AtTask Manual

Table of Contents Global Navigation .......................................................................................................................................... 2

My Account Information ............................................................................................................................... 2

My Work ....................................................................................................................................................... 4

Project Information ....................................................................................................................................... 5

1. Tasks .................................................................................................................................................. 7

2. Project Details ................................................................................................................................. 10

Reporting .................................................................................................................................................... 12

Reporting Elements:................................................................................................................................ 13

Requests ...................................................................................................................................................... 15

Requesting a New CS Project .................................................................................................................. 15

Reviewing Job Requests .......................................................................................................................... 19

Job Request Details ................................................................................................................................. 21

Process – Request to Project Completion ................................................................................................... 24

Creating a Project without a Request ......................................................................................................... 31

Proofing ....................................................................................................................................................... 33

Your log-in to AtTask has been linked to the universal log-in that you have for Heifer. After you sign in the first time, you should not have to enter a password again.

Global Navigation The Global Navigation bar has several features to help you navigate through AtTask.

The My Work link contains items assigned to the user – work that needs to be completed, accepted or approved. In addition, updates on work items can quickly and easily be found using the Recent Updates area. A weekly work view allows you to see what tasks need to be completed this week in order to better prioritize your work.

The Projects link provides access to the projects that you are responsible for or associated with.

The Reporting link allows access to reports and dashboards. This is the location to access reports that have been created and shared with a user, as well as user-created reports.

The People link contains information related to users. It housed Teams, Users, and Resource Planning components. This is where you navigate to find users or teams.

The Requests link is where job requests are submitted. We use the Request Queue to keep track of new work requests.

The Timesheet link contains your timesheets. Although you can update your time throughout the system, you can also record or update your timesheet here.

The Documents link contains all of the organization’s documents, although you may not be able to see them all. This is the central document asset management system to view, find and categorize documents.

The Setup area is used by System Administrators only to designate and establish processes and information in AtTask.

The Help link takes you to an AtTask page to answer your question.

The Recent/Favorites icon allows you to review your recently visited items or objects you marked as favorite.

The Notifications icon will illuminate when you have been included in a conversation or receive an update to work.

Your avatar can be used to modify your settings.

My Account Information In AtTask, you can update sections of your account. To update your information, click your icon in the top right corner to open your AtTask profile.

From this screen you can view any updates that you have made, what you’re working on, your work requests, your accomplishments (tasks completed), your details, any documents you’ve uploaded and more (time allocation, endorsements and time-off).

Updates – These are updates you’ve made to projects, tasks, documents, etc.

Working on – These are the tasks that you are currently working on.

Work Requests – These are tasks that you have been assigned, but have not started working on.

Accomplishments – These are tasks that you have completed.

Details – This is your basic staff information (title, email, phone number).

Documents – This shows all the documents that you have uploaded into the system.

Allocation (under More) – This shows your time allocation (planned or projected).

Endorsements (under More) – Other AtTask users can endorse you for your good work. They will show up here.

Time-off (under More) – This is a calendar that shows when you are taking time off. This will only show up if you have entered time off into the calendar.

You can edit your information in two ways – under the Details tab or by clicking Edit My Info.

Details:

1. Click Edit Personal Info. 2. Enter in your updated information and a photo (if you choose). 3. Click Save.

Edit My Info

1. Click the Edit My Info link in the top right corner of your account profile. 2. Update the following areas:

a. Name b. Email Address c. Title d. Talk to Me About e. Contact Info f. Profile Picture

3. You can also edit your preferences. a. Email preferences – This allows you to control how much email you get from AtTask.

You can get as many or as little emails as you like.

b. Login Page – What page do you want to see when you log in? c. The remaining fields (Global Nav bar, time zone, locale, etc.) are completed based on

your access level and should not be changed. 4. Access levels can only be changed after discussing with your manager and alerting Kim Nixon.

There is a cost associated with changing access levels. 5. Organization should not be changed. Each user was set up under their teams when we set the

system up. 6. Resource Planning should not be changed unless you have discussed it with your manager. Your

roles should be the only changes made, but they were set up when the system was set up. 7. The custom form should not be changed. 8. Click Save.

My Work The My Work page is your one-stop shop to everything related to your work in AtTask.

You can view the tasks that you’re working on, your work requests (assignments), any recent updates to projects/tasks that you are assigned, and your week’s deadlines.

Working On:

This is your task list. You can click on the task for more information, update the status of your task, log time, and mark a task complete.

Work Requests:

Your work requests are assignments that you haven’t started working on. Because some tasks are dependent on other tasks being completed, you can view all of your tasks or just the task that you can start on. Click Work On It to start working on a task and move it to your Working On tab.

Approvals:

At this time, we’re not using approvals on projects, tasks, issues or timesheets – except in proofing and approving job requests.

Calendar:

The calendar at the top of your My Work page displays the task deadlines for that week. As you complete the tasks, they will gray out in the calendar.

Recent Updates:

Recent Updates shows updates to work that you are assigned or projects that you are assigned.

Project Information The first information you’ll see in the project is the Project Name and the Project Owner. The Project Owner is the project manager on that team, not the client contact.

The status, condition, planned completion date and percent complete are also available.

1. Your status should be Active. 2. The Condition will be On Target if you are meeting your task deadlines, but will change to In

Trouble if you fall behind on your task deadlines. 3. The Planned Completion date is calculated on the number of days your project plan takes. This is

taken from your template, but will change as you update the duration on tasks. 4. The Percent Complete is calculated from the tasks that are completed.

5. Edit Project allows you to edit the following details. a. Project Overview b. Finance Details c. Portfolio d. Settings e. Access f. Custom Form g. Comment

6. Project Actions is a list of actions you can take with this project. a. Your options include attach template, save as template, copy project, add to favorites,

delete project, export MS Project, sharing, recalculate timeline and recalculate finance.

b. For the most part, you should only use Copy Project, Add to Favorites and the Sharing options.

i. Copy Project allows you to copy a project with or without retaining user assignments on tasks/project and task progress.

1. Rename the project and select whether you want to retain your assignments and/or task progress.

2. Copying a project will move over all of the information (including planned start/completion date and creative brief information).

ii. Add to Favorites allows you to save the project to your favorites bar.

1. You can access your Favorites bar by clicking the star icon at the top right of your AtTask screen.

2. You can also view your three most recent items for projects, issues, dashboards and documents in this area.

iii. Sharing 1. Sharing allows you to manage who has access to view and edit your

project.

2. The system is currently set up to give these permissions when you assign someone a task on the project. If you have questions or issues with access to a project, please contact Kim Nixon.

1. Tasks consist of a name, an assignment, duration, planned hours, predecessors, start on date, due on date and percent complete.

a. Task Name – This is the name of the task to be completed. The Creative Services and Global Communications project templates include an exhaustive list of tasks.

i. Tasks are organized into milestones – Planning, Concept Meeting, Active, Approved Copy, Approved Design, Production, Approved Vendor, Approved Materials, Close Out, End Project. These milestones inform the Milestones report in C&P which allows you to view when milestones on specific projects are complete and their status.

b. Assignments – In the templates, the assignment is coded to a job type (project manager, copywriter, designer, production). When a project manager assigns a task to a staff member, they will replace the job type assignment with a specific person assignment.

i. Assigning a person to a task sends the task to that person’s Work To Do tab in their “My Work.”

c. Duration – The duration sets how many days you have to complete the task. d. Planned Hours (Pln Hrs) – This is another way to plan tasks by hours instead of days.

i. It is recommended to use Duration instead of Planned Hours, because you will have to estimate hours for each task.

ii. Planned Hours informs the Resource Allocation grid. e. Predecessors – Predecessors set the task order in the project and clarifies what tasks

must be completed in order to start your task. i. Predecessors are already set on templates.

ii. You can have multiple predecessors on each task. iii. This informs your project timeline.

f. Start On – This is the date that you should start on the task based on predecessors and predecessor tasks being completed on time.

i. This is automatically set based on the duration and predecessors. ii. Updating the start date will adjust all further tasks dates, including the

completion date. g. Due On – This is the date that the task should be completed, based on predecessor tasks

and the days set for that task (duration). i. This is automatically set based on the duration and predecessors.

ii. Updating the start date will adjust all further tasks dates, including the completion date.

h. Percent Complete – This is the percent of the task that is complete. i. You can update the task’s percent complete in two ways

1. Click into the row and changing the percentage

2. Update the percent complete on a task status update by using the bar under the status field.

i. There are four ways that you can adjust the way you view tasks in a project – Filter, View, Grouping, and Calendar.

i. Filter controls the information you see in the task list.

ii. View controls the way you see the project information or data.

iii. Grouping controls how you organize the project information or data by creating horizontal bars throughout the task list to display common attributes.

iv. Calendar allows you to see the task list in a Gantt chart based on the start/due dates and the predecessors.

j. You can add a new a new task and export the task list by clicking the buttons.

i. To add a task, select New Task. Complete the form and Save Task.

ii. Adding a task in line is much easier than filling out the form when clicking New Task.

1. To add a task in line, select the task before the task you need to add. Click the down arrow by New Task.

2. Select “Insert Task Below”. Then fill in the task information in line.

iii. You can export the task list to PDF and Excel.

2. Project Details allow users to view details from their project, including the Project Overview, the Creative Brief, Finances, Portfolio and Business Case information. Most of this information is included in the project request.

a. The Overview subtab provides general information about the project, including the project name, description, planned start/completion dates, etc.

i. You can edit the Overview subtab by clicking “Edit Overview.” b. The Creative Brief subtab will appear as “[Job Type] Detail” (i.e. Ads Detail or Brochure

Detail). i. This is the requested information on the Creative Brief.

ii. You can edit the Creative Brief by clicking “Edit Custom Form.” c. The Finance subtab provides financial information regarding budgets, fixed costs,

planned costs, and actual cost. d. The Portfolio subtab provides information on the Portfolio.

i. For Creative Services and Communications projects, the Portfolio is automatically set to the Global Communications Portfolio.

e. The Business Case subtab provides information to analyze and justify a project. i. Based on factors like planned benefit (monetary), goals, budgeted expenses,

resource estimates and risks, the business case can provide the net value for your project. This can help determine whether to move forward with a project or not.

ii. At this time, the Creative Services and Global Communications team are not using business cases.

3. The Updates subtab provides a stream of project updates, including tracking changes made to the project.

a. You can update the project status from this page.

4. The Documents subtab allows the user to view all documents associated with the project. a. This includes documents uploaded by the client contact when they request the project.

5. The Issues subtab gives users the ability to log any unexpected events that arise during a project.

a. Issues in AtTask are unplanned work items. b. At this time, we are not tracking issues.

6. The Risks subtab tracks possible events or factors that prevent a project from finishing on time or within budget.

a. At this time, we are not tracking risks. 7. The More subtab – AtTask has other options for projects that we are currently not using.

a. The main tab that you will want to use is the Expenses tab. To add an expense, select the “Add an Expense” icon or click the “Start Adding Expenses” for inline addition. Make sure the view is set to Expense List.

i. Add an Expense: 1. Enter a Description. 2. Select the Expense Type or use the drop down menu to choose a Heifer

account code (not the five-digit number, but the account code description).

3. Enter the task (if necessary). 4. Enter a Planned Amount (what was budgeted). 5. Enter the Actual Amount to be paid. 6. Enter the Planned Date (the expected date for the expense to occur), if

necessary. 7. Enter the Date Paid. Invoices submitted to AP by end of day Tuesday are

paid on that Friday. 8. We don’t use billable or reimbursable. 9. You don’t need to add a custom form. 10. Click Save.

ii. Start Adding Expenses: 1. Click Start Adding Expenses. 2. Enter the Description. 3. Use the drop-down to choose the expense type or start typing the

expense type. 4. Enter the Planned Amount. 5. Enter the Actual Amount. 6. Tab or click off of the line to save. Or tab to the next line to add

additional expenses. iii. An expense will in appear in red if it is over the planned amount or no planned

amount was entered. iv. You can edit expenses in line or by checking the expense line and clicking Edit. v. You can delete an expense by checking the expense line and clicking Delete.

vi. You can export your expenses via PDF or Excel. vii. Entering the expense information here pulls the information into your Business

Case (if you use it).

Reporting AtTask provides multiple reporting options. We have already set up several reports within AtTask, but project managers can create their own reports.

Current Reports include:

Creative Services Utilization – This report shows the planned utilization of Creative Services team members.

Stages of Active Creative Services Projects – This chart shows the status (stages) of active Creative Services projects.

Progress Status of Active Creative Services Projects – This is similar to the current job list. This chart or list shows the progress status of each Creative Services project.

Upcoming Unstarted Creative Services Projects – A list of Creative Services projects with Planned Start Date within the next two weeks, but have no actual start date.

Behind Schedule Creative Services Projects – A chart or list of active Creative Services projects with a Progress Status not equal to “On Time.”

Creative Services Milestone Progress – The production status of active and planned Creative Services projects reflected by milestones.

Open Issues on Creative Services Projects – List of open issues on Creative Services projects.

Troubled Tasks in Projects I Manage – List of tasks, in active projects managed by the viewer, with a progress status not equal to “On Time.”

Unstarted Work Assignments in Projects I Manage – List of tasks, in active projects managed by the viewer, where the Current Date is greater than the Planned Start Date and no commitment (work acceptance) has occurred.

Behind Schedule Project I Manage – A chart of active projects, managed by the viewer, with Progress Status not equal to “On Time.”

Progress Status of Active Projects I Manage – A chart of the Progress Status of active projects managed by the viewer.

Open Issues on Projects I Manage – Chart of open issues associated with projects managed by the viewer.

Completed Projects I Requested – The Client Contact can pull a list of projects that they requested that were completed within the prompted time period.

Milestone Progress of Active Projects I Requested – The Client Contact can pull a milestone view (Approved Copy, Approved Design, Delivered, Approved Invoice and Completion) of the active projects they requested.

Stages of Active Projects I Requested – The Client Contact can see a chart of the stage/status of active projects requested they requested.

Reporting Elements: There are three elements that make up a possible report in AtTask: a Filter, a View and a Grouping. Each element provides different information within any report.

DETAILS

Reporting elements function as the building blocks of reporting. AtTask allows users to see reports in a variety of ways. Reports can be searched for, generated, and created using the different objects in AtTask. Reporting elements are also created and used based on object type.

FILTER

A Filter controls the results that appear in a report, typically narrowing results from general to specific. It is that “hand” in your system that goes out and sifts through all the data, only grabbing what you need and bringing that information back to your report. For example, if you only want to see tasks that are assigned to the logged-in user, you can create a filter titled “My Tasks” that only gathers tasks assigned to whoever is logged in. Additionally, users can customize Filters they own or manage.

VIEWS

Views typically identify key pieces on information that are important for the user to know and understand. For example, a view could show due dates, or give a visual on key financial details like cost, or a view can be used to show assignment and delivery date details. Views can be used to deliver a variety of details about the data pulled in the report.

Users normally have the ability to apply an additional view from the View drop-down field after running a report. The view will temporary replace the view defined when creating the report, but will return to

the default when the user returns to the report. Additionally, users can customize views they own or manage.

GROUPING

A Grouping controls how you organize data, making it more digestible and easy to understand. Groupings create horizontal bars throughout a list report that display results by common attributes. You define the group attributes when you create the grouping. For example, grouping a list of tasks, spanning multiple projects, organizes all respective tasks that belong to a single project underneath the name. Groupings are also utilized in charts, allowing you to define data series for the chart. Groupings will display an aggregate value in the results.

Groupings are used in reports and are also used to determine the axis in charts and header identification in matrix reports. The Summary tab provides the aggregated values of the report.

Users can benefit from the variety of groupings available in the grouping drop-down or apply one of their own. Additionally, users can customize groupings they own or manage.

CONSIDERATIONS

A report is a combination of a Filter, View and (sometimes) a Grouping. This combination provides a comprehensive report that meets your needs.

Requests The Request area is where you can request a project for Creative Services/Web or view pending requests.

Requesting a New CS Project 1. Click New Request.

2. Select a Request Type – MRD Services.

3. Select the MRD Service needed.

a. Communications – to request a video or writing/editing from the Global Communications team

b. Creative Services – to request a Creative Services job (brochures, materials, etc.) c. Marketing – to request a web project or report a web issue

4. Choose the job type.

5. Complete the request form.

a. Subject – Project Name

i. NAMING CONVENTION (FY## - Job Name) b. Description – Project Description (What is your project?)

c. URL – If you need to specify or provide a webpage, use the URL field. d. Priority – defaults to normal.

i. Keep the priority at normal, but contact the team to discuss if you need a different priority.

e. Primary Contact – This will default to you since you are logged into the system and adding the request.

i. You can change the primary contact by clicking the X in the right side of the field and typing the new contact name.

ii. As you start typing the new contact name, you will see options like an auto-fill. If the new contact isn’t in the system, it won’t accept the typed name.

f. Documents – You can now add documents to your job request.

i. Click Add Documents. A new window will open. Find your file and select open. Or you can drag and drop the file in the box.

g. Project Details

i. Department Name – Use the drop-down menu to select your department name.

ii. Requested Due Date – Tell us what date you need your project to be completed. iii. Budget – What is the budget for your project? This should include costs for

printing, shipping, etc. h. Creative Brief

i. Target Audience – Who are you trying to reach?

ii. Marketing Objective – What is the expected business impact? Is this part of a larger marketing effort? If so, which one?

iii. Communication Objective – Describe how you want your target audience to respond.

iv. Call to Action/Messaging – What is your specific call to action? Describe your messaging needs and the tone of your piece.

v. Format – What format(s) do you need for your piece – print, digital, PDF? vi. Production Specs – Provide the production specs for your project, including

quantity and size. vii. Old Job Number – If this is a reprint or you are building this project from a

previous job, please provide the old job number. If this is a new project, then enter N/A.

viii. Item Number – If this project will have an item number, please provide it in this field. If there is no item number, enter N/A.

1. If you need an item number, contact Fulfillment@heifer.org. ix. Source Code – If this project will have a source code, please provide it. If there is

no source code, enter N/A. 1. If you need a source code, contact Bill.Windle@heifer.org.

x. Routing Information – Please provide the names of everyone that will need to approve or review this job.

1. We will be using a proofing tool within AtTask to review projects. We will no longer be routing paper copies.

xi. Delivery Information

1. Please provide all delivery information, including where it should go and to whom.

i. Submit Request.

You should now see your request in the “Requests I’ve Submitted” Tab.

1. Status – The status will be new, until someone has reviewed your request. 2. Planned Completion – This is the planned completion date for your request to be reviewed. We

have currently set this review process at two days. This is not the planned completion date of your project.

3. Owner – The owner is the person or team who will review your project request.

Reviewing Job Requests You can review requests in three ways – through My Work tab, through Requests tab or through an email (if you have your communications set up to receive request emails).

1. My Work a. In the My Work tab, click Work Requests (under your week view).

b. Click the link for requests. 2. Requests

a. Select the Requests tab at the top of your page. b. Select the tab – All Requests.

c. Sort by “Submitted On.” d. Click on the Request to see more information.

3. Email a. Open your New Work Request email.

b. Click “See It In AtTask” or “Work On It” to review the Job Request.

Job Request Details 1. Click on the Request to see more information.

a. The request description is just under the project name.

b. Updates tab – you can view any updates, log time, edit the custom form (creative brief) and filter system updates

i. To Update the Status, type into the update status box.

1. You can update the request status by clicking the drop-down menu under the status box.

2. To make sure someone knows about your status that may not be on the request/job, you can direct a status update to anyone in the system by selecting the people icon at the bottom right. Type in the person’s name.

3. Click update to save.

ii. To Log Time, select Log Time. 1. Type your hours into the day and click Log Time to save.

iii. Edit Custom Form 1. When you select Edit Custom Form, the creative brief will open in a light

box. Make changes and save. iv. Filter System Updates

1. AtTask automatically tracks any system changes to a request or project (i.e. changing the status, updating the deadline, etc.).

2. If you don’t want to see these system-tracked statuses, select Filter System Updates and you will only see updates that people have added.

c. Documents tab i. If someone adds a document to their request, you will see it under the

documents tab.

d. Issue Details – This tab will let you see all of the information about the project request.

i. Overview – This is general information about the project (i.e. name, description, etc.)

ii. Creative Brief – This creative brief information is specific to the job type (i.e. target audience, objectives, production specs, delivery info, etc.)

e. Hours – This tab will show a list of any hours attributed to this request. f. Approvals – If we choose to set up an approval path for new requests, this tab will show

you the approval path associated with the job type. i. We do not currently have an approval path set up.

g. Assigned To Box

i. The Assigned to box will automatically assign the request to the team or person who will be reviewing the request (Linda Meyers for Creative Services, Annie Bergman for Communications).

ii. You can edit the assignment by clicking Edit Assignment or if someone other than the reviewer clicks Work On It.

1. If you change the Assigned To field (either by clicking Edit Assignment or Work On It), make sure to remove the person/team who is already assigned – unless they should review the job request also.

2. This does not assign the project to team members. This assignment is strictly for reviewing the request and will not normally change.

iii. The due date is the deadline for you to review the request. We have set the review timeframe at two business days. This is not the due date for the project.

iv. The request status indicates what phase the request is in. 1. New – Not Reviewed 2. In Progress – Request reviewed and the project is in progress 3. Awaiting Feedback – Need feedback from client contact to make this

request a project 4. On Hold – Request on hold; no project is open 5. Closed – Request is closed because the project is complete or the

request was denied 6. Resolved – This should only be used with task or issue requests, which

we are not currently using. v. Primary Contact is the client contact

vi. Submitted On is the date the request was submitted into the system. vii. Last Update is an automatic system update when there is an update on the

request. viii. Reference Number is the request reference number.

h. Edit Issue i. You can edit the request overview, settings, creative brief (custom form), the

assignment and comment on the request. ii. All of these settings can be changed in the job request.

i. Issue Actions i. You have the option to copy the issue, move the issue, delete the issue, update

the sharing options, add to Favorites, Convert to Task and Convert to Project. 1. You shouldn’t use copy the issue, move the issue, update the sharing

options or convert to a task options. 2. You can delete the issue if it is a mistake, not if you are declining the

request. If you decline the request, update the status with the reasoning and close the request.

3. You can add requests/projects to your favorites bar if you want to go back to it quickly. This would be best used with projects, not requests.

4. You will use Convert to Project to open a project ticket. Learn more about this below.

Process – Request to Project Completion 1. Open Job Request. 2. Review the Issue Details – Overview and Creative Brief.

a. If you have questions, please click on the updates tab and respond to the client contact by updating the status and including the client contact on the update. Click here for more information on how to update a status.

b. If all of the information is complete, move on to the next step. 3. Click Work On It.

a. You will see your name and photo appear in the Assigned to Field. 4. Update the completion date to match the requested completion date by clicking the calendar

icon and selecting the date.

5. Update the status to In Progress.

a. You’ll notice that these changes are noted in the Updates tab. 6. To create the Project, click Issue Actions. Select Convert to Project and select the template that

matches the request (can be found under Issue Details).

7. Review the Convert to Project Information.

a. Click Save Changes. b. Your Project will open.

8. The Project Manager should assign the designer and notify the Global Communications manager to assign a writer.

a. When assigning the designer, copywriter and production, the project manager will need to update the assignments on the job. You can assign the roles in each row by replacing the role with the assignee name. Or you can change the assignments in bulk.

i. To assign the roles by batch – select each row for the job role.

ii. Select Edit.

iii. Choose Assignments in the left-hand options or scroll down to Assignments.

iv. Enter the assignment by typing the name into the assignee field. As you type, AtTask will give you options for staff members with that job role that fit your search.

v. Select or type the assignee’s name. Click Save Changes.

vi. Repeat this until all tasks are assigned. 1. As soon as assignments are made, the tasks will appear in the assignee’s

“My Work” under their Working On tab.

9. Once the Project Manager has assigned the designer, they should mark the task complete by. a. Type 100% into the % Complete field in the project task list.

b. Open the task by clicking on “Assign the Designer” from the project view. i. Make any updates or log time to this task.

ii. Click I’m Done.

c. From My Work view, click Done on the task under the Working On tab. i. You can also make update the task status and log time.

ii. As soon as the task is marked complete, it will be removed from your Working On list.

10. The Project Manager should notify Annie Bergman or her delegate to assign the writer. a. Once the writer(s) are assigned, the task should be marked complete.

11. Once the writer is assigned, the Project Manager will create a physical job jacket. a. Don’t forget to mark the task complete and update the status (i.e. “Gave the job jacket

to Kim.”)

12. Once all tasks have been assigned, the Project Manager will schedule a concept meeting with the client.

a. NOTE: The schedule may need to be adjusted based on when the concept meeting is scheduled. The duration or start/due date on the “Capture Art/Copy Direction” should be updated to reflect the actual concept meeting date or the day after.

b. At the concept meeting, the project manager should capture any art/copy direction from the client. This can be done in AtTask by updating the status or by uploading your notes as a document attached to the project.

c. The project manager should build or update the schedule/timeline after the concept meeting.

d. Once these tasks have been completed, don’t forget to mark done. 13. The Project then moves to Copy. The copywriter will complete the tasks (making sure to mark

the task as complete). a. The copy will be created, reviewed internally, revised for the stakeholder, routed to the

stakeholder, revised, routed again (if necessary) and send to the designer. 14. The Project then moves to Design. The designer and project manager will complete the tasks

(making sure to mark the task complete). a. The design will be created, routed and revised. There could be many routing processes.

Once the design is approved, the designer will prep the file and deliver to the client or printer.

15. Production can start as soon as the Planning Phase (making assignments and the concept meeting) is completed.

a. The Production workflow is: i. Approve Vendor (get quotes and choose vendor)

ii. Approve Materials (source materials and approve materials) iii. Create Purchase Order iv. Send to Printer v. Proof Prints

vi. Press Check vii. Confirm Delivery of Final Product

b. Make sure to mark tasks complete. 16. Once the final product has been delivered, the project moves into the Close Out Phase.

a. In this phase you will approve and send the invoice to the Client for processing and file the job jacket.

17. Once all tasks have been completed, you will mark the project complete.

a. Click Edit Project.

b. Under Overview, change the status from Active to Complete.

c. Save Changes. d. Since the request status is tied to the project status, the request will close and an email

will be sent to the client contact notifying them that their project is complete.

Creating a Project without a Request There may be times that you have to create a project that wasn’t requested by a client contact. To open a project:

1. Select Projects from the main navigation bar (top).

2. Select New Project – New from Template.

3. Choose your job type/project template.

4. Complete the form. a. Project Name b. Project Description c. URL – if needed d. Schedule From – default e. Planned Start Date – defaults to today’s date, but you can change it. f. Condition Type – Progress Status (default) g. Priority – defaults to none, but you can change the priority (if your team decides to use

priority) h. Status – Active (default) i. Project Owner – defaults to your name, but you can change it j. Project Sponsor – leave blank unless we start to use Project Sponsors k. Group – defaults to your department, but change if necessary l. Company – defaults to Heifer International m. Finance – leave blank unless you need to capture a budget n. Portfolio – Should be Global Communications

o. Planned Benefit – we don’t use this field, leave blank p. Actual Benefit – we don’t use this field, leave blank q. Settings – Leave these fields in the default setting r. Access – Leave these fields in the default setting s. Custom Form - Defaults to your job type/project template (leave as is – this is the

Creative Brief information) i. Common Project Data

1. Marketing Service area – choose Creative Services (if asking CS to work on the job) or Global Communications (if only writing is needed)

2. Department Name – Choose from drop-down menu 3. Job Type – defaults based on the project template 4. Job Number – calculated field

ii. Project Details 1. Requested Due Date – deadline 2. Budget – enter budget, if needed (enter 0 if no budget is needed)

iii. Creative Brief 1. Target Audience 2. Marketing Objective 3. Communication Objective 4. Call to Action/Messaging 5. Format 6. Production Specs 7. Old Job Number 8. Item Number 9. Source Code 10. Routing Information 11. Delivery Information

5. Save Changes. 6. Your project will open and you’ll follow the normal project process.

Proofing The AtTask digital proofing tool is a handy way for designers and marketing teams to streamline feedback and approval on design assets. You can generate a proof on projects by navigating to the project and selecting the documents tab.

1. Creating a Proof a. Select the 'Add Documents' button.

b. Upload the desired file.

c. AtTask will automatically begin generating a proof of the document.

d. When the proof has been generated, a thumbnail will appear and the proof can be opened. Click the Proof link to open the proof.

e. The document will appear in a light box.

2. To get reviews and approvals for your proof, click the file name to open the document.

a. Click the Approvals tab.

b. Type in the name of the reviewers.

c. As you type the name into the field, AtTask will search for matches in the system. Click the reviewer/approver and they will appear in a list.

i. This sends an email notification to the reviewer to review and approve the document.

d. The reviewer will proof the document. 3. How to proof a document:

a. Approve, Approve with Changes or Reject the proof by clicking one of the buttons at the top right.

i. When you approve, approve with changes or reject the proof an email is sent to the owner/creator of the proof.

b. Add a Comment by clicking the Add Comment button. i. Comment Options include:

1. Add your comment to the Add Comment field. You can even attach a file to the comment. Click Save.

a. You can edit or delete a comment by hovering in your comment box and selecting edit or delete.

b. You can move the comment box to anywhere on the proof, including next to one of the options below.

2. You can add other options like adding a rectangle box, pencil, arrow, line, marker, crop, color, thickness or delete.

c. Viewing Comments – You should be able to view all of the comments that others have made on the proof.

i. To see other comments, you can click on the number bubble or use the comment list on the left of the proof.

ii. You can use the arrow button to hide or show column in your proofing viewer.

iii. Other Tabs in this Column: 1. You can also see who is set to review the document under the person

tab, their comments and their decision whether to approve or reject. 2. The Details tab gives you basic details about the proof including when it

was created, its width/height, the status, how many decisions have been made, comments and the owner/creator of the proof.

d. If there are multiple versions, you can view the previous versions side-by-side. i. You can find the version number in the top left of the proof page.

ii. To view previous versions side-by-side, click this button (under the Reject button).

e. Other options in the proofing tool include:

i. Multiple pages – change the page using the page turner arrows at the bottom of the proof.

ii. Sizing 1. Pan mode – use the hand tool to move the proof across the screen

when you zoom in or out

2. Zoom mode – use the magnifying glass tool to zoom into a specific area of the proof

3. Scale – Use the Scale the Document tool to fit the proof within your available screen space

4. 100% - Use the 1:1 tool to view the proof at 100 percent

5. Zoom slider – Use the Zoom Slider to zoom in or out of the proof

6. Rotate – Use the Rotate tool to rotate the proof 90 degrees clockwise

7. Measure – Use the Ruler Measuring tool to measure a specific area in the proof by millimeters, inches or pixels

4. Other Proofing Options for Project Managers a. Locking a Proof will keep reviewers from adding additional comments. It is

recommended to lock a proof after your initial review period. i. Select the Cog Icon at the top right of the proof.

ii. Select Lock Proof. 1. You can unlock proofs using the same method.

b. Getting Approvals

i. As reviewers approve (with or without changes) or reject your proof, the project manager will be notified that the proof has been reviewed in AtTask and by email.

c. As changes are made, a new version can be uploaded to the proof. i. Open the proof by clicking the file link name in the Documents tab of the

Project. ii. Select Document Actions in the top right corner.

iii. Select New Version. iv. Upload the new file. v. You can compare versions by selecting the compare proof icon in the top right

corner.

Supported Proofing File Types include:

STATIC FILES

PDF (Portfolio PDF files are not supported)

PSD (Photoshop) DOC/DOCX (Word) PPT/PPTX (Powerpoint) XLS/XLSX (Excel) DOT XLT JPG/JPEG2000 PNG GIF BMP TIF/TIF-FX

PCD (Kodak) PCT (Kodak) PCT (Mac PICT) JPX JP2 TGA (Targa) WPG (Wordperfect graphics) RAS (Sun raster) ICO (Icon) CUR (Cursor) SGI (Silicon graphics format) ITG (Intergraph 1 Bit) AWD (Microsoft Fax)

AI/EPS PS EPS SVG CGM DXF

DWG (2004 and earlier; 2007 is on the road map)

DWF PCT PCL HPGL WMF

SWF

Interactive Animation

VIDEO

MPEG-1, MPEG-2, H.263, H.264 All MPEG-4 implementations (Xvid, 3vix,

etc.) AVI Flash (VP6, Sorenson Spark/H.263+,

H.264) .MOV, .MP4 .MPG, .VOB (unencrypted VOBs only)

Flash Windows Media/VC-1 3GP/3G2 Ogg Theora MJPEG DV FLA raw YUV/RGB

INPUT AUDIO CODECS

MP3 AAC/AAC-HE Windows Media

PCM/WAV/AIFF AMR Ogg Vorbis

AUDIO

MP3 WAV AIF

CONSIDERATIONS

AtTask Digital Proofing supports documents up to 2 GB.