Order Receipt:
1. Orders are received via email from log@reiprintmail.com.
Printing Responsibility:
1. Each project manager is responsible for printing their assigned direct marketing coach’s orders.
2. Ensure to void any fake ACH transactions.
Order Import:
1. Orders are automatically imported into Printer’s Plan under ‘Web Orders’.
Order Review:
1. Review the printed order against the order details in the REIPrintmail Admin Panel.
2. Pay close attention to special instructions and lists provided by the direct marketing coach or customer.
Clarification:
1. If any instructions are unclear or unfeasible, contact the direct marketing coach or customer for clarification before proceeding.
Accessing Orders in Printer’s Plan:
1. Log into Printer’s Plan and navigate to ‘Web Orders’.
2. Click on ‘Not Reviewed’ to access new web orders.
Finding Your Order:
1. Locate your order by the Order Number in the ‘Titled’ column.
2. Be cautious of any caching issues that may cause confusion with previous customer accounts.
Identifying Customer:
1. To the right of the order number, verify whether it’s associated with a person’s name or labeled as ‘PlanWebCustomer’.

Verify Customer Name: Check that the name under the ‘Customer’ column matches the name in the REIPrintmail Admin Panel under ‘Payment Information’.
Open WebOrder: If the names match, double-click on the relevant order in Printer’s Plan. This will open the customer’s WebOrder.
Copy Job Details: Click on ‘Paste as…’. A box labeled ‘Copy and the Selected Job’ will appear. Click on the checkbox and then select OK to proceed.

Check Order Information:

Verify if the names match between the order and customer account.
If the name shows as "PlanWeb Customer," it may indicate a new customer or a non-logged-in order.

Review Customer Account:

In the back office, check the payment information and see if the person has a customer account in Printer’s Plan.
Open the account to compare the details with the order information.

Match Verification:

Ensure all details (name, payment info) match the customer account.

Access the Order:

If everything matches, return to the Web Orders section.
Double-click the order, and if it’s a multi-drop campaign, double-click the first mail drop.

Billing Verification:

Once the job is open, locate ‘Bill to Customer No.20’ at the top left and click it to verify billing details.

Since we know this customer already has an account created, select ‘Assign this job to an existing customer’ and click OK.

Go to the ‘Find Customer’ section.
Ensure ‘Customers’ is highlighted under the column ‘Find Customer’s’.
Under ‘By this field’, make sure ‘Customer’s Name’ is highlighted.
In the ‘If the field’ column, select ‘contains’.
Enter either the first or last name of the customer (but not the full name).
Click on the ‘Find Now’ button.

Single Customer Match:

If there’s only one customer with the specified name, a notification will appear: "Assign this Job to: Billy Prospect" with several checkboxes checked.
Click OK to automatically populate the job with that customer’s information.

Multiple Customers:

If there are multiple customers with the same name, a list will be displayed.
You’ll need to select the correct customer from this list to fill the job with their account information.

Final Steps:

Once the job has the correct Bill To and Ordered By information, paste the Web Order into the appropriate Printer’s Plan Job Number.
Click OK to finalize the job assignment.

If this is a totally new customer, you are going to have to first set them up with an account in Printer’s Plan. Double click o ‘Bill to Customer No.20’

Select ‘Convert this customer to a regular customer’ and click üOK.

Convert Customer: Select "Yes" to convert the web customer to a regular customer.
Access Customer Setup Page: You’ll be redirected to the customer account setup page.
Fill in ‘Bill To’ Information:

Go to the order in the back office under Payment Information.
Copy the full name and full billing address.
Paste this information into the corresponding fields under the ‘Bill To’ area.

Update Additional Information:

Sales Rep (Affiliate): Input the appropriate sales representative's name.

*When to Tag a Job for an Affiliate

Onboarding: When a new affiliate is onboarded by a direct marketing coach, that coach becomes the owner of the affiliate.

Referral: If the owner of the affiliate refers a client to REIPrintMail and that client places an order, the affiliate should be tagged to ensure the owner receives their percentage of the sale.

Shared Clients: If the affiliate owner decides to share referred clients with other direct marketing coaches, those clients' orders must also be tagged. This ensures that the original affiliate owner is credited and compensated for the referral, even if another coach is involved in the process.

Tracking Sales: Each order associated with a tagged affiliate should be tracked to ensure accurate commission payments.

CSR (Project Manager): Input the designated project manager’s name.
Late Fee: Set this to No.
Tax: Set this to Exempt.
Terms: Set this to C.O.D..

Review: Double-check all entered information to ensure accuracy.
Save: Once everything is correct, save the customer account setup.

When finished filling out, click on üSave & Closed. Box pops up ‘Converted to regular customer: Tester Person (13555)’. Click OK. Another box pops up ‘Customer’s Default Settings vs This Job’. Click üOK. For that new customer web order, it has updated to that person’s information. You will now select ‘Paste as’

Box pops up ‘Copy and Past the Selected Job’, click üOK.

This web order has now been converted to a Printer’s Plan job number.

Mail Piece Name Drop 1 of 1 #1 Order #(ORD-Np3Sk2) Campaign Name

Just replace "Mail Piece Name" and "Campaign Name" with the appropriate details from your order. If you have multiple drops, adjust the "Drop 1 of 1" accordingly.

Job Title: To the right of the web order number, enter:

Name of the mail piece
"Drop 1 of 1"
Current mailing number (increases each time you reuse mailing list #1)
Web Order Number
Campaign Name

Proof Due Date: Select from the drop-down menu (generally 2 business days from the job's convert date).
Location and C.S.R.: Scroll down to verify these fields. Update if necessary.
Completion: Click on OK when all details are confirmed.

Got to folder ‘Jobs in Progress’ (JIPS). In the right blank space of this folder, right click, scroll down and click on New, then click on Folder at the top.

To create a new folder for your job information, follow this naming convention:

Folder Name: [Mail Piece Name]_[Customer's Name]_[Drop Number]_[Hit Number]

For example, if you’re working on a mailing piece called "Spring Promotion" for a customer named "ABC Corp," with a drop number of "001" and it’s the 5th hit on the list, the folder name would be:

Workflow for Job Processing

Open the JIPS Folder:
- Double-click to access the folder.
- Ensure all necessary files (logos, signatures, mailing lists) are placed here.
- Confirm each file opens correctly; rename files for clarity (e.g., "logo" or "signature").
Access Job Notes:
- Click on ‘Job Note’ for the current project.
- Review customer imprint information, list order instructions, and mail piece/postage details.
Organize Information:
- Structure the information for clarity and readability.
- Remove unnecessary financial details:
  - Total: 1368.94
  - Credit Card Processing: 23.45
- Eliminate any imprint information lines with "na," "n/a," or "N/A".
- Remove any extra blank lines in the imprint section.

Handle Special Instructions:
- Delete web order special instructions.
- Summarize and rephrase important instructions for clarity.
- Move special instructions closer to the top of the job notes for easier reference.

By following these steps, you can maintain a well-organized and clear job note that will assist the list processor and proof creator.

Instructions for Missing Information

Check for Incomplete Sections:
- If any sections are incomplete, fill them out manually.
If No Information Exists:
- Close out the job.
- Search for the same mail piece in Printer’s Plan.
- Open that job and scroll to the Mail Piece Details section.
- Copy the relevant information.
- Return to the job you’re working on and paste the details at the bottom of the job notes.

Ensure all information is clear and accessible for all departments.

Examples:

Review the Template: Check the separate sheet of common templates to confirm the correct paper type and finished size.
Open Printer’s Plan: Access the order in Printer’s Plan where the templates are uploaded.
Verify Paper and Size: Compare the details of the paper and finished size on the order with those on the separate sheet.
Delete Incorrect Line Items: If you find any discrepancies:
1. Right-click on the line item with the incorrect paper.
2. Select "Delete" from the context menu to remove it.
Add Correct Line Item: If needed, add a new line item with the correct paper and finished size based on the verified template.

Make sure to save any changes after you finish!

A box pops up a ‘Delete Checked Item(s). Verify that you are deleting the correct line item then click on üOK.

*To add the line item for the correct paper and size, follow these steps:

Access the Job: Navigate to the job under the Bill To area.
Add New Item:
1. Click on ‘New Item’ at the top of the job.
2. Alternatively, right-click anywhere in the body of the job and select ‘New Item’ from the dropdown menu.
Select Product Type:
1. If it’s a regular letter or a big self-mailer, choose Letter.
2. For a SOPS mail piece, select either Press Seal Window or Press Seal No Window based on the specifications.
3. If it’s a postcard, select PC Mailed and then double-click on the appropriate size of the postcard.
Complete the Details: Fill in any additional information required for the item, such as quantity or specific paper type.
Save Changes: Ensure you save your changes before exiting the job.

Update the description from PC Mailed-Medium to the actual paper to be used. Update quantity from 1 to the quantity on the job.

To the left, scroll down and click on ‘Paper’. Locate the paper for the mail piece and click on it.

Select Paper and Parent Size: Scroll through the options and choose the correct paper size and parent size for your project.
Update Finish Size: Once you’re on the next screen, locate the option to change the finish size and input the dimensions of your mail piece.
Check Font Color: Look for the font color settings. If it’s set to default (usually color), change it if you need a different color or if your design requires black and white.
Review: Before finalizing, double-check all your selections to ensure everything is correct.

Click on üOK. You are now back at the previous screen and click on XClose and at the final screen you can select üSave & Close. A message pops up ‘Not print is assigned! Do you want to add? Always select No. You can move the new paper line item up closer to the top of the job line items. Right click while on the line item and select Rearrange Items

You can either click on the buttons on the left and click on where you want to move the line item or you can drag up to where you want the paper line item to go. After the line item is moved, you can now click on üOK.

Review Instructions:
1. Examine the order and special instructions carefully.
2. Ensure that you understand the requirements for the mail drop.

Match Instructions:
1. Cross-reference the order instructions with the mailing list layout.
Mailing List Verification:
1. Open and expand the mailing list to view all details.
2. Confirm that all required fields (mailing address, property address, APN numbers, reference numbers) are complete.
3. Highlight necessary columns and save the list in .xlsx format.
4. Check for missing or improperly formatted mailing addresses and property addresses.
5. Verify that the quantity of records matches the order quantity.
Job Notes:
1. Click on ‘Job Note’ and date stamp with today’s date.
2. Write precise job notes, following the provided examples, ensuring clarity.
Previous Job References:
1. If applicable, look up previous job numbers in JIPS.
2. Review notes and print the previous mail piece for reference.
3. Verify imprint information.
Special Instructions:
1. Document any special instructions for the list processor and proof creator clearly, numbering if necessary.
Job Titling:
1. Follow the job titling conventions Without labeling as List A, B, or C.
Final Steps:
1. After confirming all details, if the next mail drop is similar, copy this job and paste as a new job.

Example Job Noting Format:

Job Note: 8/21/2024: Master Mailing List in JIPS. Use the 1st set of 2,000 records after processed through CASS and NCOA. Do Not Dedupe-MP

SPECIAL INSTRUCTIONS:

Add extra mail seed address to go to Bob Barker 2200 Oak St Oakville, MO 63145.
Update to read as Call Or Text.

Job Notating Based on Mailing List and Mail Pieces:

Single Mailing List for One Mail Drop

Example:

Job # 12349: Total records on mailing list received for order is 2,000.

10/15/2024: Mailing List in JIPS. Use the 1st set of 1,500 records-Do Not Dedupe-MP

Split Mailing List for Different Templates (List A and List B Situation)

Example:

-Job # 12350:

10/15/2024: Mailing List in JIPS. Use Column A Titled Offer Amount for $ Amount on Letter. Use the 1st set of 2,000 records (List A) - Do Not Dedupe - MP

-Job # 12351: For Drop #2, same mail piece

10/15/2024: Use the Same letter as Job # 12350. Use the 2nd set of 2,000 records from Mailing List on Job # 12350 (List B) - Do Not Dedupe - MP

-Job # 12352: For Drop #3, different mail piece

10/15/2024: Use the Same Mailing list as Job # 12350 (List A) - Do Not Dedupe - MP

-Job # 12353: For Drop #4, same mail piece as Drop #2

10/15/2024: Use the Same Postcard as Job # 12351. Use the Same Mailing list as Job # 12351 (List B) - Do Not Dedupe-MP

Master Mailing List Split Across Multiple Drops

Example:

-Job # 12354:

10/15/2024: Master Mailing List in JIPS. Use Column A titled Offer Amount for $ Amount on Letter. Use the 1st set of 1,800 records - Do Not Dedupe – MP

-Job # 12355:

10/15/2024: Use the Same Letter as Job # 12354. Use the 2nd set of 1,800 records from Master List on Job # 12354 - Do Not Dedupe - MP

-Job # 12356:

10/15/2024: Use the Same Letter as Job # 12355. Use the 3rd set of 1,800 records from Master List on Job # 12355 - Do Not Dedupe - MP

-Job # 12357:

10/15/2024: Use the Same Letter as Job # 12356. Use the 4th set of 1,800 records from Master List on Job # 12356 - Do Not Dedupe - MP

Click üOK

You have now created a new job number. Go to Job Notes and update accordingly. Example:

Job Notes:

8/27/2024: Use the Same Letter as Job # 143111. Use the Next Set of 2,000 records on Master List on Job # 143111 - DO Not Dedupe - MP.

Print Cost Calculation:

Check the web order from log@reiprintmail.com for the line item.
Find the cost under 'Each' for the print and postage per mail piece.
Multiply the cost by 2,000 to get the total print cost for this mail drop.

*Additional Notes:

Remove any unnecessary line items related to mailing list costs from this drop, unless specifically instructed to split costs across all drops.

To calculate the print cost portion of the order, follow these steps

Determine the Print Price: Take the price per piece and subtract the cost of postage.

Print Price=Price per Piece−Cost of Postage\text{Print Price} = \text{Price per Piece} - \text{Cost of Postage}Print Price=Price per Piece−Cost of Postage

Calculate Total Print Cost: Multiply the print price by the total quantity of the mail drop.

Total Print Cost=Print Price×Total Quantity\text{Total Print Cost} = \text{Print Price} \times \text{Total Quantity}Total Print Cost=Print Price×Total Quantity

Enter in Printer’s Plan: Add the total print cost to the first line item in the job.
Edit Costs: Select the first line item, then either click on "Edit Costs" or right-click and choose "Edit Costs" to enter the calculated total.

Make sure all values are accurate to ensure the final cost reflects the correct pricing.

At screen, you will see the highlighted spot with 20.00. Update to the correct dollar amount that you have calculated for the print cost than click üSave.

To update the job in Printer’s Plan, follow these steps:

Access the Job: Open Printer’s Plan and locate the job associated with the mailing list.
Update Mailing List Cost:
1. Find the section for the mailing list cost.
2. Edit the dollar amount to match the amount specified on the order.
Add Credit Card Fee:
1. If the order is a fake ACH and the customer wants to use their credit card, calculate the credit card fee:

Total cost of the mail drop × 3.5% = Credit card fee.

Enter this fee in the appropriate field.

Update Material Cost:
1. Change the Material (Mat’l) cost to 0.01.
Enter Credit Card Processing Fee:
1. Scroll to the right to find the field for the credit card processing fee.
2. Enter the calculated credit card fee.
Save Changes: Make sure to save all changes before exiting.

Double-check the calculations to ensure accuracy and confirm everything matches the order details.

Step-by-Step Process for Mail Drop Management

i. Verify Pricing:

Check that the total pricing for the mail drop aligns with the original order.
Ensure all components (print costs, credit card fees, discounts, and postage) add up accurately.
Adjust any credit card fees if they differ from previous drops.

Duplicate and Update Jobs:
1. For each additional mail drop:

Copy and paste the previous job as a new job.
Update the notes to reflect the current drop, referencing the previous job number.
Retrieve the master mailing list from the previously established job number for the next set of records.

Check Discounts:
1. Reassess the discount amount after any changes in the job body to ensure it reflects the correct total.
2. Make adjustments as necessary to maintain accurate discounts.
Repeat for Additional Drops:
1. Continue duplicating jobs for the required number of mail drops, ensuring each one is accurate and properly referenced.
Update Job Status in Web Orders:
1. Once all mail drops are created, go to Web Orders.
2. Select the first mail drop, then hold the Shift key and select each subsequent mail drop that requires status updates.
3. Change the status of all selected jobs to ‘converted’.

Notes:

Always double-check calculations and confirm with any new rate changes before finalizing each job.
Maintain a clear record of job numbers for easy reference and tracking.

Process for Handling Multiple Mail Drops

Convert Mail Drops:
1. Access web orders.
2. For each template in the campaign, convert the corresponding mail drop.
3. Assign a clear title to each mail drop and make notes for easy identification.
Prepare for Printing:
1. Once all mail drops are set up, organize them based on the first mail date.
2. If there are many mail drops, consider printing a manageable batch first.
Print Mail Drops:
1. Print the mail drops in order of the first mail date.
2. After printing, separate each mail drop using a Post-it note.
Add Notes:
1. On the last printed mail drop’s Post-it note, specify any follow-up actions needed (e.g., print more jobs, submit for proof, enter future orders).
Organize Paperwork:
1. Gather all printed paperwork and place them in a black job jacket for efficient storage and transport.
Prepare for Proof Process:
1. Take the organized job jacket to the list processor.
2. In the Printer’s Plan, make a note:

"Gave job to list processor to start proof process - MP."

Date and time stamp the note, adding your initials at the end.

Track the Job:
1. Scan the barcode from the paperwork in the Project Tracker system to keep everything documented.

Then take your job jacket to the designated box over by the list processor.

Start at the Home Page: Go to the Jobs section.
Create a New Job: Click on "New" and select "Order" at step 1.
Find the Client:
1. Click on "Find."
2. In the dropdown for 'if the field,' select "contains."
3. Enter the full name exactly as it appears on their account. If needed, you can also use just the first or last name.
Execute Search: Click on "Find Now" to locate the client.

Once you've found the client, you can proceed to enter the bulk job details, including the total costs for print, discounts, and postage for the remaining mail drops.

Verify Name: If the customer’s name isn’t found, check the spelling or create a new customer account.
Locate Customer: If the customer is found, double-click on their name to create a new blank job.
Job Title Format: Use the format Future Orders – 7 ORD-Adk13D to indicate the number of mail drops and the order number.
Job Due Date: Set the due date to the last mail drop date from the order.
Proof Due Date: Set the proof due date 2-3 days from the current date.

Go to the job body and click on New Item.
Scroll down and double-click on Design/Typesetting.
On the left side, under Services, scroll down and click on Graphics.
In the new box on the right, scroll down and select Graphics (NO CHARGE).
Scroll down further and click on X Close.

You are now back at the previous page where you will click on üSave & Close

To calculate the total cost for print, discount, and postage, follow these steps:

Navigate to Costs: Go to the section where you can manage costs for your mail drops.
Edit Costs: Click on the “Edit Costs” button, or right-click on the specific line item you want to update and select “Edit Costs” from the dropdown menu.
Update Costs: Enter the necessary values for print, discount, and postage. Make sure to include any adjustments for the remaining amount of mail drops.
Calculate Total: Once all costs are entered, sum them up to find the total cost.
Save Changes: Ensure you save your changes to update the system with the new costs.

Just to clarify, when you open the line item, you’ll:

Enter 0.01 under Mat’l Cost.
Enter the total print cost under Service Price.
Click on Save to confirm your changes.

Once you click on "Job Totals," you should see fields where you can enter any applicable total discounts or total postage for your mail drops. After entering that information, click "OK" to confirm.

Make sure to double-check the final total at the bottom right of the job page to ensure everything adds up correctly for the remaining mail drops.

The job should appear as follows:

When approaching the due date for future jobs, follow these steps to convert or create new jobs effectively:

Review Future Jobs: Check the list of upcoming jobs to identify which ones need to be converted into actual jobs.
Same Mail Piece: If the mail piece is identical to a previous drop, simply copy and paste it into a new job. Remember to update the notes accordingly.
Different Mail Piece: If the mail piece differs, search for the relevant mail drop in Web Orders. Once located, paste it as a new job.
Original Entered Date: Always ensure that you enter the original date of the order when creating a new job. This date should align with the "Date In" of the future orders job for consistency.

Proof Review and Sending Process-Design Proof or Merged Proof

Receive Job Jacket: Obtain the job jacket from Kyle/Katie for review.
Organize Job Jackets:
1. Project Manager organizes job jackets by ship date, with the most recent mail drop at the top.
Access Job in Printer’s Plan:
1. Open Printer’s Plan and locate the specific job.
Find Proof File:
1. Navigate to the JIPS folder to find the corresponding proof file.
Verify Template:
1. Ensure the proof template matches the job requirements.
Print Hard Copy (optional for beginners):
1. Print a hard copy of the proof for easier review.
Review Against Job Imprint:
1. Check the proof against job imprint information for accuracy.
Check for Missing Information:
1. Scroll through proof samples to identify any missing details or ‘Empty Field!’ errors.
Review Special Instructions:
1. Check job notes in Printer’s Plan for any special instructions that may impact the proof.
Final Verification:
1. Ensure all elements are correct before sending to the customer.
Mailing List Check:
1. Confirm if there is a ‘send to customer’ mailing list for this job.
Send Proof:
1. Go to Plan Prophet: Plan Prophet.
2. In the search box, enter the job number and hit enter to access related job numbers.
Complete the Sending Process: Follow the prompts in Plan Prophet to finalize sending the proof to the customer.

Click on the job number that you are working on, and this will take you to their job information in Plan Prophet. Always make sure you have the correct customer’s information pulled up. Go to the top right-hand corner and select ‘New Proof’.

To fill out the ‘Version Description,’ click the pen icon on the right side. You can enter a description like “Initial Design Proof-Custom SOPS-4 letter’ when sending just a design proof or “SOPS-1 letter and mailing list” or “Custom Letter w/ envelope and mailing list” when sending a final merged proof.

This will also open the box to enter information in the ‘Important Notes for Customer’ box where you enter a pre-set-up message regarding reviewing an approving or rejecting the design proof or final proof.

Enter Description and Notes: Complete the necessary fields for your document.

Example for design proof: Click on link to view initial design proof. The brackets { } denote a merge field and drop off when final proof is created. If all looks good to go, just click on approve and sign through the proofing system. Thank you.

Example for final proof: Click on link to view proof. If all looks good to go, just click on approve and sign through the proofing system. You can also delay or reject through proofing system. Once approved, we will print and mail out within 2-3 business days. Thank you.

Save: Click the "Save" button at the bottom of the page.
Upload Files:
Navigate to the top right corner of the page.
Click on "Files".
Select "Upload Files".
Locate Your File:
Browse to the JIPS folder.
Find the file you need for the proof and any corresponding materials.
Upload the File:
Double-click on the file you want to upload. Note that you can only upload one file at a time.
After the upload is complete, click on "Done".

If there are additional files that you need to add to send, click on the drop-down arrow to the right and select ‘Add Files’. This is where you can go back multiple times to add any additional files to send.

Once you are done uploading al the proofs and/or mailing lists or additional files, click on ‘Send Proof for Approval’ which is above the ‘Files’ box.

Sending Proofs via Regular Outlook Email

Identify Recipients:
1. Always include the direct marketing coach and project manager.
2. Add any additional email addresses as specified in the original order.
Locate the Original Order:
1. Go to the REPrintmail Admin panel.
2. Navigate to Order Management and select Order List.
Search for the Order:
1. Use the Search Category drop-down to select Order Number.
2. In the Search By field, enter the relevant order number.
Select Email Addresses:
1. Once you have the order details, confirm all necessary email addresses.
Send the Proof:
1. Ensure everything is correct and send the proof to the identified recipients.

Then click on ‘Search’. This will pull up just that particular order. To the right of the order on the first line of the order, click on ‘Edit’

To access the full order information:

Scroll down to the right side where it says *“Send proof to what email(s)? If more than 1 email, separate by comma.”
Copy the email(s) from this box.
If this box is empty, scroll down further to the left to find “Email address to send proof.”
Copy the email(s) from this section.

Copy Emails: Copy the necessary email addresses.
Paste Emails: In Plan Prophet, paste the emails under “Enter Additional Emails Separated by Commas.”
Select Contacts: Above that, in the section “The selected contacts below will be added as BCC in the email,” select the project manager and direct marketing coach. If they aren't listed, manually enter their emails separated by commas.
Check Email Approvals: Ensure the email under “The email approval will be sent to the selected contacts below” is current. If not, uncheck it.
Final Edits: If you need to update the message or attachments, go back to the previous page to make changes before sending.

Once all email addresses are selected and entered, you wil notice to the top left of the page ‘Send Proof’. Click on that and this will send the proofs. If there is something missing such as an email address or not comma separate, Plan Prophet won’t let you send the proof and the ‘Send Proof’ button will be shaded out.

But if all is good to move forward and everything is correctly formatted and entered, the ‘Send Proof’ button will be darkened, and you can click on it to send your proof. A copy of the proof email will go to the customer, a copy of the project manager and a copy to the direct marketing coach. ALWAYS DOUBLE CHECK THE EMAIL ADDRESSES BEFORE THE PROOF IS SENT.

After the proof is sent, a message will come up and state ‘Success Your email was successfully sent’

You will receive a copy of the proof email which looks just like the proof email that the customer gets and the direct marketing coach gets.

If proof is approved, you will receive an email notification:

Locate Job in Stack of Proofs: Find the job associated with the mail piece.
Stamp Approval: If there are multiple mail drops for the same piece, stamp all of them as approved.
Printer’s Plan Notation: Access Printer’s Plan and notate each job related to the approved mail piece.
Review Due Date:

If due date is past or within 1-2 days: Update the mail date to 3 business days out. Notate the job with "Drop By 9/4/24."
If due date is 3+ business days out: Notate the job with "Drop On 9/5/24."

Print and Stamp Proof: Print a copy of the approved proof, stamp it, and place it in the back of the black job jacket. Print multiple copies for future drops of the same piece.
File Future Drops: For each remaining mail drop, file them by 7 days before the next drop date. Use a post-it note with the relevant date (e.g., for a drop on 9/13/24, stick a note for 9/6/24).
Turn in Approved Job: Once everything is notated and organized, take the job to Lauren’s area and submit it in the designated spot for approved jobs.
Set Up Future Drops: For future mail drops needing a proof, submit them 7-8 days before the due date to the production department to start the proof process.

If the job is rejected and based on the reason for the rejection will determine where it goes back to: list processor or the proof creator. You will receive proof rejection email that looks like this:

Determine Job Direction:
1. If updates pertain to imprint information or mailing list changes, direct the job to the List Processor.
2. If updates involve logos, photos, QR codes, or spacing, send it to the Proof Creator.
Fill Out Job Change Form:
1. Specify the reasons for updates/corrections on the form.
Update Printed Job:
1. Mark out outdated information on the printed job.
2. Write in the updated information.
Notate in Printer’s Plan:
1. Include the date and time stamp.
2. Indicate the destination (List Processor or Proof Creator).
3. List all updates made.
Organize Job Jacket:
1. Place the Job Change Form inside the black jacket.
2. Put the black jacket inside a large green job jacket.
Delivery to Processor:
1. Deliver the job to the appropriate processor's designated area.

List Processors

Lauren Klar: No initials on printed job, LK initials in Printer’s Plan.
David Gibson: DG initials on printed job and Printer’s Plan.
Karl Schwegmann: KS initials on printed job, DG initials in Printer’s Plan.
Tyron Betts: TB initials on printed job and Printer’s Plan.

Proof Processors

Roy Beyymer: RB initials in Printer’s Plan.
John Niendick: JN initials in Printer’s Plan.

For each job requiring changes, add a line item labeled “Design – REI Custom.”

Ensure that no service is added to this line item.

Click on Save & Close.

When prompted with the message that the item has no services, confirm by clicking Ok.

For every additional change/revision, you will increase the quantity.

Sending Email for Rush Request

If mail needs to get printed and mailed out sooner than the standard processing time, a rush request email will need to be sent to the appropriate departments informing them. Barry Zehrt is the main person who the email is sent to and will follow the process of the rush. The other people that are always copied on the rush request are as follows: Patrick Tulley, Lauren Klar, David Gibson, Tyron Betts, Karl Schwegmann, Roy Behymer, John Niendick, Kelley Probst, Ryan Dixon, Jennifer Pipe and the direct marketing coach on the order. In the subject line of the email type in all caps surrounded by asterisks: ***RUSH REQUEST*** along with job number and customer’s full name. In the body of the email, enter the job details, what needs to happen such a create a proof first or proof is already approved and just need to be printed and mailed and with the quantity and mail piece:

need to be printed and mailed and with the quantity and mail piece:

Example: Rush request for 2,500 perforated window letters with indicia postage. Customer would like out in the next 3 days. Giving to Lauren for a proof in the new few minutes.

Example: Rush request for 3,550 small color postcards with fc indicia postage. Job is approved and giving to Lauren shortly.

Always keep Barry and the rest of the team on the email apprised of the current status of the rush job by replying to original rush request email:

Example: Job is now approved and taking over to list processor

Example: Proof has been rejected for wording changes, taking back to proof creator for updates.

AccuTxt (Reverse Texting) – Textium

Assign Unique Short Codes: Each recipient on the mailing list gets a unique short code printed on their postcard or letter.
Texting Process: When recipients receive their mail piece, they are prompted to text the short code to a designated 5-digit number.
Automated Response: Upon texting the short code, the recipient automatically receives a prewritten text (e.g., “Thanks for texting, I’ll reach out soon!”).
Notification Email: An email is sent to your customer containing all property details and the newly captured cell phone number from the recipient.
Filling Out the Textium Form:

Complete the ‘Textium New Campaign Order Form’ with the customer’s contact info and the automated text message.
Include the quantity of mail drops and the email addresses for notifications. Always add the direct marketing coach's email.

Multi-Drop Campaigns: If you're running a multi-drop campaign, fill out a separate Textium form for each new set of records.
Documentation: Save the completed forms in the JIPS folder for each job or campaign.
Short Code Validity: Short codes are valid for about 3 months. If mailing to the same records, you can reference previous jobs using those codes.