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HERE'S A FLASH FOR YOU!
Proof Order Definition A proof order is used to record film being sent to the lab for processing and proofs being returned to your studio. Proof orders are created from the session record. |
In the same way you define a session status cycle or a production order status cycle, you may also define a status cycle for proof orders. This is an optional feature and is not required by Spectra.
To set up your proof order status cycle, go to Maintenance > Production > Proof Order Status.
Proof Order Status Maintenance
The upper portion of the Proof Order Status Maintenance window contains a list of the steps in the proof order status cycle, including a description of the step, the order of the step, how long the step lasts, and whether the step is the initial or final step in the cycle.
Your installed version of Spectra includes a sample proof order status cycle. To modify or remove any step, simply highlight it and clicking Remove or Modify at the bottom of the window.
The bottom portion of the window is where the statuses (or steps) in your proof process are actually defined. To create a new status, click Add. To modify an existing status, highlight it and click Modify.
Description - Enter the name of the step you're creating.
Sort Order - Enter the sequential number (01, 02, 03, 04, etc.) that corresponds to the place this step has in your proof order status cycle. The steps you define will display based upon the order that you assign them. Do not duplicate numbers in the sort order. However, you may enter the steps in any order, as long as the sort order is properly defined.
Typical Duration - Enter the length of time – in business days – this step usually takes. Spectra will use the duration to calculate the due date for this status. However, this date can be manually adjusted when the status of an individual proof order is advanced.
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HERE'S A FLASH FOR YOU! When calculating status due dates, Spectra equates "business days" with the days that have been chosen as "Days of the Work Week" on the Calendar page in Studio Preferences. Spectra will count each day of your work week as a business day, including weekends if selected. |
Initial/Final Status - Your proof order cycle must have one step (and one step only) that you name as the Initial Status, and one step (and one step only) that you name as the Final Status. Select this status by clicking on the dot in front of the option. To change which step is the initial status, simply create or modify the NEW initial status and select Initial Status. If another step had been defined as the initial status, Spectra will automatically move the initial status to the new step that you've selected. The process works the same for changing which step is the final status.
Default User - You can set the default user who will usually be assigned this status step. The user can be changed on any status change window, but it start with this user by default.
Once the proof order cycle has been defined, you can track the status of each proof order as shown below:
The status of individual proof orders can be changed from the Proof Order record (see the section titled "Working with Proof Orders" for more information).To change the status of a proof order, click the Change Status ("...") button to the right of the status line. The following screen appears:
Proof Order Status Change
Current Status - The current status of the proof order
Date Completed - Defaults to the current date. Click the down arrow to modify the date.
Change To Status - Click the down arrow and select the new status from the drop-down list.
Due Date - Spectra will calculate the due date of the new status based on the typical duration of this status as defined in Proof Order Status Maintenance. Click the down arrow to modify the date, if desired.
Status Updated By - If someone other than the user who is currently logged into Spectra is completing this step, click the down arrow and select the correct user.
A history of all status changes for the proof order is kept on the Status Logs tab of the Proof Order record.
You may also want to set up triggers for one or more of your proof statuses. Triggers can automatically create tasks or initiate a variety of communications when a proof status is changed. Set up your proof status triggers in Maintenance > Production > Proof Status Triggers. For more information on using triggers throughout Spectra, please see the "Triggers" topic in the "Spectra Tools" chapter.
