Print Management can be shown Tree View (default) and List View. In List View, Date column shows first (earliest) allocation launch date. In tree view, structure is as follows: Year–Quarter-Window-Job-Allocation

Extract Elements

Extract elements button allows you to export all collateral elements and devices that are or will be live (visual/active) across all the stores. To get list of all live elements:

  • Under the Programs tab click on Print Management
  • Click on the Extract Elements button
  • Select Year, Month and Day
  • Click Extract
  • System will prompt you to download Tab Delimited text file

Warning

  • Please note this is long running report so it might take few minutes for system to deliver file

Note

  • Extract contains following element columns: ID, Title, SKU, Element Type, Language

Create a new Window

Print window allows admins to set a print production timeframe for projects or kits. It allows users to better manage print production.

  • Under the Programs tab click on Print Management
  • Click on the New Window button
  • Enter the title in the Title field
  • Select the Quarter and Year from the drop down menus
  • Click on Save to submit entry

Create a new Job

  • Under the Programs tab click on Print Management sub-tab
  • Click on the New Job button
  • Enter the title in the Job Title Field
  • Select the Window the job will reside in the drop down menu. If you need to create a new window, see the ‘Create a new Window?’ section above
  • Ensure the Merchandising option is selected by clicking on the radio button
  • Do not select Lock or Archive
  • In the Print Quotes section, select the timeframe that Print Vendors are able to submit quotes for print items. The Open Date is the start date that Print Vendors will be able to see and submit quotes for. The Close Date is the end date that Print Vendors can submit quotes for jobs
  • The Handset Settings Section may be visible. It only applies to jobs for Handsets and not for merchandising elements. Do not use this section
  • Click on Save to submit entry

Note

  • You are able to create new jobs in advance before allocations are created or create allocations first then return later to input the job into the allocation job drop down menu after

Edit Window

  • Under the Programs tab click on Print Management
  • Expand Year and Quarter until you find the desired window and click on it
  • Make changes to the title in the Print Window Name field and or redefine the Quarter and Year dates from the drop down menus
  • Click on Save to capture changes.

Edit Job

  • Under the Programs tab click on Print Management
  • Expand Year-Quarter-Window until you find job you want to edit and click on the name link
  • Make changes to the Job Title
  • Select a new print window if necessary
  • Redefine the Print Quotes from the drop down menus
  • Click on Save at the bottom of the page to capture changes

Note

  • System will automatically cross reference all shipments to check if you shipped some elements previously. To ignore perviously shipped elements please uncheck perviously shipped kits under Select jobs to include when calculating quantities: section.

Dirty Kit Report

When there is orange warning sign in front of the Print Job it means that Kit Report for this job is out of date and needs to be rebuilt

  • Click on print job with warning sign
  • Scroll to Report Cache section
  • Status will be Dirty
  • Click on Rebuild Job yellow button (confirm rebuilding job in prompt)
  • This will rebuild kit report and change status from Dirty to Healthy
  • Wait until yellow message bar on top page appears stating that job has been rebuilt
  • Click Save on bottom of the page

Lock a Job

Locking jobs will prevent user to edit allocations that are linked to this job.

  • Under the Programs tab click on Print Management
  • Scroll to find the Job you want to edit and click on the name link
  • Select Lock
  • Click on Save

Note

  • Allocations that belong to archived Jobs are not editable. User can change allocation formula.

Archive a Job

Archiving old jobs will prevent them to show in dropdown menu during allocation. Regularly archiving jobs makes dropdown cleaner and easier to find jobs in list.

  • Under the Programs tab click on Print Management
  • Scroll to find the Job you want to edit and click on the name link
  • Select Archive
  • Click on Save to capture changes

Note

  • When a job is archived, you will not be able to select the job in allocation lists. This will impact print lists and Kit Lists.
  • Only past (expired) jobs should be Archived

View the Quotes page

  • Click on Programs then print management sub-tab. Click on the job you want to view. Click on Show Print Quotes

Assign Jobs to Print Vendors for quotes

  • Use checkboxes; you can check more than one if necessary.
  • Changed/saved choices will be highlighted in yellow. Items not yet quoted for will remain orange.
  • Click on the Invite Vendors button to notify vendors to quote for selected elements

Award Jobs to Print Vendors for print

  • With the radio buttons, you can only pick one selection.
  • When you click on Save, selected items for print will turn green
  • Vendors will be notified that their quote has been accepted

View a collateral item when in the quotes page

  • Click on the item name link located on the left side of the page
  • Click on the Programs tab
  • Click on the Print Management sub-tab
  • To make it easier to find your job, you can sort list by shipping window.
  • Select the job name.
  • Click on the ‘Print Report’ button. This will open up a new window to show a list of all the collateral associated with this job
  • Find the collateral you want to edit ‘Dates’ for or use the Search Field located at the top left side of the page.
  • Enter new dates or edit previously entered dates
  • Click on Save Values located at the top left of the page to capture changes
  • Repeat the above steps for all other collateral

Note

  • You can enter in more than one value before clicking on Save Values. Remember to save often if you are entering more than one date over long periods of time

Capture Quotes

Due to the dynamic nature of the system, the quantity (QTY) of the elements can change at any time, even after Print Vendors have been asked for a quote or have provided one. To capture what printers have quoted on and what was actually printed (QTY wise), you can capture QTY’s that Print Vendors have quoted on.

  • In the Print Management sub-tab, select desired job and click on the Show Print Quotes button
  • Click on Capture yellow button on top right side

This will capture current print quantities (QTY) that printers will bid on. Date stamp and name of person capturing will be added next to the button. You can update capture any time by clicking on the Capture button again.

Compare Quotes

Compare captured and current QTY’s to see any discrepancy in the QTYs quoted and QTY actually printed. To Compare Quotes simply click on Compare Quotes button on the top left side.

Manifest

You can download shipping manifest for jobs (kits) by clicking the “Manifest” button. This will download PDF with each store shipment list and QTY on separate page.

  • To download manifest navigate to Programs – Print Management
  • Expand Year – Quarter – Print Window until you find Job you want to download manifest from
  • In the line with job name there is button Called Manifest, click on it to download PDF

Note

  • Manifest might contain two addresses. Ship to Address and Location address. If store is set to Ship to Rep then Rep's address will be ship to and store address will be Location address.

Tracking

Tracking button at the end of the Print Job line allows you to upload tracking numbers for each store shipping kit.

Warning

  • Before you can use this feature you need to setup Carriers.

Tracking file is CSV (comma separated values) format containing Tracking Number and Store RMS ID

Example:

5354534535,435
3465353456,6545
3465546345,5435

Do not include header row.

To upload tracking number follow this steps:

  • Navigate to Print Job you want to upload tracking to
  • Click Tracking button (last button in Job row)
  • In a pop-up choose Carrier
  • Browse for CSV file with Tracking Numbers and Store IDs
  • Click Save

Tracking numbers will appear at the store level under Message Management chart in a line with Items shipped row. Tracking number is a link store user can click on to see Carrier tracking details.

Warning

  • Items shipped in store view will be now automatically confirmed as received 7 days after program is launched.
  • Please let us know if you would like to change number of days.