Every job gets a proof. No exceptions.  This way client signs off and knows what they are getting ahead of time to prevent problems/returns/issues after order is recieved.


Shirt, promo items and all proofs must have height and width of imprint size.


Follow these steps below to ensure a Proof is sent with every single request.


    1. Client ticket comes into Kelsey.
    2. If ticket comes into any other Agent such as Chadd, JC, etc...the ticket is automatically redirected to Kelsey or next CSR available.
    3. If in catalog, CSR, creates draft and sends estimate.
    4. If not in catalog, Kelsey delegates ticket to Tiffany after Draft is created, Tiffany gathers missing job details in full and sends estimate when ready. Once Estimate is approved and payment is received, then ticket can be delegated. 
    5. Ticket goes to Design (JC) for Artwork Creation or Proof approval of Artwork sent by client ONLY AFTER THE INVOICE HAS BEEN PAID. All tickets delegated must have notes pertaining to design located in Canned Responses "Internal Design Form" filled out in full by the Sales Rep- Any missing info will be delegated back to the Sales rep to gather details from client directly.
    6. Client is created a proof based on their requirements and artwork. (Either client artwork or WM created artwork). If client sends us print-ready aka camera-ready artwork, they are still sent back a proof of their artwork to confirm the files they have sent are correct.
    7. Client is sent Invoice first then and it must be approved and paid before instructions sent to JC. Any exception to this rule must be approved by David, or Daniel. 
    8. Once client approves the Proof,  then Freshdesk, ticket moves to Closed status.
    9. JC will pre-flight the artwork and send to proper folder for production. 

  1. Vonage whole team after meeting solutions article from that day, "Hey guys please review what we went over. "





Below are Screen Shots of an Actual Use Case Scenario of a client requesting Business Cards: 


Step 1: Client requests a set of cards for all employees at their company.



Step 2: CSR Verifies the proper account. In this case, the client has two very similar-seeming accounts, however each are billed differently. Client also typically purchases two different quantities, so CSR verifies quantity preferred. 



Step 3: Client lists each employee's new information that will be updated on their latest version of business cards. The client takes the extra step to include their latest proof (see at the bottom of her reply) to verify which artwork will receive the changes.



Step 4: The CSR then relays the changes to the Art Department. Currently we use the Art Department Template which includes more information.



Step 5: Art Department delegates this task down the pipeline of Art Department to the overnight team who will return the proof in the next morning. Typically we quote approximately 1 business day for simple text changes.



Step 6: Art Department sends the latest proof to the client for review. **UPDATE 05/18/21** In the instance the client hasn't responded in 2-3 days check Gmail and make sure replies haven't gone to Spam folder. If Spam folder is clear, a follow-up email must be sent as well as a Monday Task assigned to the Creator/CSR with instructions to call the client with the Freshdesk ticket URL in an update box.



Step 7: Client may have changes, in which case repeat Step 5 and 6.


Step 8: Notice the updated date of the Proof which includes her latest changes.



Step 9: In this case, the client had approved over the phone. Upon verbal approval and also written approval response to the proof and estimate sent (separate from this chain of emails), the Art Department moves the ticket to the CSR tickets to process the Credit Card on file, verify the Shipping Address or if client picks up, and Status of each job moves to Pre-Flight for the Art Department to impose for the Konica.