GRAPHICS PAPERLESS PROCESS

1. Digitalized Order Intake:

a. Orders staged as ‘PREPRESS’ will trigger an auto email sent to:
Graphics@premierprintsource.com with the following information:

● Order Number
● Client Name
● Order Due date
● & a Link to the order in Ordant

2. Order Processing:
All orders will be pre checked/screened in the order in which they were received (first come, first serve)
for data integrity by the Graphics Manager and/or Team Lead

Orders with insufficient Data – Order will be kicked back & moved to “PENDING ORDERS” folder

Orders with sufficient Data – Order will be categorized and moved to a digital folder:

● ASC - RUSH
● ASC - Standard
● PC - RUSH
● PC - Standard
● Pending Orders - Kicked Back

3. PROOFING:
Designers or lead designer will ‘pull’ orders from the digital folders above and move it to their assigned
digital folder:
 Priorities:
Rush Order
Standard Orders

Designer Folders

Emails left unread = Have not worked on / working on the art

Emails left read = Proof sent & Pending approval

4. Kick Backs

WHEN ARTWORK IS BEING CHECKED ON STANDARD ORDERS (BEFORE ASSIGNED TO A DESIGNER):

○ Notify the Rep/Coordinator reason via slack

 ○ Add notes in activity

○ Move to PENDING & Assign to NO ONE

WHEN A DESIGNER IS ALREADY ASSIGNED TO AN ORDER (RUSHES):

○ Notify the Rep/Coordinator reason via slack

○ Add notes in activity

○ Move to pending but leave designer name on order

5. Approvals:

Once an order has been approved the designer will move the order from their folder to “COMPLETED”
FOR ORDERS THAT NEED TO BE INVOICED (Prepay / COD)

In ordant the designer will update the order status to “APPROVED WAITING ON PAYMENT” & Assign it to
“BECCA VAQUEDANO-ESCOTO”

FOR ORDERS ON NET TERMS (NET 15 / NET 30)

In ordant the designer will assign it the the coordinator who created it & update the status to “Final Pre-
Flight”

You will find who created the order at the bottom left of each work order

ORDERS ON THAT REPS CREATE:

The orders that are created by the following people will need to be assigned to:

PC REPS:
Craig Tucker | Luke Fowler | Cameron Frater | Mike Turner |

Ryan Woods | Jason Johnson

6. Designer will move on the the next order

SALES REPS & COORDINATORS

Remember: If the order status is in “Pending”, Graphics will not get a email triggered to start the proofing
process. Updating the status to “PREPRESS” is the last step to the Order Writing Process. All items must
be completed:
● All Items written up on the order with correct size
● Artwork is on the server (named/filed with size/product and in the Submitted folder)
ESTIMATES & HARDWARE ORDERS: Will still need to be printed & moved into Graphics/Accounting

STAGING / MOVING APPROVED ORDERS:

All orders will need to include:

1. Printed Work Order
2. Printed Proof (s)

Ready for Production

STEPS TO TAKE WHEN:

ORDERS ON THAT REPS CREATE (AFTER APPROVAL):

The orders that are created by the following people will need to be staged/ assigned to:

PC REPS:

Craig Tucker | Luke Fowler | Cameron Frater | Mike Turner |

Ryan Woods | Jason Johnson

ORDERS THAT GET APPROVED THEN NEW ARTWORK IS ADDED/CHANGED:

When the customer approves an order then adds an item or changes artwork, your order will already be
staged to Approved Waiting for Payment, Final Pre-flight or Ready for production.

Please follow the steps:

1. The Sales Rep will stage the order back to “Proof Sent - Pending Approval” & assigned to the
designer who worked on the order.

2. The Sales Rep/Coordinator will slack the designer who worked on the order in the Graphics
channel on what needs to be updated on the order

ESTIMATES THAT GET CONVERTED TO WORK ORDERS:

All Estimates will still need to be printed for the proofing process.

Follow the steps:

1. Once your order is approved by the customer, the Sales Rep/Coordinator will need to convert it to
an order
2. The Sales Rep/Coordinator will stage it to PREPRESS to trigger an email then assign it to the
designer who worked on it

3. The Sales Rep/Coordinator will slack the designer in the Graphics channel letting them know that
you updated the order to a order ie. “@Daja Soth - The artwork for Estimate 12345 is approved &
converted to a work order.”

4. The designer will prep the artwork for Production & stage accordingly