USER GUIDE Sales Representatives

Transcription

1 USER GUIDE Sales Representatives Automate Streamline Expedite Synergize Simplify Web Based Partner Program to: Your Proofing Workflow

2 Using XpanceNET XpanceNET automates the creation and distribution of electronic proofs from XpanceX. XpanceNET manages all communications between the production department and the sales department as well as the advertisers, thereby increasing the efficiency of ad proofing. To access XpanceNET, open a web browser and enter your site s XpanceNET address on the address line. You will be taken to the Login Screen, now you can enter your Username and Password. After logging in, you will be taken to the XpanceNET Summary Screen. This screen provides a summary for all your ads running tomorrow: A-

3 The summary tally displays a summary of all your ads running tomorrow: Ads Running Tomorrow: The total number of all your ads scheduled to run tomorrow Ads to be Worked On: The total number of all your ads running tomorrow, which need to be worked on. Ads Awaiting Internal Review: The total number of all your ads running tomorrow, which are waiting for your review on-line. Ads Awaiting Approval: The total number of all your ads running tomorrow, which are waiting advertiser approval. Ads Ready to Publish: The total number of all your ads running tomorrow, which are complete and ready to publish in the newspaper. A-

4 My Profile Clicking on the My Profile button allows the individual to change selected XpanceNET account settings. The user can change their Full name, address, Phone number, Phone number ext., and Web proofing password. Conveniently positioned Search engine to locate just that ad you require Once logged in, you will be presented with a Production Room menu. This menu includes all of the screens you can visit in XpanceNET: Home Return to the main XpanceNET summary page. A-

5 Ads to Proof The Ads to Proof button allows the user to view ads that are available for proofing, both Internal Approval and Awaiting Approval. Internal Approval Internal Approval shows a list of ads that have been sent to XpanceNET that a Sales Rep, Sales Assistant or Proof Reader can proof and/or release to the advertiser for approval. This offers the ability to view ads at the newspaper before they are sent to advertisers for review. Awaiting Approval Awaiting Approval shows ads that have been made available for proofing to Advertisers, Sales Reps, Sales Assistants and Proof Reader. Important information such as ad number, ad size and reply date is shown. By clicking on the appropriate heading, the list is sorted by that heading. This window can be viewed as a list or viewed with thumbnails. Ads Returned Ads Returned From Advertiser are ads that have been proofed (by the Advertiser, Sales Rep, Sales Assistant or Proof Reader), but have not had the changes made to them in XpanceX. The requested revisions are shown and the numbered sticky notes are shown with the requested corrections. A-

6 Ad Schedule The Ad Schedule shows the ads that have been booked for the individual including the status of the ads. By clicking on the schedule, the total number of ads scheduled and their respective statuses are shown. For example, the Sales Rep Kristie Abbott has a total of 4 ads running on May 10th. Clicking on Show/Hide thumbnails toggles thumbnail view on/off. This page may be printed (with or without) the thumbnails to summarize the ads that are scheduled. A-

7 Spec Ads My Spec Ads show the spec ads that have been built and that are available for the Advertiser or Sales Representative to review. Search for Ads By clicking on the Search for Ads icon, there are a number of fields available including Ad Number, Ad Type (Live Ad, Spec Ad, etc) as well as Ad Status that can be searched. The insertion dates are available so sales or advertising individuals can quickly search for ads based on a date range. NOTE: Sales reps are only able to see results for their advertisers. Sales assistants can only see results for their sales reps. Advertisers can only see results for themselves. A-

8 There are 5 types of report types by default: - Live Ad Listing this is a listing of live ads, one result per ad - Live Ad Listing with Insertions this is a listing of live ads, one result per insertion - Spec Ad Listing this is a listing of all spec ads - Promo Listing this is a listing of all promo ads, one result per ad - Promo Listing with Insertions this is a listing of all promo ads, one result per insertions - Template Listing this is a listing of all template ads. A-

9 Ads For Upload/Pickup This is a list of all the ads that are available for uploaded materials. Clicking on the ad number will take you to the Ad Summary page for that ad You can then click on the Upload Media button to upload items to the ad. A-

10 You can upload 3 types of files: - Complete Ad: typically accepts complete PDF and EPS files. These files will then be attached with the ad number in XpanceX - Image: accepts one or more image elements. These files will then be attached with the ad number in XpanceX - Text: accepts one or more text documents. These files will then be attached with the ad number in XpanceX A-10

11 Pickup Previous Ad This will allow you to pickup a previously run ad into a new ad number If you know the specific ad number you can type it into the field and hit Pick Up Ad, otherwise click on the search for previous ad button and enter applicable search criteria. A-11

12 Clicking on the ad number or image will bring you to the pickup confirmation screen where you can confirm that you want to pickup the ad with or without changes, or go back and select another ad to pickup. If there are differences between the pickup ad and the ad to pickup, you will be notified on this screen: To proof an ad, click on the ad thumbnail or click on the ad number link to be taken to the Ad Summary Screen. Ad Summary Screen The Ad Summary page shows the Ad Details, Insertion Dates, Proof Viewers and Revision information. Ad Details shows important ad information including Ad Number, Ad Status, Reply by (deadlines) as well as Color information. Insertion Dates shows dates that the ad has been booked, including Publication and/or Section. Proof Viewers shows the individuals who have been ed to review their proof. Revision History shows the date/time that previous revisions have bee sent out including annotations that have been requested. If the Ad has a status of Ads Awaiting Internal Approval, there is the option to Release the Proof to Advertiser. An is sent to the advertiser to inform them the ad is available for proofing. Other options on the Ad Summary screen include Proof Ad and View Ad Preview. (Download PDF may be enabled depending if this was selected in XpanceX). A-12

13 To proof an ad, click on the Proof Ad button from the right hand side menu. If the ad cannot be proofed the Proof Ad button will be unavailable and a message box will appear above the Ad Details box with a message in red indicating the reason why the ad cannot be proofed. A-13

14 The following is a list of potential messages that could appear when Proof Ad is not available: This ad is no longer available for proofing as it has passed deadline. If you have any further inquiries, please contact the newspaper. This ad is at complete status and needs no further approval. If you have any further changes, please contact the newspaper. This ad cannot be proofed online because the ad is being worked on at the newspaper. Unable to proof ad online at this time. You cannot proof this ad online because the ad is internal. This ad is Approved and needs no further approval. If you have any further changes, please contact the newspaper. This ad has changes and is currently being changed at the newspaper. If you have any further changes, please contact the newspaper. A-14

15 Proof Ad Clicking on the Proof Ad button will launch the online web proofer in a new browser window. Please make sure that popups on your web browser are enabled for the XpanceNET site, or the proofing window may not appear. By clicking the Approve Ad button (Checkmark), XpanceX is updated to inform the production department the Ad is Approved and OK to run in the paper. In the event there are changes, by clicking on the add symbol in the top bar, and then clicking on the ad, a Sticky Note is generated. Entering information, requesting changes, or uploading files adds this information within the sticky note. After changes have been requested, the user may: Click Submit Changes, Request New Proof requesting a new proof to be generated. (the full circle button) Click Submit Changes, New Proof Not Required requesting the ad to be corrected and it then available to run in the newspaper. (the half circle button) The Save Changes button allows requested changes to be saved for later review. (disk button) A-15

16 Request an Ad Clicking on the Request an Ad button will allow the advertiser to submit requests for new ads, as well as uploading files such as Complete Ads, Images or Text. The customer can fill out the form with Advertiser information and Ad information. ( * Required field ) Note: Submitting this form does not reserve a space for the ad in the paper. To reserve space, please see the contact information page for your sales person or contact your client if you are representing an advertising agency. Logout Clicking on the Logout button will log the user out of XpanceNET and bring up the Login to XpanceNET window. A-16

17 Disclaimer Morcor Solutions Inc. reserves the right to change the information in this document without notice. Morcor Solutions Inc. makes no warranties, either express or implied, with respect to this manual or with respect to the hardware or software described in this manual, its quality, performance or suitability for any particular purpose except as described between Morcor Solutions Inc. and the end-user of this software. Warning: copyright law and international treaties protect this program and associated documentation. Unauthorized reproduction of this program, or any portion of it, may result in severe civil and criminal penalties and will be prosecuted to the maximum extent of the law. Duplication in whole or in part is strictly prohibited. For more information, please see A-17