INTEGRATED CONTENT REVIEW 10.0 SOLUTION GUIDE

Transcription

1 INTEGRATED CONTENT REVIEW 10.0 SOLUTION GUIDE

2 Legal notices Legal notices For legal notices, see

3 iii Contents Chapter 1: About the solution Benefits Business issues addressed What s in the Integrated Content Review solution Solution implementation methodology Chapter 2: Integrated Content Review Solution Concepts and Technologies Integrated Content Review terminology Integrated Content Review building blocks Campaign management features Understanding reviews Understanding Acrobat shared reviews Understanding review assets and supporting documents Understanding approval routing slips and review tracking sheets Review and approval personas and user roles Integrated Content Review system-generated notifications Chapter 3: User scenarios for Integrated Content Review solution Understanding Integrated Content Review user scenarios Project team planning Scenario: Set up prerequisites Scenario: Create schedules Scenario: Create a campaign Scenario: Manage the campaign Scenario: Manage the assigned project Scenario: Create the assigned asset Scenario: Review and approve the asset Scenario: Approve, publish, and archive the campaign Chapter 4: Using the solution interface System requirements to use the solution interface Set up prerequisites Getting started Solution interface views Schedules and stages Build a campaign Create a project Add an asset Create and submit an asset for review Review assets Manage campaigns, projects, and assets Known issues and workarounds Templates for Integrated Content Review communications

4 1 Chapter 1: About the solution The Integrated Content Review 10.0 solution, part of the Adobe Digital Enterprise Platform (ADEP), enables enterprises to streamline the planning, creation, review, approval, and archiving of assets used in digital marketing campaigns. The solution includes a solution interface and the Adobe Creative Suite Task List Extension for Integrated Content Review. Using the solution interface, you can manage assets through powerful creation, review, and approval workflows. The Creative Suite Task List extension lets creative professionals submit artifacts for review and receive comments and approval from right within Adobe Illustrator, InDesign, and Photoshop. Benefits Integrated Content Review makes the process of digital asset creation, review, and approval transparent, efficient, and manageable. Transparent Schedule and status information is available as Gantt charts through the easy to use solution interface. You can add team members to the campaign list so they can view statuses. Efficient The solution gives you the flexibility to monitor asset-level progress, identify late assets, and make early scope/schedule adjustments. Manageable Up-to-date status information and flexible scheduling keep the campaign authorization process on track. Further, Integrated Content Review provides: Faster, more secure reviews through a flexible and auditable workflow that enables internal/external participants to easily and securely review digital documents and multimedia assets Project insight with the ability to understand review progress by tracking and managing content creation and review schedules across the entire project More seamless integration into the creative environment, so that creative professionals, who are part of the team, can seamlessly and intuitively work with Creative Suite to retain content context from creation to revision to publication. Business issues addressed Integrated Content Review solves the perennial issues of generating authorization processes and publishing information in creative production workflows. The capabilities work for a multitude of creative projects like marketing campaigns, website design, ecatalog design, rich Internet applications creation, or newsletters publishing. A few features of the solution are: Simple Gantt charts provide for quick visualization Pivot on campaign, project, or asset view Quickly find and solve schedule problems Create template projects and schedules for later use

5 About the solution 2 Reusable templates reduce mistakes Easily add and remove team members Easily duplicate an existing campaign, project, or asset schedule Statuses provide transparency All team members can view Gantt statuses Reminders indicate when things are happening and how the overall campaign is impacted What s in the Integrated Content Review solution Integrated Content Review is a combination of reusable technical resources and best-practice methodologies that reduce development time and increase the quality of enterprise solutions. The solution contains a solution interface and two building blocks Review, Commenting, and Approval (RCA) and Project Management (PRM). These components are designed to work together. In addition, easy to use documents are provided to help accelerate your understanding of the solution and its components. While the Managed Review and Approval 9.5 solution was focused on creating and executing reviews, ICR adds sophisticated project management capabilities through the PRM building block. Integrated Content Review Solution Solutions Quickstart Solutions installation guide Solution Interface ICR Solution Guide RCA Building Block PRM Building Block Building Block technical guides ADEP modules ADEP documentation Integrated Content Review solution contents Solution interface The Integrated Content Review solution interface is a web application, developed in Adobe Flex technology. The solution interface allows you to create and manage a multitier hierarchy of campaign information. Campaigns are organized into projects/sub-projects and assets. The purpose of the solution interface is to enable the review and publication of digital assets. You can reuse portions of the solution interface or customize it directly for your organization s requirements. The source code and assets are provided for customization. Building blocks The Project Management building block provides the core functionality for managing projects in Integrated Content Review. It is used to organize the project hierarchy, visualize project statuses, and change the parameters of the projects and reviews in progress.

6 About the solution 3 The Review, Commenting, and Approval building block provides services, assets, Flex APIs, and Java APIs to implement a create, review, and approval workflow. The building blocks can be used to implement a custom solution. The solution interface provides a user interface that uses the functionality provided by the building block. You can use the solution interface as a basis for your solution or to understand how to use the building block. Adobe Digital Enterprise Platform Modules The following ADEP modules are required to use the solution interface. These modules are required by the building blocks on which the solution interface is based: Adobe Digital Enterprise Platform Document Services - Foundation Adobe Digital Enterprise Platform Document Services - Process Management 10.0 Adobe Digital Enterprise Platform Document Services - Reader Extensions 10.0 Adobe Digital Enterprise Platform Document Services - Digital Signatures 10.0 Adobe Digital Enterprise Platform Document Services - Forms 10.0 Adobe Digital Enterprise Platform Document Services - Output 10.0 Adobe Digital Enterprise Platform Document Services - PDF Generator 10.0 Documentation and resources The content provided in the documentation is meant to be used as a guide for planning, installing, developing, and delivering solutions for Integrated Content Review solution using ADEP. The solution content describes best practices at the time of authoring. In addition to documentation, architects, designers, and developers have access to a range of support and resources through Adobe and its partner community.

7 About the solution 4 Resource Audience Description Integrated Content Review 10.0 Solution Guide Solution architects, business analysts, project managers, designers, and developers Introduces the solution and provides the following information: Overview of the solution Architecture Components of the solution User scenarios Solution interface instructional content Installation guide Administrators, developers Describes how to install and configure the solution. See Installing and Deploying ADEP Solutions. Technical guides for the Project Management and Review, Commenting, and Approval building blocks ActionScript 3.0 Reference API Reference (JavaDocs) Adobe Developer Connection Developers Developers Developers Solution architects, business analysts, project managers, designers, and developers Provides technical details about how to implement the building block components in your solution. The building block guide includes this information: Overview of the building block Architecture How the building block works Detailed descriptions of building block assets such as services, processes, tooling, and schemas. Implementation details about the user scenarios Contains the ActionScript language elements, core libraries, and component packages and classes for the tools, runtimes, services, and servers in the Flash Platform for the solution building blocks. See ActionScript 3.0 Reference for the Adobe Flash Platform Describes the ADEP and Data Services version 3.1 Java API interfaces and classes. See Solutions API References. The ADEP Developer Center includes Quick Start content, tutorials, videos, downloads, sample, technical guides, blogs, and much more. See ADEP Developer Center. Developing on CRX Developers, solution architects See this documentation page at Day.com Solution implementation methodology There are several phases that a project team needs to work through when implementing Integrated Content Review to address business objectives. A number of software development methodologies are appropriate for developing the solution. This Solution Guide uses a three phase project methodology to describe the steps a project team undertakes. Discover Capture insights about the business, the technology, and about the user community Define the solution Prioritize opportunities, develop user scenarios, associated wire frames, and visual designs, as well as estimates. Develop and deliver Develop a solution based on a selected set of scenarios and deploy the solution.

8 About the solution 5 The solution provides best practices and code collateral to accelerate these phases. Discover The discover phase captures insights about the business, the technology, and the user community. Business discovery The business discovery stage involves discussions with the various business stakeholders. These discussions focus on gaining an understanding of the driving factors for the solution and success requirements that are not user-centric. Some of the key considerations include: Understand campaign structures and campaign workflows in prevalence at the organization Discover the review and approval workflows to automate and prioritize them based on criteria such as return on investment and reduction in cycle times. Identify the internal and external users involved in the review and the rules that drive the reviews and approvals. Perform user-persona-role mapping to map the individuals/personas in your organization with the roles that Integrated Content Review provides. See Project team planning on page 21 and Set up external and internal users and groups on page 35. Identify key parameters to track cost overruns and schedule overruns for campaigns Identify how your organization will track returns on investment (RoI) in campaign-related activities Figure out how the approved campaign will be published to a Digital Asset Management (DAM) system Technical discovery The technical discovery stage involves an examination of the current infrastructure, applications, and the technical staff. The goal is to understand what currently exists and the aspects of the current situation that can change. Deployment architecture Discover if there is a need to let external users participate in the campaign related activities. If so, work out how these users will participate in the system. Discover if Integrated Content Review will be co-hosted with the customer portal on the same system or remotely. Also discover if ADEP is co-hosted with the solution or hosted on a different system. Integration Integration with the enterprise portal Integration with Enterprise Content Management, records management, and archival systems Capacity analysis Number of participants, assets, campaigns, etc Estimated number of transactions per day Number of servers required Other considerations Some other key considerations include: Integration with existing systems to dynamically discover participants in a review/approval process

9 About the solution 6 Application server, operating system, database requirements, and compatibility with ADEP Number of reviews initiated per day, the number of concurrent reviews, and the number of schedules defined The skill sets required to compare against capabilities of the team or required to implement a project successfully The type of approval required. For example, click-through or digital signatures. User experience audit The user experience audit stage investigates the users, their backgrounds, working environment, knowledge, skill sets, and expertise. The goal is to capture their user experience preferences, expectations, and pain points with respect to the current tools they re using. This solution guide provides a list of personas that have been discovered and used to develop the solution interface. Define the solution The goal of the definition phase is to prioritize the opportunities. Using this priority, develop the user scenarios, the associated wire frames or and visual designs and create estimates for various tasks. Scenario workshops The solution provides a number of user scenarios. These scenarios map to user requirements identified in the discovery phase and during scenario workshops. Plan on extending these scenarios with additional requirements or new scenarios to meet your needs: Set up prerequisites Create schedules Create a campaign Manage the campaign Manage the assigned project Create the assigned asset Review and approve the asset Approve, publish, and archive the campaign Experience architecture The solution provides a set of user interface components either within the solution interface or as supported components within the building blocks. Leverage these components as part of developing the wireframes and visual designs for the selected scenarios: Solution interface Project Management building block Review, Commenting, and Approval building block Consider the following before you move into the deliver phase: Non-functional requirements such as performance requirements, load requirements, and configuration management. Requirements for configuring a development, build and testing environment, including setting up any required users and permissions. For complete installation instructions, see Installing Customer Experience Solutions.

10 About the solution 7 For information about setting up your development environment, see Installing Adobe Digital Enterprise Platform Document Services - Workbench 10. Training requirements for the team, based on the skills defined in the scenarios and building blocks. The roles of the different participants and how to configure the user profiles in Adobe User Management. Planning the different schedules to represent the review and approval workflows. Additional considerations can include: Requirements to provide audit reports How to process the completed reviews, such as archival requirements. Integration of existing processes that occur before and after stages in a review. For example, processes can include watermarking a review document before a stage in a review starts. More Help topics User scenarios for Integrated Content Review solution on page 19 Develop and deliver The goal of this phase is to develop and deliver a solution that meets the objectives outlined in the discover stage. During the develop and deliver phase, consider these points: Scenario selection: The discover and definition phases can lead to tasks that leverage the out-of-the-box features in the solution interface or more development-oriented tasks. Development: The building blocks provide components to accelerate the development of the selected scenarios. The building block technical guide provide detailed information on how to use the components and extend the frameworks. Testing: Use standard testing methodologies to ensure that your application is ready for production use. Release to production environment: Complete the steps outlined in the Installing Application Development Workflow document before releasing your application.

11 8 Chapter 2: Integrated Content Review Solution Concepts and Technologies This chapter describes key Integrated Content Review solution terms, concepts, and technologies. Integrated Content Review terminology Campaign The top-level container, which contains the project and activities of a real-world campaign. In the Integrated Content Review hierarchy, all projects and assets are associated with a campaign. Projects Campaigns are divided into projects to facilitate management and delegation. Multiple assets can be a part of the project and project status depends on asset statuses. Schedules Templates for the overall review and approval workflow, which are associated with an asset. A schedule is composed of stages. Stages Stages determine the concurrent/serial flow for Integrated Content Review workflow tasks. Three types of stages are supported Creation, Review, and Approval. Once a stage is complete, the tasks for next stage are sent out to the respective task owners. Team members People who are part of the campaign or wish to be notified about the campaign progress. Team members may be added explicitly or be derived from schedules. Tasks Tasks are actions assigned to team members. Project completion depends on completion of all the generated tasks. Creating, reviewing, approving, or publishing assets are typical examples of tasks. Assets An artifact created as part of a project (or a task). An asset can be part of only one project. Integrated Content Review building blocks Building blocks are the reusable technical resources that are provided with Adobe Solutions. They include the services, assets, processes, APIs, and other resources that extend functionality to Adobe Digital Enterprise Platform software. Building blocks provide the technology assets that contribute to creation of the solutions. Building blocks and the functionality provided by building blocks are supported. Integrated Content Review leverages two building blocks Project Management (PRM) and Review, Commenting, and Approval (RCA). Campaign management features The Project Management (PRM) building block provides a framework for the campaign management features in Integrated Content Review. Campaigns contain assets and projects, which are tracked individually. The status of a campaign is derived bottom up. For example, if one of the assets in the campaign is red, the status of the entire campaign becomes red.

12 Integrated Content Review Solution Concepts and Technologies 9 For more information about campaigns and how you can manage them in Integrated Content Review, see User scenarios for Integrated Content Review solution on page 19 and Using the solution interface on page 35. Understanding reviews The review capabilities in Integrated Content Review are provided by the Review, Commenting, and Approval (RCA) building block. Reviews involve the review and approval of assets. Reviews can include supporting documents that supplement the review but are not part of the asset set that requires review. Integrated Content Review utilizes the following two main concepts to define review and approval processes: Stages, which define the phases of a review or approval. Reviews execute according to defined parameters. Each review has at least one review or approval stage; however, it is common to have multiple stages in a review. In addition, each review/approval stage can have different characteristics, such as different durations and a different set of review participants. A review completes when all stages complete. Reviews, when not completed within the allocated time expire, and end. Schedules, which collect the creation, review, and approval stages into a process that executes sequentially. Every review is unique. For each review, there is allowance for some level of variance in attributes, such as number of stages, audit level, or whether straight-through processing is enabled. Any variation that is allowed should not change the business rules or regulation that the process automates. Note: In addition to review and approval stages, Integrated Content Review solution provides a Creation stage for the asset creation phase. If you plan to add a Creation stage to a schedule, you must add it before adding any review/approval stages to the schedule. The Creation stage must be the first stage in a schedule. Understanding review and approval stages A review consists of one or more review or approval stages. A stage represents a phase in a review and approval workflow and defines the people, duration, instructions, and parameters that control how the stage executes. Each stage has a review type and has a set of parameters that dictate how it executes. Review parameters define how a stage executes and how the flow progresses to another stage. Review and approval stage types The Solution provides a number of stage types to encapsulate the types of workflows you can execute as follows: Serial review: Each reviewer in the stage comments and completes the review one at a time, sequentially. The order in which reviewers participate in the review depends on the order that they were listed in the schedule. Concurrent review: All reviewers in the stage can add comments and complete reviews at the same time. Serial Approval: Each approver participates in the approval process one at a time, sequentially. The order in which approvers participate in the review depends on the order that they were listed in the schedule. Concurrent Approval: Approvers in the stage can approve or reject the review at the same time. There is flexibility to define the number, sequence, and mix of review and approval stages to reflect varying review and approval workflow requirements. For example, the schedule can define the stages as concurrent review- serial reviewserial approval. Then, in another schedule, the stages can be defined as concurrent review- serial approval-concurrent review-serial approval.

13 Integrated Content Review Solution Concepts and Technologies 10 Stage parameters Each stage can have one or more of the following parameters, among others: A name for the stage Stage Duration: The length of time the participants have to complete the review or approval of the content. The time frame can be days, hours, minutes, or business days. The minimum duration is 10 minutes. Whether the review is completed using Adobe Digital Enterprise Platform Document Services - Workspace 10.0, a connected review using , or a Custom Task Type. Custom tasks are optional processes that you create in Adobe Digital Enterprise Platform Document Services - Workbench The custom processes can change how a task is assigned to and completed by participants. Reminders: Specifies whether reminders are sent and when they are sent relative to the stage duration. Participants in the review: The reviewers, moderators, and approvers in a stage that are automatically added to the review. Only participants assigned to a stage can access the review document. A set of review participants is defined for each stage. Each stage can have a different set of review participants. For more information, see Schedules and stages on page 41. Comment visibility Comments in one stage can be visible to participants in other stages if a parameter in the schedule is configured to allow so. Alternatively, participants can be limited to seeing comments only in the stage in which they participate. For approval stages, approvers do not see comments entered during review stages. Stage execution flow When a stage completes successfully, the next stage starts when the review initiator starts it. For example, the comments may be routed to the asset owner for her review before subsequent review stages begin. Alternatively, stage progression can be configured to automatically start the next stage once the preceding stage completes, called straight-through processing. Straight-through processing is useful in reviews where no requirements exist for manual intervention by a review initiator. When straight-through processing is not used, the review initiator is required to start each stage manually. Stage Revision If any required reviewers indicate that changes are required to the asset, it is returned to the review initiator/asset owner. The review initiator works with the Creative Professional to make the appropriate adjustments based on the comments provided by the reviewers. Review initiators can either revise (restart) the review stage or the entire review. After a stage or review has been revised, participants are notified that a new version of the asset is available for review. Older versions of the asset are available for reviewers for reference. Stage completion and progression Creative Professionals can submit assets for review in one of the following ways: Adobe Creative Suite Task List Extension for Integrated Content Review Note: For more information, see About the Creative Suite Task List Extension on page 24 Connected functionality

14 Integrated Content Review Solution Concepts and Technologies 11 Custom task types, which are long-lived ADEP processes that Integrated Content Review uses for review/approval task assignment Reviewers/approvers can work with the submit assets either in Workspace or using the Connected workflow.

15 Integrated Content Review Solution Concepts and Technologies 12 Review/approval using Workspace Crea on of a new asset or rework on an exis ng asset No Does asset owner approve? Yes Is Owner Review required? Yes No Rework on asset is required, if the reviewer is mandatory. No fica on and a new task is sent back to the owner. Reviewer declines the review Reviewer opts out of the review Review of asset starts Reviewer marks the review as complete. Reviewer marks the review as 'Needs rework' Yes Any mandatory reviewers le? No Rework on asset is required. No fica on sent to asset owner. Approval of asset starts Approving person rejects the asset Approving person accepts the asset Yes Any approving person le? No Asset is finalized and available for further use. Flow of review and approval stages 1 A creation stage can proceed in two different ways: If asset owner review is enabled, the asset review starts after the asset owner approves it.

16 Integrated Content Review Solution Concepts and Technologies 13 If asset owner review is not enabled and if a review stage is associated with the asset, the review stage starts immediately after the asset is submitted. Asset owner's intervention is not required to start the review stage. 2 A review stage can proceed in three different ways, depending on reviewers choices: If a reviewer clicks Decline in Workspace, the review proceeds to the next stage. The reviewer opts out of the review stage and can no longer participate in the review. If a reviewer clicks Mark Review Complete in the Workspace, the review proceeds as designed in the schedule. If a reviewer clicks Needs Rework in Workspace, an notification is sent to the asset owner to get the asset modified. A review task is regenerated for the reviewer and appears again in their Workspace. The discussion about rework takes place outside Integrated Content Review solution. Accordingly do one of the following tasks: After a discussion with the asset owner, the reviewer marks the regenerated review task as completed or declines the review task. Outside Integrated Content Review solution, the asset owner identifies the required rework and starts a review of the reworked asset. The reviewer gets a new review task for the redone asset and proceeds with the review. 3 An approval stage can proceed in two different ways: If an approver Accepts the asset, the process completes. The final version of the asset is available for further use. If an approver Rejects the asset, the process stops. The asset is not finalized and a notification is sent to the asset owner. Reviews are considered complete when all stages defined in the schedule are complete. A stage is considered completed when all mandatory reviewers have either completed their tasks by clicking Mark Review Complete or Declined. In the scenario where the wait for expiry option is set, the stage does not complete until the expiry duration is reached. For example, five mandatory reviewers and three optional reviewers are given three days to review an asset. All mandatory reviewers complete the review in the first day. Though the stage is technically considered complete, the next stage in the review does not start until the duration for the stage expires. When the stage duration expires, completion criteria is evaluated to determine whether the next stage is executed. For example, in the case of an approval stage, if any one approver selects reject, the stage terminates. A review can only progress to the next stage when all approvers select approve. Voting capabilities are not used in Integrated Content Review. A stage can also expire if the required participants do not complete the review before the deadline date. An expired stage ends or expires the review. Any subsequent stages are not started. For procedural information about using Workspace to view and complete the assigned tasks, see Adobe Digital Enterprise Platform Document Services - Workspace 10.0 Help. Review/approval using Connected In Connected workflows, the submitted assets arrive in the inbox of reviewers/approvers. They can complete the required asset-level tasks from right within their inboxes. When the Creative Professional submits the asset for review/approval, the reviewers receive an message with the asset as an attachment. After completing the review/approval tasks, they can click the relevant mailto link within the body to submit their comments/approval. When the Compose dialog box appears, reviewers should simply click Send without changing any recipients, details, or body content.

17 Integrated Content Review Solution Concepts and Technologies 14 For configuration settings related to the Connected workflows, see ADEP Document Service Administration Help. Note: The message to the pre-populated system address must be sent using the same ID at which the asset review request was received. Schedules and the RCA building block Schedules are important for using the functionality provided by the Review, Commenting, and Approval building block. Schedules provide a mechanism to centralize, structure, and repeat reviews. It is important that members of the implementation team understand how to create and manage schedules. Further, it is recommended that a person that understands the regulatory or business process, such as a business analyst, be involved in defining the review rules and parameters. Schedules provide the notion of predefined reviews that help to ensure compliance to business rules and standard operating procedures (SOPs). Schedules define the rules and parameters, which mirror regulations and rules in a review and approval workflow. Schedules, once created, can be modified to support changes in compliance standards or an organization's standard operating procedures (SOPs). Overview of schedules The schedule defines the parameters for how the review executes. It also defines the number and type of stages in the review, as well as the parameters for each stage. For technical details related to schedules, refer to the Review, Commenting, and Approval Building Block Technical Guide. Schedules can be created concurrently on the same ADEP Document Server that runs the reviews. Schedules, when activated through the Publish gesture, can be made available immediately to review initiators. Since schedules encapsulate the rules for a review and approval process, when invoked, it is called a review instance. A unique review context identifier identifies each review instance. Once a review is initiated, the review continues until all stages complete or expire. For operational information on how schedules drive Integrated Content Review workflows, see Understanding schedules on page 42. Review tools Review participants complete their tasks by using Workspace and Adobe Reader or Adobe Acrobat to add comments and apply digital signatures to reviews. Reviewers are connected to the review using Acrobat Shared Review. Review initiators/asset owners and moderators manage reviews to ensure that they run to completion. After a review completes, reviewers can retrieve the reviewed and approved content and other review artifacts. Optional retention polices can be enforced and applicable archival procedures applied to the review assets. At any time during the process, a review can be audited for compliance. Understanding Acrobat shared reviews Review participants use Adobe Acrobat and Adobe Reader to add comments and sign review assets. Acrobat and Adobe Reader uses a feature called Acrobat Shared Review. Acrobat Shared Review provides online review capabilities and facilitates collaborative commenting on an asset.

18 Integrated Content Review Solution Concepts and Technologies 15 Acrobat Shared Review allows multiple users to provide comments to a review asset and allows users to see each others comments. The ability to see comments from others in real time facilitates a collaborative environment in a safe and secure manner. Collaborative commenting also has the benefit of reducing the number of review iterations as the resolution of disputes and answers to questions occurs in real time. An address identifies each review participant when they access the review. The address is configured in Acrobat and Adobe Reader. If the address does not match an address of a participant in a given stage, the review comments are not saved. Note: Adobe Reader requires that usage rights are applied to the PDF document for users to using commenting and signing features. Understanding review assets and supporting documents Review assets are PDF documents, generated from native Creative Suite artwork formats, that are displayed to users in Workspace. Users add comments and apply digital signatures as required. Participants access supporting documents in Workspace as task attachments. Supporting documents provide supplemental information (instructions, specifications, or URLs) and can range from traditional file formats such as Microsoft Office to SWF files for video. Supporting documents can be added when you create a schedule or initiate reviews. Supporting documents are not converted to PDF documents. Both review assets and supporting documents are stored in the content repository. Understanding approval routing slips and review tracking sheets In traditional paper-based review and approval workflows, cover sheets, known as approval routing slips and review tracking sheets, were often attached to review assets. In managed reviews, the review tracking sheet (RTS) and the approval routing slip (ARS) are optional documents that can be attached to a review asset. IT Staff and ADEP Developers can modify the appearance of RTS and ARS. The purpose of RTS and ARS documents is as follows: Capture validation that reviewers and approvers completed each stage of the review. Capture the final comments of reviewers and approvers. Some review processes require a review tracking sheet where every reviewer that completed the review is listed. Other review processes do not have such requirements. If a review includes an approval stage, an ARS can be used to capture comments. When an ARS is not provided, a signing sheet is attached to the review asset when digital signatures are required for the approval stage.

19 Integrated Content Review Solution Concepts and Technologies 16 Review and approval personas and user roles There are a number of personas involved who can contribute to an integrated content review process: Template authors. Review initiators/asset owners Review participants, which include reviewers, approvers, and moderators. Review administrators. To use Integrated Content Review, it is necessary to create user profiles in Adobe User Management. (See Adobe Digital Enterprise Platform Document Services Administration Help.) It is necessary that each user profile, or persona, is configured with an address and at least one of the following user roles: RCA Administrator: A person assigned this role can administer managed reviews. They can also participate in reviews, initiate reviews, and create schedules. People with this role can register external users. External users can participate in reviews after they are registered in ADEP as users in Adobe User Management. RCA Review Initiator: A person assigned this role can initiate reviews. Typically, in Integrated Content Review workflows, the review initiator and the asset owner are the same person. RCA Template Author: A person assigned this role can create, update, and delete schedules. RCA User: A person assigned this role can participate as a reviewer, approver, or moderator in a review. Template authors Template authors (also known as schedule developers) are familiar with the business process. They understand the procedures necessary to comply with regulated or audited reviews. To create and edit schedules, the user must be assigned the RCA Template Author role in Adobe User Management. The template author performs the following tasks: Creates schedules to automate review and approval workflows. Identifies the stages and the business processes that trigger upon review completion. Understands the appropriate standard operating procedures (SOPs) required to define schedules. Review initiators In Integrated Content Review solution workflows, the asset owner typically initiates a review and approval process. The asset owner is the direct lead of the Creative Professional and may have a formal title of Creative Director/Art Director in the organization. For more details, see Project team planning on page 21. To initiate reviews, the user must be assigned the RCA Review Initiator role in Adobe User Management. Review initiators perform the following tasks: Starts reviews by choosing a schedule, provides review details, selects review and supporting documents for the review, and chooses the review participants. Manages reviews that they start, which can include tasks such as, revising reviews, updating reviews with new versions of content, modifying the schedule, and modifying the review participants. Starts the next stage in a review when straight-through processing is not configured.

20 Integrated Content Review Solution Concepts and Technologies 17 Review participants Review participants can contribute to one or more stages in a review. Individuals outside the organization (or outside the firewall) can be configured to participate in review and approval workflows. External individuals can be provided access to Workspace and complete reviews in the same manner as internal users. Alternatively, if access to Workspace is not possible, external users can participate in reviews using . Review participants can be reviewers, approvers, or moderators. To participant in reviews and approval workflows, the user must be configured with the RCA User role in Adobe User Management. Reviewers Reviewers are subject matter experts (SMEs), who validate the asset content and provide feedback. Depending on the review requirements, one or many reviewers can participate in a review stage at the same time. Reviewers can be optional or mandatory (required). Required reviewers determine whether the asset proceeds to the next level in the review. Keep in mind that the actual review and approval workflow (as defined in the schedule) determines the meaning of the term next level. The next phase can mean performing one of the following tasks: Start next review stage: More than one level of reviews can be conducted, such as legal, management, external, peer, or executive. Send asset for approval: No more changes are required and the asset is sent to an approval stage for sign-off. Publish the asset: The asset under review is ready to be published. No additional review or approval stages are required. In this case, publish can mean the initiation of any number of business workflows as follows: Check the reviewed content into a submissions management, ECM, or version control system. Pass the content to another system as part of another business process. If reviewers cannot finish a review in a single session, they can publish their comments and complete the review at a later time. When reviewers complete a review, they can add final comments or observations about the content. The final comments and observations are recorded in an optional review tracking sheet (RTS). The RTS generated in a previous stage is typically attached to the review asset for the next stage. Approvers Approvers are involved in deciding whether an asset continues along in an approval workflow. Usually, approvers are people who conduct supervisory analysis of the asset. A reviewed asset often requires subsequent approval - though approval stages can occur between review stages as required. Approvers do not interactively provide feedback to review assets. They review the asset from a high-level point of view based on a business, regulatory, and legal perspective. An approver can be a person who has already participated in an earlier review stage as a reviewer. Typically, approvers receive the asset after a review of the content as been completed in a prior review stage. After they view the asset, they can do one of the following actions: Approve: If the approver chooses to approve the asset, they can optionally apply a digital signature. Digital signatures can be applied to an attached signing sheet or approval routing slip. Reject: If the asset is rejected, approvers can enter a reason why they did not approve, when an approval routing slip is available. The asset is then returned to the asset owner. The asset owner can adjust the content, and restart the approval stage as required.

21 Integrated Content Review Solution Concepts and Technologies 18 Moderators Moderators are people who have been delegated the responsibility for overseeing a review. They ensure that ongoing and pending reviews operate in an effective and efficient manner. Moderators can ensure that the asset is reviewed in a timely manner and change review parameters as required. For example, moderators can modify the duration or expiry date of a review stage if reviewers require more time. Moderators are responsible for the same tasks as review initiators, except that they do not start the review and cannot start a stage. Review administrators Review administrators set user preferences for review participants and add external users to reviews. In addition, they can create and edit schedules, initiate reviews, and participate in reviews. To administer reviews, the user must be assigned the RCA Administrator role in Adobe User Management. Integrated Content Review system-generated notifications Integrated Content Review workflow events trigger system-generated s to the required team-members. A matrix of these events and team members is presented here.

22 19 Chapter 3: User scenarios for Integrated Content Review solution User scenarios describe the user experience, requirements, and benefits of using the Integrated Content Review solution. User scenarios also provide: Required skill sets and tools required for implementing the solution Best practices for planning the implementation An illustrative diagram capturing the suggested user scenario flow High-level implementation overview Understanding Integrated Content Review user scenarios Overview Although most implementations are iterative, it is best to follow a general user scenario flow. When you are ready to implement an Integrated Content Review solution, use the following flow diagram as a guideline. Create a campaign Create a campaign/ Assign campaign reuse an existing start and end campaign dates 3 7 Create projects and assign project timelines/owners Example: Creative Generate Assign schedules Activate assets to assets assets LEGEND Roles 1 Application Admin 2 Desktop Support Engineer 3 Campaign Manager 4 Art Director/Creative Director Phases Plan Manage Create Prerequisites Set up external and internal user IDs Install Task List extension on desktop Manage the campaign 7 3 Monitor project progress using dashboard 5 Creative Professional Orchestrate 6 VP of Marketing 7 Project/Traffic Manager 8 Legal Expert paths indicate sub-scenarios Set up prerequisites Create schedules Create a campaign Manage the campaign Approved Approve, publish, and archive the campaign others Integrated Content Review solution User Scenarios Manage the assigned project Review feedback Review and approve the asset in Workspace Create the assigned asset 5 Set up schedules Create schedules Set up review stages 3 4 Monitor asset progress 7 4 Manage assigned project Design asset using Creative Suite Use CS ext. to manage/ deliver assets 5 5 Create asset Integrated Content Review solution suggested user scenario flow

23 User scenarios for Integrated Content Review solution 20 Some of the scenarios in this section are broader and encompass several procedures. Note: As the flow diagram suggests, multiple projects can run within a campaign. For example, Creative, Collateral, and Training Content. For the sake of simplicity, the diagram considers a sample flow for an Creative project that involves integration with Adobe Creative Suite. Hierarchy: Campaigns, projects, and assets The campaign is the highest layer in the Integrated Content Review object hierarchy used to manage the Creative project. The project is the second layer in the object hierarchy and the asset is the third layer. Multiple levels of project nesting are supported. Assets are actively managed through review cycles and drive all statuses in the campaign. For example, if an asset is late, the status of the parent campaign automatically becomes red. If all the constituent assets of a campaign are on time or green, the status of the campaign is green. Therefore, the status of a campaign is derived bottom-up instead of top-down. Team member inheritance Teams are built in a bottom-up fashion. Team members at any level in the campaign hierarchy include team members from lower levels. In other words, a campaign includes all members of a project. A project, in turn, includes all members of the assets within it. Additionally, at any level in the campaign, a new member can be added directly to the team list. These new members have no responsibilities towards the campaign, but they receive notifications when statuses change. They also get access to the solution interface so that they can proactively see how the campaign is progressing. To view team memberships in the Integrated Content Review solution interface, click an object in the Gantt chart and then click the Resources tab. Content workflow phases The user scenario flow diagram captures the following phases of the creative review workflow. The Integrated Content Review user scenarios too can be categorized under the following phases: Plan In the planning phase, the Campaign Manager creates a new campaign that may comprise multiple projects. For example, there may be three projects in a campaign Creative, Training Content, and Collateral. These projects, in turn, comprise multiple assets. Projects can be nested at multiple levels. The Campaign Manager and the Project Manager also identify the required review cycle details for the assets, including reviewers, review stages, and review timelines. Manage The Manage phase involves multiple activities at different levels of the workflow. Initially, the Campaign Manager and the Project/Traffic Manager delegate the projects to the appropriate functional manager responsible for asset delivery. For the Creative project, the manager may typically have an Art Director or Creative Director title. The Creative Director and Project Manager then identify the assets and assign them to Creative Professionals. During the iterative asset creation process, they participate in the review of the asset. At all stages, the managers can review the progress of the campaign, projects, and assets using a Gantt chart dashboard. Once the projects in a campaign have been delivered, the campaign as a whole is approved by the appropriate campaign approving authority, such as the VP of Marketing outside the Integrated Content Review system.

24 User scenarios for Integrated Content Review solution 21 Create The assigned asset is created, put through the required review cycles, and delivered. In the case of Creative assets, the Creative Professional uses the Creative Suite Task List Extension for Integrated Content Review to deliver and track the assets assigned to her. Orchestrate The Orchestrate phase is the iterative process of reviewing and updating the asset. An asset once created is sent for review. Reviewers identified in the Plan phase participate in the review, provide feedback, and accept or reject the asset. The asset is reworked till it meets requirements. Project team planning While implementing an Integrated Content Review solution, plan to include professionals with the following roles and skillsets in your team: Application Administrators Desktop Support Engineer Campaign Manager Art Director/Creative Director Creative Professional VP of Marketing Project/Traffic Manager Legal expert Application Administrators Application Administrators install, configure, monitor, and maintain the servers that ADEP and Integrated Content Review run on. They also create IDs for internal and external users and manage user access to the organization s information assets. User IDs, roles, and permissions are set up in ADEP User Management. Therefore, System Administrators must be experienced in using the Adobe Digital Enterprise Platform Document Services - Administration Console to carry out user management activities. The Application Administrator may also need some programming experience to create custom ADEP tasks. The Integrated Content Review solution interface contain a sample System Administrator, whose user ID has been assigned the Administrator role in User Management. Desktop Support Engineer The Desktop Support Engineer helps Creative Professionals install and configure the Task List Extension for Integrated Content Review on their computers. The Desktop Support Engineer is typically part of the organization s IT support team. The desktop support team modifies the Task List packager installer, such that the configuration file refers to the right Integrated Content Review server location. Subsequently, all Creative Suite users install the Task List extension on their computers and use it from within Creative Suite applications.

25 User scenarios for Integrated Content Review solution 22 Campaign Manager In most organizations, the Campaign Manager may formally be titled Marketing Manager. The daily tasks for such a role include: Increasing awareness about the brand and, consequently, expanding the client base Reviewing marketing briefs and working closely with stakeholders to clarify objectives Making top-level decisions on campaign deliverables, timeline, action plan, and so on Meeting with stakeholders and define the campaign strategy Making sure that the campaign gets executed as expected and that it stays within budget Planning for various assets and people associated with the campaign and assigning owners for projects and assets Defining the key performance indicators and criteria for effectiveness of the campaign Art Director/Creative Director Art Directors have the overall responsibility for a Design team, comprising a number of Creative Professionals. As the direct lead of the Creative Professional, the Creative Director typically assumes the asset owner role in the Integrated Content Review solution interface. The day to day activities of a Creative Director involve: Interacting with customers and fulfilling their requirements through high-quality design deliverables and solutions Leading the Design Team at a strategic level, offering creative inputs and guidance, whenever required Managing the design team, while retaining an emphasis on the development of Creative Professionals Interacting with different teams in the organization to identify and monetize opportunities for delivering design solutions Interacting with engineering teams to ensure seamless integration of design deliverables into end products Defining schedules for assets Key skills Art Directors have the following key skills: Keen aesthetic sense and artistic bent of mind Strategic experience in driving the development of design concepts, design solutions, and graphics Solid experience with Creative Suite tools, such as Photoshop, Illustrator Sound knowledge of print and Web publishing concepts and workflows Focus on delivering a rich end user experience Good client interaction and presentation abilities

26 User scenarios for Integrated Content Review solution 23 Individual roles Different professionals work across different projects in a campaign. The Creative Professional, Copy Writer, and E- learning Professional may be the key individual contributors in Creative, Collateral, and Training Content projects respectively. Creative Professional Creative Professionals are individual contributors who work within the Creative Suite software environment for a significant part of their working day. The key daily activities of a Creative Professional include: Creating assets that closely meet the campaign requirements Getting their work reviewed by key stakeholders and incorporating iterative feedback VP of Marketing In Integrated Content Review solution workflows, the VP of Marketing is a high interest team member who may or may not be a part of a review team within a stage. Depending on the organizational structure this role may take part as an approver of content or as a reviewer. Project/Traffic Manager The Project Manager or the Traffic Manager is responsible for ensuring that the campaign, projects, and assets remain on schedule. The Project Manager works closely with the Campaign Manager and the functional managers. In some organizations, this role may formally be called Program Manager. A Project Manager s daily activities include: Managing the timely flow of campaign projects from concept to completion Assigning step-by-step schedules and responsibilities Coordinating with external suppliers, partners, and freelancers Driving the maintenance of asset libraries containing content and creative assets Driving assignments, their priorities, and their timelines in collaboration with creative and production staff Legal Expert Legal experts are counsels who analyze and approve the campaign from a legal perspective. They are important members of the review/approval chain. Scenario: Set up prerequisites Introduction The Application Administrator sets up the user IDs and grants the appropriate users access to the Integrated Content Review environment. The Desktop Support Engineer helps the Creative Professional install the Creative Suite Task List Extension for Integrated Content Review.

27 User scenarios for Integrated Content Review solution 24 Requirements addressed Granting the required users access to the Integrate Content Review solution through the User Management interface in the Administration Console Installing and configuring the Creative Suite Extension for Integrated Content Review on user machines Common questions to ask to clarify requirements Not applicable to this user scenario Team members The Application Administrator, the desktop support engineer, and the Creative Professional participate in the activities in this user scenario. Tools used Administration Console Creative Suite Task List Extension for Integrated Content Review About the Creative Suite Task List Extension The Creative Suite Task List Extension for Adobe Integrated Content Review is an extension for Adobe Photoshop, Adobe Illustrator, and Adobe InDesign that lets the Creative Professional interact with the Integrated Content Review solution through tasks and notifications in a way similar to ADEP Workspace interactions. The extension is compatible with Adobe Creative Suite 5 and 5.5. The Task List extension is distributed as part of the Integrated Content Review solution installation. It is configured by the desktop support engineer to directly interact with Integrated Content Review through Flex remoting without user intervention. Using the Task List extension, the Creative Professional can perform the following activities: Accept or decline assigned tasks Receive instructions and supporting documents required to complete the task Access schedules and previous versions of the requested asset Report task completion Submit created assets The review process is initiated when the Creative Professional submits an asset file from his computer using the Task List extension. Initially, the Art Director (or the owner of the parent project of the asset) is responsible for approving the content before it moves to the next stage of review. The rest of the review is completed as specified in the review template. Install and configure Adobe Creative Suite Task List extension Refer to the Adobe Creative Suite Task List Extension for Integrated Content Review: Administrator's Guide. To understand how you can use the Task List extension, refer to the Adobe Creative Suite Task List Extension for Integrated Content Review: User's Guide.

28 User scenarios for Integrated Content Review solution 25 Implementation overview Using the Administration Console, the Application Administrator grants appropriate users access to the Integrated Content Review solution. The Administrator then assigns appropriate roles to these users in the Administration Console. The Desktop Support Engineer assists the Creative Professional in configuring the Task List Extension to connect to the right ADEP server. Using this extension, Creative Professionals can: Receive the relevant tasks and artifacts that define the creative work for which they re responsible Keep track of the tasks they ve completed Submit their work to the review cycle Estimated time to set up prerequisites This user scenario could be implemented during the planning phase of the campaign. Depending upon the number of users and Creative Professionals, 1-2 days of implementation time may be sufficient for this scenario. Related tasks Install and configure Adobe Creative Suite Task List extension Using the Creative Suite Task List Extension Scenario: Create schedules Introduction The Campaign Manager, Art Director, and the Project Manager create schedules in alignment with the campaign requirements. Schedules can be reused across multiple assets. Schedules include a schedule template and review, approval, or creation stages. Requirements addressed Creating schedules that can be reused across assets. As part of creating schedules, managers also define creation, review, and approval stages; stage durations, and timelines. Ensuring that asset-level schedules are in alignment with the campaign requirements Common questions to ask to clarify requirements What stages will the schedule have? How long will the creation, review, and approval stages be? Will the stages be serial or concurrent? Will we have straight-through processing between review stages or will the asset owner review the asset after each stage? Who will be the mandatory and optional reviewers? Across what campaigns will the schedule be used?

29 User scenarios for Integrated Content Review solution 26 Will the same schedule be applied at all levels of the campaign? Is there a requirement to apply shorter, different schedules for some projects or assets? Team members Campaign Manager, Art Director, and Project Manager Tools used Integrated Content Review solution interface Implementation overview The Campaign Manager, Art Director, and Project Manager collaborate to create schedules that include the following details: Schedule definition Creation, review, and approval stages Supporting documents Audit levels Set up review stages While creating schedules, managers create or reuse the appropriate stages for the content workflow. A schedule may include several review, approval, and creation stages. Stages can either be local to a schedule or be reusable across several schedules. Integrated Content Review supports several types of stages: Concurrent Review Serial Review Concurrent Approval Serial Approval Creation Further, managers can specify the following details for the review stages: Participants for each review stage and their review role moderator or reviewer. Managers can also specify if the reviewers are mandatory or optional to the review. Note: Mandatory reviewers and approvers have an important role in the review or approval cycle, because they determine when/if the stage they re participating in completes normally, on-time, or early. See Schedules and stages on page 41 to understand the settings you can apply for mandatory reviewers. Review duration, review settings, and when review reminders will go out to participants For more conceptual information related to schedules, see Understanding schedules on page 42. Estimated time to create schedules Once the schedules have been defined during the planning phase, the actual solution interface tasks to create schedules may take less than 30 minutes.

30 User scenarios for Integrated Content Review solution 27 Related tasks Create schedules Create stages Assign a schedule to the campaign For information about how to perform these tasks using the solution interface, see Using the solution interface on page 35. Scenario: Create a campaign Introduction Using the Integrated Content Review solution interface, the Campaign Manager creates a new campaign afresh or repurposes an existing campaign to create a new campaign. The campaign manager and project manager then create the projects in the campaign by providing descriptions, assigning owners, requesting assets, and defining timelines. They also assign the projects to the appropriate owners. For example, the Art Director owns the Creative project. The Art Director generates the assets in the project, assigns owners and schedules to them, and activates the assets. Requirements addressed Creating an overall campaign, comprising projects and assets Common questions to ask to clarify requirements How many assets will the campaign have? How will the assets be organized into projects? Who will be the owners for the different projects? What will the campaign and asset timelines be? Will all the assets be created afresh or do some existing assets need updating? Team members The Campaign Manager, Art Director, and Project Manager collaborate to complete the tasks involved in this user scenario. Tools used Integrated Content Review solution interface Implementation overview The Campaign Manager can begin a new campaign in one of the following ways: Creating the campaign by defining the relevant projects, timelines, and assets in the solution interface

31 User scenarios for Integrated Content Review solution 28 Reusing an existing campaign by retaining or modifying attributes and assets, such as projects, project owners, supporting documents, and timelines Other broad-level activities involved in beginning a campaign are as follows: Identify earlier campaigns for reuse The Campaign Manager can reuse an existing campaign that is similar to the campaign she wants to create. Relevant campaign attributes can be retained or modified for use in the new campaign. Some of the attributes that can be reused across campaigns are: Projects People Schedules Assets Supporting documents Requested assets Create top-level timelines In collaboration with the Project Manager, the Campaign Manager charts a high-level timeline by specifying the start and end dates that relate to the project or campaign requirements. Identify projects A campaign may contain multiple projects, such as Creative, Video, Messages, and Marketing Content. The Campaign Manager and the Project Manager identify the scope for these projects. Identify project owners and assign projects Project owners have an important role throughout the Integrated Content Review workflow. Ownership implies responsibility for the delivery of the assets within the project. Project owners are also responsible for the following activities: Assigning schedules to assets Starting and ending reviews Managing the intermediate steps of a review Driving review progress whenever project owner input is required Approving the creative content before it can progress to the next stage in the review cycle The Campaign Manager and Project Manager identify the projects comprising the campaign and assign them to a manager who would be responsible for content quality and delivery. A campaign may have multiple projects, such as Creative, Marketing Content, and Collateral. Typically, an Art Director may have overall responsibility for the quality and delivery of creative assets in the Creative project. Generate, assign, and activate assets Identify the creative assets comprising the project and assign schedules to those assets. The assets are then activated in the Integrated Content Review solution and delegated to the Creative Professionals on the team with relevant skillsets. Estimated time to create a campaign The estimated time to create a campaign may vary depending upon the complexity of the campaign and the preliminary planning necessary. After the planning is complete, setting up a basic campaign structure in the solution interface may take less than 30 minutes. Related solution interface tasks The following solution interface tasks are relevant in the context of this user scenario:

32 User scenarios for Integrated Content Review solution 29 Create a new campaign Use an existing campaign as a template Delete a campaign Activate the campaign Stop a campaign Create a project Create a new review or approval stage Gantt chart views Create schedules For information about how to perform these tasks using the solution interface, see Using the solution interface on page 35. Scenario: Manage the campaign Introduction At all stages, the managers can monitor the progress of the campaign through a Gantt chart dashboard at daily, weekly, monthly, and overall schedule levels. Requirements addressed This scenario helps identify the late assets in the campaign and make necessary scope/schedule adjustments. The adjustment could be a modification at any level in the campaign. For example if a project doesn t fit into the timelines for the campaign, then the campaign end date may be extended. Similarly, if an asset schedule does not fit into the timeline of a project, the project timeline may be adjusted. Common questions to ask to clarify requirements Are the campaign dates flexible to allow room for completing red deliverables? Do some assets have priority over others? For example, these assets must be delivered for the campaign to be complete. Who will take a call on adjusting the scope or timelines? Team members Campaign Manager, Project Manager, and Art Director are involved in the management of the campaign. Tools used Integrated Content Review solution interface Implementation overview At any stage, managers can review the progress of the campaign using a Gantt chart dashboard that indicates if the projects and assets are progressing satisfactorily or are in the red. The status of a campaign relies on the status of the assets within the campaign. Managing a campaign may involve adjusting schedules to meet the overall campaign requirements. Therefore, campaign management can involve changing end dates, adding/removing team members, or deleting assets, as necessary.

33 User scenarios for Integrated Content Review solution 30 One way to manage a campaign is to focus on the assets that are late. Assets that are late show up as red on the Gantt chart. Status is inherited upward in the chart so a red status at the bottom is a red status at the campaign level as well. The Integrated Content Review campaign view provides the ability to quickly identify assets in red and take corrective action. Estimated time to manage the campaign Set aside 1-2 days for planning the stages and completing the relevant tasks in the Integrated Content Review solution interface. Managing the campaign, of course, is an ongoing activity. Related solution interface tasks The following solution interface tasks are relevant in the context of this user scenario: Create a new review or approval stage Create schedules For information about how to perform these tasks using the solution interface, see Using the solution interface on page 35. Scenario: Manage the assigned project Introduction The Art Director and the Project Manager identify assets within the assigned project and assign them to Creative Professionals. As Creative Professionals work on designing the asset, the managers monitor progress using the Gantt chart dashboard. Requirements addressed Ensuring that assets are delivered with high quality and on time, so that the project stays on track. Common questions to ask to clarify requirements Not applicable to this user scenario Team members Project Manager and the functional manager, such as the Art Director, manage the project. However, the Campaign Manager can drill down to the status of any project or asset using the Gantt chart dashboard. Tools used Integrated Content Review solution interface Implementation overview The Art Director and the Project Manager monitor the progress of the assets. Using the Gantt chart dashboard, these managers, along with the Campaign Manager, can drill down to the asset level.

34 User scenarios for Integrated Content Review solution 31 While managing the project, the Art Director remains focused on the quality of the creative deliverables and their conformance with requirements. The Project Manager, on the other hand, stays focused on ensuring that the assets are delivered on time. Note: Multiple projects are possible within a campaign. For the sake of simplicity, this section discusses the user scenario from the perspective of the Creative project. Estimated time to manage the projects Managing projects is an ongoing activity. Set aside a few hours for the initial activities in the solution interface console. Related solution interface tasks The following solution interface tasks are relevant in the context of this user scenario: Add an asset Monitor assets For information about how to perform these tasks using the solution interface, see Using the solution interface on page 35. Scenario: Create the assigned asset Introduction The Creative Professional designs the assigned asset using Creative Suite tools, such as Photoshop, Illustrator, and InDesign. To interface with the Integrated Content Review solution, the Creative Professional uses the Creative Suite Task List extension that delivers notifications and communications related to the assigned assets right within the Creative Suite environment. Requirements addressed Core business requirement of delivering content and design assets that comprise the campaign. Common questions to ask to clarify requirements Not applicable to this user scenario Team members The Creative Professional designs the assigned assets. Tools used Creative assets are created in Creative Suite tools, such as Illustrator and Photoshop. The Creative Suite Task List extension enables the professional to effectively become a part of the Integrated Content Review solution workflow. Using this extension, the professional can receive information and artifacts, and deliver her work.

35 User scenarios for Integrated Content Review solution 32 Implementation overview The Creative Professional can interface with the Integrated Content Review solution using the Creative Suite Task List extension. The extension can deliver notifications, artifacts, and communications related to the assigned assets right within the Creative Suite environment. The extension also lets the Creative Professional track and deliver the assigned assets. Asset creation involves the following broad activities on the part of the professional: 1 Sign in to the extension 2 View notifications and accept/decline the assigned tasks 3 View supporting documents and/or samples through the extension 4 Create the asset 5 Submit/upload the created assets 6 Incorporate feedback on the assets 7 Submit the task. The Task List extension marks the task as complete. Estimated time to create an asset Varies, depending upon the complexity of volumes of the assigned assets Scenario: Review and approve the asset Introduction If mandated by the Campaign Manager or the Project Manager, assets created by the Creative Professional undergo a review and approval cycle. A shared review is initiated when the Creative Professional submits the asset, with multiple people participating. The Creative Suite Task List extension converts the native asset file into PDF and submits both the native format and PDF files to the Integrated Content Review system. The asset review is managed through the shared review process and Adobe Workspace. Reviewers can log into the Workspace and comment on the PDF. The Creative Director (asset owner) receives the review comments and passes them on to the Creative Professional. Once the Creative Professional has updated the asset based on the feedback, the Creative Director resubmits the updated asset for review. Requirements addressed Iterative feedback cycle for assets to ensure close conformance to requirements Common questions to ask to clarify requirements Not applicable to this user scenario Team members Campaign Manager, Project Manager, Creative Director, Legal Experts, and other required reviewers

36 User scenarios for Integrated Content Review solution 33 Tools used Workspace and Creative Suite Task List Extension for Integrated Content Review Implementation overview The following broad steps are involved in the review and approval of an asset: 1 The Creative Professional submits the asset for review as per a review stage set up during campaign planning. The Creative Suite Task List extension converts the native asset file into PDF and submits both the native format and the PDF files to the Integrated Content Review system. The following types of review stages are possible: Concurrent Review Serial Review Concurrent Approval Serial Approval 2 Upon receiving a review notification, a reviewer logs on to Workspace and reviews a PDF file of the asset. Review feedback is routed to the asset owner and the Creative Professional. 3 The Creative Professional updates the asset and puts it through another review, if mandated. As before, the asset is submitted from within the Creative Suite environment using the Creative Suite Task List Extension. 4 When appropriate, the review is marked as complete. 5 When review of all assets is complete, the Campaign Manager submits the campaign as a whole for approval to a higher authority, such as the VP of Marketing. This step is carried outside the Integrated Content Review solution interface. Estimated time to review and approve assets While creating schedules, the managers specify the timelines and durations for review stages. Scenario: Approve, publish, and archive the campaign Introduction Once the projects and assets have been delivered, the campaign as a whole is approved by the VP of Marketing, who has the overall responsibility for the organization s marketing initiatives. The campaign is now published as per the marketing plan and archived to an enterprise content repository. Requirements addressed Driving the campaign to closure Common questions to ask to clarify requirements Who will be the final approver for the campaign? What ex-icr communication mode will be used to take approval?

37 User scenarios for Integrated Content Review solution 34 Who is responsible for obtaining such approval? For example, the Campaign Manager. Team members The Campaign Manager submits the campaign to the VP of Marketing, who approves it. The Application Administrator archives the campaign. Tools used or other organizational communication modes, external to the Integrated Content Review solution interface, are used for campaign approval. The campaign is archived to the enterprise content repository in use at the organization. Implementation overview Not applicable Estimated time to approve the campaign Not applicable

38 35 Chapter 4: Using the solution interface After you ve installed Integrated Content Review, you can use the solution interface to manage campaigns and projects, interact with creative professionals using the Creative Suite Task List extension, and review/approve assets. The solution interface uses functionality provided by the Project Management (PRM) and Review, Commenting, and Approval (RCA) building blocks. You use Adobe Digital Enterprise Platform Workspace to participate in reviews. This chapter describes the initial setup of the Integrated Content Review solution interface. Optionally, you can customize the solution interface as per your organization s requirements. For example, you can brand it to use the colors and graphics from your organization. Relevant source code ships with Integrated Content Review for you to use as a basis for customization. System requirements to use the solution interface The Integrated Content Review solution interface is accessed using a Web browser. For supported combinations of operating systems, browsers, and Flash Player, refer to Installing Customer Experience Solutions. Besides the Web browser some tasks have specific software requirements, as outlined below: Task to be completed Interfacing between Adobe Creative Suite and Integrated Content Review solution Review assets Specific tool required Adobe Creative Suite 5 or 5.5, and Adobe Creative Suite Task List Extension for Integrated Content Review Adobe Acrobat 9.2 or later or Adobe Reader 9.2 or later. Set up prerequisites Set up external and internal users and groups User profiles are configured in the ADEP Administration Console to include Integrated Content Review user roles and an address. For information about Integrated Content Review roles, see Project team planning on page 21. To understand how to set up roles, refer the Configuring User Management section in ADEP Administration Help. Sample business profiles Application Administrator Desktop Support Engineer Campaign Manager Project Manager or Traffic Manager Functional managers, such as Art Director, Marketing Manager, or Learning and Development Manager Individual contributor roles, such as Creative Professional

39 Using the solution interface 36 VP of Marketing Legal Expert Except for the Desktop Support Engineer role, all other business roles are assigned specific permissions using the Administration Console. During installation, you can choose to create sample users for ICR on the Configure Integrated Content Review screen in the ADEP Document Services Configuration Manager. However, it is recommended that you do not create sample users on the production system. The table below maps sample ICR users, their business roles, and the corresponding ADEP permissions.

40 Using the solution interface 37 Mapping business roles, Solution Interface roles, and permissions Administrat or Lucien Renard Conrad Simms Yaacov Goldman Marta Robinson Tony Blue Rye Woodward Role RCA Administrator X RCA User X X X X X RCA Template Author RCA Review Initiator X X X X X X X Group PRM Project Owner PRM Project User X X X X X X X X X RCA Administrator RCA Review Initiator RCA Template Author X X X X X X X RCA User X X X X X Title Campaign Manager X Creative Professional X Marketing Manager/VP of Marketing X Creative Director X Project Manager/Traf fic Manager X Legal Expert X The default credentials provided by Integrated Content Review for the above users are: Administrator administrator/password Lucien Renard lrenard/password Conrad Simms csimms/password

41 Using the solution interface 38 Yaacov Goldman ygoldman/password Marta Robinson mrobinson/password Tony Blue tblue/password Rye Woodward rwoodward/password Configure Adobe Acrobat or Adobe Reader Configure Acrobat or Adobe Reader 9.2 or later with an address and create a digital signature for approving documents on each computer that Integrated Content Review review workflow participants will use. Refer to Managing certificates and credentials in Administration Help to know more about configuring and managing serverside digital signatures. Configure Adobe Acrobat or Adobe Reader with an address 1 In Acrobat or Adobe Reader, select Edit > Preferences. 2 In the Preferences dialog box, select Identity. 3 Fill the Address Field with the same address as configured for the user in Adobe User Management and click OK. Add a digital signature in Acrobat or Adobe Reader You can sign documents digitally to indicate approval using Acrobat or Adobe Reader. A digital signature serves to protect the integrity and authenticity of a document as of the time it was signed. To understand know how to digitally sign a PDF file, refer to Digital signatures in Acrobat documentation. Install and configure Adobe Creative Suite Task List extension Refer to the Adobe Creative Suite Task List Extension for Integrated Content Review: Administrator's Guide. Using the Task List extension Refer to the Adobe Creative Suite Task List Extension for Integrated Content Review: User's Guide. Getting started For information about installing Integrated Content Review, see Installing Customer Experience Solutions. Once you ve installed Integrated Content Review, do the following: Visit where is the URL of the ADEP Experience Server. Log in using the credentials of a user configured with the Document server. For example, lrenard/password. Note: If sample users haven t been created yet using the Document Services Configuration Manager, you can login using the admin credentials administrator/password.

42 Using the solution interface 39 Solution interface views Integrated Content Review Solution Interface views When you log in to the Integrated Content Review solution interface, you can work in one of the following primary views: Campaigns This view lists the campaigns existing in the system, along with their attributes, states, and red/green statuses. A campaign listed in the Campaigns view may have one of the following states: Inactive Draft campaigns that have not yet been activated. See Activate the campaign on page 51. Pending Activated campaigns having no started assets. The assets in a pending campaign have start dates in the future. In Progress Running campaigns that have already been activated. Terminated Campaigns that were stopped. See Stop a campaign on page 52. Completed Campaigns that have run their course successfully and completed. Campaigns view You can click a campaign in the Campaigns view to view its Gantt chart, including details of the projects and assets contained in the campaign. To find a campaign in the view, use basic search or expand the advanced search option by clicking the left arrow icon in the top-right corner of the screen. Assets This view lists the assets existing in the system, along with their attributes and statuses. To find an asset in the view, use basic search or expand the advanced search option by clicking the left arrow icon in the top-right corner of the screen. Assets view

43 Using the solution interface 40 Schedules This view lists the schedules existing in the system. The Stages tab in this view lists the reusable stages existing in the system. To find a schedule in the view, use basic search or expand the advanced search option by clicking the left arrow icon in the top-right corner of the screen. Schedules view Stages tab in the Schedules view Gantt chart views Gantt charts are pivotal to the Integrated Content Review solution interface experience. Gantt charts present interactive views of the campaign and its projects/assets. Gantt chart view When you click a campaign in the Campaigns view, a campaign-level Gantt chart is displayed. You can double-click a project or asset in this Gantt chart to view project/asset-level Gantt charts. You also adjust the settings of a Gantt, so that it displays all information or monthly, weekly, or daily information. Note: Names which are longer than the available space on the Gantt chart are trimmed from the back with ellipses. The name is displayed either on top of the bar in the Gantt chart or on the side of the bar, if the bar is too small.

44 Using the solution interface 41 The states that we discussed for campaigns Inactive, In Progress, Pending, or Completed also apply to projects and assets. To quickly view the state and timelines associated with a campaign, project, or asset, simply mouse-over it in a Gantt chart. Viewing states and timelines in Gantt charts In the right pane, you can conveniently view or modify the details, resources, and supporting documents associated with a campaign, project, or asset. You can also browse through the different versions of an asset, as they have progressed over time. You can refresh a Gantt chart by clicking the icon. Breadcrumb navigation The Gantt charts in the solution interface provide breadcrumbs to help you navigate the campaign hierarchy. Breadcrumbs are pivotal to the Gantt chart view, since the contents of the pods in the right pane depend on the current breadcrumb level. For example, Campaign > Campaign 1 > Project 1. Breadcrumbs for navigation Gantt chart legend Solution interface Gantt charts are color coded. Click the campaign hierarchy and team-member legends. icons at the bottom of a Gantt chart to view the Schedules and stages Applicable user scenarios Applicable default solution interface users Scenario: Create schedules Lucien Renard, Tony Blue, and Rye Woodward

45 Using the solution interface 42 A schedule is composed of creation, review, and approval stages. You can import reusable stages across schedules or create stages local to a schedule. Further, you can assign a schedule to multiple campaigns, projects, and assets. Understanding schedules Schedules drive the entire status hierarchy of the solution. When an asset is late, it is late because the current assignment within a stage has expired. Schedules have a two tier structure: Firstly, they have stages which define the time frame and type of each cycle creation, review, or approval. Secondly, they define the manner in which the schedule runs. For example, a schedule defines: Whether or not asset owner review is enabled. Straight-through processing is carried out if owner review is not enabled. The number of supporting documents that will be available to team members added to the schedule The schedule creation process allows great flexibility. A schedule can comprise a single stage or many different stages. The asset owner can review the asset before continuing to the next stage or let the review flow from one stage to the next without intervention, depending solely on the team-members. A review process may have as many stages as required for a given review process. Stages are reentrant, based on the owner's decision to move forward, restart a stage, or restart the entire schedule. When a schedule is assigned to an asset, the asset owner is assigned at the same time. The asset owner has special responsibilities and is usually the Creative Director or project manager responsible for the asset/project. Global and local copies of schedules You can modify the properties of a schedule while applying it to a campaign. However, such an edited schedule becomes local to the current campaign. Any changes made to the global copy of the schedule are not reflected in the local copy. Local schedules

46 Using the solution interface 43 However, if a schedule is applied to a campaign without any local changes, any changes made to the global copy are reflected in the schedule applied to the campaign. Create schedules 1 In the Schedules view in the solution interface, click New Schedule. 2 Enter a name for the schedule. 3 On Schedule Definition screen, complete the following tasks: Provide a description of the schedule. Select Enable owner review between stages if you want to allow the asset owners to review comments between defined review stages. Do not select this option if you want to enable straight-through review processing. Select Publish if want to activate the template, so that it is searchable for assignment within the Integrated Content Review system. Select one of the following options: Reviewers can view all comments logged in prior stages and the current stage Reviewer can view comments made by others within the same stage only 4 Click Next. 5 On the Stages screen, add a stage in one of the following ways: Click Import to reuse a stage existing in the system. You are presented with the Import Stage dialog box. Click New to add a new stage local to the schedule you re creating. Add a stage to a schedule create a new stage or import an existing one

47 Using the solution interface 44 Importing stages while creating a schedule See Create stages on page 45 to understand stage creation settings and process. Note: If you plan to add a creation stage to the schedule, you must add it before you add any review and approval stages. 6 (Optional) When you import a reusable stage, you can make changes to its default settings in the right pane. Such an edited stage becomes local to the current schedule. Any changes made to the global copy of that stage are not reflected in the local copies. 7 Click Next. 8 On the Supporting Documents screen, add any supporting documents for the schedule. Either click Browse and attach a document available on your hard-disk, or paste a the URL in the Add a Document or URL field. Note: If the supporting document is a URL, do remember to add an appropriate prefix, such as Enter a description for the supporting documents. Click Attach. Click Next. Note: Supporting documents added at the schedule level are available to team-members working on all campaigns, projects, and assets to which the schedule is applied directly or by inheritance. 9 On the Audit Level screen, specify the audit level for the schedule. The audit level determines how often the Integrated Content Review system records activity logs. 10 Click Finish.

48 Using the solution interface 45 Other operations in the Schedules view Select a schedule and click the relevant icon to perform a described operation: Duplicate a schedule to reuse its settings for a new schedule. You can customize the settings before the new schedule is saved and listed in the Schedules view. Edit a schedule. The solution interface shows you an impact summary dialog that lists all assets, projects, or campaigns to which the schedule is applied. You can choose to edit a copy of the schedule instead of the schedule itself. Impact summary of editing a schedule Delete a schedule. You are presented with an impact summary dialog before you confirm deletion. Create stages Stages define the type of cycle (either create, approve or review), the length of the cycle, team-members and their roles, as well as special criteria for mandatory reviewers. Integrated Content Review provides three types of stages Creation, Review, and Approval. Review and approval stages, in turn, can be serial or concurrent. You can create stages either independently on Schedules view > Stages tab or while creating a schedule. Any stages you create while creating a schedule become local to that schedule and cannot be reused. You can reuse stages created independently outside of a schedule across several schedules. Special considerations for creation stages The creation stage is important because it defines how new tasks are sent/assigned to Creative Suite users. To fulfill this purpose, a creation stage has the following special characteristics and restraints: A schedule may have only one creation stage and that creation stage must be the first stage of the schedule. While these constraints exist for design, the creation stage may be executed within the schedule many times at run time, because stages are reentrant. Only one creator can be assigned to a creation stage. Groups cannot be part of a creation stage.

49 Using the solution interface 46 Special processing characteristics for creation stages allow the asset owner to review and reject the creative content before the defined review/approval stages start. Create a new creation stage 1 In the Schedules view, on the Stages tab, click New Stage. 2 Provide a descriptive stage name and select Creation from the Define Type pop-up menu. 3 On the Details page, perform the following tasks: Select Ensure owner review after this stage if you want to allow the asset owner to review the asset before the defined review stages begin. Note: The asset owner is typically the immediate lead of the asset author/creative professional. The creative professional and the asset owner communicate and collaborate on a day-to-day basis. Several rounds of discussions between the Creative Professional and the asset owner may be required before formal review stages. Select Publish if you want the creation stage to be searchable for assignment within the Integrated Content Review system. Specify scheduling details for the stage The duration of the stage in days, business days, hours, or minutes Whether and when stage reminders are sent out to participants Specify the system behavior when a mandatory stage participant has not completed the stage before the deadline. The system can either Initiate an error condition and stop the stage or Extend the stage until mandatory participants are done with the stage activities. 4 Click Roles. Click Add Creator and, on the Search for Creator dialog, add an asset creator. 5 Click Done. Create a new review or approval stage 1 In the Schedules view, on the Stages tab, click New Stage. 2 Provide a descriptive stage name and select Review or Approval from the Define Type pop-up menu, as appropriate. 3 On the Details page, complete the following tasks: Specify whether the stage is a serial or concurrent review/approval stage. Serial stages proceed in sequence from one participant to the next. In a concurrent review stage, all participants review/approve the asset in parallel. Set the duration of the review in days, business days, hours, or minutes. Select Enable Reminders to specify whether and when review reminders should be sent out. Select Publish if you want the new stage to be searchable for assignment within the Integrated Content Review system.

50 Using the solution interface 47 Publish and stage durations... Specify whether the flow should Move immediately to the next stage or Wait until the end of the specified stage duration when all mandatory participants complete the stage. Specify whether the solution should Extend stage until mandatory participants are done or Initiate an error condition and stop review, when a mandatory participant has not completed the stage by the deadline. Mandatory participant controls Note: The Wait until the end of specified stage duration setting is ignored if you ve also selected Extend stage until mandatory participants are done.

51 Using the solution interface 48 4 Click Tasks and complete the following steps: Specify whether assets will be delivered for review/approval through the Task List extension, Connected, or a custom task type. Custom task types are long lived ADEP processes that Integrated Content Review uses for review/approval task assignment. (Review stages only) Optionally, specify pre-review and post-review ADEP processes to be executed. (Approval stages only) Optionally, specify pre-approval and post-approval ADEP processes to be executed. 5 (Review stage) Click Roles to specify review participants and their review role (moderator/reviewer). For participants having the review role, you can specify whether they are mandatory reviewers or optional reviewers. Moderators are people who have been delegated the responsibility for overseeing a review. They ensure that ongoing and pending reviews operate in an effective and efficient manner. For review and approval stages, you can specify groups while adding team-members. Groups are expanded by default, such that all members in the group receive the relevant tasks. Important: In a serial review chain, all participants are mandatory, irrespective of the settings in the Roles pod. When you edit a concurrent stage with optional reviewers, to make it a serial stage, you ll see the following warning dialog: Warning: Converting a concurrent stage with optional reviewers to a serial stage Note: If a group was added to a concurrent stage, it is exploded when the stage is converted to a serial stage. The members of the group become serial review/approval participants. (Approval stage) Click Roles to specify approvers and moderators. 6 (For approval stage only) Select one of the following approval signature mechanisms: PDF Signature PDF Certificate Note: For serial approval stages, client-side signatures and server-side certificates are supported. For concurrent approval stages, server-side certificates are supported. No signature mechanism 7 Click Done. Other operations on the Stages tab Select a stage and click the relevant icon to perform a described operation: Duplicate the stage to reuse its settings for a new stage. You can customize the settings before the new stage is created. For example, you can make a serial stage concurrent and a concurrent stage serial. Edit the stage. Delete a stage. You are prompted with an impact summary dialog box before you confirm deletion.

52 Using the solution interface 49 Build a campaign Applicable user scenarios Applicable default solution interface users Scenario: Create a campaign Lucien Renard, Tony Blue, and Rye Woodward Create a new campaign To create a campaign afresh, complete the following tasks: 1 In the Campaigns view, click New Campaign. 2 Provide the following campaign details: Campaign Name Using the Search for Individual dialog box, select a Campaign Manager. Campaign timelines, including the campaign start date and the end date Optionally, add a campaign image. Optionally, provide a description for the campaign. 3 Click OK. Integrated Content Review adds the campaign and displays its Gantt chart. 4 To import supporting documents to the campaign, click Options in the Supporting Documents area in the Campaigns view and choose the appropriate option out of the following: Import a local file Import a URL Specify the URL of the supporting document, complete with Note: Supporting documents are inherited top-down in the campaign hierarchy. Supporting documents attached to a campaign become automatically available to the relevant team members at the project and asset levels. You can use the Delete File option to remove an existing supporting document. 5 Add projects and assets to the campaign. See Create a project on page 52 and Add an asset on page 53. Note: You can also add assets using the Assets pod in the campaign or project Gantt charts. If you already have an earlier version of an asset that needs to be updated, you can upload the PDF file of the asset while adding the asset. As the campaign progresses, the Creative Professional can work on updating the asset. For more information, see Download/reuse an existing asset on page 54

53 Using the solution interface 50 Uploading the asset file while adding an asset. If you do not provide an asset file, Integrated Content Review creates an asset placeholder. Assign a schedule to the campaign When you assign a schedule to a campaign, the schedule is automatically assigned to the projects and assets existing in the campaign or added at a later time. The resources, team-members, supporting documents, and stages in the schedule are automatically applied to the assets in the campaign. For example, if Conrad Simms is specified as the creator for a creation stage in the schedule, he is automatic added as a participant for the creation stages of the campaign s assets. Follow these steps to assign a schedule to the campaign: 1 In the campaign Gantt chart, select Options > Assign Schedule. Assign a schedule 2 In the Assign Schedule dialog, select an existing schedule and click Preview. Navigate through the schedule structure and make any necessary changes. Note: Changes made to the schedule at the time of preview are saved only in the copy of the schedule local to the campaign you re working with. The global copy of the schedule is not updated. Similarly, any changes made to the global copy of the schedule are not reflected in the local copies. 3 Click Select. Note: Team members are inherited bottom-up in a campaign. Therefore, when you add a team-member to an asset, by inheritance, the team-member is automatically reflected in the Resources pod at the project and campaign levels. However, a resource added at the campaign level, doesn t reflect at the project and asset levels. For more information, see Team member inheritance on page 20

54 Using the solution interface 51 Note: If different schedules are applied to the parent campaign and project of an asset, the asset inherits the schedule applied to the project. Activate the campaign When you activate a campaign, task notifications are sent out to the relevant team-members. All projects and assets that the campaign contains at the time of activation are activated as well. You can continue adding projects and assets to an activated campaign. However, you must activate such projects and assets individually in the campaign Gantt chart. Upon activation, the statuses of the campaign, as well as its projects and assets, are evaluated and displayed as red/green in the Campaigns view as well as Gantt charts. Choose Options > Activate Selected to activate the campaign. Alternatively, you can activate the campaign in the Campaigns view by clicking the icon. Use an existing campaign as a template Perform the following tasks to create a campaign using an existing campaign as a template: 1 In the Campaigns view, find the relevant campaign. To find a campaign, use basic search or expand the advanced search option by clicking the left arrow icon in the top-right corner of the screen. Advanced search lets you find campaigns using attributes, such as the following: Campaign Name Campaign Manager Campaign Status (Green/Red) Campaign State (In Progress/Completed/Pending/Terminated/Inactive) Campaign creation, start, or end dates 2 Select the relevant campaign and click the (Duplicate Campaign) icon. 3 Enter a name for the new campaign. Integrated Content Review creates the new campaign and displays its Gantt chart. 4 If necessary, you can modify the following campaign details on the Details tab in the right pane of the Gantt chart: Name Campaign Manager Campaign timelines start date and end date Campaign Manager ID Campaign description and image 5 As necessary, modify the description and owners of imported projects. Note: To change these project-level details, double-click a project in the campaign Gantt chart. Now, in the projectlevel Gantt chart, click Edit on the Details tab in the right pane. 6 If necessary, modify the details of the existing assets by drilling down to the asset-level Gantt charts and clicking Edit on the Details tab in the right pane. 7 Add new supporting documents for reference. Remove existing ones, if necessary.

55 Using the solution interface 52 8 Add new projects and assets in the Gantt chart view. See Create a project on page 52 and Add an asset on page 53 for more information. 9 Assign a schedule to the campaign. 10 Activate the campaign. Upon activation, task notifications are sent out to the respective owners. Stop a campaign A user is warned that stopping a campaign is irrevocable. Upon stopping, a campaign is listed as Terminated in the Campaigns view. Although you cannot restart a stopped campaign, you can duplicate it if you want to reuse the structure or the details of the campaign at a later date. You can stop a campaign in one of the following ways: In the Campaigns view, select the campaign and click the (Stop Campaign) icon. Select the campaign row in the campaign Gantt chart and choose Options > Stop Selected. Delete a campaign Deleting a campaign removes it from the Campaigns view. 1 In the Campaigns view, find the relevant campaign. 2 Select the relevant campaign, and click the (Delete Campaign) icon. Note: Ensure that you delete the correct campaign. Deleting a campaign is an irrevocable action. Create a project Applicable user scenarios Applicable default solution interface users Scenario: Create a campaign Lucien Renard, Tony Blue, and Rye Woodward Projects are useful for grouping assets and tracking their statuses. Projects are assigned to a project owner, who is responsible for the overall status of the project. Project completion depends on completion of all tasks in it, as well as the deadline assigned to the project. If tasks are completed before the project, the project continues to be "In Progress" state. 1 In the Campaign Gantt chart, select Options > New Project. 2 Enter a name for the project, choose a manager for it, and choose the appropriate start data and end date. Note: The start date of a project cannot be earlier than the start date of the parent campaign. If the end date of the project is later than the end date of the campaign, the project status, and consequently the campaign status, will turn red. 3 Optionally, select a project image and enter a project description. 4 Click OK. The project is displayed in the campaign Gantt chart. 5 Double-click the project in the campaign Gantt chart to drill down to the project-level Gantt chart. 6 If necessary, in the right pane, modify the project team, attach supporting documents, or modify the project details. Note: New members added to the project using the right pane have no responsibilities towards the project/campaign. However, they receive notifications when statuses change and can monitor the progress of the project/campaign. See Add team-members in Gantt chart views on page 58

56 Using the solution interface 53 Supporting documents attached to a project automatically become available to the relevant team members at the asset level. 7 Select Options > New Asset to add assets to the projects. See Add an asset on page Optionally, you can assign a schedule to the project, such that it overrides the schedule inherited from the campaign. Select the project in the Gantt chart. Select Options > Assign Schedule. Choose a schedule for the project. 9 In the project-level Gantt chart, select the project row and select Options > Activate Selected to activate the project and the assets that it contains. Task notifications are sent out to the relevant team-members. Note: If you re still building the campaign and plan to activate it later, you do not need to activate its projects individually. See Activate the campaign on page 51. Add an asset Applicable user scenarios Applicable default solution interface users Scenario: Create schedules Lucien Renard, Tony Blue, and Rye Woodward Typically, assets in a campaign are placeholders for creative artwork that will be created as part of the campaign. However, if artwork already exists and needs to be updated, you can upload it in the PDF format while creating the asset. You can add assets directly under a campaign or under projects. Follow these steps to create an asset: 1 In the campaign Gantt chart, select the campaign row or a project row. 2 Select Options > New Asset. 3 In the New Asset dialog, provide an asset name. 4 If the asset already exists on your computer, upload it in the PDF format.

57 Using the solution interface 54 New asset dialog 5 Select an asset owner. Note: The asset owner may the same person as the project owner. This additional level of granularity is provided to allow flexibility in asset assignment. 6 Choose an asset start date and end date to specify asset timelines. Note: The asset start date must not fall earlier than the start date for the parent campaign or project. If an asset end date falls after the campaign date, the asset, project, and campaign statuses turn red. 7 Optionally, provide an asset description. 8 Click OK. The asset is created and displayed in the Gantt chart. 9 You can assign a schedule to an asset directly. If a schedule was assigned at the campaign or project level, it gets overridden with this assigned schedule. Select the asset in the Gantt chart. Select Options > Assign Schedule. Choose a schedule for the asset. Note: An asset cannot be activated unless a schedule is assigned to it. Download/reuse an existing asset Assets submitted during Creation stages can be exported from the solution interface in the format in which they were uploaded.

58 Using the solution interface 55 The Creative Professional can submit assets either using the Task List extension or through Workspace. Assets are uploaded in native file formats (.psd,.ai, etc) using the Task List extension. However, PDF assets are uploaded using Workspace. Note: For Creation stages, Workspace lets you upload a PDF file as well as a native format file. While the PDF file uploaded through Workspace is treated as the asset file, the native format file is retained in the system only for tracking purposes. Creation stages in Workspace. The PDF file uploaded here is the asset file. The uploaded native format file is retained only for tracking purposes. 1 Double-click the relevant asset in the Assets view. The asset-level Gantt chart is displayed. 2 In the asset Gantt chart, navigate to the Versions pod in the right-pane. 3 Select a version of the asset, click Export, and save the asset file to your computer either in the native format (.psd,.jpg, etc) or as a PDF file. If the asset file is not available in the native format, you can download a PDF copy of the asset. Version pod and asset export 4 Add a new asset to your current campaign. 5 In the New Asset dialog box, upload the PDF copy of the asset file extracted in step 3.

59 Using the solution interface 56 Create and submit an asset for review Applicable user scenarios Applicable default solution interface user Scenario: Create the assigned asset Conrad Simms The following broad steps explain how the Creative professional can participate in the Integrated Content Review content workflow from within Adobe InDesign, Illustrator, or Photoshop: 1 Install the Adobe Creative Suite Task List extension. 2 Sign in to receive notifications. 3 Accept or decline the assigned creation tasks. View supporting documents and/or samples through the plugin. 4 Submit/upload the created assets for review/approval. The task is automatically marked as complete in the Task List extension. In the Notifications view of the extension, you ll also receive a notification that the task was submitted successfully. For more information, refer to Adobe Creative Suite Task List Extension for Integrated Content Review: User s Guide. Review assets Applicable user scenarios Applicable default solution interface users Scenario: Review and approve the asset Lucien Renard, Tony Blue, and Rye Woodward, Marta Robinson, and other required reviewers Refer to Understanding review and approval stages on page 9. Manage campaigns, projects, and assets Applicable user scenarios Applicable default solution interface users Scenario: Manage the campaign and Scenario: Manage the assigned project Lucien Renard, Tony Blue, and Rye Woodward Monitor campaigns and assets Using the Gantt chart view, you can closely monitor the statuses of the existing campaigns, projects, and assets. Monitor campaigns The Campaigns view lists all the campaigns in the system along with the following attributes: Campaign manager Creation date Status Start and end dates State

60 Using the solution interface 57 The status of a campaign is visually highlighted with a red or green icon. The campaign status is a reflection of the status of the assets in the campaign. Together, the state and status of an asset give you the complete picture of an asset s progress: State Status Reason/comment Assets that have not started/been activated In Progress assets proceeding on time Inactive In Progress Green Green In Progress assets taking more time than allocated to the project In Progress Red Exceeding deadline Assets completed on time Assets declined by the Creative Professional Completed In Progress Green Green Note: The asset owner can assign another Creative Professional to the asset. Expired assets Completed Red ASSET_EXPIRED Terminated assets Terminated Green For easy tracking, the list of campaigns can be sorted based on above attributes. To find a campaign, you can use basic search or expand the advanced search option by clicking the left arrow icon in the top-right corner of the screen. To monitor an individual campaign, double-click it and open the campaign-level Gantt chart. You can drill-down to individual projects and assets by double-clicking them. The breadcrumbs at the top let you navigate up the campaign hierarchy. Monitor assets The Assets view lists all the assets in the system along with the following attributes: Template name State Status Stage Project Owner Start and end dates

61 Using the solution interface 58 Assets view To find an asset, use basic search or expand the advanced search option by clicking the left arrow icon in the top-right corner of the screen. Use Gantt charts to modify campaigns, projects, and assets Add team-members in Gantt chart views Optionally, you can add team members to the campaign, project, or asset from right within the in the Resources pod in the right pane. Select Options > Add and add the required members using the Search For Individual dialog box. Once added, the selected members are listed in the Team area. These new members have no responsibilities towards the campaign, but they receive notifications when statuses change. They also get access to the solution interface so that they can proactively see how the campaign is progressing. Team members are inherited bottom-up in a campaign. See Team member inheritance on page 20 Duplicate a project or asset for reuse In Use an existing campaign as a template on page 51, we discussed how you can reuse a campaign. Similarly, while working within a campaign Gantt chart, you can duplicate a project or asset for reuse. Select the relevant project or asset in the Gantt chart view and select Options > Duplicate Selected. If you duplicated a project, the assets it contains are automatically duplicated.

62 Using the solution interface 59 Duplicating a project in the Gantt chart view. Note that the duplicated project (and the assets under it) are not activated yet. The assets were duplicated automatically when the project was duplicated. View/download earlier versions of an asset The Versions pod in the Gantt chart right-pane shows the progression of assets from one review to the next. If a new file is uploaded for review at each stage, a new version will be available in this pod for each stage. However, if the same file is used from stage to stage, the version number is not incremented. However, while navigating, you can still see which version was used for a stage. Follow these steps to view the different versions of an asset: 1 Open the asset-level Gantt chart in one of the following ways: Double-click the asset in the campaign-level Gantt chart. Double-click the asset in the Assets view. 2 Navigate to the Versions pod in the right-pane. 3 Select a version of the asset to preview it in the upper area of the pod. Click Enlarge, if necessary. Note: In the Versions pod, you can also download the asset in the native/pdf formats. For procedural information, see Download/reuse an existing asset on page 54. View review comments on assets The Comments pod in asset Gantt charts lets you quickly see the review comments for an asset through the stages. 1 In an asset Gantt chart, navigate to the Comments pod in the right pane. 2 Select a combination of author, version, and stage to view the relevant comments. 3 Optionally, export a PDF version of the asset along with all comments (in XFDF format) that reviewers have made on the document. All comments on the selected version of the asset are exported. This capability is important, because the asset owner may want to the commented PDF to the Creative Professional while requesting rework on the asset. Note: You cannot export a commented PDF file for a stage that is yet to start.

63 Using the solution interface 60 Comments pod Assign a business title to a team-member Optionally, you can assign business titles to team-members. Follow these steps: 1 Select a team-member in the Resources pod of a Gantt chart and select Options > Edit. Assign business titles 2 Select a Title. 3 Click OK. Manage supporting documents You can add/delete supporting documents conveniently in Gantt chart views.

64 Using the solution interface 61 Manage supporting documents in Gantt charts The following rules apply for supporting document deletion: Supporting documents can be removed only by the user who added them. Supporting documents can be deleted only at the level at which they were added. For example, a supporting document added at the campaign level can be deleted only at the campaign level Modify stages in Gantt charts While working in a Gantt chart view, you use the context-sensitive menu to perform the following operations on a stage: Change the duration of the stage Add participants to the stage Using the context-sensitive menu to modify review/approval stages Note: If the stage you're modifying is a stage imported into the applied schedule, you may need to resolve it before you can modify its details.

65 Using the solution interface 62 Resolving a stage Troubleshoot red statuses The status of a campaign is derived from the statuses of the assets in it. When you click the red icon next to a campaign in the Campaigns view, you are shown a pop-up summary of the red assets in that campaign. You can click the asset in the pop-up summary to quickly navigate to its Gantt chart. Pop-up summary Evaluate the following while troubleshooting red statuses in the Campaigns view or the Gantt charts: Whether an asset or project deadline has passed: In the campaign Gantt chart, expand an asset with the red status. Mouse-over a stage under it to check if the stage has expired. Whether an asset or project end date falls after the end date for the parent campaign Known issues and workarounds Important: For the complete list of Integrated Content Review known issues, refer to Adobe Customer Experience Solutions Release Notes.

66 Using the solution interface 63 Asset search fails if the keyword contains some special characters Asset search in the Assets view does not return intended results if the keyword contains one of the following special characters: Whitespace Dot (.) Colon (:) Single quote ( ) Double quotes ( ) Hyphen (-) Underscore (_) As a workaround for this issue, use a keyword without these special characters. For example, instead of advert_image, search for advert or image. Known issue: Stages can t be reordered The solution interface doesn t currently support reordering of stages. Therefore, you must define creation stages before you add other stages to a campaign. The option to add a creation stage is disabled after the first review/approval stage is created/imported into the schedule. This limitation further implies that stages must be created in order within a schedule. A good way to avoid rework is to create reusable stages, so that you can use the Delete and Import options to order the stages the way you want. For related procedural information, see Schedules and stages on page 41. Templates for Integrated Content Review communications Integrated Content Review sends out a number of system-generated s as workflow notifications and reminders. The templates for these s are included in the ICR OSGi bundle (/content/icr/assets/ _templates). Follow these steps to explore the templates folder: 1 Login to the CRX-DE Lite console at where [host]:[port] is the URL of the ADEP Experience Server. Use the credentials of an ICR user to log in to the console. 2 In the left pane, navigate to /content/icr/assets/ _templates. Notice the default locale, en_us, and the folders under it.

67 Using the solution interface 64 Exploring system communication templates using the CRX-DE Lite console Tips for customizing the templates The en_us locale must be retained, since it is the fall-back locale if some template is unavailable for another locale. If you wish to disable a system-generated communication, rename the corresponding template using the CRX-DE Lite console. For more information about using CRX-DE Lite, refer to this documentation page.