The Xeproof manages the entire workflow of an artwork from it's work order to the archival of approved artwork. An instance will be configured for a company with an administrator.

The Xeproof Administrator can easily do the basic User management; creation of users under each roles and divisions, create agencies and users against Brands. The user creation and Edit user are flexible enough to manage easily.

 

Administrator or users with privilage for product/Brand creation can populate master data. The questionaire on work order can be be differenet for each product category or brand.

The administrator is able to assign menu level permissions to each users. The agency users are mapped against the brands, and individual users can be assigned for a product. While generating Work Order, user can see the users to which Work Order intimation is forwarded in an agency.

Along with User Management, Master Data fileds and Work Order datas are added.The Master Data creates Brands, product category, product type, Company and all fields are inter related. Advanced customisation is made possible linking the master parameters. The work order data fileds are those who appear to be filled up in a Work Order.

While creating a product, the initiators and approvers from each division is mapped to users, emails are sent out for all major event happens within xeproof.

Users with permission can initiate an artwork for Products comes under his privilages. New work order is created with automated or assigned job number. Users from different divisions can fill in the queries related to their Divisions (Brand, Legal, R&D, Manufacturing), or a coordinator can fill in the fields and opt for Save or Initiate an artwork. While initiating, the deadlines for the firstproof and final delivery of project is marked. An emails is sent to all Initiators, Approvers and Agency users about the Initiation to make them aware. Initiators can attach Engineering Drawings, image files or scanned sketches as references. Template feature is available to make the initaiton faster and precise. Templates can be created directly or can be made out of work orders.

Immediately after the Initiation of an artwork, the agency user is notified via email and can log-in to see the new Artwork, he can either accept the Work Order, or ask Questions for fileds needs clarification. The Questions go backs to all Initiators and Approvers of that product, they p;romptly answer to the 'Questions Pending', the cycle continues till the agency accepts the work order with 100% satisfaction. The agency users set the time for First Proof and Final delivery, same is intimated as email.

After completing an artwork, agency user can upoad the PDF files against the work order along with his comments. The user can add the file from his computer or network, or simply drag and drop.After succesfully upload, the status is updated and it send out email to all Approvers.

The Approvers can acees the Virtual proofing screens in Xeproof's Proof Module, which has many dynamic and user friendly features. The artwork is displayed within the workspace, that can dynamically be magnified to the user's preferred size. The workspace has all the tools required for Annotation, Comments, version control, userwise comments management. Grid, free mark up tools, colour highlighter, text tools for comment, selection shapes, Rotate Canvas, measurement calculator, Colour Picker stimulate the same user experience of manual proofing. Once the comments are made, few mandatory check lists are ticked and mark the 'Approval' or 'Send for Revisions'.
While proofing, a user can see the previous or current comments from other users from all divisions, version wise. A pop up comment manager helps to access the comments with filter settings to see userwise or division wise.

Once an artwork is marked as Send for Revisions, by any of the approver, it goes back to agency and they can Print/Save comments and start making changes to artwork. Agency have access to the same proofed screen, to understand the annotations and comments marked by approvers. They can switch on comments one by one, versionwise and in combination. Again an agency can upload the next version of artwork and system does the versioning control automatically. The same goes to next round of proofing and revisions.
When an artwork is approved, the agency is notified and they can upload the Hi-Resolution file as final approved artwork. It can be archived for reference or production in future.

The system works with a well structured database with clearly defined datafields. The data once feeded are editable by the authorised users only. The master data field inputs the product related details like Company name, name of brands, product category and product type, agency, agency users etc. thus forms the core of the database to manage the workflow. The interfaces allow to view, edit and deactivate/activate particular fields.

Email notification engine send pre set messages to alert users to relevant tasks or updates on status of Work orders and Artworks.The email contains the Details of artwork with the user role mentioned for that. Email notification provides a complimentary, secure, communication to users. It helps to alert not so active users also in the system.