Contents

• About
• Permissions
• Non-admin user views
• Templates
• The editing interface
• Adaptations
• Adaptations - In progress
• Awaiting adaptation approval
• Approved adaptations
• Rejected adaptations
• Admin user views
• Templates
• Editing templates
• Adaptations
• Approvals
• Notifications
• Transfer adaptations
• All users
• Send via email
• Duplicate adaptation

About

All users will see the item from the apps menu named ‘Artwork Automation’. In addition, the site administrators can link any menu item or homepage callout item to the Artwork Automation functionality.

A checkbox will be added to the user management page, allowing user admins to set users as ‘artwork approvers’. This will be unchecked by default and will grant the user access to edit templates, view all users’ adaptations and approve/reject all adaptations sent for review.

The Artwork Automation tool will allow users to customise templates and create ‘adaptations’ of them. Templates are briefed to Adgistics in InDesign format along with a complete template briefing form. Adgistics will then create the templates within the Artwork Automation tool for a fee. Adgistics will be responsible for uploading templates onto the Brand Hub once approved by the client.

Features within the Artwork Automation editor include:

• Editing selected text
• Selecting themes from a drop down list
• Cropping imagery
• Resizing images to fill an area
• Adding preset or custom images (within a certain file size limit)
• Adding bullet points and spacing to text
• Text wrapping
• Choosing from multiple layouts
• Uploading custom or preset images

Permissions

The Brand Hub comes with an in-built approvals process, routing completed adaptations via the administrators/artwork approvers for approval before the user can download a high res copy. The approval process can be toggled on or off at a template level, so if the admins are happy for users to create internal posters and download the high res version without approval this is perfectly possible, whilst still requiring admin approval for any customer facing creative.

Artwork automation works alongside the Brand Hub user role, to control what the user can do/see with regards to system templates.

Guest & standard users can view all public templates and create adaptations of them. If the administrator has selected that the template must pass through the approval process, they will only be able to download the hi res files once these have been approved by a site administrator.

Privileged, uploader & uploader publisher users can view all public and protected templates and create adaptations of them. If the administrator has selected that the template must pass through the approval process, they will only be able to download the hi res files once these have been approved by a site administrator.

Administrator users can view all public, protected, unapproved and archived templates and create adaptations of them. Administrator users can download the hi res versions of all templates without sending them for approval. In addition the administrator user can manage all templates.

Artwork approver is an ability that can be granted to any level of user within the Brand Hub. This will give them all of the admin permissions within the Artwork Automation module only, allowing them to approve/reject approval requests. They will experience the ‘admin’ role as described in following pages.

Non-admin user views

Templates

Guest, standard, privileged uploader & uploader publisher users will see 2 tabs: editable templates and adaptations. The editable templates tab will show all templates that are available within the Brand Hub for the user to edit (guest/standard users will see public templates; privileged, uploader & uploader publisher users will see public and protected templates).

Templates can be filtered by keywords using the filters panel on the left. Users can use the free text search box to search based on template name, description and keywords. In addition the user can search by status or creation dates.

Clicking on a template thumbnail will take the user to the template details page, giving them a closer look and the option to create an adaptation of it.

On the template details page, the

user will be able to view the

following:

• Template name
• Thumbnail
• Description
• Usage
• Security level
• Last updated date
• Keywords

The user can click ‘Create’ to enter the artwork automation feature and begin editing the template.

The editing interface

1. The navigation panel on the left will allow users to select the page of the template they wish to edit.
2. The edit panel will allow the user to edit the template (within the specified constraints). This may include editing text and/or images or other elements (depending on the template layout).
3. The preview screen on the right will update to show changes as they are made within the edit panel. When an area is selected within the edit panel this will be highlighted in the preview screen to show the user which part of the template they are editing.
4. The user can use the save button to save the adaptation once all changes have been made. Clicking Save will bring up a pop-up box for the user to name the adaptation. This name will be used to identify the adaptation within the Brand Hub. The user will be redirected to the adaptation details page.

Adaptations

Users may return to any previously created customisation at any time by selecting the ‘Adaptations’ tab. This tab is personalized to the logged in user and shows all items that they have created. The most recently created will be shown at the top of the grid.

Adaptations can be filtered by keywords using the filters panel on the left. Users can use the free text search box to search by: adaptation name, keywords, user the adaptation was created by (useful if they have had adaptations transferred from other users) or the audit log (containing comments from the submitter and administrator during approvals). In addition the user can search by status (all, approved, awaiting approval, in progress or rejected adaptations) or creation dates.

Clicking on the thumbnail of an adaptation will take the user to the adaptation details page.

Adaptations - In progress

If the admin has set the template to ‘skip approval process’ then skip to ‘Approved adaptations’ below (as adaptations of templates in this process are automatically approved for download). Otherwise when the adaptation has first been created, the adaptation details page shows the user the following:

• Preview of the first page of their adaptation.
• Button to download a PDF preview with ‘PROOF’ stamped across it.
• Option to duplicate the adaptation (this will open the editing window with the current changes and allow the user to save the adaptation as a new adaptation). The status of the new adaptation will be ‘in progress’ (unless set to skip approvals).
• Option to send the adaptation via email (note this will only send the versions they have access to, here the preview).
• Option to edit the adaptation to make further changes to this adaptation.
• Option to send adaptation for approval in order to gain access to download the high res versions.
• Details about the adaptation including the audit log.

When sending for approval, the user will be prompted to enter some usage information for the administrator into a free text field (this is optional). At this time, the adaptation status will change from ‘In progress’ to ‘Awaiting approval’.

The following table shows the options that will be available for each user when an adaptation has the in progress status. An X notifies that the option will appear.

Awaiting adaptation approval

When an adaptation has been sent for approval it is ‘awaiting approval’ and has the following options for a non admin user:

• Preview of the first page of their adaptation.
• Button to download a preview with ‘PROOF’ stamped across it.
• Option to duplicate the adaptation (this will open the editing window with the current changes and allow the user to save the adaptation as a new adaptation). The status will be ‘in progress’ unless the template is set to ‘skip approvals’.
• Option to send the adaptation via email (note this will only send the versions they have access to, here the preview).
• Option to edit the adaptation to make further changes to this adaptation. This will revert the status to ‘In progress’ until it is sent for approval again.
• Details about the adaptation including the audit log.

The following table shows the options that will be available for each user when an adaptation has the awaiting approval status. An X notifies that the option will appear.

Approved adaptations

Once approved, the user will receive an email with a link to the adaptation page. They will then be able to download all available high res versions of the template. Please note; the Download PDF button will only be available if the admin has not chosen the ‘disable hi res’ option on the original template.

Hovering over available options will give the user more information on the different file formats available and when they should be used.

In addition, the user can duplicate the adaptation to create a new adaptation, working over the approved version. Duplicated adaptations will be set to ‘In progress’.

The user can also send via email (allowing them to send the PDF artwork or the Low res PROOF preview version for download by any email recipients).

The following table shows the options that will be available for each user when an adaptation has the approved status.

'-' → Deonotes that options that will appear for adaptations of templates set to skip approval process ONLY –

'V' → Deonotes that options that will appear for adaptations of templates NOT set to skip approval process ONLY

'X' → Deonotes that options that will appear for adaptations of templates set to skip approval process or adaptations of templates NOT set to skip approval process

*will only show when template is not set to disable hi res

Rejected adaptations

If rejected, the user will receive an email, with comments from the administrator about what needs to be changed. The user will then have the option to edit the adaptation as instructed, before sending the new version for approval.

The only available download for a rejected adaptation will be the preview PDF with PROOF stamped across it. The user can edit the adaptation (changing the status to ‘In progress’ or send it for approval again without editing.

In addition, the user can duplicate the adaptation to create a new adaptation, working over the approved version. Duplicated adaptations will be set to ‘In progress’.

The user can also send via email (allowing them to send the PDF artwork or the Low res PROOF preview version for download by any email recipients).

The following table shows the options that will be available for each user when an adaptation has the rejected status. An X notifies that the option will appear.

Admin user views

Templates

Admin and artwork approver users will see 5 tabs: editable templates, adaptations, approvals, notifications and transfer adaptations. The editable templates tab will show all templates that are available within the Brand Hub for users to edit.

Templates can be filtered by keywords using the filters panel on the left. Users can use the free text search box to search based on template name, description and keywords. In addition the user can search by status or creation dates.

Admin users will click on a template to create an adaptation of it or to edit it, first being taken to the template details view. In addition, admin users and artwork approvers will have a button to ‘Create template’ on this screen. Here, a template created by the Adgistics templating team can be added to the Brand Hub by the Adgistics account team.

Editing templates

When editing an editable template an admin/adaptation approver will have the following options:

• Edit the name of the template as it appears within the Brand Hub
• Edit the description and usage as it appears on the editable template details page
• The template ID is added during template creation and cannot be edited
• Skip approval – checking this option means that all adaptations of this template will automatically be set to ‘approved’ and will not require approval before the user is able to download the hi res version. Leaving this option unchecked requires the adaptations to go through the approval process, before the user can download the hi res versions.
• Disable hi res – checking this option will remove the Download PDF artwork option for adaptations from this template. Leaving this option unchecked will mean that users will be able to download the PDF artwork on approved adaptations.
• Upload thumbnail – an image can be uploaded that will be used as the preview/thumbnail of the template within the Brand Hub.
• Security level – the admin can set the security level of the template to dictate whom it will be available to. See the ‘Artwork automation user roles’ section for more details.
• Keywords can be edited by choosing ‘Actions’ > ‘Edit keywords’ on the template details page.

Adaptations

Admin and artwork approver users may return to any previously created item at any time by selecting the ‘Adaptations’ tab. This tab is personalized to the logged in user and shows all items that they have created. The most recently created will be shown at the top of the grid.

Whilst adaptations created by admin users will inherit the normal statuses, admin users have more options and are able to download all versions of an adaptation at any time, as well as approve/reject their own adaptations. For more information on what an admin user can see for each status of adaptation, please see the tables in the previous sections.

Approvals

Admin users can view the approvals tab in order to locate items that are requiring approval. By default, adaptations awaiting approval (and therefore requiring admin attention) will be shown. Here the admin is viewing all adaptations within the system, including those created by other users. The creator name and date can be seen in the list view.

Adaptations can be filtered by keywords using the filters panel on the left. Users can use the free text search box to search by: adaptation name, keywords, user the adaptation was created by or the audit log (containing comments from the submitter upon submitting for approval). In addition the user can search by status (all, approved, awaiting approval, in progress or rejected adaptations) or creation dates to locate a specific adaptation.

Administrators can click on any adaptation to view the adaptation details page, where the adaptation can be reviewed and approved or rejected.

On the adaptation page, the admin user can:

• View and download all versions of the adaptation
• Duplicate the adaptation to their own profile
• Send the high res PDF or preview PDF versions of the adaptation via email
• Edit the adaptation
• View the comments left by the user upon sending for approval (within the Audit log section)
• Approve the adaptation
• Reject the adaptation

Please note; the options available to the admin user vary depending on the status of the adaptation – please see the tables in each adaptation status section for more detail.

Upon approving or rejecting an adaptation, the admin will be prompted to enter a comment to the user. When approving, this is optional however when rejecting an adaptation, this is a mandatory field that must be populated with some text. This will be included in the email sent to the user and recorded in the audit log.

Notifications

Admin and artwork approver users can view the notifications tab to self-assign notifications for submitted adaptations. The admin can choose from the following options:

1. ‘Notify me of any unassigned updates’ – if the user chooses yes, this will send the user an email notification every time an adaptation is submitted for approval that has not been assigned any keywords that admin users have subscribed to
2. ‘Notify me of any unassigned updates’ – if the user chooses no, they will only receive updates for adaptations with keywords they have subscribed to
3. ‘Send me everything’ – if the user chooses yes, this will send the admin user an email notification every time any adaptation is submitted for approval
4. ‘Send me everything’ – if the user chooses no, they will only receive updates for adaptations with keywords they have subscribed to

The admin user can choose keywords to subscribe to. Every time an adaptation is saved from a template with a keyword the user has selected, they will receive an email notification. This can be used to split the administrator responsibility between multiple users based on template category etc. Admin users can click on any ‘Available Keywords’ to add them to their ‘Selected Keywords’.

When the admin user receives an email notification of an adaptation being sent for approval this will include:

• Name of the user who created the adaptation
• Name of the adaptation
• Name of the user who sent the adaptation for approval
• Comment left by the user when sending the adaptation for approval
• Link to view the adaptation within the Brand Hub

Transfer adaptations

Admin and artwork approver users can transfer all of one user’s adaptations to another user. This could be required because a user has left the business, or moved to a different department, or simply because they would like to pass the tasks of finishing their adaptations onto other users.

On this screen the admin can select one user to transfer the adaptations from and one user to transfer the adaptations to. Please note; this process will transfer all adaptations on the first user’s account to the new user. When a user is selected (by username) the number of adaptations they currently have will be shown.

The admin can click ‘transfer’ to complete the process. Note: this will not affect any new adaptations created by either user moving forwards. Once complete an email will be sent to the user who has gained the new adaptations.

All users

Send via email

From the adaptation details page, the user will have the option to send a copy of the adaptation via email. This appears at all stages of the adaptation process, and to any user who has access to view the adaptation details page.

After selecting ‘Send via email’ the user will see a pop up. The user can choose to send the high res PDF or the low res preview of the adaptation. Please note; The user will only be able to select the high res version if they are able to download this from the adaptation details page.

The user must enter a name to identify the files they are sending and choose when the link to download the files will expire (up to a maximum of 1 week from the current date). They will then click ‘Send via email’ which will populate an email within their default email client.

The user can personalise the email as desired and send to any email address. Recipients do not need to be users of the Brand Hub to download the files.

Clicking the link in the email will take the user to a page where they can download the file(s) in a zip folder.

A list of all shares made by the user can be found under the ‘Assets sent via email’ tab of the Baskets area. Here shares can be revoked, should they have been sent to the incorrect recipient in error, immediately invalidating the link contained within the email.

Duplicate adaptation

From the adaptation details page, all users will have the option to create a duplicate.

Clicking ‘Duplicate’ will open the editing interface, with the current adaptation pre-loaded, including all changes made to the original template (image changes, text changes, layout changes etc). The user can edit the adaptation as required, and can then ‘Save’ the adaptation in the normal way, giving it a relevant name. Once saved, this will create a new adaptation in that user’s account, defaulting to the ‘in progress’ status for further editing or to be sent for approval (assuming the template does not skip the approval process).

This feature is particularly useful when users want to create a new adaptation based on a previous creation, maybe only changing a few elements, as it means they do not have to begin from scratch each time. This is essential for large templates such as magazines, that may require a lot of editing and are likely to take on a similar format in future editions.