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Contents:
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This page is still being revised. The information is good, but might yet need some clarification. |
Introduction
The Pre-Production tab is where you create and manage every aspect of a project’s pre-production phase. You need to create a deliverable for each pre-production task that the Project requires.
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These comments are internal team notes only. They will are not be visible to the client. However, this will change in a future update.
All information on the VMSX should be composed as if the client will be reading it.
Managing your pre-production items
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From your pre-production management view, you can:
Edit— View — If your task is using a VisDom pre-production template, you can click on the task’s image to edit this document in a new browser tab. After you have delivered this item, your client will be able to do the same — creating a shared document space where you can work together.
You can also access the document by selecting “View” from the More Options dropdown menu.
Action— Status/Action — Use the main action button underneath to progress your task to its next delivery phase. These also represent the status of the task and you can read more in the section below on Statuses.
General Comments—Comments — Observe any general comments by hovering your cursor over the notes icon (top right).
Approve All— All — a short-cut feature that will bulk approve all visible items.
More Options—Options — the six-dot icon on the bottom-right of your pre-production item reveals a dropdown menu with additional relevant options:
Update Details: allows you to edit any of the item’s saved details
View: opens a new tab with your pre-production document
Unapprove: only available after the item has been approved. To be used on the rare occasions when an item needs to be brought back into action after having been approved.
Send: opens a new tab with the VMS pre-production delivery email template.
Upload: upload a new version of your pre-production document from your local drive
Oct Nov 2021 —At launch, the upload functionality is still currently in development and should not be visible to users. If you do see and select it, you may find that it simply allows you to update your item details.
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Your pre-production tasks will progress through a number of statuses throughout their delivery cycle. Sometimes, the status will also clearly indicate your next steps.
Booked— Booked — When first created, a pre-production item starts here. This indicates that it has been added to the production calendar.
Send— Send — When your item has reached (or passed) its due production date, if you have not already done so, the status will shift to the orange “send”.
Approve— Approve — Shifting here as soon as you have shared your item with the client, the status will remain on “approve” until either your client or someone on our team has approved the item. Prior to it being archived, you have the ability to “unapprove”.
Archive— Archive — After approval, the final stage is to archive the item will remain available to be unapproved or archivedpre-production item. You can manually archive it at any time, but it automatically archives itself after two weeks.
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The goal of your pre-production task is to prepare and share it with your client. It is expected that there will be some workshopping with your client on your pre-production content — most of this should take place wither within your shared document or your Project Chat.
As soon as you are ready to share your propre-production document, you should send it to your client.
Pre-production must ALWAYS should always be delivered through the VMS. You cannot send a link to the client via email or chat.
Some clients, however, may have security issues that prevent them from accessing Google documents. The workaround here is to download your pre-production document, save it as a PDF, and share it via chat. Unfortunately, in these rare cases, the manual file version management is likely to require more effort.
If your pre-production task has arrived at (or passed) its Due Production Date, then it will have progressed to “Send” status. The big orange action button underneath your task will be ready to click.
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Confirm your project first
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Note that you will not be able to send any of your pre-production items without first confirming and activating the Project.
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To send a Project confirmation email to the client and activate your Project, you will need to visit the Invoices tab. This is covered in the Creating new projects section.
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When you send your pre-production item, a new tab will open up in your browser with click send and you will have a “Pre-Production Ready to Review” email template, ready to send.
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If a pre-production item has been created but not yet delivered, the client will see the item’s name and its delivery due date. They will not have access to view the document itself.
Delivered
Once delivered, the client will be able to review, edit, and comment on your shared document. They can also approve it.
When the client approves your pre-production document, you will receive a Project Chat notification and an email.
Approved
An approved document remains visible and accessible to the client, though it now clearly communicates to them that they have already approved this document.
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