SOP - Graphics

TABLE OF CONTENTS

GR-001 Creating Proofs

GR-002 Artwork Not Sized Correctly

GR-003 Requesting New Artwork

GR-004 In-Hand Date Issues

GR-005 Design Time Required

GR-006 Scope of Client Interaction

GR-001 Creating Proofs

Procedure:

In HubSpot, first move the deal stage to Currently Proofing and make sure the target approval date has been filled out. If the deadline is not doable, follow the steps in GR-004.
Find the artwork and move to the correct folder:
1. If the client uploaded through the website, you would find their upload in the “1 DO/GD/TSB Uploaded Files” folder depending on which website they ordered from. Drag and drop their upload folder into the corresponding order number folder in “2 TSDC Graphic Files” in the Dropbox.
2. If the client submitted via email or WeTransfer, proofer should find the email and download the files before manually moving to the corresponding order number folder in “2 TSDC Graphic Files” folder in the Dropbox.
Verify the skus in HS, open the client’s art file first in Photoshop and verify that the dimensions are correct. Ensure resolution is set to the correct DPI as shown on the template, CMYK color, Crop-To Box is set to “Media Box”. If not, can they easily be adjusted? If not, follow the steps in GR-002 and GR-003 as necessary.
Drop the graphic template over the artwork and ensure all important elements are within the safe zone, nothing is at risk of being trimmed off.
Zoom in 100% to check the artwork resolution, take note of any low-resolution elements. Take 3 closeup screenshots of elements of the design. Typically, proofer should aim to get a closeup of the logo, any photo(s) and/or text.
Hide/delete the template, flatten the layers, and save as a TIFF to your desktop. Select LZW compression when the export pop up box comes up. Name the file as follows “TSDC Company-order#_sku” e.g “DO-54321_ES-TF-10CV-G”
Then change the image size, click the “Fit to” dropdown and select “Load Preset”. Find the corresponding preset that matches the sku of the art file.
Then hit File, Export, Quick Export As PNG.
Open the corresponding Proofing Template that matches the art file of the sku.
Make sure you are on the “Art” layer then drag and drop the PNG image you exported from PS. Place it in the window section, make sure it is centered.
Then drop in and resize the closeup screenshots in the closeup windows so they fit.
Edit the Notes section as necessary to notify the client of any issues.
Save as a PDF on your desktop, name the file “TSDC Company-order#_TemplateProofName” e.g “DO-54321_ES-TF-10CV-G_PROOF”. When the Save Adobe PDF settings pop up comes up change the preset to “Press Quality”.
Then move the files on your desktop to the appropriate folders. The final print TIFF files should go in the 3 Final Files folder of the corresponding order that you are proofing in the DB. Drop the proof PDFs in the 2 Proofs folder. Create another folder within the 2 Proofs folder and name it “screenshots” drop all of the closeup screenshots and the exported PNG proof images in.
Repeat steps 3-14 if there is more than one graphic element for the order.
Send proofs to the client using the email template in HS. Make sure if the Approval Contact email is different from the Main Contact email that they are also CC’d. Always CC graphics@backdrop.com.
Update the deal stage in HubSpot to “Proofs Sent”.

Proofing tutorial video of the steps above:

https://www.dropbox.com/s/g762wdyg5kpkmh4/New-Proofing-Process.mp4?dl=0

GR-002 Artwork Not Sized Correctly

Situation: Artwork has been submitted and doesn’t fit the template.

Policy: Send back to client and request new artwork, unless the artwork has been submitted sized to an incorrect template due to our error – then we will adjust for the client

Procedure:

●Request new artwork from the client and include correct templates they will need.

If artwork is not correct due to our error, i.e., we had the wrong template on the website, or we sent them the wrong template:

●Assess if adjustment can be done by us with the artwork the client has already submitted, i.e., we already have an editable file, or it’s a solid color and logo that only needs some simple adaptation.

●If needed, request editable artwork from client so we can make the adjustments to the art files.

●If there is an issue with a template on a website notify a manger of the issue so it can be corrected.

GR-003 Requesting New Artwork

Situation: Client has submitted artwork either won’t print as is or will print poorly due to other reasons.

Policy: Request new artwork via email/phone

Procedure:

●Send client email Template New Artwork Required.

●If Target Approval deadline is less than 48 hours, then call them as well.

●Email correspondence should either let them know when their target approval dealing is or request their In-Hand Date if we don’t have it yet.

●If artwork is simply poor quality, attach proofs to whatever degree is needed for clarity.

GR-004 In-Hand Date Issues

Situation: Client has requested an In-Hand Date that is too soon for their product before proofs are done, i.e., their IHD is already not possible as ordered.

Policy: Create task in deal for Sales & Support to contact client regarding solutions related to rush production, etc.

Procedure:

●Create task in HS for Sales & Support (if they don’t have an automated one already). Also let someone in Sales & Support know verbally the order number and that it needs to be resolved.

●If the proof deadline is approaching, continue with proofs as the order was originally made, ignoring any issues with the in-hand date. Provide them the updated IHD with full timelines and let the client know that if they need it sooner, the Sales & Support team will reach out with further options.

●Use the Proofs Template in HS for IHD Not Doable (Not made yet or needs to be edited) to send the proofs.

●If the client reaches out and their IHD Issue is NOT resolved yet, let them know that there is someone in Sales & Support that needs to speak to them to resolve this as it could affect the way in which their graphics need to be prepared or adjusted.

●If the client says they can accept the standard production and delivery time without concern, Graphics should feel free to adjust the IHD and Target Approval Dates in HS accordingly.

●The ultimate principle in this scenario should be to help the Graphics Team focus on creating proofs and help remove them for discussing topics related to delivery and production.

GR-005 Scope of Client Interaction

Situation: Communications with clients beyond discussing proofs

Policy: Graphics department should attempt to restrict communications with clients to issues or discussion surrounding the artwork submitted.

Discussion:

●As a member of the graphics team, you will have many occasions in which you need to interact with clients or clients will reach out to you for more information.

●Generally, the goal of the graphics team should be to answer any and all artwork or graphics related questions clients have and pass them over to the Sales & Support team for any questions that fall outside of that scope.

●If a client requests information that is easy to answer (i.e., will this ship on time? Will I receive this by my IHD?), it is better customer service for the graphics team to answer that in conversation quickly. But if the client has multiple questions or more complex questions that don’t pertain to graphics (logistics, pricing, products assembly, product recommendations, etc.) it’s best to pass them to the sales & support team.

●When speaking with a client on the phone and they need to be passed to customer service, politely let them know that you are only able to answer graphics questions and that you’re happy to answer everything relating to graphics right now, and that afterwards you will transfer them to the sales and support team.

●With email communications that require the sales & support team to assist, if there are any questions regarding graphics, reply with answers to those, and let the customer know you are looping in the sales and support team to help with their other questions. Make sure you cc. info@backdrop.com and inform the sales & support team you’ve included them on an email so they can respond.