Digital Artwork Reminders

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Digital Artwork Reminders

When your customers have digital materials with due dates coming up, you can send manual artwork reminders, or set up the system to automate the reminders for you. Materials are due either based on the ‘Material (Artwork Approval) Date’ of the issue, or the Start Date of the individual ad. You can also take advantage of merge tags in your email content to make uploading artwork simple for your Advertisers and Agencies.

Setup

Before sending your digital artwork reminders, there are a few things you’ll want to review.

Start by updating your ‘Digital Artwork Reminder’ email templates under Settings > Templates > System Emails.
- The ‘Digital Artwork Reminder from User’ templates are those that will be used when manually sending artwork reminders. The templates without ‘from User’ are used for the system generated emails.
- There are multiple priority levels for the system generated and ‘From User’ templates. If you have multiple days set in your Digital Artwork Due Reminder Days system configuration, the Low priority email will be sent on the date farthest from the due date, with the High priority email being sent on the date closest. If you have multiple days in this configuration, we recommend reviewing each priority template.
- Check out the list below to learn about the merge tags you add to your artwork reminder templates. Some of the tags give additional information, such as the Ad Specs tag, and some provide easy ways for your advertisers to upload artwork, such as the Artwork Upload URL tag.

Digital Artwork Email Tags
##VENDOR_NAME## This pulls in the information from the System Configurations under the Organization section on the Corporate information tab.
##CAMPAIGN_NAME## Displays the name of the campaign associated with the order, if set.
##COMPANY_NAME## The name of the advertiser's company.
##MATERIAL_DATE## The date the artwork contact needs to return materials for the upcoming issue.
##ISSUE_NAME## The system name of the print issue.
##START_RUN_DATE## The date set when adding digital ad items. The field may or may not be required. You must use a start date to use the digital offset day setting.
##END_RUN_DATE## The date set when adding digital ad items. The field may or may not be required.
##ORDER_ID## The advertiser's Order Number. Useful to reference the order in client center.
##PUBLICATION_NAME## The name of the print publication.
##AD_SPECS## Use to pull in details you want the artwork contact to know when submitting materials for the ad sizes. You can add specs by updating your ad sizes.
##ARTWORK_DAYS## The number of days until the material is due. For example, it would say 10 if you send out the reminders 10 days before the material due date.
##ARTWORK_EMAIL## The email address of the user who created the order.
##ARTWORK_LIST## The details of the ad, including the size. If artwork is enabled in Client Center, this will include a link that takes the artwork contact directly to the ticket to upload materials.
##ARTWORK_UPLOAD_URL## - A link that allows anyone with the link to anonymously upload files to a ticket, and view other files uploaded anonymously. If the contact is logged in to their client center account, the system will record who uploaded the file, and they will have more actions available to them. The link is active for one week.
##ARTWORK_REP## The name of the Order rep.
##CONTACT_EMAIL## Will use the Production Email setup in the system configurations. Settings > System Configurations > Operations > Emails.
##CONTACT_PHONE## Pulls the Corporate Phone number listed in Settings. System Configurations, under Organization, and on the Corporate Information tab.
##FIRST_NAME## Shows the first name of the contact receiving the email.
##LAST_NAME## The last name of the contact receiving the email.
##EMAIL_NOTE## If a custom note is added when generating the email, it will be shown where this tag is placed.
##EMAIL_SIGNATURE## Uses the email signature of the user who sends the email. Home > My Preferences > Signatures.
##MATERIAL_DATE## The Material Due date you set on the print issue.
##PAPERLESS_URL## shows the advertiser the link to your client center address
##TICKET_OWNER_EMAIL## The email address of the user assigned to the ticket.
##TICKET_OWNER_NAME## The name of the user assigned to the ticket.
Pickup Gallery URL Merge Tag
To improve the artwork pick-up process, there is a new ‘Pickup Gallery URL’ merge tag in the Artwork Reminder and Artwork Reminder from User system emails. When the link is clicked on from the email, the contact will be brought to their Client Center artwork gallery page, which is automatically filtered for the artwork that is available to pick-up for that item. Only final ads that match the ad size will appear as available for pick-up.
If the contact is not logged into the Client Center, then they will only be able to use the ‘Assign to Issue’ action. When they assign the artwork to an issue, the system does the pick-up process and will automatically update the ticket status to Requested Pick-Up, and they will remain on the same page.
If the contact is logged into the Client Center, they will see all the actions that are typically available to them, including the ‘View’ action on the artwork. After the artwork is assigned, the contact will be redirected to the ticket page. Once again, the system will do the pick-up process and the ticket status will automatically be updated.
The Artwork Reminder and Artwork Reminder from User emails will need to be edited for the new merge tag to show up in the email body. Navigate to Settings > Templates > System Emails and click on a number next to a template to edit its sub templates and add the new merge tag to the email.
Updated 4/4/2024
The next step is to review your system configurations and determine if you want the system to automatically send artwork reminders for you. There are two relevant configurations for automated digital artwork reminders that can be found by going to Settings > System Configurations – Operations – Emails.
- Send Digital Artwork Reminder Email
  - If you want the system to send automated reminders for your digital artwork, set this configuration to Yes.
- Digital Artwork Due Reminder Days
  - This configuration is used in combination with the Send Digital Artwork Reminder Email configuration, and is only applicable when that configuration is set to Yes.
  - Use this configuration to determine how many days before a digital ticket’s material due date to send your automated artwork reminders. You can set multiple days in this configuration, separated by a comma. The system will send the high priority email on the first number entered, and will send the low priority template if you have more than three days in the field. For example, if you enter 5, 15, 30, 45, the system will send High, Medium, Low, Low. If only one number is used, only the high priority template will be used. Likewise, if two numbers are used, only the high and medium priority templates will be used.
While in your system configurations, you should also review the configuration below.
- Digital Email Artwork
  - The email set in this configuration will be used as the ‘from’ email address for automated artwork reminders for digital ad, and digital media items. It will also be used as the ‘from’ email address when artwork is uploaded or assigned through the Client Center for digital ad, and digital media items.
Another setting you should review is on the Publication level. By default, every Publication in your site will allow automated artwork reminders, if automated reminders are enabled on the system configuration level. However, you can disable automated artwork reminders per Publication if desired. To do so, go to Settings > Products > Publication & Issue Setup. On the Edit Publication page, change the 'Allow Automated Reminders' setting to 'Disable Notifications' if you wish to turn off automated artwork reminders for that Publication.

Understanding Material Due Dates

Now that you have done all of the required set up to send digital artwork reminders, it’s worth going through digital material due dates to understand when your artwork reminders will be sent. This is particularly important if you are utilizing automated reminders.

For digital advertisements, the default due date for your artwork materials is based on the issue’s ‘Material (Artwork Approval) Date’.
If you enter a specific start date on the line item, that start date will override the default due date of the issue, and will be used as the item’s material due date.
Using an Offset Date
- Click here to learn more about using digital offset dates. In summary, if a system-level or ad size-level offset is being used, this will override both the default due date of the issue, and the individual line item’s start date. Any artwork reminders for the item will be sent using the offset.

Sending Artwork Reminders

You can now begin sending your digital artwork reminders!

There are two options on how to send your digital artwork reminders manually from the system. This comes in handy if you are not utilizing automated reminders, or if you need to send an additional reminder to a customer.
- From the Consolidated Production Report: You can send bulk reminders from the Consolidated Production Report. Make sure to select ‘Digital Ads’ for the Product Type, then fill out your other search criteria and run the report. Use the checkboxes on the left side of the table to select every record you want to send a reminder for. Then, click the ‘Individual Email Artwork Notification’ button. In the popup, select your template, and click Send.
- From a Digital Ad Ticket: If you don’t need to send multiple artwork reminders at one time, another option is sending an email directly from a digital ad ticket. On the ticket page, click on the Compose Email button. This will redirect you to a new page where you can select ‘Artwork Reminder’ for the email type, and select your template. From here, you can also add additional recipients before you send your email.
If you’ve set up the system to send automated reminders, the emails will be automatically sent based on the material due dates of the items.
- There are a few additional considerations that determine if automated artwork reminders will be sent.
  - The artwork contact must be 'Subscribed to Automated Emails'.
  - The ticket cannot have been set to the ticket statuses 'Ad Arrived', or 'Pickup Confirmed'. If the ticket has ever been set to either of those statuses, automated artwork reminders will not be sent for the ticket.
  - No files can be uploaded to the ticket. If files are uploaded, no automated artwork reminders will be sent.
  - The current ticket status must be set to allow automated artwork reminders. Each ticket status can be configured to either send or not send automated reminders. Click here for more information about this setting.
- If the ticket does not meet some of the above criteria, but artwork reminders still need to be sent, you can always send a manual artwork reminder for the ticket.
The email will be sent to the ticket artwork contact, and additional contacts or users set to receive emails for artwork. You can also choose to BCC yourself and/or CC the order reps if you wish to include them in the email.
Whether you manually send an artwork reminder, or if the system does it for you, the ticket status will always get updated to ‘Email Sent’. If you’ve sent multiple artwork reminders for the same item, the system will count for you, and include the number in the ticket status. For example, you may see ‘Email Sent (3)’, if you have sent three artwork reminders for one ticket.

Updated 8/7/2024

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