Creating a Freelancer for Editorial Assignments
If you need to outsource writing or photography work for an upcoming editorial, you can create a new Vendor Contact, assign them to an Editorial with a budget, capture their signature on an agreement, and give them access to Vendor Center to supply you with materials. Only the writer and photographer vendor contact types will work with editorial.
You will need to have a Vendor and Vendor Contact in the system before you can start assigning editorials. You can create both in a single step.
Go to the quick add button and click on Add Vendor. You can also add vendors from the Vendor page.
All vendors require a name, address and EIN/Tax ID number by default. You can turn off the EIN requirement in your configuration. You will also have the ability to add additional billing information for the vendor.
At the bottom of the pop-up, you can add a Vendor Contact to the vendor right away. You can also add vendor contacts to the vendor at another time. You must choose either the Photographer or Writer type if you want the person to get an assignment.
Warning
You can't use any other contact type with editorials. If you don't see the contact in the editorial vendor contact drop-downs it is probably because the vendor contact is tied to the wrong type.
You can now create an editorial assignment for your Vendor Contact. Go to Production > Editorials to create a new editorial assignment. All editorials must have a title, publication, and be for at least one issue.
Note
The title will be the same for all issues on the assignment. You can create separate assignments with different titles and add them to the same agreement later.
Vendor Contacts are not required for editorials, you only need to assign one if you plan to use an outside freelancer to help with the work.
Important
Don't fill in the budget amount if you don't plan to use the PO system or issue budget restriction. You can still assign work to Vendors without the POs in the system. If you leave the field blank, the system will not create any purchase orders.
If you want to have the vendor contact sign off on the agreed to work, you need to create an agreement. You can also add work to an existing agreement. The Vendor can still approve an editorial without an agreement, however it will only be through email confirmation and you won't have a signed document.
Each agreement can have its own template and name. The agreement name will default to the title of the article, but you can update it. If you plan to assign the same editorial to two different vendors, you may want to create a new title for each item, just to keep things clear.
You can add other assignments to the agreement by creating a new editorial, assigning it to the same vendor contact, and choosing to use an existing agreement. Choose from the lists of agreements you already created for the Vendor Contact and add the new assignments.
Now we have an agreement in place with a Vendor Contact and need them to sign off on the agreement. Go to the Vendor Contact's details page and view the agreement on the Agreements tab. You can click on Send for signature, and the contact will get an email with a link to sign the document.
Whenever changes are made to the agreement or you add new assignments, the agreement will get set to an amended status and you can resend it for a new signature.
With everything locked down, the vendor contacts can log into their Vendor Center portal and start uploading assets to their assignment before the due date.