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1. Commit changes: Saving changes to notes, deadlines, annotations. Active when pending changes

2. Refresh: Refreshes preview

3. Open in Browser: Useful for digital ads to see animated elements and hear sound

4. Print jobticket

5. Change Productionsite

6. Change Status

7. Download assets

8. Upload assets

9. Email

10. Approve workflow step

11. Open/Edit in InDesign: Drop Down for other options

12. Preview indivual plates or composite

13. Annotation tools

14. Preview size slider

15. Fit to window

16. Magnifying glass

17. Material correction tools

    • Crop

    • Scale

    • Convert to B/W

    • Trim Whitespace

    • Add Whitespace

Functions overview

Pick up ad

This function copies material from an existing booking onto the target. This can be done by user or it can be automated if the pickup number is imported from the booking system.

Pick up ad from functions menu opens this dialog:

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Jobnumber or see that this is populated with pickup number from bookingsystem. If the number exists the form is populated with customer, caption, publicationdate and status. WIth this user can verify that the correct material is picked up

Pick up PDF: Check to pick up the ad material

Pick up Layout doc and assets: Pick up production indd file and the assets used for this. In illustration above this option is greyed as no indd file exists.

Warnings: In a red frame user is warned if picking up material from different customer, different size or color.

Ok commits the request. If picking up PDF this is processed and the job goes into status according to workflow. If only layout doc is picked up status changes to “Picked up”

Automated pick up will pick up when the booking arrives and certain criteria are met:

• Pickup number refers to existing job

• Source has material to pick up

• Status of source is “Sent”

• Material or asset deadlines for target job is not met

Status

Jobs that run through ADPOINT will always have a current status which tells the system and users about the progress. This chapter describes the typical route and functionality and also lists statuses in detail. Your ADPOINT installation may have added or renamed statuses to meet the needs of your organisation – please refer to inhouse documentation.6

Filters on status will provide real time overview of status on the current activities for individual or group of users:

• Ready to be produced

• Deadlines exceeded

• All but completed

• Need correction

• …

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Simple filter on status showing ads “To be produced”

Statusdriven workflow

All new bookings in ADPOINT starts out as “Booked”. The bookings route to “Sent” typically depends on production method and proof method.New status is triggered in three different ways:

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1. Ad Material processed by workflow results in a new status for the job.
   DnD ready material to a booking. Status is automatically set to “Arrived” if processed without errors.

2. ADPOINT functions set new status in a number of cases
   Email material request to customer sets status “Requesting Material”

3. Change status by user
   

   Image Added

   Change Status dialog allows user to overrule the status set by ADPOINT

Status Groups

• Progress
  A job is being processed by workflow and current status is reflecting the progression: Ripping, Rip completed, Waiting for Preflight, Working …
  These statuses will help System Admin what is wrong in case of problems. Everyday user will just be informed the “Something is going on”. Do not start working the job while in these intermediates.

• Waiting
  The job is processed and waiting for a user action: Requesting Material, Internal proof, Arrived, To be produced …
  The job is waiting for some kind of action from a user. Who is responsible for which actions will be determined by the individual organisation using Adpoint.
  

• Error
  The workflow has detected some kind of error or error status that requires user intervention: Preflight error, Deadline exceeded, Wrong size, Wrong number of colors, Multiple errors …
  Only a few of these errors are for everyday users: Preflight, size, colors … Most are for System administrators to deal with.

• Completed
  Sent to pagination or online publishing: Sent
  This is the Final step in the workflow – the job is finished in ADPOINT and sent to pagination or publishing online. If a new admaterial arrives after this point the job starts in ADPOINT workflow again. 
  

Administration

Production Site

ADPOINT is accessible and fully functional from internet allowing users to work with jobs from anywhere. Production of print and digital ads possible without having access to assets in a local network. In order to direct jobs to appointed production sites production sites must be created and assigned to jobs.

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Production sites are handled from Admin menu, Partner administration.

In some installations the production sites and assignments to jobs come from the bookingsystem, in others all everything is handled in ADPOINT.

When production site is available bookings  can be assigned to the site either in booking system or in ADPOINT as shown here with Function/Change productionsite.

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Productionsite users can easily filter their assigned jobs – or an access filter may be applied to productionsite usergroup. The latter will set a filter on users ADPOINT allowing to see only assigned jobs.

Field Configuration Editor

Field config editor is used to create and create and maintain Field configurations and share these with Usergroups. Create, save own, save others and share Field Config is granted in user role permissions.

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• Drop down “Name” menu to choose Field config to work

• Clone button to create a copy of the chosen Field Config. After clone you must either restart Adpoint or Clean caches from General menu to fetch data from server.

• Data type: Order, Asset or Admaterial according to which panel it relates to

• Creator: Not shared field configs are only visible to Creator. (Admin role can see all filters)

• Name*: Name the Field Config

• Fields: Left column shows available not used fields.

• Fields: Right column shows definitions fields. You can remove and reorder the fields.

• Fields: Checkmark indicates that the field will be shown in Icon View – this allows you to show only some fields in Icon View

• Share with: Move groups from left to right column to share Field Config

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Rename and remove

If you rename an existing config from Field Config icon as shown at the top of the page you will create a copy instead of renaming. Use Admin/Field Configuration Editor to maintain

Permissions

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Deadlines Administration

In Deadline module rules can be created that sets deadlines on productionmethods, titles, placements and any other data available in ADPOINT.

Open the Module “Deadline module” in a new tab. The first window shows a week calendar and you can choose an exitsint deadline rule and show how this sets deadlines on a selected date.

At the top following options are available:

• Productioncode administration

• Deadlines Administration

• Partners Administration

• Salesteam Administration

Deadline Administration

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To the left the existing rules are listed, in folders if this is configured. At the top buttons to create, clone and show deleted are available.

Selecting a rule will populate the details. Upper part of shows the Name of the rule and the Filter. Working in the same way as any other filter in ADPOINT this is used to point out which orders are in scope for this deadlinerule.

Make sure that rules are not overlapping so that a booking is hit by more rules. In the example shown above there are two rules for Ready Material that are almost identical. One where Placementcode equals REALESTATE and the other where Placementcode does not equal  REALESTATE.

Working days sets the days where deadlines will apply. In this example Monday through Friday are checked. This means that no deadlines are set on Saturday or Sunday. Deadlines are calculated as timestamp / number of workdays before first insertion day.

• 1 day before a Tuesday is Monday

• 2 days before a Tuesday is Friday

Valid from and Valid to sets the period where the deadlinerule is calculating first insertions. If no dates are set the rules is infinit.

Ready for page is defining deadline where the ads must be ready to be outputted with page. (Currently not implemented)

Deadlines 

A list of Production methods (production codes) are listed – these are activated for Deadline module in Productioncode Administration (Show in deadlinerules)

Deadlines are set on the production methods that are relevant for the filter set for the rule.

• Asset deadline: Assets registered for ad production

• Proof delivery deadline: Ad ready for proofing internally or externally

• Proof deadline: Ad annotated or approved

• Material deadline: Ready material PDF uploaded

Deadline has two fields:

• WorkDays before first insertion date. (0 is same day)

• Timestamp

Deviating deadlines

Deadlines may deviate from normal at seasonal holidays fx. Click on Add and choose a date where deadlines are deviating. Deadlines are shown and can be changed for the specific date only.

Deviating deadlines can be edited or deleted.

Apply rules

When a rule is saved it will apply to bookings and bookingupdates from bookingsystem. Run all rules will apply the rule to existing bookings with a future first insertion date. This may take some time before you can actually see the deadlines in ADPOINT.

Productioncode Administration

Productioncode Administration is opened from Admin menu or in Deadline Module basepage

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Production codes are usually imported with bookings from the booking system. A number of functionalities can be derived from the production code at booking import.

• Production or ready material

• Proofing method – internal, external or both

• Productionsite assignment

Show in Deadlines module checked will show the production code there. This is useful if there are many not relevant for deadlines.

Email Template has currently no functionality.

Appendix

Filter Operators & Values

The many operators available on type Status is due to the fact that you can search either Status Name or Status Code. Please see Appendix A for details on Status.

Status list

Filtering on status is vital to ADPOINT functionality. Please see Appendix B for details on operators and possible values

Definitions

Throughout this User Guide we refer to several topics related to ad production in general and to ADPOINT in particular. In this section, we’ll explain the meaning of these topics.

Workflow
In ADPOINT all actions that take place on an ad is defined by a workflow. The workflow is a sequence of tasks that are applied to the ad. All these tasks can be monitored through the history window. Status change accordingly and everybody involved can create a proactive list of tasks ToDo.  This is a typical workflow:

Booking – Ordernumber – Materialspecification
Order is booked in Ad Bookingsystem. All relevant data from bookingsystem is readily at hand in ADPOINT, Jobnumber, insertions, customer and contact, publications, production method and so on.

An order may have more than one material specified, different for insertions or even print and digital. As ADPOINT is basicly a material handling system it creates a “job” for each material specification.

This booking has three materials and show up as three lines in ADPOINT The ordernumber is the same for all three but the materialspecification is unique for each line. The numbering method varies for different bookingsystems so it may look different in your adpoint.

Sometimes ordernumber and the materialnumber is put together into the ADPOINT MatSpec as in the example above, sometimes the it is unique

Insertion – Firstinsertion
A MatSpec must have at least one insertion and can have more, on different dates or different titles on the same date. In this example there are three insertions, two different dates and two different titles.

Material must be ready for publication on the earliest insertion date so Firstinsertion is used to filter on materials that needs to be ready for any particular date. All deadlines are also calculated in relation to Firstinsertion.

• Filter on Firstinsertion to see MatSpecs that needs to be ready for publication.

• Filter on Date to see all Matspecs – also Matspecs produced ealier.

Status
Every booking or admaterial has a status at any given time. ADPOINT workflow progresses jobs from “Booked” to “Sent” through different routes and user actions.

Asset
Graphics, textdocuments, layoutdocuments … Everything you need to create the Ad Material to be published are regered as assets in Asset Management module DAM

Ad Material
PDF to be placed on page or HTML to go on site. Ad Materials come from customers or delivery services as “camera-ready” or they are produced in house in ADPOINT.