Security and Setup
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Job Specifications can be added to each component of a job, and be assigned different specification types. A single component may have multiple versions of job specifications, as well as multiple revisions to each version. Specifications cannot be entered until the job component is saved.
Five standard Job Specification templates are provided, which may be modified to individual agency needs. Custom Job Specifications templates may also be added using Advantage Maintenance.
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 is available to send Alerts, Assignments, Emails, select Print Options and Print.
Click here to view additional information on the Project Management Dashboard (PMD).
To create a Job Specification, use the Job Jacket Search screen to locate and display the job and component. From the PMD, select the Specifications link to display the Job Specification screen. Select a Template from the search list that includes the standard Job Specification types as well as any Custom Job Specification template that have been added.
After selecting a Job Specification template, click on Save. The following are the Standard Job Specification templates available.
Audio / Visual |
Broadcast |
Collateral |
Out of Home |
Publication |
To copy from an existing Job Specification, click on the Copy button. On the Copy New Job Specification popup, select the Client/Division/Product or Job/Component to be copied, by clicking on the applicable links. Once the correct Job/Component to be copied is displayed, click the Save button.
To exit without adding a new job specification, click the Cancel button.
The first time a Job Specification is added to a Job/Component, the Version number defaults to 1, and the Revision number defaults to 0.
Complete the Required fields, highlighted in yellow, and any non-required fields and click Save. Memo information can be entered using a Text popup, complete with Spell Check, by clicking on the Memo Field label (link).
When Job Specification is accessed from the Job Jacket, the PMD (Project Management Dashboard) will be available.
If the Job Specification template allows entry of Quantity Amounts, select the Add Row button from the tool bar or the Add from within the Quantity section. From the Add New Rows popup, select Quantity and input the Quantity amount and click on Save.
Quantity
is the estimated number of items to be created and used in an Estimate.
At this time, this field is for information only. Multiple Quantity amounts
may be entered to create multiple estimates based on the Job Specification.
Adding the Estimate functionality from
Job Specification will be added at a future date.
To save, click on the Save button. To exit without saving, click on the Cancel button.
To delete a Quantity from the Job Specification, click on the delete checkbox in front of the Quantity column and then click on the Delete Row button from the tool bar or the X Delete from within the Quantity section. This action will automatically save the change to the Job Specification, clicking on Save is not necessary.
If the Job Specification template allows the entry of Vendors, select the Add Rows button from the tool bar and select Vendor from the Add New Rows popup, or click on the Add from within the Vendor section.
Vendor (Required) - Enter the Vendor code, or click the Vendor hyper link to select a vendor from the Vendor Lookup screen.
Media Information (icon) - To display the Media Information for the vendor, click on the Media Information icon. The Media Information displays the Circulation, Cycles, Issues, Publishing Frequency and Editions for the selected Vendor.
The ability to copy/paste information from the Media Information to the Vendor is available by right clicking on the mouse. The drag/drop option is also available.
Media Delivery Information (icon) - To display the Media Delivery Information for the vendor, click on the Media Delivery Information icon. The Media Delivery Information displays the Shipping Address, General Information, Accepted Media type, E-File Information, Preferred Material and the FTP User Name/Password/Directory.
The ability to copy/paste information from the Media Delivery Information to the Vendor is available by right clicking on the mouse. The drag/drop option is also available.
To automatically load Media Delivery, click on the Insert Defaults button. The Shipping Comments field will be populated with the General Info information from the Media Delivery Information popup.
Media Specifications (icon) - To display the Media Specifications for the vendor, click on the Media Specifications icon. The Media Specifications information includes the Ad Size with the corresponding, user defined, data.
The ability to copy/paste information from the Media Specifications to the Vendor is available by right clicking on the mouse. The drag/drop option is also available.
Ad Size - Enter the Ad Size code, or click the Ad Size hyper link to select an Ad Size from the Ad Size Lookup screen. If the selected Ad Size's fields match EXACTLY with the fields on the Add Vendor popup, then the Ad Size detail will automatically populate for that vendor.
If an Ad Size has already been selected, the Media Specifications popup will only display the selected Ad Size information. If no Ad Size has been selected, all Ad Size information will display.
The Vendor's Ad Size information is maintained in Advantage, Maintenance, General Setup, Vendor application. The field labels for Ad Size are maintained in Advantage, Maintenance, Media Setup, Media Specs application.
To save, click on the Save button. To exit without saving, click the Cancel button.
To view a vendor's information in a 'form' view format, click the Search / Find within the Vendor section.
To delete a Vendor from the Job Specification, click the delete checkbox in front of the Vendor column and then click on the Delete Row Delete Row button from the tool bar or the X from within the Vendor section. This action will automatically save the change to the Job Specification, clicking on Save is not necessary.
To mark a particular version / revision of the Job Specification as approved, click the Approve button in the tool bar. In the Approve Version entry screen, input the required information and click Save.
The Approved Version link indicates that it has been approved on the Job Specification screen and the Approve button has been changed to Unapprove.
Only a single Job Specification version may be approved at a time.
To Unapprove the version, select the Unapprove button. This will automatically delete the approval without a warning message. A Delete Approval message at the top left corner indicating that the Approval has been deleted.
There are 2 options to Add a New version:
1) Select the New Version button from the tool bar
2) Use the dropdown option from the Version number dropdown. Once selected, it will increase the latest Version number by 1 and indicate that the new version has been created.
There are 2 options to Copy all information from an existing version to generate a new version:
1) select the Copy Version button from the tool bar
2) Use the dropdown option from the Version number dropdown. This will automatically generate a new version, increasing the latest version number by 1, and includes all the information that was entered from the previous version.
There are 2 options to create a New Revision:
1) Select the Copy Revision button from the tool bar
2) Use the dropdown option from the Revision number dropdown. Input the required Reason and Authorized by information into the Copy Revision popup and click Save. Once the Revision is saved, the Revision number is increased by 1 and the Revision is displayed.
To Delete a Version select the Red X by the Version number. If the Version is currently approved you must first Unapprove the Version. Once you select the Red X, you will receive a message requesting confirmation of Version deletion.
To Delete a Revision select the Red X by the revision number. Once you select the Red X, a message requesting confirmation of the Revision deletion will display.
To modify a Job Specification, locate the Job using Job Jacket Search and click the Job Specification within the PMD. Input changes and click Save.
To save click the Save button. An alert will be generated if an e-mail group is assigned to the job component.
There are many options available for generating the Job Specification Print.
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, the 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.
On the Job Specification screen, select:
Location ID - Select the Location ID from the drop down to include in the header of the report. To not print any location information select None from the drop down.
Output Format - Select from the Format drop down the format that the report is to display. Available options are PDF, Excel, Text and Rich Text.
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.
Report Title Placement - Select where the title should be placed on the Creative Brief print. 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.
Report Title - Input a custom title for the report.
To print the Job Specification report, click the Print button. A File Download dialog box will appear.
The ability to send the Job Specification 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.
The option to check the spelling of all entered data is available by clicking the Spell Check button. After changes have been made, click the click the Save button.
The Refresh button is used to clear any input prior to saving. By using the Refresh button it will return the Job Specification to the last saved version.
To exit Job Specifications and return to the Job Jacket, click the X on the top right corner of the application.
Security and Setup