View the collateral in each program

  • You can click on the name of each program to list the collateral created for the program. You must be in the specific program to create collateral for it. If there is no collateral in a program, you will see an empty page

Note

  • You can view the collateral in two layouts – icon view or list view by clicking on the button on the top right. Icon view provides you with a graphic representation of the collateral and list view gives you more detailed information regarding the piece such as collateral dimension and docket number
  • No icon indicates printed media collateral type
  • - Display icon indicates Digital Media collateral type
  • - Display icon with red screen indicates that there is no schedule attached to collateral
  • - Gear icon indicates hardware collateral type
  • - Stacked Paper icon indicates collateral Template type
  • - Collateral elements highlighted in light blue have been modified in last 2 days.

Create collateral

  • When you are in the program that you want to create collateral for, click on the New Collateral button.
  • Enter in the specifications for the collateral such as Title and SKU; select the Zone, Target Region, Product, File, Version and select all the Collateral Attributes that apply (including Channels & Language and Collateral Types.)
  • You can also set Agency and assign Production Prime for element at this point
  • Scroll to the bottom and click Save

Note

  • Place markers are created for each new piece of collateral until an image of the collateral is uploaded. Each language will generate a different colored place marker. Blue is English, Red is French, Teal is for bilingual pieces, Green is Spanish, Yellow is South Asian and Purple is Chinese
  • File - The drop down menu shows which Creative Agency the collateral is being created by. This can be left blank and can be edited when you receive this information at a later date
  • SKU – This field will be self-populated with parts of the title if left blank. The number of characters this field will take up to 32 character. SKU is dependent on how many characters are already taken by the mandatory parts of a SKU such as the letter leading letter, the Quarter, the Year, the region, the Collateral Type, the Version and the Language
  • All fields are editable when creating new collateral except for the, SKU, language and collateral type
  • Depending on your specific system setup, Target Region might be mandatory field. Region can be used in SKU generation script. You can set regions and region code under Entities -> Collateral Regions

Edit collateral information

  • Click the program that the collateral you want to edit resides in
  • In icon view, click on the text link of the collateral you want to edit. In list view, click on the collateral title of the collateral piece you want to edit. The link will go to the collateral profile page
  • Make the necessary changes then click on Save at the bottom of the page
  • You can edit collateral title in a list view by clicking on a edit icon at the end of the title row. Icon appears only when you hover over row. When you finish editing title press Enter/Return to apply change and exit edit mode.
  • You can edit multiple titles by clicking on a edit icon in a column header. Make edits and press enter when finished. You can navigate to next field by pressing Tab or by clicking in a desired field you wish to edit.
  • You can also edit Docket field in a same way.

Note

  • Save values button saves only dropdown choices for Printer and Agency
  • You can mark/unmark all elements to be used in production, to be extra merchandise to be stores or to be not orderable by clicking on appropriate checkbox in a header.
  • To apply same Printer or Agency to all elements select agency and/or printer in as top right then click Save Values button.

  • You can search for any collateral item when in the programs tab. The search field box is located at the top left side of the page just below the company logo
  • To use the Global Search, click on the Programs tab. Enter the collateral type (Trumpet, Promo 11, Backlit etc.), SKU, RMS collateral id, Quarter, Collateral Title or Program Name and press Enter on your keyboard

Note

  • Entering a SKU, collateral ID or collateral title will give you a specific item, while searching by collateral type, quarter or program name gives you varied results
  • The global search results will open a new window
  • On the left side you have a list of elements matching search criteria. Element information displayed: Title, SKU, RMS ID, Collateral Type, Language, Quarter, Year, Program
  • Clicking on element will display details on the right side. Details include: Collateral image, Print Window, Print Job, Allocations that include that element and list of locations that can receive that element type.
  • Click on collateral image to go to collateral details in program where it resides. (opens in new window)

Search for collateral within a program

  • You can search for collateral within a program by clicking on the Programs tab then the name of program. The search field box is located at the top left side of the page just below the company logo
  • In icon view, you can enter the collateral type (Trumpet, Promo 11, Backlit etc.), SKU, Quarter, Zone or Collateral Title as search parameters
  • In list view, you can also search using the Agency and Docket in addition to the above items listed in icon view

Note

  • You do not need to press Enter to get search results. The search field filters as you type. The more you type, the more specific your search becomes

Delete a piece of collateral in icon view

  • You can delete a piece of collateral in icon view by clicking on ‘x’ located at the top right corner of each individual collateral. This will prompt you to confirm that you want to delete the collateral. You can select OK for yes or Cancel for no

Delete a piece of collateral in list view

  • You can delete a piece of collateral in list view by clicking on the trash can icon located at the right side of the table for each individual collateral piece. This will prompt you to confirm that you want to delete the collateral. You can select OK for yes or Cancel for no
  • To delete multiple collaterals you can place checkmark in front of each element you want to delete then click Delete button on top right. Delete button shows only when one or more elements are selected.

Note

  • You can select (place check-mark) multiple pieces of collateral and delete them.
  • Once you select one or more elements Delete button will show up.
  • All selected elements are highlighted yellow so you can easily identify what is selected for deletion.
  • If element is allocated or assigned value (as extra) you will not be able to delete it until you remove element from allocation or remove QTY from Extras.
  • If elements are allocated error message will pop up notifying you which elements are allocated and where.

Remove Allocated Collateral

This feature allows user to remove a specific piece of collateral form select locations. Removal is done per SKU basis. To remove collateral, navigate to collateral piece:

  • Under Remove section click Remove Collateral button. This will take you to standard allocation formula page.
  • Type in Title for this removal
  • Select date collateral should be removed on
  • Select fixture or zone you want to remove collateral from (if applicable)
  • Enter allocation list or create formula to include/exclude locations
  • Click Save

Note

  • You can delete scheduled removal if it is not executed yet
  • You can remove same piece of collateral multiple times (from different fixture/zone etc…)
  • You can re-allocate removed piece of collateral.
  • Since this is not regular collateral change or expiry, fixture does not flash when collateral is removed. Please make sure you communicate change to locations affected, via an announcement, an alert or a message.
  • Affected fixture(s) will have Button "Confirm Collateral Removed" Button on top right corner so store can confirm change.
  • If you resave allocation(s) removed collateral will be placed back.

Not orderable collateral

  • To prevent store users from ordering (re-order) certain pieces of collateral through the system, place checkmark on Cannot be ordered.

Mark collateral as Extra Merchandise

  • Click on collateral you want to label as Extra Merchandise
  • In the collateral profile, under Options, select Extra Merchandise
  • Click on Save at the bottom of the page

Note

  • In list view Select Extra for the collateral you wish to label as Extra Merchandise. This option is located on the right side of the table

Collateral as Visual Directive

Marking collateral as Visual Directive will not show collateral in Print Report or Kit List.

  • Click on the collateral to access the collateral profile page
  • Under Options, select Visual Directive
  • Click Save to capture changes

Note

  • Check off Visual Directive for double-sided (2-sided printed collateral)
  • Mark side 1 (i.e. Side 1 or A) as “Use in production” while side 2 (i.e. Side 2 or B) should be marked as a “Visual Directive”;
  • Side 2 that’s marked as a “Visual Directive” will not show up in Print Report or Kit List, but side 1 will.

Add a note to collateral

You can add a note to a specific collateral. Note will be displayed to user on a floor plan when they click on a fixture. Hover over yellow i icon to see Note. Click on yellow ‘I’ icon to stick note if you want user to access embedded URL

  • Click on the collateral to access the collateral profile page
  • Under Properties type text in Note field
  • Click Save to capture changes

Note

  • You can type URL (web address starting with http:// ) and it will be displayed as a link to user
  • You can link documents uploaded under Directives, Printable PDFs within system or link to external sites

Linked Elements (Collateral kit)

You can group several pieces of collateral by linking them together to form a kit. This allows you to allocate (compose) only one piece (Kit) to fixture and all corresponding elements will be included in a print/kit reports.

First, you have to create all elements that will be part of the kit Please see Create Collateral After that you can create kit itself. Kit is created as collateral:

  • Click on the New Collateral
  • Type in kit name under title field
  • Fill in all other necessary information
  • Choose collateral type (for example Pedestal)
  • Click Save
  • Open newly created Collateral and under Linked Elements enter RMS ID’s of all elements that are part of the kit. Separate elements by comma.
  • Click on Save

Note

  • You can enter same element multiple times if required (i.e. 1226, 1226, 1258, 1196)
  • An box icon will indicate that this collateral acts as a group or master SKU
  • An element can belong to multiple master SKU
  • An element may be assigned to a master SKU and assigned to a fixture at the same time
  • A master SKU might be assigned to a fixture as well as extra merchandise

Put collateral into storage

You can prompt stores to keep certain pieces of collateral in storage if you want them to be able to use those pieces at a later date. Otherwise, the stores may throw out or damage removed pieces.

  • Click on the collateral to access the collateral profile page
  • Under Options, select Keep in Storage
  • Click on Save at the bottom of the page

Note

  • In list view select Store for the collateral you wish to put into storage. This option is located on the right side of the table beside the trash can icon

Cancel a piece of collateral

  • Click on the collateral you wish to make changes to. This will bring you to the collateral profile page
  • Under Attributes, deselect Use in Production
  • Click on Save at the bottom of the page
  • The icon and text link of the collateral is now greyed out. You can still view and edit the collateral piece

Note

  • In list view deselect Use for the collateral you wish to cancel. This option is located on the right side of the table
  • Canceled collateral have shaded lines across icon and grey text in icon view, and just grey text in list view.

Magnify a piece of collateral

  • Click on the collateral. This will link you to the collateral profile page
  • Scroll down to Image Preview and click on the image
  • A new window will open with an enlarged image of the graphic

Note

  • See the top menu bar for the size and percentage of scaling of the image

Export a collateral list to Excel

  • Click on a specific program in the Programs tab and view the collateral in either list view or icon view
  • Click on the Export. Export is located on the top right of the screen, next to the Sign Out button
  • The system will prompt you to Open or Save File
  • The file is a tab-delimited file that can be opened in Excel

Note

  • It is recommended that you save files to your computer first before opening them. Depending on the size of the file, opening files in your web browser may cause your web browser to crash

Change the zone associated to a piece of collateral

  • Click on the collateral piece you want to change the zone for, in either icon view or list view
  • Under Settings, select the Zone drop down menu and choose the correct zone
  • Click on Save at the bottom of the page.

Change the product type associated to a piece of collateral

  • Click on the collateral piece you want to change the product type for, in either icon view or list view
  • Under Properties, select the Product drop down menu and choose the correct product type
  • Click on Save at the bottom of the page

Assign a multiplier to a piece of collateral, for example brochures

  • Click on the collateral piece you want to assign a multiplier to, in either icon view or list view
  • Under Properties, look for Bundle piece per unit. In the text field, enter how many pieces you want to push out each time this piece of collateral is allocated. For example, Collateral Brochures are pushed out as 25 pieces per bundle. Under the Bundle piece per unit, the number will show 25. This means that each time 1 brochure is assigned to a fixture, 25 will be sent in a bundle. This bundle has 25 individual pieces but is counted as one piece (bundle)

Enter a Docket Number to a piece of collateral

  • Click on the collateral piece you want to enter a docket number for, in either icon view or list view.
  • Scroll down the File section. In the Docket field, enter in the Docket Number
  • Click on Save at the bottom of the page to capture changes

Note

  • Collateral pieces are highlighted when a piece of collateral has been edited

Edit the Agency associated collateral (Icon View)

  • Click on the collateral piece you want to edit the Agency for, in either icon view or list view
  • Scroll down the File section. Click on the Agency drop down menu and select a creative agency
  • Click on Save at the bottom of the page to capture changes

Note

  • Agency can see only collateral assigned to them and collateral not assigned to any agency.

Edit the Prime associated with collateral (Icon View)

Each piece of collateral can be associated to Production Prime.

  • Click on collateral element
  • Scroll to File section
  • From Assign To: dropdown choose Production Prime
  • Click Save

Edit the Agency or Printer associated collateral (List View)

  • In icon view change agency and/or printer in dropdown for elements, once all elements are set to desired agency click Save Values button

Edit the colour associated to a piece of collateral

  • Click on the collateral piece you want to edit the Colour for, in either icon view or
  • list view.
  • Scroll down the File section. Click on the Colour drop down menu and select a colour profile
  • Click on Save at the bottom of the page to capture changes

Note

  • The specifics of what each colour entails is set in the Colour Presets tab under Entities

Change the SKU of a piece of collateral

  • Spelling errors and mistakes happen. You must contact RMS Support at ‘To Be Determined’ to have a SKU changed

Upload an image to a piece of collateral

  • Click on the collateral piece you want to upload an image to, in either icon view or list view
  • Scroll down to the Image section
  • Click on Browse to find and select the image that you want to upload to the system
  • Click on Save at the bottom of the page to capture changes

Note

  • If you have uploaded an image and it is not appearing in the program collateral page, you may have to empty your Internet Browser’s cache. After you have cleared the cache, reload the page by clicking on the Collateral tab

Mass Upload images for collateral / POP

You can upload multiple image or ZIP files at once. Images must be saved as JPG or PNG. File names must be SKU or System ID. You do not have to be in specific program to upload images, system will assign images based on file name. To upload images:

  • Click on Programs (you can also be in specific program)
  • Click on - Cloud icon on top right
  • Select images file name pattern (RMS ID or SKU)
  • Select file(s) on your computer and drag them in import area
  • System will confirm matched images and display report

Mass upload images for collateral elements

You can upload images for multiple collateral elements using mass upload feature. For this feature to work correctly image files have to be named as SKU or RMS_ID of the collateral element. This feature is using drag and drop functionality. To mass upload images you do not need to be in specific program. System will automatically match them based on file name and option chosen.

  • Click on Programs or go to specific Program
  • Click on Cloud Upload icon on top right
  • Select file naming format (SKU or System ID)
  • Drag and drop images or ZIP file
  • Wait for processing confirmation to see what was matched

Note

  • Acceptable Collateral image files are JPG and PNG

Enter the Production Cost associated to a piece of collateral

  • Click on the collateral piece you want to edit the production Cost for, in either icon view or list view
  • Scroll down to the Cost section
  • Enter the Budget and Actual costs for Studio, Prepress and Print
  • Click Save at the bottom of the page to capture changes

Edit the File Dates in a Collateral Profile

File Due, File Uploaded, Proof Received and Proof Approved are dates that production will use to specify the date the creative is complete in each of its stages during the creative process for each piece of collateral. The same set of dates can be accessed in three ways – through Icon view, list view and the Print link under the Print Management tab

  • Click on the collateral piece you want to edit the File Due, File Uploaded, Proof Received and Proof Approved dates, in either icon view or list view
  • Scroll down to the Key Dates section. Enter new dates or edit previously entered dates
  • Click on Save at the bottom of the page to capture changes
  • Repeat the above steps for all other collateral

Record my edits/changes to a piece of collateral / leave a note

  • After making an edit/change to the collateral profile of a collateral piece, you can leave a note to communicate with others what changes were made. To do this, scroll to the bottom of the Collateral Profile page
  • Under the Changes section, click on Add Comment button. This will open up a field for you to type a note. Once you have entered in the information. Click on the Save button associated with the note field
  • Keep your notes short and to the point. You are not required to enter the date, time or your name. The system will automatically enter this information once you save the note
  • Click Save at the bottom of the page to capture changes

This feature allows you to enter a URL link from any external web page to any merchandising element. The link will be accessible on the fixture level and can be accessed by clicking on the image of the merchandising element or through the text link listed below the image

  • Click on the collateral element to view its profile
  • Enter the URL address into the URL Field under Settings (starting with http:// )
  • Click on Save to save changes

Note

  • The collateral assigned to a fixture will be outlined in blue and a text link will also be created in the name of the collateral in table below the fixture rendering