How to use the customer portal for clients to supply and check artwork

In MagManager, the customer portal can be used to:

1.  Let your clients supply their artwork
2.  Let your clients view and approve their artwork

Areas of MagManager where you can update the artwork status

You can update the artwork status & email the client in one of the following ways:

• On the Client Record Artwork tab- click on the artwork box and select the required status
• On the Artwork screen - click on the client name to open the advert details
• On the Manage Adverts/Content screens - click on the advert size to open the advert details

You can also update the artwork status but not email the client in the following ways:

• On the client Bookings details - click on the artwork box and select required status
• On the Flatplan - click on an advert and select required status

Customer portal overview video

This video above shows you how to use the customer portal to allow your clients to send their artwork and approve or reject artwork you design for them. Time stamp: 
00.15 - Client, primary & artwork contacts 
00.44 - Client, artwork tab 
01.08 - Advert page & status settings 
01.27 - Sending email to request artwork from client - awaiting customer artwork 
02.43 - Preview of email 
03.36 - Example of email client receives to supply their artwork 
03.51 - Client view of portal 
03.58 - How client uploads print ready artwork 
04.41 - Uploaded artwork and how it appears in MagManager and status is uploaded to artwork supplied by customer 
05.21 - How artwork is displayed on the flatplan 
06.12 - How client uploads text & images for advert 
07.10 - Uploaded files and how they appear in MagManager 
07.45 - How to send the files & text to your graphic designer 
08.32 - Preview of email to graphic designer 
08.58 - How graphic designer uploads finished artwork, updates status to send back to client for approval 
09.46 - Preview of email to client to approve artwork 
09.58 - Example of 'Please Approve Artwork' email client receives 
10.15 - Client view of portal to approve or reject the artwork 
10.32 - How client approves artwork 
10.53 - How client rejects artwork 
11.32 - How client rejected artwork appears within MagManager 
11.53 - Sending artwork back to graphic designer for updates 
12.29 - How graphic designer uploads new artwork to send back to client for approval 
13.14 - How client approves artwork 
13.24 - Artwork status now shows as Customer Artwork Approved 
13.36 - Client booking view, view of flatplan showing artwork on the sidebar 
14.10 - Notifications in MagManager 
14.54 - Artwork status - creating and editing artwork statuses

1 - Using the customer portal to let clients supply their artwork

Email a link to the client to allow them to upload their designed artwork or supply elements such as word doc and images.

Step 1  - Open the client record.

Step 2 - Select the Artwork tab > Click on the artwork box for the booking you want (check the publication & issue to ensure you select the correct one).

Step 3 - 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  be ‘Assigned To’ the client artwork contact - check that it has selected the contact person you want or amend by click on the drop-down box.

Step 4 - Click  'Save & Email', this will generate a preview of the email asking your client to supply artwork and include text that will be replaced by the appropriate link, you can modify the text in the email if you choose.

Step 5 - Once the client receives the email > They can click on the 'Supply your artwork' link, taking them to the portal.

Step 6 - The client can now click the 'Upload Artwork' button and upload their fully designed artwork or click the 'Add Information' button to provide details of the advert they require and upload images and logos.

Step 7 - Once they have done this, a new entry will appear in notifications within MagManager (click on the bell icon at the top-right of the screen).
A notification will also briefly flash up on your screen if you are logged in.

2 - Using the customer portal to let clients view and approve their artwork

Once you have designed the artwork and it's ready for the client to approve.

Step 1 - Open the client record.

Step 2 - Click the Artwork tab > Select the correct artwork box (check publication & issue) to open advert details.

Step 3 - Click Upload Artwork and choose the artwork file from your computer.

Step 4 - 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  be ‘Assigned To’ the client artwork contact - check that it has selected the contact person you want or amend by click on the drop-down box.

Step 5 - Click 'Save & Email', a preview of the email will appear which can be edited if required.

Step 6 - Click 'Send' to send the email to the client.

Step 7 - The email your client will receive will include text similar to this (depending on how you customise it).  The default Artwork Approval Request email can be customised by going to Settings > Under Admin > Select Document Templates > Select Client Artwork Approval Request.

Step 8 - When the client clicks on the 'Approve your artwork' link in the email, the portal  opens and they see a preview of the artwork - they can expand the view by clicking on the little arrows above the advert. 

Step 9 - They 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 reject advert note field is restricted to 800 characters.  Should the client require to upload more than that, they should use the Add Information/Files option.

Step 9 - Once 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.

Portal settings - assign artwork back to assigned to

Once the client has approved or rejected the artwork, If you want the artwork to be assigned back to the MagManager user who sent it to the client, ensure the setting is switch on in portal settings.  This is covered in the notes How to set up the customer portal. 

Email link expiry

The links in the emails to supply and approve artwork will expire after 14 days. Should the client click on the link after 14 days, they will see the link expired message.

The email would need to be resent to the client activate a new link.