If you are using different artwork in each issue of a booking, then you need to set up advert boxes for each piece of artwork. This is also the case if you want to have a different Status or Date Due for the same advert in different issues.
Example 1: using different artwork in 3 different issues
In this example, I have bookings for my client Ali Bear for March, April and May. My client wants to use different artwork each time.
First, I go to the client Booking tab, and then click on one of the bookings (blue boxes). This brings up the booking details screen. Here I can see (from the text in red below the pink box) that I have one artwork box assigned to the issues March, April and May.
If I want to create a new advert of the same size, I simply click on the plus sign at the top-right of the advert box.
I now have a new identical advert box to use for my new artwork.
TIP: For a new advert of a different size, instead of clicking on the plus, click on the green “New Advert” button and choose the advert size required.
I now drag the new advert box down to the April issue.
I repeat this for the May issue.
After saving the bookings, I have 3 separate advert boxes, and I can upload different artwork for each issue.
Example 2: changing artwork partway through a booking
In this case, the client has booked for 12 issues, initially the same advert was to be used for the whole booking. After two issues which have already been invoiced, the client wants to change the advert going forward from the December issue.
First, go to ‘new advert’ and choose the size. This brings up a new pink artwork box.
Next, drag the pink artwork box down to the line next to ‘December 2024’. Because there is a large booking here, MagManager will check to see whether you want to update all the non-invoiced issues with this artwork. This is to ensure that if new artwork is to be used in future, the old artwork won’t be used again inadvertently.
If you do want to use the new artwork in all future issues, click ‘Replace All Adverts’. If on the other hand, you just want to use that artwork for one issue and have different artwork on other issues, click ‘Just replace this one’. Then click save booking. The new artwork box is now ready for the new artwork to be uploaded.
Example 3: Ongoing bookings - using a holding artwork box
In this example the client has an ongoing booking and is not sure what artwork will be used. To ensure you do not run the wrong artwork inadvertently, it is recommended to use a blank holding artwork box across all bookings and add new ones as necessary.
For the first booking January 2025, click ‘New Advert’, then drag & drop the artwork box down onto the January 2025 booking line. Click the option ‘Just replace this one’. Click save booking. If you click on the booking line, a red box will appear around the artwork box to indicate which artwork is attached to that booking. The artwork space is now ready for the January 2025 artwork to be uploaded.
For each month/issue the client wants to supply new artwork repeat the process above.
Should the client wish to repeat the existing artwork in the next issue simply drag & drop the existing artwork box (the one used in January 2025) down onto the booking line for February 2025. Click the option ‘Just replace this one’ and save the booking. You will see that February 2025 has been added to the artwork box.
Note: You may wish to set a specific artwork status for the holding artwork box and give if a different colour to make it stand out.
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