Security and Setup
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The Job Jacket application provides the ability to view and edit existing Job Jackets, add new Components and create new Job Jackets directly from Webvantage.
Security settings managed by the System Administrator allows for an employee to have the ability to access the Job Jacket application. For information on configuring groups to have access to this application, see the Security section in this help document.
The way the Job Jacket is displayed is dependent upon what Job Template is used. The Job Template application in Advantage is used to create or modify Job templates. These job templates can then be used to guide users through job creation and editing in the Job Jacket application within Webvantage. A default Job Template is already defined, but an unlimited number of job templates can be created.
The Project Management Dashboard (PMD) includes all modules available through Job Jacket and additional Job related information.
If the module appears disabled, it just means that the record has not been created yet. Click on the disabled link to access that module.
The PMD will be available from other applications that are accessed through Job Jacket or when searched for by Job. The Action Button and the Unity Menu (right clicking on the application) are available to send Alerts, Assignments, Emails, select Print Options and Print.
Click here to view additional information on the Project Management Dashboard (PMD).
On the Module sidebar select Project Management then click on Job Jacket to open the Job Jacket search screen.
Using the Search feature allows for searching for multiple Jobs, or a specific job. When searching for a specific job, the details of that job will automatically display. When searching for multiple jobs, a list of jobs will display, and then a specific job can be chosen from the list.
To locate a Job Jacket, input the following search criteria in the search screen. The up/down arrow keys on the keyboard can be used to locate and select specific records after inputting search text.
Select Offices - Enter the Office for which the job belongs, or click on the text input box to select from a list of Offices. If the Search button is used at this point, all jobs that are linked to the Office entered will display in the list. If user is limited by Office security, the Jobs displayed are based on either the Job's Office or the Product's default Office.
Client - Enter the Client for which the job belongs, or click on the text input box to select from a list of Clients. If the Search button is used at this point, all jobs that are linked to the Client entered will display in the list.
Division - Enter the Division for which the job belongs, or click on the text input box to select from a list of Divisions. If the Search button is used at this point, all jobs that are linked to the Client/Division entered will display in the list.
Product - Enter the Product for which the job belongs, or click on the text input box to select from a list of Products. If the Search button is used at this point, all jobs that are linked to the Client/Division/Product entered will display in the list.
Sales Class - Enter the Sales Class for the job, or click on the text input box to select from a listing of Sales Classes. If the Search button is used at this point, all jobs that are linked to the Sales Class will be displayed in the list.
Campaign - Enter the Campaign for the job, or click on the text input box to select from a listing of Campaigns. If the Search button is used at this point, all jobs that are linked to the Campaign will be displayed in the list. A Client Code must be selected in order to search by Campaign.
Account Executive - Enter the Account Executive for the Job, or click on the text input box to select from a list of Account Executives. If the Client, Division, Product entered in the Search screen, only the Account Executives associated with the Client, Division and Product will be included. If no Client, Division or Product is entered in the Search screen, all available Account Executives will be included.
Job - Enter the Job Number in which to find, or click the text input box to select from a listing of Jobs. If the Search button is used at this point, all components linked to that job will display in the list.
Component - Enter the Component Number in which to find, or click the text input box to select from a listing of all jobs/components. If the Search button is used at this point, the job will automatically display in the Edit Job Jacket screen.
Job Type - Enter the Job Type for the job, or click on the text input box to select from a listing of Job Types. If the Search button is used at this point, all jobs that are linked to the Job Type will be displayed in the list.
Advanced Filters - Click on the dropdown to show addition filter option:
Show Closed/Archived Jobs - Initially those jobs with a 'Closed' or 'Archived' job process control will not display in the Job Lookup. To view and/or edit a job that has been Closed or Archived, check the Show Closed/Archived Jobs? check box.
Search by Year - To locate Job Jacket Components for a specific year, input the four-digit year or select the year from the calendar widget. The results will be based on the year in the Job Component Date Opened.
When done, click the Search button. A list of all Job Jackets matching the Search Criteria will display. Use the Clear button to reset the search criteria. If no search criteria is entered, then all jobs will display once Search has been clicked. Use the Change page navigation to view all results.
The resulting jobs in the Job List can be further filtered by clicking the filter button in the top right corner of any column header.
Print/Send
Print - The ability to print the Job / Jobs is available from the Find Job Jacket screen. The report is created by using the established default settings by user / saved options from the Print Options. Once selected, the report will be downloaded. The Standard Job Order Form is the only available format to use when printing Job Order Forms through Webvantage. There are two ways to print from the Find Job Jacket screen:
Select Job(s) - Select the job to be printed, using the default settings established in the 'Print Options'. Multiple jobs can be printed by checking the checkbox for each Job, or the checkbox in the column header to select all jobs listed, and click the Print button on the toolbar. The documents are printed and zipped for easy download.
Print Icon - Click the Print icon for the Job (on the grid) to be printed.
Send Alert - Displays the Send Alert popup for completion. The alert will include the attachment.
Send Assignment - Displays the Send Assignment popup for completion. The assignment will include the attachment.
Send Email - Displays the Send Email popup for completion. The email will include the attachment (based on agency settings).
Print Options - Displays the Print/Send options where various formats, location, print options can be selected and saved. User can print the report or opt to send an alert or email. To save the options selected, click the Save Settings button. The next time the Print is accessed, the selected print options will be the same. For detailed information on printing the Job Jacket to the Print Job Order Form section of this documentation.
Bookmark - The option to Bookmark the job search criteria or an individual job is available by clicking on the Bookmark icon on the toolbar.
Update Account Executive - To change the Account Executive on any or all of the Job Jackets that match the search criteria when searched by Client, Division and Product:
Update All Job(s) - To update all Jobs displayed in search results, click Update All Job(s). A message with the total number of Jobs changed will be displayed.
Update Selected Job(s) - To update only the Jobs that were selected prior to clicking the Update Account Executive button, click Update Selected Job(s). A message with the total number of Jobs changed will be displayed.
Set as Default Account Executive for CDP (Client/Division/Product) - To change the default Account Executive for the Client (at the Product level in Client Maintenance), check this option prior to clicking the Update All Job(s) or Update Selected Job(s) button.
Update Alert Group - To change the Alert Group on any or all of the Job Jackets that match the search criteria:
Update All Job(s) - To update all Jobs displayed in search results, click Update All Job(s). A message with the total number of Jobs changed will be displayed.
View - To view the details of the Job, click the View Details icon to the left of the job number. The Edit Job Jacket screen will automatically display.
Print - To generate a report for a Job listed in the search results, click the Print icon to the left of the job number. The Print Job options will automatically display.
IMPORTANT: The Job Jacket Window that displays will vary depending on the Job Template that was used when the Job was created. If the Job was created in Advantage, and then opened in Webvantage, it will open in the Default Template.
The fields that display on the Job Jacket is dependent upon the template that was used to create the job. For Documentation purposes, assume all fields available were used on the template. All required fields (text input, dropdowns, calendar) will be highlighted Red. When updates are completed, click the Save button.
When viewing a Job Jacket that does not have all of the required fields entered, user can access any of the Job related applications from within the PMD, but a message displays that the Job is missing required information. Clicking OK on the message will redirect back to Job Jacket for editing.
Template - The template that was originally used to create the job will default. If the job was created in Advantage, the Default template will be used. To change the template of the job, use the drop-down button to select a different template. Changing the template will most likely change the fields that display. All fields will be defined for documentation purposes.
If the Template used has been deactivated, the template name will display with an asterisk ( * ). The deactivated template can still be used for the Job.
When the Job Template was created, Sections were available to be used. Sections can be used to group fields together. If Sections were used, they can be expanded or collapsed by clicking on the Section header.
Field names can also be
changed on the template, but for Documentation purposes, the field name
assigned by Advantage will be used.
Required fields set at the Client and/or Agency field can override the
required setting in Job Template.
Job Number /Description - The Job Number and Description will display. The Job Number cannot be modified, but the Description can be changed as necessary.
To return to the Job Jacket Search window, click the link on the Job Number field label. The search window will automatically search using the same Office, Client, Division and Product of the Job currently viewing.
Client/Division/Product - The Client/Division/Product assigned to the job.
The Client/Division/Product may be modified as long as there has not been any billing done for the job, including billing that has been voided. Setup for this ability is in Advantage | Maintenance | Agency - Production Options Tab: Allow CDP Change on Unbilled Jobs.
Will not update rate flags from Billing Rate/Flag Structure (from Advantage | Maintenance | Billing) when Client, Division and/or Product are changed.
Any Client/Division/Product specific related data will be removed from the Job (example: Coop Billing, Contact).
The new Client/Division/Product will use its default Account Executive. If there is not a default Account Executive, it will use the first Account Executive available.
If the Job has a Campaign assigned, the Campaign will be retained if it matches at the Client level or Client/Division level. If it doesn't match, then the Campaign will be removed.
The Office will be updated to the Office listed in Product Maintenance.
If the new Client/Division/Product have different Required Fields, after saving the new Client/Division/Product, click the Refresh button to show any new required fields.
Client Address Information - Next to the Client label, click the Client Address Information icon to view the Client's main address, division address or product address.
Created By - The USERD ID of the person who created the job along with the date it was created.
Client Reference - Enter a primary job number or a reference number for the client. This field is a 30-character text field.
If this field is used as the primary job number, some data input screens will require entry of the Client Reference field instead of the system generated job number. This field can be made as required in Agency Maintenance.
Office - If the Allow Office Code Override on jobs? field is selected on the System & E-mail Options tab of Agency Maintenance, the Office field will display. The Office entered in the Product application defaults, but may be changed. To select a different office, click the Office hyper link to display the selection list.
The Office Code can only be changed if the job has not been billed or Accounts Payable are posted to the job.
If the Allow Office Code Override on jobs? is unselected in Agency Maintenance, the Office will be defaulted from the Product selected for the job and it is not available for editing.
Sales Class - The Sales Class associated to the job helps to further define the type of work to be done for the client. The Sales Class cannot be modified once the job has been billed or Accounts Payable are posted to the job.
Campaign - Enter a Campaign to be used to link jobs together for budgeting purposes. Campaigns must first be created in the Campaign application in Production with Specific Campaign Budget selected as Campaign Type. Note that the campaigns that can be selected will be those campaigns that are defined at the Client, Division, and Product level. Those Campaigns defined at the Client or Client/Division level will not be available for selection.
Coop Billing - Enter or select the Coop Billing Code to use if the job billing needs to be allocated to more than one Client, Division, and/or Product. Coop Billing codes must first be created in the Billing Coop application located in the General Setup section of Maintenance in Advantage.
Total Job Budget - The Total Job Budget displays for information only and cannot be modified or deleted. This amount is calculated by combining the Budget amounts for all components on a job.
Rush Charges Approved - Select Yes to indicate Rush Charges are approved. If Yes is checked, RUSH will display, in Red, at the top of the Job Jacket. This option is for information only and is used for reporting.
Approved Estimate Required - Select Yes to indicate that an approved estimate is required and certain processes may be controlled as determined on the Production Options tab within Agency Maintenance. By selecting this option, it is required to have an approved Estimate in order to process Purchase Orders and Timesheets, depending on how this function is setup in Agency Maintenance.
Sales Class Format - Enter or select the Sales Class Format to use for custom reporting purposes. Sales Class Formats must first be created in the Sales Class Format application located in the Production Setup section of Maintenance.
Complexity - Enter or select the Complexity code to use for custom reporting purposes. Complexity codes must first be created in the Complexity Types application located in the Production Setup section of Maintenance.
Promotion - Enter or select the Promotion code to use for custom reporting purposes. Promotion codes must first be created in the Promotion Types application located in the Production Setup section of Maintenance.
Job Custom Fields - Job Custom fields are user defined fields that can be included within Job Jacket. Job Custom fields can be defined as a lookup or a text field. If the Job Custom is a lookup, the label will be a link to select a value from a selection list. If the Job Custom is a text field, any value, up to 40 characters can be entered. Job Custom fields will be included on the Job Order Form print.
Job Comment - Enter comments which apply to the job. Job comments may be available to print on various reports. To enter Job Comments using a popup method, click on the View Details icon. To expand the Comment box, click bottom right corner and drag to desired size. Once the Job is refreshed, the Comment box will return to default size.
Billing Comments - Enter comments which apply to billing the job. To expand the Comment box, click bottom right corner and drag to desired size. Once the Job is refreshed, the Comment box will return to default size.
Component Number - The Job Component Number is updated automatically, beginning at 1. If additional components are added, they will be numbered sequentially. The component description defaults from the job description, but may be modified.
To return to the Job Jacket Search window, click the link on the Component Number field label. The search window will automatically search using the same Office, Client, Division, Product and Job of the Component currently viewing.
Account Executive - The Account Executive entered originally on the job, but may be changed to a different Account Executive if desired.
Alert Group - The Default Alert Group is created at the Product level defaults, but may be changed to a different group for each component. This group will receive notification when Production processes are performed. Click on the drop-down arrow to change to a different Alert Group.
The system generated alerts are setup in Advantage | Maintenance | Project Management | Alert Event Settings.
Includes the following options:
Attach PDF to Alert and Email Notification.
Prompt for the Alert screen to verify that Alert should be sent and to whom.
If the Alert Group is changed to [none] and the system generated alerts option is active, the Prompt will still display but without the Alert Group selected.
Option to activate the system generated alerts is setup in Advantage | Maintenance | General | Agency - System & Alert Options Tab - Activate System Generated Alerts.
Alert Workflow - Select, from the dropdown, the an Alert Assignment Workflow to be defaulted when creating Alert Assignments for the Job/Component. This default Alert Workflow will be available in the Alert Application, Job Jacket Alerts and Project Schedule Alerts.
Contact - Enter or select the Contact by clicking on the Contact link. Contacts that were defined at any level (Client, Division, or Product) will be available for selection here. Contacts are created in the Client Contact application located in the Client Setup section of Maintenance.
Client Contacts - Click on the Client Contact icon, next to the label to view all available client contact's contact information. To add a new Client Contact, click the Add Contact button. Enter the Client Contact information and click Save. To view the contact information, click the View Details icon to display. Add Contact is available depending on User's security setup.
Job Type - Enter or select a Job Type used to categorize the job for reporting. The most useful report is the Estimate by History report that averages costs for like "job types" over time.
Sales Classes can be associated with more than one Job Type, but Job Types can only be associated with one Sales Class. If a Sales Class is associated with a Job Type, when the Sales Class in Job Jacket, the Job Types associated with the Sales Class will display in the lookup, along with Sales Classes that have not been associated with a Job Type.
Dept/Team - Enter or select a Department or Team used for sorting various reports.
Ad Number - Enter or select the Ad Number to use for reporting purposes and reference, if any. Ad Numbers can be created in the Ad Number application located in the Production Setup section of Maintenance in Advantage or added within the Ad Number popup in Webvantage.
To edit an ad number, click on the edit link. Modify the Ad Number using the Ad Number popup and click Save when completed.
To include a file of the actual ad to the Ad Number, click on the Upload a document icon. Locate the file using the Document Manager upload application and click (Upload). Photographs or other picture files uploaded here are automatically scaled to 'thumbnail' proportions and displayed with the Ad Number and are printed on various reports.
Color Code - To assign or change a color to the Ad Number, click on the Color drop-down and select the desired color. The selected color is used to represent the Ad on the Calendar and on various reports.
To add a new Ad Number, select the New Ad Number button. On the Ad Number popup, enter detail and click Save when completed. Special Characters should not be used for the Ad Number.
Show thumbnails - Select the Show thumbnails checkbox for a visual view of the file associated with the Ad Number.
Show inactive - Select the Show inactive checkbox to display in the listing inactive Ad Numbers.
Market - Enter or select the Market that identifies the market of a job, if any. Markets must first be created in the Market application located in the Production Setup section of Maintenance.
Date Opened - The date the component is created defaults to the current system date, but may be changed if necessary. Type in a new date, or click on the calendar widget to select a date.
Component Budget - Enter the approximate Budget set internally, or by the client, for this component.
Estimate - The Estimate number and Estimate Component number displays if the job is attached to an estimate. A Green check mark will display if the Estimate has been approved. Use the mouse to hover over the Green check mark to view who approved the Estimate and when.
Client PO - Enter the Client Purchase Order number if applicable.
Start Date - Enter the estimated start date of the job. Type in a new date, or click on the calendar widget to select a date.
Due Date - Enter the estimated due date of the job. Type in a new date, or click on the calendar widget to select a date.
Schedule needed - Select this check box if a Project Schedule is required for this job component.
Format - Enter a description of the job format containing up to thirty characters.
Layout Thumbnail / Comp / Rough / None - Select each check box that applies to the layout required for this component of the job.
Special - Explain - If a special layout is required, enter the explanation of the layout in the box. This field is for information only and is used for reporting.
Component Comments - Enter comments for the Component. To enter Job Component Comments using a popup method, click on the View Details icon. To expand the Comment box, click bottom right corner and drag to desired size. Once the Job is refreshed, the Comment box will return to default size.
Creative Instructions - Enter Creative Instructions for the Component. To enter Comments using a popup method, click on the View Details icon. To expand the Comment box, click bottom right corner and drag to desired size. Once the Job is refreshed, the Comment box will return to default size.
Shipping Instructions - Enter Shipping Instructions specific to the component. To enter Comments using a popup method, click on the View Details icon. To expand the Comment box, click bottom right corner and drag to desired size. Once the Job is refreshed, the Comment box will return to default size.
Blackplate 1 - If a default Blackplate was entered for the Ad Number above, it will display in this field. Otherwise, enter or select the Blackplate to use for reporting purposes and reference, if any.
Blackplate 2- If a default Blackplate was entered for the Ad Number above, it will display in this field. Otherwise, enter or select the Blackplate to use for reporting purposes and reference, if any.
Component Custom Fields - Component Custom fields are user defined fields that can be included within Job Jacket. Component Custom fields can be defined as a lookup or a text field. If the Component Custom is a lookup, the label will be a link to select a value from a selection list. If the Component Custom is a text field, any value, up to 40 characters can be entered. Component Custom fields will be included on the Job Order Form print.
Process Control - The Processing Control status determines the types of activities or transactions that can be done to the Job/Component. All new Job/Components entered default to 'All Processing'. To change the Process Control, click on the Process Control link to display the Job Processing Control options. Standard security applies. Jobs with open charges (i.e.: time entry, income only, purchase orders, accounts payable or unbilled advanced billing) cannot be Closed or Archived.
Select the new Processing Control from the available list:
All Processing - This is the Job's default process control. All Processing allows for the job to be billed and all account payable to be processed.
No Processing - Select this option when no processing should be done on the job (accounts payable, time entry, billing, income only).
Closed - Select this option when the job is not to have any processing, billing or account payable open. When the job is marked Closed, Closed will be displayed, in Red, at the top of the Job Jacket.
Archived - Select this option ONLY when archiving jobs. When the job is marked Archived, Closed will be displayed, in Red, at the top of the Job Jacket.
A/P, Time, I/O and Billing - Select this option when the job can only have the following processes completed: Accounts Payable, Timesheet entry, Income Only and Billing.
A/P, Time and Billing - Select this option when the job can only have the following processes completed: Accounts Payable, Timesheet entry and Billing.
A/P, I/O and Billing - Select this option when the job can only have the following processes completed: Accounts Payable, Income Only and Billing.
Time, I/O and Billing - Select this option when the job can only have the following processes completed: Timesheet entry, Income Only and Billing.
A/P and Billing - Select this option when the job can only have the following processes completed: Accounts Payable and Billing.
Time and Billing - Select this option when the job can only have the following processes completed: Timesheet entry and Billing.
I/O and Billing - Select this option when the job can only have the following processes completed: Income Only and Billing.
Billing Only - Select this option when the job can only have the following processes completed: Billing.
Standard security applies. The Process Control status can also be changed within the Advantage / Finance and Accounting / Job Process Ctrl application.
Is Job Component Non-Billable? - Select this option to indicate that no charges on the job should be billed to the client. This field will not display if the Hide No Bill Flag in Job Jacket field is selected on the Production Options tab in Agency. If the Job Component is marked as Non-Billable, Non-Billable will be displayed, in Red, at the top of the Job Jacket.
Service Fee - Select this option to indicate that the Job Component is a Service Fee.
If selected from the Job Jacket - it is an indicator only and be unselected / selected as needed.
If the Job is setup as a Service Fee in the Advantage | Finance and Accounting | Service Fee application, the Service Fee option is already selected and is not editable.
Fiscal Period - Enter the Fiscal Period for the job or use the hyper link to select from a listing of Fiscal Periods. This field will be required if set in the Client application in the Required Fields tab. If not set at the Client Level, the Agency Level Required Fields or Job Template Level requirements will be used.
Media Date to Bill - Manually enter the date or use the calendar widget to enter the date to bill Media.
Markup Pct. - The client markup percent defaults, but it may be overridden. Markup is applied to charges based on the Rate Structure and Settings.
Taxable? - Select Yes to indicate that the job component is taxable. If a Default Tax Code is setup in Product Maintenance, it be will defaulted but may be changed if necessary. The Tax Search List includes all active Tax Codes and the 'Default Tax Code' from Product Maintenance display '[DEFAULT]' after the description. Charges are taxed based on the Rate Structure and Settings.
The Taxable radio button must be selected (yes) in order for the Tax Code entered to be saved to the Job Jacket.
Account Number - Enter or select the Account Number to use for reporting purposes and reference. Account Numbers must first be created in the Account Number application located in the Production Setup section of Maintenance.
Media Date to Bill - The Media Date to Bill date is to determine what has been billed using the Job's Media Billing Date and the Media Order Status. The date is the week ending date. This field is associated with the Component, a Job with multiple components can each have different Media Date to Bill dates.
New Job Jackets may be opened directly in the Webvantage application. Jobs opened in Webvantage are handled the same in Advantage as those created in the Advantage Job Jacket application except that specific Job Templates can be used.
On the Module sidebar select Project Management then click on Job Jacket to open the Job Jacket search screen.
From the Job Jacket search screen select the New button and enter the following information:
Create Job Section
Template - Select the default template or select a custom saved template for new job jacket entry. The fields that display on the Job Jacket is dependent upon the template that was used to create the job. For Documentation purposes, assume all fields available were used on the template. All required fields (text input, dropdowns, calendar) will be highlighted yellow.
Office (required) - Depending on setup in Advantage | Agency Maintenance, this field may or may not be available during add new. The Office field will only be available on the Add New Job popup when Agency Maintenance is set to Allow Office Code overrides on Jobs. Enter the Office for which the job belongs, or click on the hyper link to select from a list of Offices. If the 'Search' button is used at this point, all jobs that are linked to the Office entered will display in the list.
If this field is not visible, the Office will default to the Product's Office.
Client (required) - Enter the Client code, or click the Client hyper link to select a client from the Client Lookup.
Division (required) - Enter the division code, or click the Division hyper link to select a division from the Division Lookup. The Division lookup does not require the Client to be selected first. If just a Product is selected, it will back-fill the Client.
Product (required) - Enter the product code, or click the Product hyper link to select a product from the Product Lookup. The Product lookup does not require the Client or Division to be selected first. If just a Product is selected, it will back-fill the Client and Division.
Job Desc - Enter the Job Description that will print on client invoices, estimates, and reports to describe the job.
Component Desc - The Component Description defaults from the Job description, but may be changed if necessary.
Sales Class - Enter the sales class, or click on the Sales Class hyper link to select a sales class from the Sales Class Lookup screen. The Sales Class is used to define the type of work done for the client.
The Sales Class must first be created in the Sales Class application located in the General Setup section of Maintenance in Advantage. The Sales Class Lookup should be limited to active Sales Classes designated as "Non-Media" or Null (blank). If no active Sales Classes have a type of "Non-Media," then all active sales classes will be included in the lookup regardless of their type.
If the Job Template selected has a default sales class defined, the Sales Class will pre-fill, but can be modified.
Account Exec - Enter the Account Executive, or click the Account Executive hyper link to select an Account Executive from the Account Executive Lookup screen. If the Product has a default Account Executive setup, that default Account Executive will display but can be changed. The Account Executive code is used when printing and sorting various reports (including the billing report) by Account Executive.
Campaign - Enter the Campaign code, or click on the hyper link to select from the Campaign Lookup. This field may be required depending on the Job Jacket Template setup.
Job Type - Enter the Job Type, or click the hyper link to select from the Job Type Lookup. This field may be required depending on the Job Jacket Template setup.
Create Schedule - Select this option to create a Project Schedule along with the Job Jacket. This option can be required from a setting in Webvantage | Maintenance | Project Management - Production Settings. When required, a Status must be selected prior to creating the new job.
Status - Select a Project Schedule Status when creating a Project Schedule along with the Job Jacket. This field can have a default status from Webvantage | Maintenance | Project Management - Production Settings. The default status can be overridden.
Manager - Select a Manager, from the drop-down, for the new Project Schedule. Manager is assigned in the 'Assignments' section of the Project Schedule. This field can be required based on the setting in Webvantage | Maintenance | Project Management - Production Settings.
Override Component 1 Description - Select this option to change the Component Description. If this option is unchecked, the Component Description text box is disabled. This option is only visible when Copy Job section is open.
Add To Board(s) Section
To add the new Job Jacket to one or multiple Board(s), select Board(s) from the list. Select 'Check All' to select all listed Boards.
Select the Create Job button to continue.
The new Job Jacket is displayed and a Job number has been assigned.
Continue filling out the new Job Window, as identified in Editing an Existing Job Jacket.
To create a new job by copying from an existing job enter the required information in the New Job section. Click on the Copy Job section to expand the Copy Job From filter / options.
Select a Job number to copy from, using the Client, Division, Product, Job Type, Job and / or Sales Class filters.
The Manager will display after the Job is selected. This is view only.
Closed / Archived Jobs - To display a Closed or Archived Job, check the Show Closed/Archived Jobs? check box.
Copying from a job will use the same Job Template as the Job it is copying from. The Job Template can then be changed after the Job has been created.
Once the Job number is selected, all associated Job Components will display in a grid that includes Job Type/Description, Component/Description, Component Budget and Component Budget Selected.
Sort - Each column can be sorted ascending or descending by clicking on the column header.
Filter - Enter text to search for filter by text in each column.
Modify Component Description - The Component Description can be changed prior to creating a new job using the Copy Job feature. Modify the Component's description prior to clicking the Copy Job button.
Use the Clear Copy Job button to discard selected Copy From Job selections. This does not clear the Copy Additional Information selected.
Copy additional information - Select to also copy the following information from the 'Copy From' job:
Copy Creative Brief
Copy Job Specification
Copy Destinations (Future enhancement)
Copy Job Document Associations
Copy Job Component Document Associations
Copy Project Schedule (defaulted to checked)
The following options are only available when Copy Project Schedule is checked:
Include Start Date
Include Due Date
Include Task Employee(s) (defaulted to checked)
Include Task Comment (defaulted to checked)
Include Due Date Comment
Status - Select a Project Schedule Status from the Status hyperlink. If the Copy From Job has only 1 Component, this field will pre-fill based on the Copy From Job.
Manager - Select a Project Schedule Manager from the Manager hyperlink. If the Copy From Job has only 1 Component, this field will pre-fill based on the Copy From Job.
Select the Job Components to be copied by placing a check mark in the check box. Multiple Components can be selected to be copied.
QTY - Enter the number of components to create.
Description - Enter a description for the Job Component description
When multiple Components are selected, the first Component in the listing, will use the Component Description from the textbox of the new Job information entered above in the Copy section.
All other Components will be copied using the Component Description of the 'Copy From' Component.
Component Budget - Enter a dollar amount for the Job Component Budget.
Create multiple Job Components
To create multiple Components, enter the number of copies to make in the text box (right of the checkbox).
When done, click on the Copy Job button to create the new component.
The new Job will be created. Newly created Job Component budgets will be added to the new Job's budget.
If the Alert Group is no longer active, the Default Alert Group from Product Maintenance will be used.
By default, all fields are copied from the source Job and Job Component(s) to the new Job and Job Component(s) except for the following:
Job Level |
Creative Brief |
Project Schedule |
Campaign (if not valid for new Job) |
Approved Status |
Completed Date |
Client Reference |
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Service Fee Type |
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Job Component Level |
Alert Workflow |
Client PO |
Contact (if valid for new Job Component) |
Due Date (unless the Include Schedule Dates option is selected) |
Is Job Component Non-Billable? flag |
Markup |
Process Control |
Start Date (unless the Include Schedule Dates option is selected) - If not selected, the Date Opened for the Project Schedule defaults to the current system date |
Tax Code |
Taxable? flag |
It may be necessary to add additional components to a Job Jacket. This can be done easily from the Webvantage Job Jacket application. To add a new component to an existing Job Jacket, first open the Job Jacket following the steps explained above.
The maximum number of components allowed for a Job is 999.
Select the New Component button to open the New Job Component screen. The Client, Division, Project and Job information automatically pre-filled and it is not editable.
Template - Select the default template or selected a custom saved template for the new job component. The fields that display on the Job Jacket / Component are dependent upon the template selected.
Client / Division / Product - Display only.
Component Description - Enter a description for the new component.
Sales Class - Display only.
Account Executive - Enter the Account Executive, or click the Account Exec hyper link to select an Account Executive from the lookup. If the Product has a default Account Executive setup, that default Account Executive will display but can be changed. The Account Executive code is used when printing and sorting various reports.
Override First Component Description - When checked, the 1st 'new' Job Component will use the Component Description from the first Copy From Job Component while the remaining 'new' Job Component(s) will use the Component Description entered above.
When unchecked, all 'new Job Components will use the Component Description entered above.
Create Schedule - Select this option to create a Project Schedule along with the new Job Jacket Component. This option can be required from a setting in Webvantage | Maintenance | Project Maintenance - Production Settings.
Add To Board(s) Section
To add the new Job Component to one or multiple Board(s), select Board(s) from the list. Select 'Check All' to select all listed Boards.
When completed, click the Create Component button. To cancel adding a new component, click the Cancel button.
To create a new Job Component by copying an existing Job Component, click the Copy Job Component section to display the Copy Source section on the New Job Component screen. Copying from a job will use the same Job Template as the Job it is copying from. The Job Template can then be changed after the Job has been created.
The current Job will be pre-filled and displays all associated Job Components. To change to a different Job number, select from the Client, Division, Product and or Job Type filters.
Closed / Archived Job Components - To display a Closed or Archived Job, check the Show Closed/Archived Jobs? check box. All required fields in the New Job section must be completed.
Once the Job number is selected, all associated Job Components will display in a grid that includes Job Type/Description, Component/Description, Component Budget and Component Budget Selected.
The following Budget information is displayed:
Current Job Budget - Budget amount from the Copy From Job.
Selected Job Budget - Calculated total based on selected Job Components and the Current Job Budget. This value will automatically update based on Job Components selected.
Use the Clear Copy Job button to discard selected Copy From Job selections.
Copy additional information - Select to also copy the following information from the 'Copy From' job:
Copy Creative Brief
Copy Job Specification
Copy Destinations (Future enhancement)
Copy Job Document Associations
Copy Job Component Document Associations
Copy Project Schedule (defaulted to checked)
The following options are only available when Copy Project Schedule is checked:
Include Start Date
Include Due Date
Include Task Employee(s) (defaulted to checked)
Include Task Comment (defaulted to checked)
Include Due Date Comment
Status - Select a Project Schedule Status from the Status hyperlink. If the Copy From Job has only 1 Component, this field will pre-fill based on the Copy From Job.
Manager - Select a Project Schedule Manager from the Manager hyperlink. If the Copy From Job has only 1 Component, this field will pre-fill based on the Copy From Job.
All Job Components for the select Job will be displayed.
Sort - Each column can be sorted ascending or descending by clicking on the column header.
Filter - Enter text to search for filter by text in each column.
Select the Job Components to be copied by placing a check mark in the check box. Multiple Components can be selected to be copied. New Component descriptions are dependent on the Override First Component Description option selected above in the New Job Component section.
Create multiple Job Components
QTY - To create multiple Components, enter the number of copies to make in the Qty text box (right of the checkbox).
Description - Enter a description for the Job Component description
When multiple Components are selected, the first Component in the listing, will use the Component Description from the textbox of the new Job information entered above in the Copy section.
All other Components will be copied using the Component Description of the 'Copy From' Component.
Component Budget - Enter a dollar amount for the Job Component Budget.
When done, click on the Copy Components button to create the new component.
The new job component will be created. Newly created Job Component budgets will be added to the existing Job's budget.
By default, all fields are copied from the source Job Component(s) to the new Job Component(s) except for the following:
Job Component Level |
Alert Workflow |
Client PO |
Contact (if valid for new Job Component) |
Due Date (unless the Include Schedule Dates option is selected) |
Is Job Component Non-Billable? flag |
Markup |
Process Control |
Start Date (unless the Include Schedule Dates option is selected) - If not selected, the Date Opened for the Project Schedule defaults to the current system date |
Tax Code |
Taxable? flag |
To save the data, click the Save button. If the Job Jacket does not have all of the required fields entered, user will not be able to access any of the Job related applications from within the PMD.
If setup to receive automatic Alert notification, an alert will be generated if an Alert Group is assigned to the job component.
There are many options available for generating the Job Jacket Print.
The ability to print and send the application report is available by using the buttons on the Print Job toolbar, Action Button and from the Unity Menu (right clicking on the application):
Print - Creates the report by using the established default settings by user / saved options from the Print Options. Once selected, the report will be downloaded.
Send Alert - Displays the New Alert popup for completion. The alert will include the attachment.
Send Assignment - Displays the New Assignment popup for completion. The assignment will include the attachment.
Send Email - Displays the New Email popup for completion. The email will include the attachment (based on agency settings).
Print/Send Options - Displays the Print options where various formats, location, print options can be selected and saved. User can print the report or opt to send an alert or email. To save the options selected, click the Save button. The next time the Print is accessed, the selected print options will be the same.
See below for various options available for printing from Print Settings:
The Standard Job Order Form is the only available format to use when printing Job Order Forms through Webvantage.
Job to Print - The Job Number, Component Number, and Client, Division, and Product of the job that is selected to be printed will display.
Location - Select the Location ID, if any, to use to print custom information in the header of the report. The location must first be set up in the Location Maintenance application in the General Setup section of Maintenance.
If a Location has been deleted that was saved as a default location for reports or orders, a new location will have to be selected prior to printing. Failure to do this will result in the Company Logo and address not appearing on the printed material.
Report Format - Select the Report Format to be printed. The Print Settings available will vary depending on the Report Format selected.
001 - Standard Job Order Form - Select to generate the standard Job Order Form Report. All print options are available for selection.
002 - Job Order with Budget Total - Select to generate the Job Order Form that will combine information from Client Brief, Project Schedule (Milestone Tasks only) and Estimate amounts (Estimates must be 'Client Approved') - Agency Fees.
003 - Job Order with Budget by Type - Select to generate the Job Order Form that will combine information from Client Brief, Project Schedule (Milestone Tasks only) and Estimate amounts (Estimates must be 'Client Approved'), that breaks out the budget by type - Agency Fees and Expenses.
When Report Formats 002 and 003 are selected, all print options are disabled with the exception of the Report Title Placement.
Signature Format - Select the Signature Format to be included on the Report. *The Signature Format is only available for Report Formats 002 and 003.
001 - Client Approval - Includes a signature line for Client.
002 - Agency Approval - Includes a signature line for Agency.
003 - Agency/Client Approval - Includes a signature line for the Client and Agency.
004 - None - No signature line generated.
Output Format - Select the format in which the Job Order Form should print. Available options are PDF, Excel, Text or Rich Text.
Report Title - Enter a report title for the Job Order Form. *This Report Title is only available for Report Formats 002 and 003.
Use Printed Date / Date - Select the option to print the report with the actual Job date by placing a check in the checkbox. To print the report using the current system date or another date, leave the User Printed Date unchecked and insert the desired date or select a date from the calendar lookup. *The Use Printed Date / Date option is only available for Report Formats 002 and 003.
The entries made here will define how the report looks and what is printed.
Report Title Placement - Select the way the title should be placed on the report. Select Left if the report title should be left justified on the report, select Right if the title should be right justified on the report, or select Center if the report title should be centered.
Job Order Form - Select the box to the left of Job Order Form to print this report.
Omit Empty Fields - Check this box if fields that do not have any data in them should be left off the report. To include fields even if they are blank, uncheck this box. The field applies only to the Job Order Form.
Traffic Assignments (Include on Job Order Form) - To include Traffic Assignments on the Job Order Form, check this box.
Section Title - Enter the name of the Traffic Assignments section.
Traffic Schedule (Include on Job Order Form)- To include the Traffic Schedule on the Job Order form, check this box.
Section Title - Enter the name of the Traffic Schedule section.
Check the boxes corresponding to the following data that should display on the report.
Schedule Comments - Displays header level comments from the Project Schedule.
Due Date Only - Displays the Due Date for the task.
Milestone Only - Displays only the tasks marked as Milestones on the report.
Title - If Milestone Only is selected to print on the report, enter the title of the Milestone section in the space provided.
Employee Assignments - Displays the employee(s) assigned to the task. Multiple employees will be separated by a comma.
Creative Brief - To include the Creative Brief on the Job Order form, check this box.
Omit Empty Fields - Check this box if fields that do not have any data in them should be left off the report. To include fields even if they are blank, uncheck this box. The field applies only to the Job Order Form.
Approved Only - Check this box to print Approved Creative Briefs.
Report Title - Enter the name of the Creative Brief print.
Job Specification - Check the Print Job Specifications check box to include in the Job Order print. Check the boxes corresponding to the following data that should display on the report.
Omit Empty Fields - Check this box if fields that do not have any data in them should be left off the report. To include fields even if they are blank, uncheck this box. The field applies only to the Job Order Form.
Approved Only - Check this box to print Approved Job Specifications.
Include Vendor Section
Include Media Specifications
Report Title - Enter the name of the Job Specification print.
Job Versions - Select the Version checkbox to include Job Versions print.
Omit Empty Fields - Check this box if fields that do not have any data in them should be left off the report. To include fields even if they are blank, uncheck this box. The field applies only to the Job Order Form.
To save the settings just enter so they are available the next time this User logs on, click the Save buttons.
After all the selections are made, click the Print button. The Job Order Form will be generated in a PDF format immediately. Choose to Print or Save the PDF. Once the file is opened, choose Print to print the Job Order Form.
The ability to send the Job Order Form with attached as a .PDF file is available by using the buttons on the Action Button or from the Unity Menu (right clicking on the application):
Select the send method:
Alert (Alert icon) - Select the Recipients using the Select Recipients button or by selecting the Notify Alert Group option. Select the Category and Priority and enter a Due Date and Time Due, if applicable. Modify the subject and/or enter a message. Additional documents may be attached by using the Attachment/Link option.
The Assigned Employee Alert Group consists of the following employees that are related to the Job/Component: Account Executive, all Employees listed as a member of Project Schedule team (in the Assignment section of the Project Schedule) and all Employees assigned to a task within the Project Schedule.
Assignment (Assignment icon) - Recipients are selected based on a user-defined workflow and the state of the assignment. Select CC Recipients, Category, Priority, Due Date/Time, Subject and Description.
Email (Email icon) - Select Email Recipients by using the To, Cc, Bcc link to access the Recipients selection or by manually entering the email address. If multiple recipients, separated each email address by a comma. Select the Priority, modify the subject and enter a message/description. Additional documents may be attached by using the Attachment/Link option. When finished, click the Send new alert or email button.
Click here to view detailed information regarding Alerts and Assignments.
When completed, to send the Email, Alert or Alert Assignment, click the Save button. To reset the New Alert entry, click the Clear button. To exit without sending the Email, Alert or Alert Assignment, click the Cancel button.
To save the Alert or Assignment as a draft, to be sent later, click the Save Draft button. The Alert or Assignment will be saved in the Desktop | Assignments & Alerts Manager application - in the Drafts folder.
To view changes made to the job, click on the Refresh button.
An open Job Jacket can be closed clicking the X on the top right corner of the application.
Security and Setup