Streamline your sales order approval for Technical Support

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broadcast is now starting all attendees are in listen-only mode hi everyone this is Jay from Shop works and I want to thank you for attending our webinar today on a better way to deliver and manage customer approvals if you've never attended one of our webinars before just a couple of bookkeeping things for you number one is that you can hear me but I cannot hear you however we do encourage you to ask questions throughout the presentation and the way that you're going to do that is through the chat box so when you logged into GoToWebinar there's a chat box if you have any questions throughout the presentation please ask them and then I will reserve some time at the end of the presentation to answer those questions the other thing is that this webinar is recorded and we will send out details to you of the recording and where it resides so if you want to refer to it later share it with another employee forward to a colleague this recording will be available for you so again thanks for your time and let's get started so the first thing we want to do is okay why would you want to look at proof stuff and the main reason is this is what we found with our customers this is how they currently proof items they create a PDF or other file they email that file to their customer and again this is just this might vary from person to person but this is typically what they do they then wait on a customer approval so they're waiting on the customer to respond to them and they have to manually manage the entire process that means that your salespeople and your artists are sending out approvals through their email you're relying on those individuals to follow up on those proofs etc and so that's how you currently proof things now some of the use cases that you might have for for doing your approvals are one is you have artwork you want to to approve before you proceed with an order and this is actually the most common use case or the most common reason why people might use proof stuff is for artwork approvals another reason is pricing so let's just say you have a sales order you have pricing on that sales order and you want the customer to prove that pricing before you proceed you might have shipping instructions on an order or other order details it really doesn't matter what it is but other order details and you want the customer to sign off on them before you proceed another way P our customers use proof stuff is on quotes so they have a quote and they use proof stuff to deliver that quote to their customer and then they're notified when the customer approves or declines the quote but really it can be almost anything so the the uses of proof stuff are can be almost anything now let's look at a couple things that proof stuff is not good for number one is if you have a multi-page document so let's say I'm sending a five-page Word document and I want the customer to initial each page proof stuff is not going to be good for that now they can have them you could have them approve or decline an entire document but getting them to make initials on individual pages is not a feature within proof stuff if you need any editing capabilities so if you want the proof to be editable by the customer proof stuff is not good for that it's also not good for multiple approvals and what that means is I'm sending an approval but I want that approval to go through a chain of people to make it approve or unapproved so proof stuffs not really good for that now that doesn't mean you can't use it to send it to an organization that organization could discuss it among themselves and one person can then approve it for your stuff is good for that but if you actually need record multiple signatures multiple approvals proof stuff is not good for that now here's the problems with the current method that you're using so the method that you're currently using the first problem is you're emailing large files around so if you have art files and sometimes even approval files you're sending to your customers you're having to email them around customers are struggling with spam where they're not able to open files and that then prompts them to call you or more emails back and forth the whole concept here is we want to try to reduce the load on your staff not increase it so sending approvals this way tends to actually cause more problems each person in your organization sends files a different way so they might prepare the file a different way they might send it a different way what they say in the email might be different and then you and your employees then have to manage the follow ups so that slows your entire production process so all those emails that you're sending around somebody has to be on top of those make sure the customer is complying at enough time to - to make sure you get the order out on time or whatever else it is you're trying to do and there's poor accountability so if there's any sort of problem with the order a lot of things that you hear from customers I didn't get that I didn't see that I didn't mean that so there's just poor accountability in general because it's back and forth it's kind of a he-said she-said kind of thing and it makes it very hard to make your case to the customer that indeed what you provided is what they signed off on and lastly as your approval volume increases so as you throughout your organization process more orders up and you have more proofs associated with those orders just becomes unmanageable larger the larger organization the more hands you have in the pot if you will salespeople customer service people artists these kind of people that are getting these approvals and the more of those people you have the more it becomes unmanageable okay so that's kind of it for my slides for right now so let's kind of get into let me show you how proof stuff works and I can solve or get around these problems so what we're gonna do is we're gonna go into our on-site system on-site is our main product that we sell here at shop works as the whole shop management program and what I want to do is I want to do a real-world scenario here so I want to take you through a sales order and then the different approvals you might have relate to that sales order and then how that will work in conjunction with proof stuff remember just keep in mind these are just examples I'm giving you today you can use proof stuff for a lot of different things that I'm not going to show you today but this will give you a feel for the power of proof stuff how it works how you can tie it into sales orders and just so you know you do not have to have our on-site system to use proof stuff proof stuff can work by itself as a web standalone product I'm just showing it to you in conjunction with on-site so you can see it both ways but you do not have to have on site to use proof stuff okay so in preparation for my webinar today I've created a sales order so I'm going to bring that sales order up and I'm going to open the sales order it's for DC Special Olympics and what they every year it might pretend company called source logo is my pretend screen print embroidery company we do t-shirts for DC Special Olympics for their torch run it's a big event a lot of shirts and what they would like us to do is they'd like us to come up with a bunch of different designs for them as potential designs they then pick one of those designs we refine it and that becomes the final design so there's kind of a double design process if you will with this particular customer on this particular event now again I'm going to show you example today of a custom screen printing order proof stuff does not care if your orders are screen printing embroidery promotional products ad specialties trophies and awards it doesn't matter so I'm just presenting it from one example today so if we look at our order we can see here we're selling them 3,000 t-shirts I don't know the sizes yet the customers just told me it's going to be about 3,000 t-shirts I have some screen and art charges I'm giving them some free art designs and I'm just going to put a little note on here let me just add a note do not order getting getting real skating sizes by let's just say three by four one nineteen do order so I'll just put a note on there and that note is just telling people don't order the garments yet I want this order in there so that anybody knows it's on the schedule but I'm also putting on there don't order now there's other things I could do I could put the order on hold I could also go into notes and I can put those same notes to my purchasing department so I could just add and do not do not order until for one so there's a couple different ways you can handle this within on-site just so you know so I have my order now for the design my customer has told me we're doing a front we're doing a back they don't really know the number of colors and they don't really know what those colors are so I'm a salesperson I entered this order I have a design in here but I don't really know the design details these will be filled out by an artist at a later date so we we kind of know what the shirts gonna be but we don't know the details so now what would happen is I would go over to print and if you're using forms I'd print out my forms I would give those forms to my at this point I'd only give it to my maybe my production manager to let them know it's coming and to my art art department because they need to work on this design for the customer now you don't have to use forms some of our shop works customers just use the the system itself they would see in there that a new design the artist would see a new design to be been created and they would start working on that design so you got to do a little pretend with me here and so pretend now time marches on and it's a couple days later and I'm now the artist and the artist has decided that they want to send the customer a proof on this design so they've come up with some designs they want to present with a customer and they want to use proof stuff to do that so what they're gonna do is we're gonna click on this little proof stuff tab again we're doing this within on-site and I'll show you in a minute here how we can also do it within the within the web browser so I'm gonna go ahead and add a proof and I'm just gonna put in here my proof name is my initial design I'm not going to add any message to it and you can see here it's asking me what files do I want the customer to approve so I'm sending them three different designs so immediately I'm just gonna add three different options here so now I have three options and on these options I can add files from my computer I can add a design from the on-site system I can use a form or report from on-site so those are your different options I also have down here you'll see what kind of proof I'm sending single absolute or multiple single basically means they have to make a choice so I'm going to present them with three options and they have to select from one of those options okay so let's go with that option now I'm an artist so I've already prepared my files in Photoshop or whatever digital CorelDraw illustrator whatever you use and I've already created the files so I'm gonna say add file I'm going to go to my folder where I've created this files and I'm gonna say this is my torch run one I'm going to go here and say at another file this is my option too now I'm doing these are JPEG images these could very easily be PDF files they could be gifts they can be lots of different kinds of images or documents that can be Word documents so if I didn't want to naked image if I wanted to have more stuff around it like the size what the shirt is I've seen all kinds of things what the ink colors are you can put all that in the approval if you want to I'm just doing a simple example where I'm just this is the initial design I don't need to get real complicated with it I just want my customer to approve the basic design they want and so that I'm going to add my third one now you'll see here a little thing next to each one notes so I'm just going out a note to this third one that this is the option I prefer okay I'm just going to leave that in there so the customer sees that you can see who the designs coming from who the designs going to I can change that information let's say Steve Hawker is the person who ordered the shirts but there's somebody else is doing the approval so I could pick another contact from my cut from my list for that particular customer or I could just type in a different name and email address but I'm gonna stick with Steve Steve's the guy who's handling the order and so now I'm gonna go ahead and release the proof now when I release the proof it is actually creating the proof online so this is actually going out you know over your internet connection it's creating the proof or approval itself and in a second here it's going to allow us to send an email to our customer now when we send this email to our customer it's going to have so you can see here Steve Hawker I can add some copy twos if I want to pick means pick our stock emails so you can see I have a lot of stock email so here I have one called design approval so when I select that notice it dynamically filled in the information design approval order number hi Steve here's your proof please get back to us as soon as possible so you're gonna want to use these stock email capability because it very quickly can fill out my my email and notice it has a link in there it's not an attachment it's just a regular link so that means that there's gonna be less chance that well first of all you're not sending large files around number one number two is there to be less chance that your customer is this is going to get caught up in their spam folder because there's not an attachment so I'm going to go ahead and click on send now now I don't have an email client set up on this computer so I'm actually not going to click on send now but pretend like you did this email would go out to your customer and now if I come back in here and what you can see there's the proof so when I'm looking at this this is actually looking out over the Internet and it's it's telling me what the approval or proof looks like if your Internet's down then you're not going to see this information this is actually live connection to the Internet while you're an on site so now I'm the artist I just sent him the design the customer now again pretend that I'm the customer now we're changing roles I'm the customer and I've received the proof so let's see what that looks like let's see what the customer sees so the customer gets through email they click on the link and this is what they get source logo that's our company that's our pretend company it's branded I can see proof is from me or J Markinson I'm Steve Hawker I can see this I can print this proof out if I want and notice I can see instructions here proof instructions to your customer that do XYZ all this is customizable you get to customize all this too for how you want it for your customer and so notice when I my customer Scrolls down they can see the different designs if they want to see a bigger view of the design they click zoom in and they get a bigger picture of it if they to download these images they can do that and if they're ready to make a decision they can do that and then notice you can see here this is the option I prefer that presents to the customer okay so now my customer and my customer decides that they want to make a decision or let's say they just decide to sit on it for a while well when a customer decides to sit on it for a while what proof stuff does let me let me go over to the admin console this is the proof stuff admin console and let me log in here now remember I'm not J malanga shop works I'm a pretend guy J Markinson at the company source logo and if I go in here and I go to proofs now and I see my open proofs you oh I forget - well I don't think these two accounts are linked together so the problem is I should see that proof that I just created in here the reason I don't see it is because this account is not linked with properly to this account so what I would see is I would see this design and I apologize for not setting this up correctly but I would see this approval or this proof would be in my on-site system but it would also be over here in my proof stuff now another nice thing about proof stuff is the follow-ups so your customer has not acted on it if I go over to email or notice on each proof it shows me email sent one two and three that does not mean the email of when I sent them to notify that they got a proof these are follow-up emails so you can actually set up your proof stuff site where it will automatically send your customers up nudges to act on their proof so we have it set up where our customers if they have not acted on the proof in 24 hours they receive one email that nudges them if they haven't received it in 48 hours they receive another nudge which is maybe a little bit more aggressive and then after 72 hours we send them a third and final nudge then we're not gonna be able to complete their order unless they get back to us so proof stuff does that for you automatically it's not something that you have to manage yourself or do manually and it's part of just kind of the automated follow-up that's built in to proof stuff so let's go here let's go back to our on site you you or let's go back to the customer approval so now let's just say it's a couple days later the customer received a email they need to act on their proof they weren't gonna get their order out on time so now the customer finally acts on it so they're gonna go in here and they have to pick one of these they cannot select all of them so before they can act on the approve approve or decline it they are actually to decline they don't select anything they just decline but if they want to approve something they click on it and then they click approve so I'm forcing them to choose one of these three I'm gonna click on approve I'm gonna put in my name here remember I'm Steve at the customer DC Special Olympics and I'm going to go ahead and sign off on it I'm going to go ahead and approve this now this is the only the initial design and they get a little confirmation message and once I do that two things happen one is well a couple things happen first of all this proof can no longer be acted on so an approval or proof could only be acted on once if the customer had declined this and it had requested some changes okay I would be notified of those changes and I would I would I would prepare a second proof but whenever a customer acts on a proof two things happen they get an email and you get an email with the details of what happened so your artists whether the customer approves or declines unapproved well your artists our customer service reps or whoever sending out the proof is getting notified that when the proof is acted on whether it's approved or declined declined the customer receives a record of that as well and of course we timestamp the proof is time stamped with the date the time the IP address and the signature of who approved or decline the proof now some of these features you can turn off so for example if you didn't want to require the signature you can turn that off most people do require but if you didn't want to you have the option of shutting that off same thing for the recording of the IP address most people leave those features on because that just gives you a little bit more evidence if you will if a customer of yours disputes something then you have proof that it actually happened okay now let's say okay so we've got the art approved the customer selected the general design but maybe we're going to do some more tweaks to it so now the artists working on that so now I'm the customer service rep and as the customer service rep I'm going to go ahead and send them a copy of the of the order let's say they've gotten back to me now and they've given me the sizes so I want to put in here the real size is on the order so I'm gonna make up these numbers of course 1750 on the largest let's say my math is never gonna be good on this 2000 on the extra larges 800 on the larges and 200 on the mediums and let's say they ordered fit these small so they actually ordered a little bit more than we originally thought price doesn't change 399 I want my customer to sign off on all this I wanted to sign off agree to this I'm gonna get rid of this line so I'm gonna go over to print I'm gonna select what forms I want to print well first of all I want to print an invoice so if I scroll down here I have an invoice I'm gonna select that I also want to select a shipping information for him I want to I want to make sure he told me that we're going to ship to their main office and we're going to ship it UPS ground commercial and that's fine we're just gonna leave it like that but I want him to sign off on that I want him to I want him to agree that that's what we're shipping it to if I was doing a commercial trucking I could put that in there whatever information you want so I'm gonna go back over to proof stuff or excuse me to print and now I'm gonna I'm gonna say I want to print out the shipping spec by address oops I tried to print cancel that I just want to select that so I'm gonna send him the invoice and the shipping spec by address let me assume I shouldn't expect by addresses so yeah we're shipping everything to a single address that's what they're showing us we could do multiple addresses if we wanted but in this case I'm just gonna do a single address so that's the forms I'm gonna be sending him but I wanted to sign off on it so I'm gonna have to prove stuff I'm gonna come and actually what I'm gonna do is let's print this out first I'm at a PDF this I'm gonna call this DC Special Olympics approval and today's date okay that's going to create my PDF for me because I'm not going to do this out of onset I want to do it from the website but I want to show you how it works so this is what our our invoice looks like now the invoice would have your logo on it not this on-site logo and if I scroll down I can see the shipping spec it's telling where we're shipping all the product to and so we're sending them one PDF document that's an invoice plus their shipping information now let's save this to my desktop i'll save it a scratch pad okay so just so I know where to find it all right so now let's go over the web browser remember I'm now I'm not the customer anymore I'm the the customer so this rep at the company source logo so I'm gonna add a new proof and the first thing I'm gonna do so i'm just i'm creating a proof just like i didn't know on site but now i'm doing it from the web because remember proof stuff work can work with any software that you use it can work with quickbooks it can work with any software that you use you can generate documents that you can then use in conjunction with proof stuff so i'm going to choose my customer i'm gonna select the customer if i wanted to create a new customer but i'm gonna select a customer already have steve hawker in here so there he is steve from DC special olympics that's who I want to send the approval to now I'm gonna go to step two I'm gonna create the proof now what I'm gonna do is I'm gonna put in the order ID here the order ID is three 506 if you're using QuickBooks or whatever else you're using that's the order ID you would use so 3 506 proof name is order approval now I'm only sending them one thing but I'm gonna show you what an absolute approval is an absolute approval is if I present them with multiple things so let's say I presented him with and actually let me I'm gonna make this order approval endart so I'm gonna do a double approval I'm gonna send them the order and I'm gonna send them my artist has finished the final artwork and I want my customer to sign off on both of those so it's gonna be order approval and art approval optional proof message I'm going to leave it absolute means that they must approve or decline everything that's on that proof and let me just continue forward I think it'll illustrate how it works so add items to the proof the first item I'm going to add is um let's see here I'm gonna go to my scratch pad and I'm going to add my order approval okay now I can change the file name so I'll just say order approval okay add another item and I'm gonna send them my artwork t-shirt back final as one image so I call that final shirt back I'm going to add another proof item and we want to sit in the front I'm gonna call that final shirt front it defaults to the filename but I'm just making it more customer friendly now if I want to see any of these I can zoom in on them so there's my front design you can see it changed what they originally improve because that was just the initial design I'm gonna look at the back okay I like that and I can view the the PDF as well okay so let's do all that now I'm gonna say let's send the email and I can select an email template just like it works in on site you can see we have one a generic email made and it fills in with their information it fills in with their year or URL and now I would click send email now if you want to you have a couple options here you can send the email from our proof stuff address or you can send the email from your local email client so if I was using Outlook or a Thunderbird or some other local email program I could select on send from my local email client and send it now again I'm not gonna send it in this case but you would you would do so all right so now I'm gonna go back to my proofs and look at my open proofs and now you can see there is the approval that we just created now notice a couple things excuse me first of all no emails have been sent that doesn't mean the initial email to the customer has been sent that he's the follow-up emails so no follow-up email has been sent to the customer that's because we're within 24 hours so he's just received it were giving him 24 hours to act before we send them him that reminder now let's look at what the customer sees when the customer clicks on that link this is what they see again our logos at the top dear customer report here's the proof instructions now notice that these proof instructions are different than the other proof instructions and that's because you can vary the proof instructions by type so you can change it looks a little bit different remember on the previous proof we had them select each item they had to pick one of the three in this one there's no picking any of them they're approving or declining everything okay so let's say that in this case the customer doesn't like this proof there there's something wrong with it that could be the front it could be the back it could be the the order so they're going to decline it and so notice that there's a message here again this message is customizable by you so pricing is incorrect I spoke to J and the price is supposed to be three dollars and ninety cents per sure so he's having a price problem if he wanted something modified on the design he could type that in as well so again Steve Hawker put in his email address and Steve is gonna sign off on it and he declines it now again once he declines it this proof cannot be acted on okay you can still see it in your system it's still there the proof never goes away I have the approval information on it but I can see all the items have been declined you received an email your customer receives an email so now okay I got to send them another approval so and by the way if I go over here into the into orders in my on-site system if if these were properly linked together I would see if I go to all I would see all those approvals in there so oh and there I do see him okay so they are linked together properly I spoke incorrectly so I can see in here we have one approved the initial design was approved the final order approval an article was declined okay so I can so even though this was create on the web it still shows my on-site system okay so now I need to modify my price so you seemed fine with the artwork so I'm gonna change it to 390 okay I'm gonna go back to proof stuff now this in this this time I'm just gonna send it from the on-site system and hopefully what you can see is that if you are using on-site and contingent with proof stuff it's a little bit smoother process a little bit easier than if you're just using the web product but if you're not using on-site then obviously that's not going to work for you so I'm gonna add my proof I'm gonna call this final approval so I'm gonna go ahead and I want them to sign off with the designs again anyhow so I'm just gonna do my three again okay the first thing I'm going to do is my form and I'm gonna do my invoice my shipping spec let's say I don't wanted to approve the shipping spec this time he's already approved it so I'm gonna sign off on that so I'm just gonna insert my invoice okay there's my invoice he's gonna sign off on with the modified pricing now I'm gonna go ahead and add my files again so I'm gonna do got to navigate to the right spot this is my artwork so I'm gonna do a final shirt back and here I'm going to do a final shirt front you now down here under type what I'm going to do is I'm going to show you the third type of approval so the third type of approval is multiple and multiple means they can they can say yes or no to any of these items so let's go ahead and release this I'm gonna release it to the customer I'm gonna start skipping over steps here just to keep the webinar moving along but you can see here I'm creating the approval then I would email them the approval I'm gonna skip that step and then I want to show you you can see now that shows an open approval in our system and I'm gonna show you what the customer sees so what the customer sees is they see different proof instructions because remember these can vary by proof type and they see each of the different items that we have sent to them but they can approve or decline any of those items so they can say I approve this J fix the pricing so that's good I approve this but I want the blue person to be changed to red so I could say decline why am i trying to change change person to red well now I change my mind I'm just gonna I'm just gonna go ahead and prove it as blue okay prove all those items and then I have to click Submit now I put in my name again email address and I'm going to sign it and again once I've signed it just like before the proof is you can't act on it anymore however the customer gets emailed a copy for their records you have an email copy for your records and then all that stuff is recorded behind the scenes so now if I go back to my on-site system and i refresh this page you can see here now that I'm getting a complete history on that order of the approvals I sent him one approval but I retired it meaning I never sent to the customer I made a mistake then I sent him the initial design which he approved then I sent to him an order and I art approval which he declined and then I sent a final approval which he approved if I click on this little button here it gives me the details approved what dates they're proof it was approved by and of course I can always go look at the proof and you have all the details there as well so that's basically the lifecycle of a proof approvals and how it works if I go back over here to my my web side of it and let's go ahead and refresh this I won't see that anymore because it's not an open proof so but if I went back to Advanced Search okay I could say I could do a search so show me all proofs that were the date action was today and here's all the proofs that were acted on today if I go over to back to my proof section and say my open proofs if I want to I'm an individual sales person or an artist and I want to follow up on my proofs that are outstanding I can go to my proof stuff console here I can view my open proofs now we've sent these all three emails but they're still not responding so maybe I need to call these people okay so it does maintain a list for you of unapproved or unactive upon proofs for you to follow up on if it gets beyond doing the emails proof stuff will do up to three of these emails three follow-up emails and just to click just to make sure you understand all of this is customizable the colors are customizable the logos customizable your instructions are customizable when someone approves or declines the message that you send to them if they were to decline this this is customizable I'm not going to show you all that in this webinar it's simple administrative stuff but you do have control over all those things when you're using proof stuff okay so what are the benefits of proof stuff hopefully you've seen these today it's a simple email to your customer with no attachments you're doing you're providing your customers are consistent and professional presentation because you're doing it through a website instead of via email the proof that you present to them is done in a professional manner proof stuff provides automatic customer reminders to act so you don't have to do that manually you and the customer receive notifications when the customer does act and there's customer accountability including an optional signature so proof stuff protects you a lot in cases of customers lodging complaints etc that aren't valid I'm getting ready to wrap up the presentation here I have a couple more slides to show you if you'd like to ask a question about proof stuff now's the time to do so in a minute or two here I will answer those questions then we'll wrap things up before we do that just a little bit off shop works the company we have been in business for 20 years we have installed our software for over 1100 companies in our industry and we only service this industry and our industry is the embellished product industry and that's decorated apparel companies promotional products companies awards and promotions companies digital printing companies and really can use on-site for a lot more than that and very importantly all shop works products are designed supported and serviced in the United States now proof stuff if you're wondering about how much it cost how do I get started with it our pricing is very simple it's not based on your number of users it's just based on seventy-five dollars per month it's a flat fee now that gets you up to 1,000 proofs in a month now you might say well what if I need more than a thousand proofs if you need more than a thousand proofs we have additional pricing I think the next step up is make me take you to one hundred twenty-five dollars is up to two thousand then we have another level after that and we don't have many customers who are past that we do have a 60 day free trial of proof stuff there's no long term commitment so you can do the 60 day free trial you get it for two months for free you don't pay a dime if you start using it you get three months and you say gosh this isn't working for us you shut it off no problem then you want to let's say you get three months down the road yeah guys maybe we do want to use proof stuff you can turn it back on again so there's no long-term commitment CCJ free trial if you want that you go to shop works calm let me just show you the website let's close this down if you go to our website shop works calm and you just go to products and proof stuff we tell you more about proof stuff here so you can see a video on how it works if you want to do the 6 day free trial you can call us at this number you can also just click request an evaluation or contact us and if you see contact us right here and just tell us that you want to try proof stuff so you don't have to call us you can call us if you want or you can just use the contact us button or request evaluation button and either's will work and again 60 day free trial we do have other products available on site I showed you a little bit of that today that's our core product that's used to manage your entire business proof stuff I showed you today which is the proofing product can work on its own and then we have manage orders manage orders is a customer portal meaning customers log in and check on their own orders and pay for orders and do stuff like that that's an add-on product to on-site so it's kind of part of on-site so that's kind of our family of products okay I see again if you have any questions now is the time to ask them marcus is asking a question our blind proofs available to be forwarded on to an end user for instance where a contract decorator and our customer we may want to have their customers see it yes that that's correct when you do blind proofs can be forwarded to the end customer or end user and we have many of our customers who are using proof stuff who are contract decorators they don't want their logo all over everything so you do have that option within proof stuff that can be sent blind does anybody have any other questions only the one came in from Marcus here's one from David when the customer approves one part and declines another what does that look like okay that's a good question so let's go over to our proof stuff let's see here let me look at my advanced search date of action today so here's all the ones that were acted on today this was the final approval let's look at that one this was the one so this is the type that you're asking about David where it's multi they can approve or decline each item so all that would happen is basically it looks the exact same as it does right now except you'd see one of these would have the the red declined by it so you would see on here this has been approved that's been approved and this has been declined so that's really the only chance I mean the only change excuse me whichever item is declined or if two were declined or if all amor declined that would show next to each item the approval or declined portion is next to each item what about the field that shows who the proof is from this question is from Marcos Oh in a blind situation um yeah I think it I think it I added that I think it either gets peeled off of there I think it gets removed Marcos I would have to play around with that sorry I don't have an exact any answer for you I'd have to I think it either peels it off or it changes it to who is the customers forwarding it it's one of those two so I'll have to look at that Scott asks a question that he said a statement he use a proof stuff when will the date created tab be fixed I'm not sure about that one I'll have to Scott him out at the for that one to support which I will do so and you also has another question about customers trouble loading proofs from the link the loading proofs them from the link is a known issue it happens sporadically because we're supporting a bunch of different web browsers and we use Google Docs for presenting documents in the last couple weeks we've made a change to that so that you should see an increase in the open ability of the links also if your customers just hit the refresh button it'll fix it but I realize that you know they're not always going to do that so if they refresh it first of all the problems been fixed as much as we can fix it because we are relying on Google Docs it's a Google Docs and issue not ash not a proof stuff issue but we do use Google Docs so answer number one is that has been addressed answer number two is if they refresh it it will fix it will fix it even if even before and on the older before we fix it it would fix it so that's kind of my answer for you there bum in on site will show approved or declined David ass so an on site what happens is it will show partial so the status can be approved declined or partial so in this final approval if two of the three or one of the three items had been approved I would see partial here it'll be yellow and partial Marcus asked am i correct and Counting three proofs created by you today for one single order therefore you'd count as three proofs created for billing purposes that's right so each of these counts is one proof for billing purposes so I mean if you're concerned about that one of the things you can do is you know send proofs together and just do a multi proof so for example and this final approval I I actually included three different items to two designs and an order approval and so that will cut down on your number of proofs it's not the items that are in the proof its the proofs so but that yeah that is how the proofs are counted Scott asks are there any plans to increase the size limit it's one megabyte actually that's been increased to two megabytes so the size limit on files is two megabytes not one megabyte it used to be one megabyte you know the thing about proof stuff is that it's not really intended to be sending camera-ready files to people so the idea is they should be low resolution files whether they're PFS or whatever you send them so that might get increased to pass two megabytes in the future I don't know but right now we're at two megabytes and we kind of best practices you know advise people that their file sizes should be small if possible when they're viewing what does it look like for when customers view a PDF well let's go take a look so if they're viewing a PDF you know they kind of get a preview of it on the screen they can click on the zoom button that lets them zoom in on just on that image but if I click on this it pops it out as another tab it actually just opens it up so you can see that's now it's a PDF and they can download that they can view it zoom in print it all the different kind of things they want to do Marcus asked when a proof is approved does it update order status in shop works it does not because it's it's too complicated what I mean by that is so you get in these scenarios where some of these proofs have art attached to it some of how to order attach to it some have art in order some are declined some reprove some are partial so on site has an order approval it has a design approval well the order approval is actually a custom status so it's there's too many scenarios it's it's just basically unprogrammed well for on site to know based on the combination of proofs what's in the proof if there's an art proof or a design proof if that's gonna affect the design status or order approval status so our best practices is that you're gonna get email reminders you know when people approve things and so in that case you know you're your artist or your customer service rep is gonna go into the system and update it in on site so that's basically how that works currently and I don't foresee that changing in the future unless we dramatically change how we do order stand design statuses because and and the proofs too because it's very difficult to link two together David asks if you forget to have the order number and the proof is approved can you add the order number later so it syncs with on-site I don't believe so but actually maybe a good suggestion let me look here so if we go into proofs yeah there's none see any current way to add an order number to an approval but I'm gonna that's a good one should be something surprise nobody's asked for that before or maybe they have off to look into that so I will forward that on to the dev team but because this is a web-based product it's pretty easy to make changes so unlike our on-site system where we have to send out upgrade files etc it's kind of a bigger deal proof stuff is because it's completely 100% web-based it's easier to make changes so I will forward that one to the dev staff Marcus asked and the frequency of when the follow-up emails be less than 24 hours yes it's assists it's a setting that you make it's not an order based setting no it's a system-wide setting that you make but you can make it whatever you want so if you want to make it 12 hours or if you want to do 24 hours in the first one then two days on the second one in three days in the third one you can do it that way so you set it up by but it's for all of your customers for all of your approvals it's not different based on customer that's just a level of complexity or on the order now it's just done done system-wide that's how the the reminders are sent all right well good questions everyone I appreciate your time today this is a recorded webinar I'll send you a link to where it is if you want to again view it yourself or share with a colleague or co-worker I appreciate your time if you're an existing customer thank you for your business if you're a prospect looking at our line of products we encourage you to contact us and we can walk you through some of those and I'm gonna have to wrap up here but thanks for everybody's time and we'll see you in the next webinar thank you you