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BJs Brand Marketing Workflow Process

workflowbydesign BJs Brand Marketing ERA Approval Process 2

Table of Contents

System Access .................................................................................................... 3

User Profile .......................................................................................................... 3

Dashboard ........................................................................................................... 4

New Projects ....................................................................................................... 4

Traffic Manager ................................................................................................. 5

Active Project – Traffic ................................................................................... 6

Related Projects ................................................................................................. 7

Artwork Approval States ............................................................................... 8

Create Approval ................................................................................................. 8

Traffic (Coordinator) – Pre-Review ......................................................... 10

Routing Files .................................................................................................... 12

vProof .................................................................................................................. 13

ERA Dashboard ............................................................................................... 15

Post-Review ...................................................................................................... 15

Initiator Revisions or Complete .............................................................. 16

Releasing Files ................................................................................................ 16

Completing the Project ................................................................................ 18

Assets ................................................................................................................. 18

About the Status Notes Tab ...................................................................... 18

Project States ................................................................................................... 20

Dashboard – Project Status ....................................................................... 20

Support ............................................................................................................... 21


System Access

The workflow system can be accessed via the web using the following URL:

http://bjs.wbdhost.com

Username: full email address

Password: system generated or provided by an administrator

If you are not a current user and need to request an account, or have forgotten

your password, go to the main login page and use the links provided under the

login button.

User Profile

Once logged in, first action should be to update user profile. To edit profile,

click link at the very bottom of the application screen.

This link will access your user information. We ask that you enter all fields as

well as change your password for future log in.

Click SAVE CHANGES to proceed.


Dashboard

The main landing page is the Dashboard Welcome Screen. This is where all

general system communication for both Workflow by Design and BJs will be

posted.

All user guides and workflow process related documentation will be posted on

the Dashboard Welcome screen.

New Projects

Project Managers will submit a new project.

To start a new project, click the New Project link from the Tracker main menu.

A pop-up will appear asking for Project Type and Title.

Project Type will be NEW or PICKUP.

Project Title will be a short description of the job.

Naming convention to be determined.

Select Advanced mode. This will enable features specifically configured for the

Marketing Brands team.

Then click Continue.

A DRAFT project will be created. This new project now records a new project ID,

date created, and the user initiating the project. The project details are

essentially the green sheet – with certain required fields highlighted in RED.


All required fields must contain proper information before submission. Once the

project details are filled out and all data is provided, the project can be

submitted to Traffic for review.

Traffic Manager

The Traffic Manager will get an email notification once Project Manager has

submitted the project. The link from that email will take you directly to the

project details. Project details will be reviewed, teams assigned, and milestones

added.

Teams – These are users that play a key role in the project. Any user listed can

be notified and is able to access/keep track of the project from Tracker and

Dashabord Status views. The teams tab is specific to the project level

information so the users shown may differ from those listed for artwork

approvals.


Milestones – The milestones or key dates are based on the type of job chosen at

initiation. These can be updated or managed at any stage of the project.

If rejected, the Project Manager will be notified to resubmit again.

If approved, the project can move forward.

The Traffic Manager will use the NOTES tab to manage the project activation.

Active Project – Traffic

Once a project has been activated, work will officially begin. All project team

members can keep track by referencing the NOTES tab or directly from the

Dashboard – Project Status view.


The Traffic Manager will maintain the current state of the job from the project

details view. This state allows users to filter results on the dashboard. See

Dashboard – Project Status for more details.

This field will make is easier to locate and “pick up” projects.

Example: In Studio Queue = the folder is located in the bin outside of Studio

cube. Traffic will manage this field so users can filer from Dashboard.

This is a trial process and may change with more system use.

Related Projects

Some projects will need to be related. This will help users manage and quickly

reference jobs.

Traffic will be responsible for relating projects. All projects are related by

searching, selecting, and clicking Relate Projects.

Once projects are related, they can be quickly referenced from the Related

Projects dropdown menu. This menu is located on the top right of your project

view.


Artwork Approval States

The following is a very brief outline of the steps for approval.

*Notes: Design starts routing, studio (group) to queue. Studio will change to

individual that works on the file. No notifications tied to change.

1. PENDING ROUTING – Studio (Initiator) navigates to the project. Creates

Routing.

2. PRE-REVIEW – Traffic (Coordinator) gets notified. Previews file and if

approved, can BEGIN ROUTING.

3. ACTIVE – Reviewers are notified that proof is ready for their review.

4. ON HOLD – approval is locked by Traffic (Coordinator) and all reviews on

hold.

5. PENDING COMPLETION – All reviewers have completed signoff and

Traffic (Coordinator) is notified for next steps.

6. POST-REVIEW – Traffic (Coordinator) has final look at file and

annotations, decides what happens next.

7. COMPLETED – Studio (Initiator) is notified to either load a new revisions

or archive the job.

8. ARCHIVE – Approval is complete and files have been released.

Create Approval

To start an approval, the studio will navigate to the Tracker project from the

Dashboard Project Status. On the ERA Routing tab, click Create Approval.


ERA Tab will open to the New Approval Form. First fill in the basics about the

approval.

Due Date - Traffic will define this date before clicking “Begin Routing”

Form Type - This is just the type of file you are uploading for approval.

Code and Title - The name of the file for approval – this is the link that

will appear in both the project and ERA Dashboard views.

Description - Something about the job or instructions.

*All fields can be edited/updated by Traffic Manager.

You will notice that this approval is now linked back to the Tracker project for

reference.

Next, you will choose a routing file.


Once a file has been chosen, you will select the Coordinator, aka Traffic Manager

for this approval.

*Initiator is the user that has the ability to upload files. Coordinator is the user

that is managing the entire approval process.

Initiator can ignore the options available for the approval.

Click SAVE to notify the Coordinator/Traffic Manager listed that a new approval

is ready for Pre-Review.

Traffic (Coordinator) – Pre-Review

When the initiator has started a new approval, the coordinator listed will get an

email notification that contains a link to pre-review the file.

This link will direct the coordinator to the approval form where they can verify

the details about the job, assign the team, be the first to review the file, and

begin the routing process.


At the bottom of the New Approval Form, there is a link to pre-review. This link

will launch vProof.

Clicking the link will launch vProof.

• If Approved – close vProof window. (Do NOT mark approved. Save

coordinator approval for post-review.)

• Need changes? – choose REJECTED from vProof Approval options.

Once rejected is chosen, an email notification will go out to the Initiator –

or user that uploaded the file. This alerts them to make the noted

changes and upload a new file for another pre-review.

Once approved, you can then assign users to review the file.

Simply locate users from the address book and add them to the approval

team. You also have options to assign certain groups of people or to a

certain role.

Groups – Select the group name. Once added, it will display all users

listed in that group. All will need to signoff on the routing.

Roles – Select this option and all users in the group get the notification

but only ONE user is required to signoff.

Next, Decide the options for the Routing.

Options will enable other features/notifications to this approval.

Sequentially Route Job – will route the approval to users in the order

they appear in the team members box.


Notify User if job if advanced – if you choose to skip a user, this option

will send the skipped user an email notification

Notify before Due Date – enter # of days and check the users to notify

before the due date.

Notify on Comment – this option will send an email each time a user

changes their approval status. (Recommended only for high priority

items.)

Click SAVE to come back later. Click Begin Routing to notify team of new

approval.

Routing Files

Once the coordinator clicks Begin Routing, the users listed in the team will

receive an email notification. This email will contain a direct link to the approval

feedback page.

This page will feature some details about the routing.


This includes - Icon Preview, Download Original File Link, Details about the job,

the Coordinator, and the initiator for this routing.

Approval Team will be listed below. This page tracks and records actions by

each team member. This includes any files they choose to share, date/time they

reviewed the file, their status, Name, Company/Department (if needed),

Comments left with their approval, and if there are notes on the routing file.

Click the blue Review Routing File to launch vProof for approval.

vProof

The vProof application will launch within your browser window. Artwork will

open to full view in center of window.

You will have a simple set of tools featured at the top; zoom, pan, annotation,

measure, and print options.


The left menu contains details about the routing. This includes specifics about

the file, recorded approvals, annotation list, and separations.

The bottom set of tools are for proof/page navigation.

Refer to the vProof user guide for more information.

All approvals must be recorded within the vProof window. This option is a blue

set approval button on the left menu.

A window will pop-up with options to choose your approval state.

Approved – No changes needed. Proceed.

Approved with Changes – Changes needed but you do not need to see

again.

Rejected – Revisions needed. Assign to next round.

Each approval state allows you to enter a general comment. This comment is

shown directly on the feedback page.


Once the entire team has chosen an approval state, the coordinator will get an

email notification.

ERA Dashboard

In addition to tracking approvals from Tracker, you also have an ERA dashboard.

This view, much like Project Status, allows you to search and sort approvals. By

default, this view will show only jobs where you are assigned.

Approvals will show in a grid view.

This grid will show the Due Date, Approval Icon, Approval Details, Revisions,

Status, Initiator/Coordinator, Approval Team Members, and Actions for the

approval.

The actions column features options for this approval. You can Invite Another

Reviewer or Sign-off.

If you have been assigned as a role. The ACCEPT link will appear in the teams

position.

Once you ACCEPT, your approval will be required on the routing.

Reference the ERA User Guide, for more information about approvals.

Post-Review

The coordinator will get an email once all users have signed off. This email will

contain a link to post-review the file.


The coordinator will need to mark their final approval within vProof for this file

to proceed to next steps.

Initiator Revisions or Complete

Revisions – if the coordinator Rejects the file in post-review, the initiator will get

a notification to start a new round.

Complete – if the coordinator Approves the file in post-review, the initiator will

get a notification to complete the routing process by archiving the approval.

NOTE HERE THAT ARCHIVE MEANS THE FILES HAVE BEEN RELEASED.

Releasing Files

Files will be released using FileSharing.

1. Start on the FileSharing tab within the Tracker Project.

2. Click Add Files to upload. *Files should be prepared and zipped for

single transfer.

3. Click Edit/View to Assign Users to download.


Choose users from the list or add a public email address.

*All users will get a link that immediately downloads the file.

4. Edit the options.

Expiration Date – This is when the file will automatically be removed

from the system. Users must download by this date.

Reference # - enter a reference number if needed.

Notes – Any directions to the team.


Reference File – If a ZIP is loaded, a PDF may be added as a preview of

what is contained in the ZIP. Also helpful for users that cannot open

certain file formats.

Click SAVE & SEND to notify the chosen team that a file is available.

Completing the Project

Once all milestones are complete, Traffic Manager can complete the project.

Assets

To Be Determined.

About the Status Notes Tab

The history and current status of a project will be stored in the NOTES tab.

Any and all communication for a project will be exchanged here.


Key Elements to adding notes are as follows:

SUBJECT – Choose an option if this note applies to a particular milestone.

UPDATE PROJECT STATUS – You may change the state of a job at the same time

you are sending a note. *Most useful for projects being rejected.

TITLE – Used only when a subject is not chosen.

COMMENTS – Body of your note.

ATTACHMENTS – Optional.

ACCESS CONTROL – Select only if this note should be seen by users you notify.

ADD TO DASHBOARD – Will push the note to the Dashboard Project Status view.

NOTIFY – Select users that may need a email in addition to posting to the

project.

CUSTOM – If user is not listed, you can select or enter a custom individual to

notify.

SAVE – Will add your note to the thread below and send an email to any user

selected in the notify area.

*It is recommended that each REJECTED project status change is recorded on the

NOTES tab. Here is a sample note for REJECTION:

*Any project team member can reference, add, or reply to a note at any stage

of the project.


Project States

The following is a very brief outline of the steps for approval.

1. DRAFT – Project Manager creates new project –Submits to Traffic for

review.

2. PENDING – Traffic Manager gets email. Reviews project details.

3. REJECTED – Project Manager gets email to review and re-submit to

Traffic for approval.

4. ACTIVE – Traffic assigns team and milestones. Team is notified project is

active.

5. ON HOLD – Project is placed on hold – reason noted in Notes Tab.

6. CANCELED

7. COMPLETED – All milestones have been completed and project is closed

by Traffic Manager

8. ARCHIVE – Process to be determined with Asset Manager

Dashboard – Project Status

The Dashboard Project Status will allow users a snapshot view of what is going

on with each project where they are assigned. It is the primary location for

getting a high-level update on each job where you are assigned.

Dashboard Project Status can be accessed from the Dashboard header menu.

The Project Status is an interactive view of your jobs. This screen is broken

down by Filters, Sorts, and Project Grid.

Filters – to be determined.

Sort Options – to be determined.

Project Grid


Each project will display the following:

Project Link – Active link to access the project for more information

Project Basics – Details displayed under project link

Assigned Team – Key users assigned to the project

Milestones – Target dates for this project. Green = on time; Red = late; Grey =

future date. *Any item with a check is completed.

Recent Status – Notes can be added to the project and selected to display on the

dashboard view.

Once Filters and Sorts have been applied, the project status view can be printed

as a collective list. If you choose, the print view can be opened in a new tab. All

project links are still active in browser print view.

Support

Questions about the workflow process? Please contact BJs Brand Marketing

BJs Workflow Support

Kim Wachter

Manager of Traffic, Production and Financial Control

774-512-6330

[email protected]

If you experience any system related issues or have questions about

functionality, please reach out to:

Workflow By Design

Technical & General System Support

978-998-6635

[email protected]

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