Using the client portal for artwork
The client portal can be used to:
- Let your clients supply their artwork
- Let your clients view and approve their artwork
- Instructions for your clients on how to use the portal to upload artwork & approve their artwork
Firstly you need to set up MagManager to use the client portal as described here.
1. Using the portal for clients to supply artwork
Go to the client artwork tab and click on the artwork box for the booking you want (see the chapter on Bookings for more detail on the artwork box). When you change the status to “Awaiting Customer Artwork”, the pink box will turn orange indicating that you are waiting for client action. The artwork will now also be “assigned to” one of your clients- check that it has selected the contact person you want.
Click on “save and email”, and this will generate a preview of an email asking your client for artwork and including text that will be replaced by the appropriate link, you can modify this if you choose.
Your client can now click the link and upload their artwork or use the Add Information to provide details of the advert they require and upload images and logos.
When they have done this, there will be a new entry in the notifications in MagManager (click on the bell icon at the top-right of the screen).
A notification will also briefly flash up on your screen.
2. Using the portal for artwork approval
When you have some artwork ready to send to your client for approval, go to the artwork tab on their page and upload it by clicking on the Upload Artwork button or draging and dropping into the advert artwork box, as described in the artwork section in the Bookings chapter.
When you update the status of your artwork to “Waiting for customer approval”, this will trigger an email to your client giving them a link to the portal - to send the email click Save & Send, a preview of the email will appear, giving you the opportunity to edit as required, then click Send to send the email to the client.
When the client clicks on the link in the email, they see a preview of the artwork which they can download. They can also click to approve or reject the artwork- if they click on ‘reject’ they will be prompted to add a note which will show on the artwork in MagManager.
You can update the artwork status in one of the following ways:
- On the client Artwork tab- click on the artwork box and select the required status
- On the client Bookings details- click on the artwork box and select required status
- On the flat plan- click on an advert and select required status
When you update the status to ‘Waiting for Customer Approval,’ the artwork will be “assigned to” your client. When you click save, MagManager will automatically send out an email to the client. This email can be customised by going to Settings > Document Templates and selecting Client Artwork Approval Request.
The email your client will receive will include text similar to this (depending on how you customise it)
When the client clicks on this link, they see a preview of the artwork which they can download.
They also can click to approve or reject the artwork- if they click on ‘reject’ they will be prompted to add a note which will show on the artwork details listing in MagManager.
The note field is restricted to 800 characters. Should the client require to upload more than that they should use the Add Information/Files option.
When your customer has approved or rejected the artwork, the change of status will come in to the MagManager Notifications (which can be accessed by clicking bell at the top-right of the screen).
A notification will also briefly flash up on your screen if you are logged into your MagManager account.
If you want the artwork to be assigned back to the person who sent it to the client, after the client has approved or rejected it, go to Settings > System Defaults and in the Customer Portal section, switch on the toggle next to “Assign Artwork back to Assigned to”.
3. Instructions for your clients on how to use the portal to upload artwork & approve their artwork
The links below take you to videos on YouTube showing your clients how to upload artwork and how to approve their artwork. You can place a link to these videos in the email that you send to your client, which will help them upload the artwork correctly.
How to upload artwork:
You can add this link to the document template 'Client Artwork Request'.
Settings > Under Admin select Document Templates > select Client Artwork Request - edit as required and save.
How to approve artwork:
You can add this link to the document template 'Client Artwork Approval Request'.
Settings > Under Admin select Document Templates > select Client Artwork Approval Request - edit as required and save.