On the Manage Adverts/Content screens - click on the advert size to open the advert details
You can update the artwork status but not email the client in the following ways:
- On the client Bookings details- click on the artwork box and select required status
- On the flat plan- click on an advert and select required status
NOTE: The links in the emails to supply and approve artwork will expire after 14 days. Should the client click on the link after 14 days, they will see the link expired message.
1. Using the portal for clients to supply artwork
Open the client record > Select the Artwork tab > Click on the artwork box for the booking you want (check the publicaiton & issue to ensure you select the correct one) > When you change the status to “Awaiting Customer Artwork”, the pink box will turn orange indicating that you are waiting for client action. The artwork will now be “assigned to” the client - check that it has selected the contact person you want or amend by click on the dropdown box.
Click 'Save & Email', this will generate a preview of the email asking your client to supply artwork and include text that will be replaced by the appropriate link, you can modify the text in the email if you choose.
Once the client received the email > They can click on the 'Supply your artwork' link, taking them to the portal > The client can now click the 'Upload Artwork' link and upload their fully designed artwork or use the 'Add Information' link to provide details of the advert they require and upload images and logos.
Once they have done this, a new entry will appear in notifications within MagManager (click on the bell icon at the top-right of the screen).
A notification will also briefly flash up on your screen if you are logged in.
2. Using the portal for artwork approval
If you have designed the artwork and it's ready for the client to approve > Open the client record > Click the Artwork tab > Select the correct artwork box (check publication & issue) to open advert details > Click Upload Artwork and choose the artwork file from your computer.
When you update the status to ‘Waiting for Customer Approval,’ the artwork will be “assigned to” your client - check it is the correct client contact or choose from the dropdown menu > When you click 'Save & Email', a preview of the email will appear which can be edited if required > Click 'Send' to send the email to the client.
The email your client will receive will include text similar to this (depending on how you customise it). The default Artwork Approval Request email can be customised by going to Settings > Under Admin > Select Document Templates > Select Client Artwork Approval Request.
When the client clicks on the Approve your artwork link in the email, they see a preview of the artwork - they can expand the view by clicking on the little arrows above the advert.
They also can click to approve or reject the artwork - if they click on ‘Reject’ they will be prompted to add a note which will show on the artwork details listing in MagManager.
The note field is restricted to 800 characters. Should the client require to upload more than that they should use the Add Information/Files option.
When your customer has approved or rejected the artwork, the change of status will come in to the MagManager Notifications (which can be accessed by clicking bell at the top-right of the screen).
A notification will also briefly flash up on your screen if you are logged into your MagManager account.
If you want the artwork to be assigned back to the person who sent it to the client, once the client has approved or rejected it, go to Settings > Under System Defaults and in the Portal Setings section, switch on the toggle next to “Assign Artwork back to Assigned to”. From here you can also choose whether clients can see details of their bookings and invoices by turning those items on or off.
3. Instructions for your clients on how to use the portal to upload artwork & approve their artwork
The links below take you to videos on YouTube showing your clients how to upload artwork and how to approve their artwork. You can place a link to these videos in the email that you send to your client, which will help them upload the artwork correctly.
How to upload artwork:
You can add this link to the document template 'Client Artwork Request'.
Settings > Under Admin select Document Templates > select Client Artwork Request - edit as required and save.
How to approve artwork:
You can add this link to the document template 'Client Artwork Approval Request'.
Settings > Under Admin select Document Templates > select Client Artwork Approval Request - edit as required and save.