Proof Review and Sending Process-Design Proof or Merged Proof

Proof Review and Sending Process-Design Proof or Merged Proof

1. Receive Job Jacket: Obtain the job jacket from Kyle/Katie for review.
2. Organize Job Jackets:
   1. Project Manager organizes job jackets by ship date, with the most recent mail drop at the top.
3. Access Job in Printer’s Plan:
   1. Open Printer’s Plan and locate the specific job.
4. Find Proof File:
   1. Navigate to the JIPS folder to find the corresponding proof file.
5. Verify Template:
   1. Ensure the proof template matches the job requirements.
6. Print Hard Copy (optional for beginners):
   1. Print a hard copy of the proof for easier review.
7. Review Against Job Imprint:
   1. Check the proof against job imprint information for accuracy.
8. Check for Missing Information:
   1. Scroll through proof samples to identify any missing details or ‘Empty Field!’ errors.
9. Review Special Instructions:
   1. Check job notes in Printer’s Plan for any special instructions that may impact the proof.
10. Final Verification:
    1. Ensure all elements are correct before sending to the customer.
11. Mailing List Check:
    1. Confirm if there is a ‘send to customer’ mailing list for this job.
12. 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.
13. 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.

1. Save: Click the "Save" button at the bottom of the page.
2. Upload Files:
3. Navigate to the top right corner of the page.
4. Click on "Files".
5. Select "Upload Files".
6. Locate Your File:
7. Browse to the JIPS folder.
8. Find the file you need for the proof and any corresponding materials.
9. Upload the File:
10. Double-click on the file you want to upload. Note that you can only upload one file at a time.
11. 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

1. Identify Recipients:
   1. Always include the direct marketing coach and project manager.
   2. Add any additional email addresses as specified in the original order.
2. Locate the Original Order:
   1. Go to the REPrintmail Admin panel.
   2. Navigate to Order Management and select Order List.
3. 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.
4. Select Email Addresses:
   1. Once you have the order details, confirm all necessary email addresses.
5. 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:

1. Scroll down to the right side where it says *“Send proof to what email(s)? If more than 1 email, separate by comma.”
2. Copy the email(s) from this box.
3. If this box is empty, scroll down further to the left to find “Email address to send proof.”
4. 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:

 

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

1. 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."
2. If due date is 3+ business days out: Notate the job with "Drop On 9/5/24."

1. 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.
2. 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).
3. 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.
4. 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:

 

 

1. 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.
2. Fill Out Job Change Form:
   1. Specify the reasons for updates/corrections on the form.
3. Update Printed Job:
   1. Mark out outdated information on the printed job.
   2. Write in the updated information.
4. 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.
5. Organize Job Jacket:
   1. Place the Job Change Form inside the black jacket.
   2. Put the black jacket inside a large green job jacket.
6. 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.