Edit Usage / T&C Info

In photography, it is customary that the artist and the client have an agreement as to how the client may use the images, and when that usage agreement is to expire.

To add or edit usage information or terms and conditions of an option, click the edit button (“pencil”) in the Usage/T&C Info area and open the Edit Usage/T&C Info dialogue.

• To enter a note on usage, click on and enter the note to the Usage field
• To enter a Usage expiry date, click the date picker and make a selection. When an expiry date is saved, a reminder is added to the Calendar on the expiry date. To see the reminder, navigate to that date in Calendar and you will see a label “Usage Enquiry” followed by the job number and the Option title. 
• To choose a Terms & conditions click the dropdown and select from any configured T&C template. 
• To enter additional terms and conditions click on and enter them to the Additional T&C field.
• To enter a note click on and enter the note to the Internal Notes field.

To update the Edit Usage/T&C Info click the Update button to save and close the dialogue. Click Cancel to close the dialogue without saving the changes.

Edit a reminder

To edit a reminder, click on label from Calendar to open the reminder summary.

• The summary displays the job number, Option title, the expiry date, the Artist and the note (if any) that was added to the Usage dialogue
• Click the Edit button to open the reminder dialogue or click Delete to remove the expiry date reminder.
• The Starts and Ends dates can be edited by clicking the date picker(s) and making a selection
• The Calendar for field displays the Artist from the Option. To change the Artist, click the Select Calendar button to open the Artist Browser to select a different artist

Click the Save button to save the reminder changes and close the dialogue. Click Cancel to abort the changes and close the dialogue.

Production

The Production section is where you may add information on the types of work and the contacts to email or phone who are assisting production tasks. By default the Production section is collapsed. Clicking the arrow on the section title expands the section.

You may add a new production contact or choose a contact that had been added to artists list of Production Preferences (For more details on Production Preferences see Chapter 3: Artists)

Add Production

To add a new contact click the Add Production button. A blank row will be appended to the table of contacts.

• Enter a description of the production task to the Type field.
• Enter a name associated to the contact. Note: The Name field is not associated to existing clients or companies in the database.
• Enter a name to the Contact field, which can be any name to describe the contact preference. 
• Enter an email and/or a phone number to the Email/Phone for the method(s) to contact the production help.
• Enter a note to the Notes fields to create a note for the contact.

Click the Save Job button to save the updates to the Job. Click “X” from the far right of the Option menu list to close the Option.

To remove a contact from the Production section click and select remove.

Browse Production Favorites

An alternative method to adding contacts to the Production section is by adding them from the Artist’s Production Preferences.

To add a contact to Production from the Artist’s list of preferred production contacts click the Browse Production Favorites button to open the Browse Production Favorites dialogue.

• Enter a contact Name in the search filter to the list of preferred contacts or browse the list and click on one or more checkboxes by the Type/Name combinations to select them
• Click the Add button to close the dialogue and add the contacts to the Production section 

Click the Save Job button to save the updates to the Job. Click “X” from the far right of the Option menu list to close the Option.

Travel

The Travel section captures the details of Air, Train, Car or Hotel travel needs for the Artist. By default all sections are collapsed on opening the job. Click the arrow on the section name to expand. 

Note: This section does not include expenses incurred for transportation. See the section on Expenses in this Chapter.

Air

To add details for air transportation needs, click the aircraft icon under the Travel section to display the fields for Air.

• Reservation Number, Departs/Arrives, Airline, Flight #, Terminal, Seat # and Special Instructions fields are available to capture details
• Enter the details and click the Add Travel Details button to add a block to the Travel section
• Click Cancel to blank all fields but the current date and time from Date/Time pickers

Rail

To add details for rail transportation needs, click the train icon for Rail.

• Reservation Number, Departs/Arrives, Train Service, Train # and Special Instructions fields are available to capture details
• Enter the details and click the Add Travel Details button to add a block to the Travel section
• Click Cancel to blank all fields but the current date and time from Date/Time pickers

Car

To add details for car transportation needs, click the automobile icon for Car.

• Reservation Number, Arrives, Car Service, Car # and Special Instructions fields are available to capture details
• Enter the details and click the Add Travel Details button to add a block to the Travel section
• Click Cancel to blank all fields but the current date and time from Date/Time pickers

Hotel

To add details for Hotel stays, click the bed icon for Hotel

• Reservation Number, Check In/Check Out, Hotel, Room, Contact, Address and Special Instructions fields are available to capture details
• Enter the details and click the Add Travel Details button to add a block to the Travel section
• Click Cancel to blank all fields but the current date and time from Date/Time pickers

Edit Travel Details

To edit any travel detail block click the edit button (“pencil”) in the travel block and make changes and click the Save Travel Details button.

Remove Travel Details

To remove any travel detail block, click the “x” button below the edit button and click “OK” in the delete record confirmation pop-up. Click Cancel to not delete the travel details record and close the delete confirmation pop-up.

Rate

The Rate section is where the fees to payout to the artist and client are to be tracked. Each line item in the Rates section represents a fee for a service from the selected artist. That fee can be split between the artist and the client by a percentage or an amount of the total fee. (See Chapter 3: Artists and the section on Artist Payment/Company Name for default Artist Split and Client Fee)

By default when opening an Option the Rate section will be collapsed. Click the arrow next to the section name to expand the details.

If a rate was entered upon creating a new Option, a line item or Fee, will appear for the artist with that rate amount. If more than one Artist is assigned to the job, then a new table will display in the Rate section for each Artist.

Each Fee record has the following fields:

• Artist – this field cannot change, and is specific to the Artist to which the fee applies.
• Service Type – this dropdown item is selected from the Service Types configured for the account. For information on creating service types see the Chapter: Admin)
• Notes – a text field to add a brief note about the fee
• Rate Per. – this is the rate being charged by the unit of time in the currency of the Option definition. The second part of the Rate field is the unit of time for which the rate is to be applied. It can be one of Day, Hour, Set, Image or None
• Qty – is the number of hours, days, etc. for which the rate is being charged.
• Sub Total – is a calculation field and cannot be edited. Rate Per. x Qty = Sub Total. 
• Artist Split – can be either a fixed amount or a percentage of the Sub Total of the fee that is to be paid to the Artist. 
• Artist Total – is a calculation field and cannot be edited. Sub Total x Artist Split %  = Artist Total unless the Artist Split was a specific amount, then Artist Split = Artist Total
• Agency Fee – is a percentage of the Fee Sub Total or a flat amount that is paid to the Agency.
• Client Total – is a calculation field and cannot be edited. Sub Total + (Sub Total x Agency Fee %) = Client Total

Add Fees

To add a fee click the Add Fee button below the table of Artist fees. This will add a new fee to the end of the table for the Artist.

Duplicate Fees

On occasion it may be useful to duplicate a fee, such as additional fee required after an advanced invoice has been issued for the original fee. 

To duplicate a Fee click the Duplicate Last Fee button. This will add a duplicate of the last fee from the table with the duplicated entries.

Remove Fee

To remove a fee from the table, click the “x” to the right of the line item in the table. 

Request a Fee Invoice

You may create an invoice for the Fees portion of the costs of a job. 

NOTE: If you request an invoice for Fees then the Rate section will become LOCKED and you will no longer be able to add Fees

To request a Fee invoice, click the Request Fee Invoice button at the bottom of the Rate section. This will open a Fee Invoice Request page. 

Fee Invoice Request page

The top section will display the document title FEE ONLY INVOICE REQUEST and will have the Bill To address, Date, Job Number, and Client and contact information. Below the client information the name of the Artist, Service Type(s), Job title, Project Date(s) and Usage information are displayed.

The middle section will list each of the fees and the amounts being invoiced. FEES DUE and INVOICE TOTAL (with taxes included) are displayed.

In the bottom section the distribution of fees and the Payee, Artist Rate, and the Amount that should be invoiced for each Artist. The DISTRIBUTION TOTAL is displayed as well.

At the very bottom of the page is a Name of summary field and a Create button. Enter a descriptive name for the Fees only invoice and click Create button. This creates a PDF document that can be viewed from the Job File section. 

To exit the Fee Invoice Request and cancel its creation, click the “X” button at the top of the page

To learn more about the Job File and distributing the fee PDF document, see the section on Job File in this Chapter.

Expenses

The Expense section is provided to enter the expense costs related to the job.

By default when opening an Option the Rate section will be collapsed. Click the arrow next to the section name to expand the details. Expenses are arranged in a table and each line item represents one expense.

Below the Expenses table is an accounting section to add Insurance, Production Fee or Administration Charge that may be applied as a percentage of the total expenses from the job. This section also calculates the estimated and actual total expenses and displays any differences from the actual total from the invoiced total and the split of the difference between the Agency and the Artist.

• Expense Type – is one of the expense types that is configured for the account. (See also in this Chapter the use of expense type templates and the Chapter: Admin on Booking Settings)
• Details – is a text field to describe the expense or why it was needed.
• Cost – is an initial amount that is estimated for the expense.
• Qty – is the number of times that expense will need to be incurred.
• Markup % - is the percentage markup that will be applied to the cost
• Est. Total – is a calculation field and cannot be edited. Cost + (Cost x Markup %) = Est. Total
• Final Invoice – is the amount that will appear on the final invoice.
• Actual Total – is the actual amount of the expense.
• Amt. to Artist – is the amount payable directly to the Artist. Note: You field will not accept an amount until the Final Invoice total is entered to the expense record.

Add Expense

To add an expense record...

• Click the Add Expense button to open the Add Expense dialogue. 
• Filter the list by typing an Expense Type in the Search field or scroll the list and click the checkbox on one or more expense types
• Click the Add button to close the dialogue and see the line item(s) added to the Expense table
• From the Expenses table click on the Expense record and enter Cost, Qty, Markup %, Details. 
• You may return later and enter the Actual Total, Final Invoice and Amt. to Artist to the expense record as the total costs of the expenses become realized.

Expense Template and Save as Favorite

Above the Expenses table is a dropdown called Template. By default this template dropdown shows Select a Template but it can contain a list of expense types from your saved Favorites. 

To save a list of expense types as a favorite for use from any job do the following:

• Click the Save as Favorite button below the Expenses table. This opens the Save as Favorite dialogue with a name field, and a list of selected expenses.
• Type a Name of Template field
• The list of expenses each has a checkbox with a checkmark. Uncheck any expense types you do not wish to save to a Favorite
•  Click Save to save the favorites or click Cancel to abort creating a Favorite.

Once the Favorite is saved it is now available from the Template dropdown to select on this or any future job.

Remove Expense

You can remove an expense record from the table by clicking the “x” button to the right of the line item.

Create Estimate

To create an estimate of the Fees and Expenses of a job, click the Create Estimate button at the bottom of the Expenses section to open the Estimate page.

Estimate page

At the top of the page is the title ESTIMATE and the Bill To information, Date, Job Number and Client information. Below this will be the Artist, Job title, Location, Project Dates and Usage information.

In the middle section will be the estimate of the Fees, and Total Expenses for the job, with an ESTIMATE TOTAL calculated for the job.

The bottom of the page will show an itemized list of the expenses by expense type group.

At the very bottom of the page is a Name of summary field to provide a name for the Estimate and a Create button. Enter a descriptive name for the Estimate and click Create button. This creates a PDF document that can be viewed from the Job File section. 

To exit the Estimate and cancel its creation, click the “X” button at the top of the page

To learn more about the Job File and distributing the estimate PDF document, see the section on Job File in this Chapter.

Request Final Invoice

To make a request to prepare final invoicing to the Artist and Client, click the Request Final Invoice button from the bottom of the Expenses section to open the FINAL INVOICE REQUEST page.

Final Invoice Request page

The top section will display the document title FINAL INVOICE REQUEST and will have the Bill To address, Date, Job Number, and Client and contact information. Below the client information the name of the Artist, Service Type(s), Job title, Project Date(s) and Usage information are displayed.

The middle section displays the Total Expenses and the Artist Fee’s and the amounts and calculated totals for the invoice.

The bottom section displays the itemized expenses by group.

 At the very bottom of the page is the Name of summary field to provide a name for the invoice request and a Create and Print Preview button. Click the Print Preview button to open the operating systems Print dialogue. NOTE:  It’s important to review the printing details before you create the actual invoice request and LOCK the job from changes!! Click Cancel from the system Print dialogue to return to the Final Invoice Request page.

To exit the Final Invoice Request and cancel its creation, click the “X” button at the top of the page

To create the invoice request click the Create button. This opens a Confirm dialogue with a message that creating a final invoice will lock the booking. A No and Yes button appear below the message. Click No to close the dialogue without creating a final invoice request or click Yes. This creates a PDF document that can be viewed from the Job File section. 

To learn more about the Job File and distributing the estimate PDF document, see the section on Job File in this Chapter.

Advance Invoice

The Advance Invoice section is available to create an advance for the Artists Fees or the Expenses from the job.

Create Advance Invoice

Click the Additional Advance Invoice button to add a new invoice record. To create the advance invoice:

• Type a description to the Client Invoice Description field
• Select the Advance Type of Artist Fee, Expenses or Inclusive as the type of advance
• Choose from the Payee either an Artist or Vendors
• Type additional details concerning the advance in the Details field
• In the Advance Total, enter the amount that is being advanced. The Amount to Payee field is updated automatically
• Click the Request Advance Invoice button to open the ADVANCE INVOICE REQUEST page. 

Advance Invoice Request page

The top section will display the document title ADVANCE INVOICE REQUEST and will have the Bill To address, Date, Job Number, and Client and contact information. Below the client information the name of the Artist, Service Type(s), Job title, Project Date(s) and Usage information are displayed.

The bottom section displays the Total Expenses and the Artist Fee’s and the amounts and calculated totals for the invoice.

At the very bottom of the page is a Name of summary field and a Create button. Enter a descriptive name for the advance invoice and click Create button. This creates a PDF document that can be viewed from the Job File section. 

To exit the Advance Invoice Request and cancel its creation, click the “X” button at the top of the page

To learn more about the Job File and distributing the fee PDF document, see the section on Job File in this Chapter.

You may choose to create additional advance invoice requests in the same way. Each time an additional request a new advance request table is created. Alternatively, you may request a new line item to an existing advance invoice request.

Add Line to Advance Request

To add a line to an existing request do the following:

• Click the Add Line button below the advance request table. A new line item is appended to the table
• Enter the details to the new line in the advance request
• Click the Request Advance Invoice button to open the ADVANCE INVOICE REQUEST page. The page includes all the line items from the table.

Enter a descriptive name for the advance invoice and click Create button. This creates a PDF document that can be viewed from the Job File section. 

To exit the Advance Invoice Request and cancel its creation, click the “X” button at the top of the page

To learn more about the Job File and distributing the fee PDF document, see the section on Job File in this Chapter.

Job File

This section displays a table of all the documents created for financials from the Advance Invoice, Rate and Expenses sections of the Job. 

You may view, print, download or email the documents by clicking an icon to the right of the document in the table.

All documents are created as a PDF.

If more than one Estimate is created, the most current estimate will be noted in the table and visually marked with a blue circle.

Provided the account configuration includes a back-end connection to a financial database, the documents may also be viewed and approved or rejected by a user with the required permissions.

Chapter 3: Artists

From this tab the user can add and maintain the artists in the account. Clicking on the tab displays the list of Artists in the right column and the filter options in the left column. 

Artists

The artist list column is displayed to the right of the filter options. A scroll bar is provided to allow you to scroll down and up the list. 

Artist Filter Options

Artist Type

By default the filter tab Type is displayed with the All Artist types checkbox checked. The individual artist types are displayed below the All Artist types. Clicking the checkbox of next to any of these types will filter the list of Artists by that type. One or more types can be selected, and as they are selected a box is added above the filter. To remove items from the filter one can click to remove a checkbox or click a box with the artist type. The Reset Filter link

becomes enabled once a filter has been selected. Clicking the link will remove the filter and return the artist list to All Artist types.

     

Artist Tag

Clicking the Tag filter option shows the available tags that have been added, and by default the All tags is checked. 

Clicking a tag will filter the list of artists by those who have a tag by that name. Clicking multiple tags will return the list of artists with at least one of the selected tags.

Filtering by tag shows the number of artists that have that tag as illustrated in the figure below. 

Search…

Above the filter options is a search field with a search button to search the artists by name or email for full or partial match. By entering text into the field and clicking the search button (magnifying glass) the search results returned is the list of artists that match the search criteria in artist name or email address.

Combining Tags and Types with Search

By combining a search field with tags for Artist Type and Tags will further narrow the artist names returned in the list.

Sort Artists

Clicking on the Sort button opens a list of sorting options for Artists, and a checkmark will display next to the current option.

Options available for sorts are By First or Last Name, By First Name, By Last Name and Recent

By First or Last Name: Choosing this option sorts the list of artists alphabetically by the first or last name, which appears earliest. A name such as ‘Adam West’ will appear with the ‘A’s in the list. 

By First Name and By Last Name will sort the artist list alphabetically by the chosen name.

Recent: This is a special case that displays the most recently added artist records first, in a reverse-chronological order. That is to say, the most recently added artist record appears first, and the oldest artist record by creation date is displayed last. 

Paging the list

If the list is longer than can be displayed on a single page then the page next and page previous arrows above the list are enabled.

List by character (“*”)

The artists can be filtered by the first character of the first name, or last name, by clicking that letter from the left. To remove the filter by letter, click the “*” at the top of the alphabet.

Select ALL

The Select All link will select all the artists currently displayed and will open a Batch Actions panel. There is an action to add a tag to all the artists selected. Type a tag title and press enter to add an existing tag or create a new tag, press enter and click Save to save the tag to the artist.

Add New Artist +

Clicking the button Add New Artist+ open a new panel to create a new artist.

Required fields for Add New Artist are last name and an Email address.

Optional fields include:

Name title – one of Ms., Mrs., Mr., Dr., Mx.

Artist type – one of any type that has been configured. There is a “+” button to open a Quick Create Artist Type dialog. Entering a new artist Type and clicking Save will add the artist type to this artist record.

Managing Agent – one of any agent that has been created. By typing a name in the field a list of matching agent names will display

Artist Code – is a unique identifier for an artist and is generated upon saving the Artist profile

Phone – phone number

Artist Notes: - text area to add a note for the Artist

Is Legacy: - a yes or no drop down signifying the artist is or is not from a legacy 

An artist can have one or two contacts identified, and a contact has 

Contact 1:  – text field for title

Name - text field for name

Address 1 & Address 2 fields - for street address, apt, suite

Country – one of any configured country

State – one of any configured state that is linked to the country

City – one of any configured city that is linked to Country-State

Postal/Zip Code – state (or province) zip/postal code

Phone – phone number

Fax – fax number

Email – email address 

Website – website URL (“Http://”)

Once an artist record is saved, there are several tabs under the Contact Info which can now be added to the artist profile.

Contact Info

Internal Note

To add an internal note for an artist profile first select the artist from the Artists list. The record once saved will display the Contact Info section below the artist details. Under Internal Notes click the Add Note button to open the Quick Note dialog. Enter text to the Note field and click Save. The note is then saved with the creation date, and the username that created the note.

 

A note can be edited by clicking the “pencil” icon to the right of the note record. A note can be deleted by clicking the “x” icon to the right of the note record and then click ‘OK to confirm the deletion. Additional notes can be added by clicking the Add Note button.

Production Preferences tab

A production preference is used to capture information about a contact which the artist prefers to work with. With the Production Preference tab selected, click Add button to add a preference. This creates a blank Production Preference record with the following fields:

The Type is a text field that can identify the role contact will perform

The Name field is the name of the preference

The Contact field is a text field to contain a contact reference

Email – email address of the preference

Phone – the number where the preference can be reached

Note – a note that pertains to the preference

Click Save Changes to save the preference.  To edit a preference click into the field to be changed and click Save Changes. To delete a preference click the “x” icon to the right of the preference record and click “OK” to confirm the deletion. To add additional preferences click the Add button.

Finance tab

The Finance tab of Contact Info provides a place to add payment rates, taxation and service type for the artist.

To add details to the Artist Payment/Company Name click the “pencil” icon in the field, which opens the Edit Artist Payment/Company Name dialogue. The following fields are displayed:

Artist Payee Name is a text field for the payee name as it should appear on an invoice

Artist Rate is the rate % by default that should be paid to the artist for a job. This rate will appear by default as the Artist Split % on any job this artist has been added in the Rate section.

Agency Rate is the rate % by default that should be paid to the agency for a job. This rate will appear by default as the Agency Fee % in the rate

Note is a text field to contain a note specific to the artist/company payment information

To add a Tax ID click the Add Tax button to open the text field for a Tax ID

To add an Exception Rate click the Add Exception Rate button to open a new exception rate record. Multiple exception rates can be defined  

The Exception Rate has three fields:

Note is a text field for a note specific to the exception rate

Select a company is a drop down to select a company for which the exception will apply. The company must have been added already.

Rate is the % exception rate that applies to the selected company

To remove an Exception Rate click the “pencil” icon to edit Artist Payment/Company Name and click the “-” icon to remove the rate.

Click Save Changes to save the information in the EDIT ARTIST PAYMENT/COMPANY NAME dialog.

To add a Default Service Type click the “pencil” icon to open the EDIT SERVICE TYPE pop-up. Click the service type drop-down to open the list of configured Service Types. Click Save Changes to save the selected default service type. When this artist profile is added to an option, the service type will now have a default value in the Rate section.

Portfolios tab

Portfolios are added from the Studio tab and are displayed under this tab. Portfolios will be discussed in detail in the section on Studio

Attachments tab

Files from your computer can be attached to the Artist profile from this tab.

Click the Upload Attachments button opens the Upload Attachments pop-up. To select a file click the Browse button to open the Windows File Explorer. Selecting a file and clicking Open adds a file to the upload area. 

By default the file view is thumbnail in the Upload area, however there is a button to switch to List View.

There is a sorting button A-Z that you can select to sort attachments By name, By size or By date. 

A button Clear list will clear all files currently added to the upload area. Alternatively, single files can be removed from the upload area by clicking the “x” icon on the file. 

Clicking Upload will show a progress bar below the upload area until the upload is complete. The Upload button is replaced with a Cancel button to cancel the upload. 

Once the file(s) are uploaded, then they are listed in the Attachments tab with attributes Name, Type (file extension), Date Uploaded and Uploaded By.

Tags tab

Tags can be added to an artist profile. 

Click the “pencil” icon to open the Edit Tags pop-up. Enter a tag name, any existing tag matching the name entered will be listed and clicking Save Changes will add the tag to the list. One or more tags can be added while the pop-up is open. Clicking Cancel will close the pop-up and the added tag(s) will be displayed in the area below the Tags label.

Website tab

There are three sections to the Website tab: 

Social Information for adding social media links

Bio to enter a biography for the artist

Additional Info to enter any additional text information about the artist

To add a social media link click the “pencil” icon in the Social Information area to open the Edit Social Info pop-up. Edit one or more of the following fields with the appropriate URL: Website, Twitter, Tumbler, Pinterest, RSS Feed, Facebook, and Instagram. Click Save Changes or Cancel to close the pop-up and return to the Website tab.

To add a Bio or Additional Info click the pencil icon in the area to open a RTF editor to add text, and or media to the area.

Additional Information tab

There are three sections to the Additional Information tab.

Contact Information is an area for an address

Phone & Fax is an area to add additional phone numbers

Extra Internal Information is a text field

To add Contact Information click the “pencil” icon to open the Edit Address pop-up with the following fields:

Address edit field

Address 2 edit field

Country drop down of the list of configured countries

State/Prov drop down, the states or provinces are linked to the current selection from the Country drop down

City drop down, the city is linked to the country and state/province selection

Zip/Postal Code is a text field for the entry of a zip code or postal code

Click Save Changes to save an address or click Cancel to close the pop-up without adding an address

To add additional Phone & Fax numbers click the “pencil” icon to open the Edit Phone & Fax pop-up with the following fields:

Alternate phone; Fax; Toll Free; Home Phone are each text fields for saving additional phone numbers.

Click Save Changes to save additional numbers or click Cancel to close the pop-up without adding numbers.

To add Extra Internal Information click the “pencil” icon to open the Edit Additional Information pop-up. The pop-up has a text field to save additional information.

Enter text to the field and click Save Changes button or click Cancel button to close the pop-up without adding information.

Chapter 4: Contacts

From this tab the user can add and maintain the contacts in the account. Clicking on the tab displays the list of Contacts in the right column and the filter options in the left column.

Contacts

The contact list column is displayed to the right of the filter options and the contacts are sorted alphabetically. A scroll bar is provided to scroll down and up the list. 

Contacts Filter Options

Group

By default the filter tab Group is displayed with the All Groups checkbox checked. The individual groups are displayed below the All Groups. Clicking the checkbox of next to any of these groups will filter the list of Contacts by that group. One or more groups can be selected, and as they are selected a box is added above the filter. To remove items from the filter one can click to remove a check in a box or click the “x” in a box of the group. The Reset Filter link becomes enabled once a filter has been selected. Clicking the link will remove the filter and return the contact list to All Groups.

Adding a new group for contacts

Clicking the “+” button next to All Groups in the sidebar will open the Quick Create Group dialogue.

Enter a group name and click Save to save and close the dialogue or click Cancel to abort and close the dialogue

Tag

Clicking the Tag filter option shows the available tags that have been added to contacts, and by default the All tags is checked. Clicking a tag will filter the list of Contacts by those who have this tag. Clicking multiple tags will filter the list of Contacts with any of the selected tags.  

Filtering by tag shows the number of contacts that have that tag. 

Search…

Above the filter options is a search field with a search button to search the contacts by name or email for full or partial match. By entering text into the field and clicking the search button (magnifying glass) the search results returned is the list of contacts that match the search criteria in contacts name or email address.

Combining Tags and Types with Search

By combining a search field with tags for Group and Tags will further narrow the contact names returned in the list.

Sort Contacts

Clicking on the Sort button opens a list of sorting options for Contacts, and a checkmark will display next to the current option.

Options available for sorting are By First or Last Name, By First Name, By Last Name, By Company A-Z, By Company Z-A and Recent

By First or Last Name: Choosing this option sorts the list of contacts alphabetically by the first or last name, which appears earliest. A name such as ‘Adam West’ will appear with the ‘A’s in the list. 

By First Name and By Last Name display the list alphabetically by either the name selected.

By Company A-Z and By Company Z-A: Choosing this option will sort the list of contacts alphabetically by company name, rather than by the contact name. You may choose to sort the list ‘A’ to ‘Z’ or in reverse order ‘Z ‘to ‘A’.

Recent: This is a special case that displays the most recently added contact records first, in a reverse-chronological order. That is to say, the most recently added contact record appears first, and the oldest contact record by creation date is displayed last. 

Paging the list

If the list is longer than can be displayed on a single page then the page next and page previous arrows above the list are enabled.

List by character 

The contacts can be filtered by the first character of the first name, or last name, by clicking that letter from the list column. To remove the filter by letter, click the “*” at the top of the alphabet.

Select ALL

The Select All link will select all the contacts currently displayed and will open a Batch Actions panel. The action Tags allows the user to add a tag to all the contacts selected. Type a tag title and press enter to add an existing tag or create a new tag, press enter and click Save to save the tag to the contact. An action Groups allows the user to add the selected contacts to one or more groups by clicking the check-box next to the group name and clicking Save

Companies

Clicking the Companies from the sidebar will display the list of Companies in the right column. The companies are sorted alphabetically. A scroll bar is available to scroll the list.

If the list is longer than can be displayed on a single page then the page next and page previous arrows above the list are enabled.

Search…

Above the filter options is a search field with a search button to search the companies by name for full or partial match. By entering text into the field and clicking the search button (magnifying glass) the search results returned is the list of companies that match the search criteria.

Sort Companies

Clicking on the Sort button opens a list of sorting options for Companies, and a checkmark will display next to the current option.

Options available for sorting are By Company A-Z, By Company Z-A and Recent

By Company A-Z and By Company Z-A: Choosing this option will sort the list of companies alphabetically by company name. You may choose to sort the list ‘A’ to ‘Z’ or in reverse order ‘Z ‘to ‘A’.

Recent: This is a special case that displays the most recently added company records first, in a reverse-chronological order. That is to say, the most recently added company record appears first, and the oldest company record by creation date is displayed last. 

Add New Contact+

Clicking the Add New Contact+ button opens the new contact panel

Required fields include the following fields which are indicated as (required) within the field and by an asterisk “*” next to the field:

    First name – text field for name

    Last Name – text field for name

    Email – a text field for email address

Optional fields include

    Title – a text field for the position of the contact

    Contact Manager – drop down list of all the Agents that have been defined

    Phone – phone number text field

    Mobile – mobile phone text field

Client section

To add client details to the contact, click the Client drop down and type the name of an existing or new company name and press the <Enter> key. Once a client name has been selected the remaining fields become enabled…

Address 1 & Address 2 fields - for street, apt, suite

Country – one of any configured country

State – one of any configured state that is linked to the country

City – one of any configured city that is linked to Country-State

Postal/Zip Code – state (or province) zip/postal code

Phone – phone number

Fax – fax number

Email – email address 

Website – website URL (“Http://”)

Copy address from Company button will copy the address details of a Company to the client address details

Bill To section

To add details to the Bill To section, click the Bill To drop down and type the name of an existing or new company name and press the <Enter> key. Once a Bill To name has been selected the remaining fields become enabled…

Name – is a text search field for a contact name. Clicking in the field the user can enter an existing contact name or click to open the Quick 

Address 1 & Address 2 fields - for street, apt, suite

Country – one of any configured country

State – one of any configured state that is linked to the country

City – one of any configured city that is linked to Country-State

Postal/Zip Code – state (or province) zip/postal code

Phone – phone number

Fax – fax number

Email – email address 

Website – website URL (“Http://”)

Copy address from Client button will copy the address details from the Client section to the Bill To: address details

Company section

To add details to the Company section, click in the Company field to enter a new or existing company name

Address 1 & Address 2 fields - for street, apt, suite

Country – one of any configured country

State – one of any configured state that is linked to the country

City – one of any configured city that is linked to Country-State

Postal/Zip Code – state (or province) zip/postal code

Phone – phone number

Fax – fax number

Email – email address 

Website – website URL (“Http://”)

Copy address from Bill To button will copy the address details from the Bill To section to the company address details. Note: Clicking this button will update the current address of the company record

Save and Cancel buttons are displayed at the top of the Contact details panel

Once a contact record has been saved there are additional Contact Info sections that are enabled.

Internal Notes

This section displays any notes that have been created for the Contact. To add a note click Add Note button to open the Add Note pop-up and enter text to the Note: field and click Save

Tags tab

This tab is split into sections for Tags and Groups

Tags can be added to a contact profile. Click the “pencil” icon to open the Edit Tags pop-up. Enter a tag name, any existing tag matching the name entered will be listed and clicking Save Changes will add the tag to the list. One or more tags can be added while the pop-up is open. Clicking Cancel will close the pop-up and the added tag(s) will be displayed in the area below the Tags label.

The contact can be added to one or more groups. Click the “pencil” icon to open the Edit Groups pop-up. Click one or more checkboxes of existing Groups and click the Save Changes button or click Cancel to not add the contact to any additional groups.

Communication tab

This tab displays any communications that have been directed to this client. See “Communications” section of this guide.

Attachments tab

Files from your computer can be attached to the Contact profile from this tab.

Click the Upload Attachments button opens the Upload Attachments pop-up. To select a file click the Browse button to open the Windows File Explorer. Selecting a file and clicking Open adds a file to the upload area. 

By default the file view is thumbnail in the Upload area, however there is a button to switch to List View.

There is a sorting button A-Z that you can select to sort attachments By name, By size or By date. 

A button Clear list will clear all files currently added to the upload area. Alternatively, single files can be removed from the upload area by clicking the “x” icon on the file. 

Clicking Upload will show a progress bar below the upload area until the upload is complete. The Upload button is replaced with a Cancel button to cancel the upload. 

Once the file(s) are uploaded, then they are listed in the Attachments tab with attributes Name, Type (file extension), Date Uploaded and Uploaded By.

Additional Information tab

The Additional Information tab is divided into four sections:

Contact Information is an area for an address

Phone & Fax is an area to add additional phone numbers

Extra Internal Information is a text field

Social Information for adding social media links

To add Contact Information click the “pencil” icon to open the Edit Address pop-up with the following fields:

Address edit field

Address 2 edit field

Country drop down

State/Prov drop down, the states or provinces are linked to the current selection from the Country drop down

City drop down, the city is linked to the country and state/prov selection

Zip/Postal Code is a text field for the entry of a zip code or postal code

Click Save Changes to save an address or click Cancel to close the pop-up without adding an address

To add additional Phone & Fax numbers click the “pencil” icon to open the Edit Phone & Fax pop-up with the following fields:

Alternate phone; Fax; Toll Free; Home Phone are each text fields for saving additional phone numbers.

Click Save Changes to save additional numbers or click Cancel to close the pop-up without adding numbers

To add Extra Internal Information click the “pencil” icon to open the Edit Additional Information pop-up. The pop-up has a text field to save additional information.

To add Extra Internal Information enter text to the field and click Save Changes button or click Cancel button to close the pop-up without adding information

To add a social media link click the “pencil” icon in the Social Information area to open the Edit Social Info pop-up. Edit one or more of the following fields with the appropriate URL: Website, Twitter, Tumbler, Pinterest, RSS Feed, Facebook, and Instagram. Click Save Changes or Cancel to close the pop-up and return to the Additional Information tab.

Add New Companies+

Clicking the Add New Company+ button opens the company details edit panel

The company details are divided into four sections

General Information section includes the following fields

Company Name – is text field for the company name

Company Type – is a drop down list of the available company types

Is a supplier – is a checkbox to identify a company as a supplier

Reference token – not enabled for edit

Reference characters – abbreviation for company reference. This is system generated as the initials of the company name on saving the new company

Reference Number – a number specific to the company. This is a system generated number upon saving a new company

Contact Information section includes the following fields

Address – address field

Address 2 – address field

Country – country drop down

State – state drop down linked to the country selected

City – a city drop down linked to the country and state selected

Postal Code – the zip or postal code for the address of the contact

Phone – phone number

Fax – fax number

Website – website for the company

Email – email address for the company contact

Facebook – Facebook page for the company

Twitter – twitter account for the company

Comments section has one field for a comment that can be entered directly to the field

Billing Information section includes the following fields

Address - address field for billing

Address 2 – address field for billing

Country - country of the billing address

State – state of the billing address

City – city of the billing address

Postal Code – zip/postal code for the billing information

Phone - phone

Fax - fax number for billing contact

Email – email address for billing contact

Tax Id – a text field for saving a taxation number

Account Id – a text field for saving an account Id

Vat Id – a text field for saving a value added tax identifier

Agency Commission – the default commission in %

Financial Status is a radio button with Ok, Hold and Block

Financial Notes: text field for entering a note for financials for this company

Save and Cancel buttons are displayed at the bottom of the Company details

Selecting a Company from the list will display the summary view with the Company Name at the top, followed by the Address and Contact sections. There are two tabs below the company summary called Contacts and Jobs

Contacts

Displays the list of contacts that are associated with the select company with Name, Email, Phone and Title fields displayed from the contact record.

Jobs

Displays the list of Jobs where this company is the client with the fields Job #, Name (job name), Agent, Artist, Status and Date.

Edit and Delete buttons are displayed on the far right of the Company Name

Chapter 5: Studio

In the Studio you will find simple yet powerful tools for creating portfolios that can be published to your website and launched as email marketing campaigns. You can also publish images to social media channels along with a custom message. LOOKBOOKSpro can provide a special link to your Twitter, Tumblr and Facebook accounts which will drive traffic back to your website.

A simple organizational structure employed in Studio, consisting of categories, tags and associations maximizes efficiency for portfolio design, launching email marketing campaigns, and linking client portfolios to their profile page.

The STUDIO page is has three components, the sidebar and two content panes.

The sidebar houses links to categories (i.e. photographers, etc.), a list of artists organized under each category and a list of the portfolios displaying each artist’s work.

The Upper Pane is where the portfolio that you are working on is displayed. A menu list on the left side of the pane houses the tools needed to work with portfolios. Portfolios can also be moved to the bottom pane (workbench) to take advantage of the tools available for searching through large numbers of assets.

The Bottom Pane (workbench) is where unassigned assets are displayed by default. Unassigned Assets are images that are available for general use, as opposed to images that have been uploaded to a portfolio. The workbench houses tools including: Search by Tag, Search by Keyword, create spreads, and upload and tag images. Workbench settings can be altered in Admin. (I.e. the workbench can be enlarged to display more images, and the space between the images can be expanded or reduced. For more information on altering workbench settings See section: Admin).

In this chapter you will learn how to:

Develop a list of categories to organize artists according to the type of work they do

Add an artist to the relevant category

Design portfolio(s) to display the artist’s work for publication and mail-outs

Select cover images for portfolios

Tag images – Organize images using specific words or phrases that help identify the image

Associate images – Select which client(s) are represented in/by an image (i.e. photographer, model, fashion designer, etc.)

Categories

Artists are commonly categorized by the type of work they do. I.e. photographer, hair stylist, makeup artist, etc. With LOOKBOOKSpro you can create a categorization strategy that is pertinent to your agency’s needs. After they have been created, categories are displayed in the sidebar.

Add a category

• Click STUDIO on the navigation bar
• Click the Add Category+ button at the top of the sidebar to open the Add Category dialogue
• Type the category name in the text field
• Click Add to save and Cancel to discard

Warning – New categories appear at the bottom of the sidebar and the same category can be added multiple times, which can lead to confusion. If you do not alphabetize your category list, look it over carefully to see if it has already been added. 

Note - Categories can be re-organized at any time by using drag and drop. (Click the category name in the Tree and drag and drop it in the area in which you want it placed. If drag and dropped onto an existing folder in the tree, the category will be added as a sub-folder).

Delete or Un-Delete a category

• Click STUDIO on the navigation bar
• Scroll through the list of categories in the sidebar
• Click the category name you want to delete and click the Menu button from the top pane menu list
• Choose the Delete Category option at the bottom of the menu

• A pop-up menu will open with message “Are you sure you wish to delete this container?”
• Click OK to confirm deletion or click Cancel to abort

Alternatively to delete a category right-click on the category name from the sidebar and choose Delete from the context menu.

Deleted categories will appear under Deleted Containers in Admin, where they can be un-deleted. (For more information on Un-Delete Containers See section on Admin)

Containers

In studio you have a list of categories; each category is populated with several artists and each artist has a list of portfolios in which his/her work is displayed. A category, with all its artists and portfolios is called a container. When you delete a category, you delete the entire container. You can go into Admin, and restore the entire container. (See section on Admin)

Create an Artist Profile

• Click STUDIO on the navigation bar
• Click the category (i.e. photographer) in the sidebar that you would like to have the artist placed in (Add a Category
• if you do not find the category you are looking for)
• Click “+” (Add) button on the top pane menu list to open the Add… dialogue
• Select Artist from the ‘Type’ drop-down-menu (The default setting is Content)
• Enter the artist name in the text fields for First Name and Last Name
• Click Add to save and Cancel to discard

Portfolios

After you have added an artist to the container you can begin to add portfolios to display the artist’s work. If you use the ‘Association’ tool to link portfolios with the clients whose work is represented in them, the portfolios can be viewed on the client’s profile page.

Create a portfolio

• Click STUDIO on the navigation bar
• Click the artist you would like to create a portfolio for
• Click the “+” (Add) button on the top pane menu list to open the Add… dialogue
• Select Content from the ‘Type’ drop-down menu 
• Type a name for the portfolio into the text field. Short, specific titles make navigation easier – 23 characters are visible in the sidebar, although you can mouse over the title to view a longer title) and 13 characters are visible in the portfolio title on the top pane
• Click Add to save and Cancel to discard. When you click Add the portfolio name is listed in the sidebar under the artist name

Add Media to a Portfolio

You can add media (images, video, etc.) to your portfolio from your computer or from Unassigned Assets in Studio.

Add Media to a Portfolio from your Computer

• Click STUDIO on the navigation bar
• Click the category the artist is organized under, click the artist’s name, click the portfolio name in the sidebar or double click the portfolio in the top pane that you want to add media to.
• Click “+” (Add) button to open the Upload Media dialogue box 
• Click Browse, to locate the image(s) on your computer that you wish to upload. Click the image. Click open. You can add a single image or a batch of images. To add a batch, repeat the steps and click browse; image; and open; until you have loaded the complete batch of images into the Upload Media Window. The window will expand to meet the demand. Note: When images are uploaded in batches, tags and associations (discussed later) are applied to all the images in the batch.
• Do not click Upload until the remaining steps have been completed. However, If you do click upload at this point, you can go back and complete the remaining steps using the edit and tag selection tools.

Marketplace Tags

Marketplace tags are pre-configured groups of tags. To add a marketplace tag click on a drop-down of any group and make a selection. This adds the tag to the Tags list. A new tag can be entered to the group by typing a word or short phrase in the group drop-down and pressing enter/return key.

Tags

To add a custom tag a word or short phrase to describe the image (i.e. Men’s Fashion).

Press the enter/return key after each tag is typed into the text field. Note: If you delete an image before it is uploaded, the tags remain. If you decide to browse for a new image, remember to delete each tag that does not apply to the new image you select, by clicking the “x” beside the tag. (For more information on tags see section on Admin)

Associate the image with artists

When you associate an image with a client, a link is not created to the client’s profile; however, when you associate a portfolio with a client, a link is created to the client’s profile page. When associations are made between images and clients during the upload process, it can make it easier to select associations for portfolios, later.  To select clients, first you need to display a list of clients in the middle column. Then you can check the box beside each client whose work is represented in the image. 

Note: If associations are made later using the Edit feature, be sure to click save after you make your selections.

Delete an image before it is uploaded

Before you click upload, you can delete the image(s) you selected by clicking Remove that appears to the right of the image. To delete all the images that you selected click the Cancel button.  To clear a tag, click the “x” in the tag box. To clear an association, click the check box beside the artist's name to remove, selecting the artist will also remove.  

Upload

After you have completed each item in the dialogue box, click Upload. Be sure to wait until the upload is completed before continuing.

Add Media to a Portfolio from Unassigned Assets

Unassigned assets are images that have been uploaded to Studio for general use, as opposed to being uploaded to a specific portfolio. Unassigned assets are displayed in the bottom pane in Studio by default

• Click Studio on the navigation bar
• Click the category the artist is organized under, then click the artist’s name and then double-click the portfolio in the top pane or click the title of the portfolio in the sidebar where you want to add images.
• Locate the image(s) in Unassigned Assets that you want to move to the portfolio. Scroll through the images using the scroll bar on the right

There are two ways to display images in a portfolio. They can be displayed as individual images or as a spread (2 images in one thumbnail).

Option 1 Individual images - Select the desired portfolio. Click the image(s) in Unassigned Assets (lower pane) that you want to place in the portfolio and drag and drop the image into the portfolio. If you want to add a batch of images to the portfolio, click on each image that you want to add for click Select All, and then click the Selection drop down and choose Add to Contents.

Option 2 - Create a Spread (2 images appear in the thumbnail) 

• Open a portfolio in the top pane. 
• Right-click on an image you want to add to a spread
• Choose Add to Spread and the image is added to the Spread Creator
• Select a second image the same way
• With two images, the switch buttons are enabled to change the order of the spread images
• Click the Create Spread button from the spread creator to add the spread image to the portfolio

Select and De-select a Cover Image for a Portfolio

• Click STUDIO on the navigation bar
• Click the category the artist is organized under, then click the artist’s name and then double-click the portfolio in the top pane or click the title of the portfolio in the sidebar where you want to add images.
• Right-click the image you wish as a cover image. Click Make Cover. To change a cover image, perform the same action on a different image. You can remove the cover image and leave the field blank by right-clicking and choosing Remove Cover

Remove an Image from a Portfolio

To remove an image from a portfolio, right-click on the image and choose “Remove”. It is better to use the “Remove” command than the “Delete” command as with the delete, the image will be deleted from all portfolios where that image has been used, and will not be deleted as a cover image on a client’s profile page. The following steps can remove one or more images from a portfolio

• Click Studio on the navigation bar
• Click the category the artist is organized under, then click the artist’s name and then double-click the portfolio in the top pane or click the title of the portfolio in the sidebar where you want to remove images.
• Click one image or press and hold the Ctrl key and click the assets you want to remove
• Right-click on the selection and choose “Remove Selection” from the context menu

Re-Organize the Images in a Portfolio

To reorganize the images in a portfolio, left-click and hold on the image and drag it to the new location and drop it.

View an image 

LOOKBOOKSpro can also display assets in a larger view and provide a link to share them on Twitter, Facebook or Tumblr accounts or to download them to your computer. To open the viewer, select the asset and click the arrow “>” and choose View command from the menu.

In the Viewer there are arrow controls to move to the previous or next asset and show the currently selected file name.

There are also actions to Share, Download, Full Screen mode or Exit the Viewer

Clicking the Share command opens the sharing dialogue

Clicking the “X” command closes the Viewer and returns to the previous Studio display

Edit a Portfolio

The edit feature in portfolios can be used for corrections and updates to the portfolio details. The “Edit” command is available from the top pane menu. 

Note: To edit the details of an image within the portfolio, right-click on the image and choose the “Edit” command from the context menu. Use the portfolio-edit command to:

• Publish your portfolio to your website and choose a “Publication Date” from a pop-up calendar
• Add or update a portfolio description
• Add or remove Tags to a portfolio 
• Associate a Portfolio with Clients (It is not enough to associate images with your clients, it is important to associate your portfolios with your clients to have them linked to their client profile page.)

To edit a portfolio:

• Click STUDIO on the navigation bar
• Click the category the artist is organized under, then click the artist’s name and then double-click the portfolio in the top pane or click the title of the portfolio to edit
• Click the menu icon from the top pane and choose “Edit” to open the “Edit Details” pop-up 
• See the previous section on creating a portfolio for details of adding images, a description and selecting Tags and making Associations
• Click Save to save the changes or Cancel to abort the changes
• Click the Preview button to open a new tab to preview the portfolio from your website

Publish or Un-Publish Portfolio

After your portfolio is completed you can publish it to your website.

• Click STUDIO on the navigation bar
• Click the category the artist is organized under, click the artist’s name, click the portfolio name that you want to publish or un-publish in the sidebar or double click the portfolio in the top pane
• Click the menu icon from the top pane and choose “Publish toggle” to publish your portfolio to the website and click again to Un-Publish and  remove the portfolio from the website (An alternate publication date can be selected by clicking edit rather than publish from the menu list)
• Published images will appear in full color and Un-published images appear in lower contrast. Note: Images that are not published will not be seen from a campaign email.

Search for Images in a Portfolio

There are two ways to search for images in a portfolio. In a smaller portfolio you can scroll through the images. To view more images in the portfolio at one time you can enlarge the top pane by clicking on the down arrow at the left of Unassigned Assets menu list. The workbench will collapse from the screen, enlarging the top pane. To return the workbench to the screen click the bottom pane margin. For larger portfolios you may want to load the images into the workbench, where you can conduct a search using keywords or tags.

To load a portfolio into the workbench

• Click STUDIO on the navigation bar
• Click the category the artist is organized under, then click the artist’s name, then right-click or click the arrow on a portfolio you wish to load and choose “Load all contents in workbench”. The contents of that portfolio will display in the bottom pane (workbench).
• To restore the unassigned assets to the workbench click the menu button and choose “Reset Asset Drawer"

Unassigned Assets

Unassigned assets are media images (i.e. photos, videos, etc.) that have been uploaded to the studio library as general media items, rather than being uploaded to a specific portfolio. By default these images are visible in the Studio Workbench (bottom pane). Unassigned assets should be given a title and marked with descriptive tags during the upload process to make it easier to find them through

Search by Keyword or Search by Tags. Unassigned assets may be used in documents such as client profiles, news posts, pages, or moved into portfolios.

Add Media to unassigned assets

• Click Studio on the navigation bar
• Click “+” (Add) button from the workbench (lower pane) to open the “Upload Media to Unassigned Assets” pop-up. To complete the ‘Upload Media’ dialogue box, follow the same steps outlined in Add Media to a Portfolio from your Computer 

Edit Assets

To edit the title, description, tags and associations for individual images

• Right-click the image you want to edit and choose “Edit” from the context menu
• Complete the changes you wish to make
• Click Save to make changes and Cancel to discard changes
• Assets in the workbench, a portfolio or in unassigned assets can be edited in the same way

Tag Selection (For single or multiple images)

Tags are short, specific, pieces of information, single words or short phrases that help you identify an asset. They are used to search for images using “Search by Tag”. Tags are usually added during the upload process but they can be added later using edit or tag selection. Tag selection enables you to add tags to more than one asset that can be identified using the same tags. 

To select multiple assets click “Select All” from the selection menu or left-click and press and hold the Ctrl key and click multiple assets. The “Tag Selection” command is available from the “Selection” menu in the upper pane for portfolio images and the lower pane for unassigned assets as well. Click Save button or click Cancel to abort Tag Selection and close the pop-up.

Search for Assets in the Workbench in Studio

Unassigned assets appear in the workbench by default. However, portfolios can be loaded into the workbench by clicking the small arrow to the right of the portfolio title in the sidebar. (The arrow appears when you mouse over the title)

From the Search tab in the sidebar, you can search for assets in the workbench in Studio by scrolling through images or by using Search By Keywords or Search By Tag Keywords, are taken from the asset title and contact name of assets and tags must be connected to the asset at the time it is uploaded or later using the edit or tag selection features. 

To perform a search of assets in the workbench

• Click STUDIO on the navigation bar
• Click the Search tab from the sidebar
• Enter a descriptive word or phrase into the Search field. This will return tags and contacts that match the keyword or phrase
• Click on a tag or contact that is displayed or click the Search button or press the ‘Enter’ key from the search field.
• The workbench now contains the assets as filtered by the search criteria selected
• To return the unassigned assets to the workbench click the menu list and choose Reset Asset Drawer

Active Filter

The Active Filter area will display all the keywords, tags and associations that you are using to filter the workbench assets.

To remove a filter from the Active Filter area click on the right end of the keyword in the Active Filter.

To remove all filters, click the ‘X’ above the Active Filter area and the workbench will now display all the assets.

Negative Searches

A ‘negative’ search refers to a method by which you can exclude a keyword, association or tag from the list of assets returned. By preceding the keyword in the Search field with ‘-‘, you can exclude that keyword from the asset list. Negative search keywords will appear in red in the Active Filter

• For example if the original search by keyword was ‘House’, by typing an additional keyword ‘-garden’ the list will exclude those results which also have the keyword ‘garden’. 

You can also use the ‘-‘ symbol to exclude an association or a tag from the results. Enter the tag or association to the Search field preceded with the ‘-‘ symbol and click the tag or association when it is displayed below the Search field. Negative search tags will appear in red in the Active Filter.

• For example if the original search by keyword was ‘House’, by typing the contact name or tag name of ‘-advertising’ and click the tag the list will exclude those results which have a tag of ‘advertising’

Wildcard Searches

A wildcard search refers to a method of search where you might wish to search that begins or ends with a keyword. By placing a ‘*’ (asterisk) preceding the keyword or appended to the keyword, will filter the list of assets accordingly.

• For example if you wish to return the list of assets for ‘football’, ‘baseball’ and ‘basketball’ you might enter ‘*ball’ to the search field and press Enter key. Or if you wished to return by keyword that began as ‘sun’ you might enter ‘sun*’ to the search field and press Enter key. The list might return ‘Sunday’, ‘sundae’, ‘sunglasses’ etc.

Filter Options from the Workbench Menu

Filter

Clicking the Filter button from the workbench menu list opens a list of filter options that can also be used with the Search by Keyword, or Search by Tag. Options chosen from Filter will appear in the Active Filter

By default the None filter option will be checked.

Choose Portrait or Landscape to filter the assets by the chosen alignment. These filter options are mutually exclusive and only one can be selected at a time. In other words only one or the other can be true, but not both.

Choose Published or Unpublished to filter the assets by the chosen publishing state. These options are mutually exclusive and only one can be selected at a time. 

If Labels have been configured to provide a status for an asset these will be displayed in the filter options. Choose one or more statuses to filter the list of assets. Labels/statuses can be added through the Admin page and are found under Configuration.

Choose one or more of the Star Ratings to filter the assets by the rating they received of 1 to 5 stars.

Date

Clicking the Date button from the workbench menu list opens a list of filter options for the creation date of an asset. These can also be used with search keywords or tags. Options chosen from Date will appear in the Active Filter.

Choose Specify Dates to filter the asset list by a specific date. Choosing the option opens a date picker whereby you can click a date and the Apply button to filter the list.

Choose Month to Date to filter the asset list by a creation date in the last month.

Choose Last month to filter the asset list by a creation date in the previous month.

Choose Last 30 days to filter the asset list by a creation date in the last 30 days.

Choose Year to Date to filter the asset list by a creation date in the current year.

Artists

Clicking the Artists button from the workbench menu opens the Browse Artists dialogue to choose one or more Artists on which to filter the assets. This filter can be used with keyword or tag searches. Options chosen from Artists will appear in the Active Filter

Sort

Clicking the Sort button from the workbench menu opens a list of sorting options for dates.

Date Uploaded, Date Modified and Date Published are options to sort assets and Ascending or Descending can be selected for the order.

Delete and Un-Delete Studio Assets

When you use the delete feature to remove assets from a portfolio or from unassigned assets, that image will be permanently deleted from all the portfolios it has been placed in. Although you can Un-delete the Asset in Admin, it does not restore the Asset to the portfolios; it does, however, restore it to the unassigned assets. When you delete an asset that has been used as a cover image for a client profile, the cover image does remain on the client profile page. To remove an asset from a portfolio, if you want it to remain in other portfolios, it is better to use the Remove Selected feature. (See Remove an image from a Portfolio)

To delete an asset

• Click Studio on the navigation bar
• From either the portfolio pane or workbench, click the arrow on the image you want to delete and select the Delete command. A confirmation pop-up will open
• Click OK to delete the asset or Cancel to abort  (To Un-Delete See  section on ADMIN)

Quick Send Portfolios from Studio

• Click Studio on the navigation bar
• Click the category the artist is organized under, then click the artist’s name, then click the portfolio name in the sidebar or double click the portfolio in the top pane that you want to ‘Quick Send’.
• Click the menu icon and choose Quick Send command. This will open the Add New Campaigns dialogue on the Campaigns tab. Add New Campaigns is covered in the chapter on Campaigns.

Re-Organize Categories, Artists and Portfolios

Categories, Artists and Portfolios automatically organize themselves in the order in which they were created with the latest additions appearing at the bottom of the sidebar. To rearrange the order simply left-click item you wish to move, hold the mouse button, and drag it to the desired location and drop it by releasing the mouse button.

Inspector sidebar

The Inspector appears as the right sidebar and will display the currently selected asset from the portfolio or the workbench, along with its attributes. Some of the attributes are static, in that they cannot be modified in the Inspector. These include Name, Dimensions, Size, and Meta info and a label for file type (png, jpeg, etc.). Other attributes can be modified for the asset…

Edit Tags from Inspector

Click the ‘pencil’ icon from Inspector next to Tags opens the Edit Media Details dialogue where Tags can be added and/or removed.

Rating from Inspector

Assets can be rated using a one to five Stars. Click on a star in the Rating section to provide or change a rating. Clicking on ‘x’ will remove a rating from the asset.

Edit Associations from Inspector

Associations are connections between the asset and the client/artist.

Click the ‘pencil’ icon from Inspector next to Associations opens the Associations dialogue where Associations can be added and/or removed in Inspector

Containers from Inspector

Containers is a path from the category, to the artist and the portfolio of where the asset is displayed. There can be more than one container listed in this section of Inspector if that asset is used in more than one portfolio.

By clicking on a container, the portfolio where the asset is located will open in the upper pane.

Lightbox view

A lightbox is a way to preview images from Studio in preparation of a campaign. You can add images to a lightbox from portfolios or the workbench and preview the images individually from the lightbox view or as a web page. You may also email the lightbox contents as a web page link, a pdf link or as a pdf attachment to the email.

Open lightbox

To open lightbox, click on the show/hide lightbox link at the far right of the navigation menu. The Studio now displays the lightbox in the upper pane with all the images that have been added to the lightbox and the workbench pane is closed.

Lightbox menu at the bottom of the pane has the following options:

Asset menu in lightbox

Right-click on an asset in lightbox to open the asset menu. 

Edit – clicking the Edit command will open the Edit Media Details dialogue

Copy to … - clicking the Copy to command will open containers where the image will be copied

Copy to recent … - will open the recently selected containers where the image can be copied

Adding or removing an image to Lightbox

Click the arrow “>” at the top right of the image from a portfolio or the workbench and click command Add to lightbox. The “flag” icon on the top left of the image will turn from gray to white, indicating that this image is in the lightbox. Alternatively, clicking the flag icon itself will toggle the image to in or out of the lightbox. The link to lightbox at the far right in the navigation menu will increment by 1 the number of images currently in lightbox. To remove an image from the lightbox, you can click to open the menu and choose Remove from lightbox command.

Template – by default this template is Lightbox. The template defines the layout when sharing the lightbox through email. Another predefined template is available called Campaign email. 

Send – opens an email form to email the Lightbox contents to recipients from your contacts.

Clone – Allows you to clone the lightbox contents as a new portfolio.

Click Clone and provide the container where the portfolio will be created from your lightbox assets. 

Click the destination container field and select the container.

Clear – will clear the current assets from lightbox. It does not delete the assets, the button click opens a confirmation dialogue and on clicking “OK” , clears all assets from the lightbox view.

Sending Lightbox assets

Choose a template and click Send to open the email form

Choose contacts and groups as follows:

Under Browse choose the recipients:

To draw up a list of recipients to send your email to, you need to display a list of contacts in the second column, where you can place a check in the box beside each recipient you wish to send the email to. You have four options for displaying contact lists:

Option 1: Click Recent to display the list of contacts you have recently worked with in LOOKBOOKSpro

Option 2: Click A-Z or Z-A for an alphabetical listing of contacts

Option 3: Click By Company A-Z or Z-A for a list of contacts organized by company

Option 4: Click a group for a list of contacts in that specific group. Use the scroll bar to see the complete list of groups

Add New Contacts

To add more contacts to the lists (contacts that have not already had profiles created) click the + symbol beside Contacts and complete the dialogue box. More details can be added to the new contact profile later using the edit feature in the Contacts page.

Recipients

Each of the contacts selected appear under the Recipients column. At least one contact must be added as a recipient

From Name defaults to the user currently logged in

Email defaults to the email address of the user

Subject is a required field in the email form

Message is an optional field and can be left blank

Send as options 

There are three options for sending the assets in email:

Email – sends the email with the cover image for the lightbox assets as linked to a temporary web page. When the email is received the recipient clicks the cover image to open a web page where the lightbox assets are viewed one at a time.

PDF link – sends the email with a link to a PDF of the lightbox assets. When the email is received the recipient clicks the link to open the PDF in a web page.

PDF attachment – sends the email with a PDF attached. When the email is received the recipient can open the attachment in their pdf reader.

Sending email options

Clicking Send button will send the email to the recipient list

Send Preview button will send the email form as a preview of a campaign

Save draft button will save the email form as a draft which can be accessed from the Communications tab. See the chapter on Communications for more details.

Cancel button will cancel the email form and return to the Lightbox view

Chapter 6: Communications

In Communications you can launch campaigns and then track recipient response to these marketing activities. Each time portfolios are sent to recipients, from the Studio, data regarding the mail-out is automatically compiled in the communications window. You can determine which emails were opened and even which images your visitors were interested in. 

Campaign titles appear in the sidebar of the Communications window, organized according to the date they were emailed. The top pane of the content area provides data in numeric and graphic form that keeps you updated on:

• Emails sent, delivered, opened and/or bounced
• Links clicked
• Unsubscribed rates

From Communications you can also launch newsletters and track their recipient response. Clicking the Newsletter tab of the sidebar shows the list of templates created for newsletters. By selecting a template the second column displays the newsletter titles according to the date there were emailed. Selecting a newsletter displays the top pane of the content area provides data in numeric and graphic form that keeps you updated on:

• Emails sent, delivered, opened and/or bounced
• Links clicked
• Unsubscribed rates

In this chapter you will learn to: 

• Associate campaigns with clients
• Tag campaigns
• Launch Campaigns
• Review Campaign Status and Response Data
• Clone campaigns
• Create templates for newsletters
• Email newsletters created from templates
• Review Newsletter status and Response Data

Campaigns

Campaigns are launched from the Campaigns page. However, you can access the Quick Send for campaigns from the Contacts and Studio pages. To launch a campaign from the Campaign page, click the + symbol beside CAMPAIGNS in the sidebar. Launching a campaign involves a three-step process: 

Step 1 - Choose a Portfolio(s).

Step 2- Choose Contacts/Groups. 

Step 3- Customize and Schedule.

1. Choose Portfolio(s) 

See the figure below to see the Choose Portfolio dialogue box. To select portfolio(s) for you campaign, you will need to click the artist’s name in the second column to display the titles of his/her portfolios in the third column. You have three options for displaying artist’s names in the second column.

Under Browse in column 1:

Option 1: Click Recent to display a list of all the artists recently worked with in the Studio page. 

Option 2: Click A-Z or Z-A for an alphabetical listing of all artists. 

Option 3: Type the name of the artist in the text field. 

Click the portfolio(s) that you want in your campaign. Once selected, the list of portfolios appears in the Campaign Summary box, on the right.

2. Choose Contacts/Groups

See the figure below:

Column 1: Browse

To draw up a list of recipients to send your email marketing campaign to, you need to display a list of contacts in the second column, where you can place a check in the box beside each recipient you wish to send the email to. You have four options for displaying contact lists: 

Option 1: Click Recent to display the list of contacts you have recently worked with in LOOKBOOKSpro.

Option 2: Click A-Z or Z-A for an alphabetical listing of contacts.

Option 3: Click By Company A-Z or Z-A for a list of contacts organized by company.

Option 4: Click a group for a list of contacts in that specific group. Use the scroll bar to see the complete list of groups.

Add New Contacts

To add more contacts to the lists (contacts that have not already had profiles created) click the + symbol beside CONTACTS and complete the dialogue box.  More details can be added to the new contact profile later using the edit feature in the Contacts page. 

Campaign Summary

Each of the recipients that you selected, appear under To: in the CAMPAIGN SUMMARY box. You can de-select a contact by clicking the name in the campaigns summary box. A pop-up window will appear, asking if you are sure. 

3. Customize

Send immediately

Send immediately is the default setting. If you are not ready to launch the campaign immediately, click save draft and launch the campaign at a later date.

From Name: and Email:

These fields are completed by default.

Subject:

Type a subject into the text box. The campaign will not send if this field is not completed.

Tags

Adding tags to your campaign makes it easier to search for the campaign. Tags are specific words or brief phrases that can be used to identify the campaign. Type the word or phrase into the text field and press the enter/return key. Each tag requires its own separate box. Do not use commas to separate tags.

Send as a Web Link, PDF link or PDF Attachment

Select the type of link or attachment you want to send.

Message

Compose a message to send with your campaign launch.

Send, Save Draft, Cancel or Send Preview Message

You can save a draft of the campaign you are creating at any point during the design process by clicking save draft at the bottom of the dialogue box. The draft will be saved along with the date it was last saved. To re-open the draft, click edit beside draft in the sidebar or Draft in the top-pane in the Campaigns window. 

Download, Clone, Edit and Delete buttons

There are buttons displayed on the right side above the campaign data area that will do the following:

Download – will download a csv file of the recipient stats data.

Clone – will allow you to create a copy of your campaign and copying one or more of the sections of the campaign.

Edit – will open the campaign for editing/sending.

Delete – on click will open a confirmation dialogue and on clicking ‘OK’ the campaign will be deleted.

Clone

The clone feature in Campaigns can save you time by allowing you to clone your entire campaign or specific components of your campaign including:

• Selected portfolios.
• Selected recipients and groups. 
• And/or Message.

Click on the component of the campaign you want to clone and the cloned campaign will appear in the sidebar. Click edit beside the cloned version (which appears at the top of the campaign list) and make any changes you wish to the cloned version.

Track Campaign Response

You can search for campaigns by scrolling through the campaign titles in the sidebar or by typing the recipient name, subject or tag into the search field.   Make sure you click the button that matches the type of search you are conducting.

• Click CAMPAIGN in the navigation bar.
• Click the campaign title in the sidebar. To locate the campaign title you can: 
  • Scroll through all the campaign titles. The default button is set to All so that all the campaign titles appear in the sidebar, organized by date, with the most recent campaign appearing at the top
  • Search by Recipient. Click the recipient button and type a recipient’s name in the search field.
  • Search by Subject. Click the subject button and type the subject into the search field. Subject names are assigned in step 3 of the campaign design phase.  
  • Search by Tag. Click the Tag button and type a tag into the search field. Tags are added in step 3 of the campaign design phase.

• To view specific information pertaining to the numerical and graphic data, click the appropriate command on the lower menu bar:
  • Click Media to see the photos/videos etc. that were sent.    
  • Click Recipients to verify the campaign was sent to all intended recipients. 
  • Click Opens to see who opened the campaign mail out. 
  • Click Clicks to see how many pages were viewed.
  • Click Deferred to review the status of any deferred campaign mail-outs.
  • Click Bounces to see which emails were unable to go through.
  • Click Unopens to see who received but did not view the email.
  • Click Unsubscribes to see who has cancelled their subscription.

Dealing with Unsent /Bounced Campaigns

When you examine the campaign recipient window and see that some of the contacts say unsent:

• Click the name of the unsent contact.
• Scroll down to the email address that you wish to send the information to.
• Click Edit. Update the address information if it is missing or inaccurate. Click Save and resend the campaign.

(For more information on portfolios see Chapter 5: STUDIO)

Newsletters

Newsletter Templates

Email newsletters are a great way to supplement your website. LOOKBOOKSpro offers an array of easy to use, powerful tools to help you design newsletter templates that will meet the needs of the consumer and your organization. Tables are the foundational component of newsletter templates. 

In this section you will learn to design tables to display your information in effective and attractive ways that enhance readability. Tools used for adding and editing content are covered in Chapter 8: Text Editing and Chapter 9: Media. 

Topics covered in Newsletters include: 

• Insert or Modify Tables – Cell padding, Cell Spacing, Borders, Size, Headers, Background Images, Framing, etc..
• Table Row Properties
• Table Cell Properties
• Insert/Delete Table Rows and Columns
• Splitting and Merging Table Cells

Add a Newsletter Template

To create a new template, click the +symbol from the top of the Newsletters sidebar. This will open the Add Newsletter Template page which is divided into two panes the Template Name and a Text area for creating a content layout.

Adding a name for a template and creating a layout in the Text area, you can click Save to add your new template. See the section on Newsletter mail-out to see how to choose a template and create a newsletter.

The following sections describe the tools available to build a template page.

Insert/Modify Tables 

Click the Tables Icon to open the Insert/Edit Tables dialogue box shown in the figure below. The dialogue box has two tabs, General and Advanced.  

General Tab

Cols

Type the number of columns you want in the table.

Rows

Type the number of rows you want in the table.

Cell padding 

Cell padding sets the space between the contents inside the cell and the cell wall.  By default the contents inside a cell are set close to the cell wall. Cell padding is usually more effective than cell spacing for spreading out the contents of a table, so they appear less crowded.

Default Cell Padding

Cell Padding Value 7

Cell spacing

Cell spacing sets the distance between the cells in a table. By default table cells are set close together. When cell spacing is changed, the text remains close to the cell walls. 

Default Cell Spacing

Cell Spacing Value 7

Alignment 

The alignment setting impacts where the table will be located on the page, not where the contents are located inside the table. Cell padding, Row, and Column properties change the way content is displayed inside the cell.

• Not Set - The table will default to the left side of the page.  
• Center alignment – Click center to align the table in the center of the page.
• Right alignment – Click right to align the table on the right side of the page.

Borders

The default border setting is 0, meaning no cells walls are visible on the table when you place it on your template. Dashed lines are visible in the Text Editor to make it easier for you to see the cell boundaries when you are designing your template; however they are not visible on your website or email. If you want visible borders, select a border value of 1 or more in the text field.

Border Value 1 

Border Value 7

Width and Height (W & H)

When you set the width and height of the table, you ensure a minimum, but not a maximum table size.  When width and height are set, the cell walls will continue to expand if needed to meet the demands of the content entered into the cell. If you do not select a width and height the table will appear in the text editor in a collapsed form (no space inside the cell). The cells will expand as you add content to the cell.

Class

Sometimes you want your table cells or columns to have unique characteristics, so you get your web developer to create CSS classes. If you have pre-defined CSS classes developed, they will appear in a drop-down menu beside Class and you can select the one you want. 

Table Caption (Header)

If you check the table caption checkbox, a header row will appear at the top of your table that runs the full width of the table. You can use this header row to enter a caption and/or image. Dashed lines show where the header is located when the table border has a value set at 0. When a border value of 1 or more is set, the header is not visible. However, if you begin to type across the top of your table you will see that the header row is present.

Advanced Tab

Id

Selectors let you select elements on a HTML page so they can be styled. An Id selector is used to select styling for a single element. For this reason an Id must be unique. It cannot be used for a second element on the same page. An Id must contain at least one character and it cannot contain any space characters. An example of a table Id may be tbl1.

Summary

The summary attribute is used when the purpose of the table is to display data. It is used to describe how the data has been organized on the table or to provide directions on how to navigate the table. Screen readers read the summary, making the content more accessible for visitors who are visually impaired or unable to display the graphics. Leave the summary blank if the table is simply used to control placement of content.

Style

There are two ways to add style to your table. You can use the individual fields (i.e. width, height, border, background color, etc.) or you can type your specifications into the style text field. (I.e. width: 5px; background-color: #cfc22f; height: 5px; border: 1px solid #289bd7). People used to working with HTML frequently prefer to use the style text field.

Language Code

The language code sets the language for the table content. Search engines and browsers use this feature. You can find language code tables online. Only those language codes that are part of the installed language pack will work. The default language is English (En). 

Background Image

To add a background image for your table, type or paste the URL for your image into the text field. For external images be sure to include http://. You can also use the asset picker to insert a background image from the STUDIO into your table.

Frame

The frames attribute specifies which part of the outside border should be visible when a border value of one or more is set.  Frames are invisible if the border setting is 0.  

not set – outside and inside borders are visible.

void – all outside borders are removed; all inside borders are visible.

above – the top outside border is visible; all inside borders are visible.

below – the bottom outside border is visible; all inside borders are visible.

hsides (horizontal sides) – the top and bottom outside borders are visible; all inside borders are visible.

lhs (left-hand side) – the left outside border is visible; all inside borders are visible.

rhs (right-hand side)- the right outside border is visible; all inside borders are visible.

vsides (vertical sides) – the left and right outside borders are visible.

box, border – all outside and inside borders are visible.

Rules

The rules attribute specifies which borders are visible between the cells when borders (in the general tab) are set at 1 or more pixels. Inside and outside borders are invisible when borders are set at 0.

not set – when the rules attribute is not set inside and outside borders are visible.

none – no lines are visible inside the table; outside borders are visible.

rows – lines are visible between the rows; outside borders are visible. 

columns- lines are visible between columns; outside borders are visible.

all- places lines between all the cells in a table.

Language Direction

The default setting is left to right, however right to left can be selected from the drop-down menu.

Border Color

Border color only works if you specify a border size of 1 pixel or more in the general tab. Click on the color icon and you can select a color from one of the three tabs by clicking on the desired color. 

Background Color

Use background color to specify the color that will fill your table cells. Click the color icon and select a color from one of the three tabs by clicking on the desired color.

Table Row Properties

Sometimes you want different rows in a table to have distinct characteristics. For example a table head is usually styled differently than the body or footer rows.  Unique styles are applied using the tools in Table Row Properties.

Place your curser in the row you want to select properties for (color, size, etc). You can apply the property values to single or multiple rows.

Click the Table Row Properties icon   to open the dialogue box (see figure below)

Place your cursor in the row that you want to select property values for.

Row in table part 

Select the type of row you want to style from the drop-down menu, Table Head, Table Body or Table Foot. Table Head refers to the top row inside the table not to the Header that spans the top of the table.

Alignment

Select how you want the content aligned inside the cell(s): center, left, or right.  The default setting for data cells is left, but center for the header.

Vertical alignment

Select whether you want the content aligned with the top of the cell, centered in the cell or aligned with the bottom of the cell.

Class

No set - uses the default style for content. CSS classes are used to define specific style options for some of the elements on your website (i.e. sidebar, etc). If you have asked your web developer to develop pre-defined CSS classes, they will appear in the drop down menu and you can select one.  

Height 

Enter the number of pixels you want for the height of the cell. This defines a minimum height. The cell will expand if needed to accommodate the content.

Update Current Row 

You can apply the style changes that you have selected to the current row, odd rows, even rows or all rows, using the drop-down menu. The text editor defaults to the current row. Note: Make sure the selection you made for the ‘Row in Table Part’ matches where you placed your cursor. If you update using the default setting ‘Update Current Row’, the row in which your cursor is placed will be updated if there is a discrepancy between the two. (I.e. if you select table head and your curser is in the table body, update current row will apply the style values to the table body).

Update

Click update to save changes or cancel to discard changes. Remember that update, saves the changes on the table, but does not save the changes in your document. Before you close your document, CLICK SAVE!

Advanced Tab

ID, Style, Language Direction, Language Code, Background Image and Background Color have been covered under the Advanced tab in Insert and Modify Table. Be sure to select which row you want to apply the changes to from the drop down menu and click Update to save all the changes on the table and Save to save all the changes on your document.

Table Cell Properties

Sometimes it is not enough to be able to set the properties for a specific row; sometimes you require an individual cell or column to have unique characteristics.

• Place your cursor inside the cell that you want to apply properties to.
• Click the Table cell properties icon   to open the dialogue box, see the figure below.  

General Tab

Tables are essentially viewed as rows even though they also contain columns.  You can apply property values to individual cells, entire rows or to an entire table.  However when you want to style an entire column you need to do it one cell at a time or have your web developer create style sheets.   

Alignment 

Alignment, in table cell properties, refers to the alignment of the content inside the cell. Use the drop down menu to select the horizontal alignment of the content in the cell(s) – cell, center, left or right.

Vertical Alignment

Use the drop down menu to select the vertical alignment of the content inside the cell(s) – top, center or bottom.

Cell type

Use the drop-down menu to select if you want the properties applied to the data cells or header cell. Tables that contain tabular data generally have their data organized under table heads. In figure 9-4 the shaded cells are header cells. The white cells are data cells.  

Scope

The scope attribute identifies whether a cell is a header for a column, row or group of rows. Screen readers can use the scope attribute. In the figure below the scope of the header cells saying Men, Women and Children is ‘column group’, because each header cell spans multiple columns. The scope of the True/False header cells is a ‘column’. The Scope of the Question header cells is row. Select a scope for your header cells from the drop-down menu.

Width and Height

The pixel values you choose for width and height set a minimum width and height for the cell in which the curser is placed. The cells will expand to meet the demands of the content. 

Update current cell/Update all cells in a row/Update all cells in the table

You can select which cells the properties are applied to by making the appropriate selection from the drop-down menu.

Insert/Delete Table Cells

Insert /Delete Table Rows     

 Insert/Delete Table Columns

The above icons let you insert and delete table rows and columns. Listed in the order in which they appear.

• Insert a row above the row in which the curser is placed.
• Insert a row below the row in which the curser is placed.
• Delete the row in which the curser is placed.
• Insert a column to the left of the column in which the curser is placed.
• Insert a column to the right of the column in which the courser is placed.
• Delete the column in which the curser is placed.

Splitting and Merging Table Cells

Lets you split table cells that have previously been merged back to their original state. The split icon has no effect on cells that have never been merged.

Lets you merge cells two or more adjoining cells into one larger cell.  To merge cells, place your curser inside the cell that you want to merge. Click the merge icon. Enter the number of cells in a row or column (or both) that you want to merge. Cells in a row will merge with cells to the right of the cursor and cells in a column will merge with cells below the cell in which the cursor is placed. The figures below provide examples of merged cells with the number of merged rows and columns explained below.

1, 2, 3: Cols 2, Rows 1 – Cells 1,2, &3 span 2 columns each, but only 1 row. 

4: Cols 1, Rows 2 –Cell 4 spans 1 column and 2 rows. 

5: Cols 2, Rows 2 – Cell 5 spans 2 columns and 2 rows.

6: Cols 3, Rows 2 – Cell 6 spans 3 columns and 2 rows.

7: Cols 6, Rows 4 – Cell 7 spans 6 columns and 4 rows. 

Click Update so all the changes are saved on your table. Click Save at the bottom of your document so all the changes are saved in your template.

Full Screen

It is often easier to work with tables if you have a larger workspace. Click the full screen icon and the work area will fill the entire screen with a toolbar across the top. 

Newsletters Mail-out

Provided you have built templates for your newsletter mail-out you can select a template and add a newsletter.

• Click Communications from the navigation bar.
• Click the tab Newsletters from the left sidebar. The list of template titles are displayed in the sidebar.
• Click on a template from the sidebar. This opens a second column where all the existing newsletters made from this template are organized by the date they were Saved
• Click the +symbol next to Newsletters from the second column to open a Add Newsletter (Template:  template name) page divided into three sections

The top section of Add Newsletter contains fields to describe the sender, the subject and tags associated with the Newsletter

From Name – The first and last name of the logged in user

Email – The email address of the logged in user

Subject – The subject line of the mail-out of the newsletter

Recommended Tags – The marketing tags that have been defined for the account

Tags – These are custom tags that can be selected or added to the newsletter

The middle section called Text contains the content from the selected Template. See the section above on templates and the chapters on Editing Text and Media for more details on editing or creating the content of the newsletter.

The bottom section called Choose Recipients, allows you to select the Contacts to receive the Newsletter. To draw up a list of recipients to send your email marketing campaign to, you need to display a list of contacts in the second column, where you can place a check in the box beside each recipient you wish to send the email to. You have four options for displaying contact lists: 

Option 1: Click Recent to display the list of contacts you have recently worked with in LOOKBOOKSpro.

Option 2: Click A-Z or Z-A for an alphabetical listing of contacts.

Option 3: Click By Company A-Z or Z-A for a list of contacts organized by company.

Option 4: Click a group for a list of contacts in that specific group. Use the scroll bar to see the complete list of groups.

Save, Cancel, Send Preview Message and Send

At the bottom of the Newsletter page are action buttons for the newsletter

Save – Saves the Newsletter without sending it as an email

Cancel – Aborts the newsletter and returns a blank newsletter page

Send Preview Message – Sends an email only to the user email address to Preview the contents of the Newsletter mail-out.

Send – Emails the Newsletter to the recipient list. Once have been sent, the response data stats will update as the emails are sent, received, opens and clicked upon.

Chapter 7: Website

The Website page is divided into two separate pages accessible from the sidebar choice of News or Pages.

News

You can use the LOOKBOOKSpro News page to create professional quality news posts. Awards, charity events, trade shows and fashion trends can be published to your website using the tools in News. Categories and tags link your posts to multiple pages that are dynamically assembled when visitors click linked text or images.
News posts can be sorted by date, alphabetically by title or according to their publication status.
Topics covered in News include: