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Importing Logos Tech Note

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Insertion order preferences help you automate the creation of insertion orders

Basic information that’s generally applied to all insertion orders, such as a standard disclaimer, can be set in Preferences. This information is then copied automatically to every new insertion order. Since these essential details appear automatically, your users only have to enter specific information about what they’re ordering, which saves time.

Usually, a manager sets up the preferences for everyone. However, insertion order preferences can be customized for each user; people who mostly order newspaper space, for example, can have different preferences than people who order magazine space.

The print copies for setting automatically prints separate copies of an insertion order for up to five different names (or locations, such as Job Jacket). The labels for up to five user-defined fields can be preset (e.g., Size, Position, and other specifications). A standard disclaimer can be included, which can be used to state your rights and limitations as the agency. The auto-numbering option lets you number IOs when added, or when saved. The option to copy these settings to all users makes sure that all users have these same preferences.

Although these preferences are copied to new insertion orders, users can freely change or remove them. Changing these details on a insertion order doesn’t affect your preferences

Insertion order preferences and media buying

There are two ways to create insertion orders: one, adding the insertion order yourself from the Media > Insertion/Broadcast/Interactive/Outdoor Orders window; or, making insertion orders automatically from the media plan (or media estimate).

Regardless of how you create insertion orders, Clients & Profits uses the insertion order preferences to automate the process. For example, new insertion orders are numbered automatically based on the numbering method you chose in Preferences. And the default disclaimer, approval names, distribution copies, and graphic logo are all copied to new insertions automatically.

Of course you can change the insertion order’s details, such as the disclaimer, to customize an insertion for a particular order. But the insertion order preferences, if used well, save data-entry time and make your orders more consistent.

To change your insertion order preferences

1 Choose Clients & Profits X > Preferences (Mac) or Setup > Preferences (Windows), then choose Insertion Orders from the list on the left.

The Insertion Orders preferences window opens.

2 Make your changes to the insertion order preferences.

If you want everyone to use these preferences, select the option to copy these settings to all users. When these changes are saved, they will be copied automatically to all other users. To prevent record-locking, it’s best to copy these preferences when no one is using Clients & Profits X.

3 When you are finished, simply close the window and the changes you've made will be saved.

Adding a graphic logo to insertion orders

This logo appears at the top left side of the printed insertion order. Any saved PNG file can be copied from a graphics program, then pasted into the preferences window. The graphic file can be black-and-white or color.

These step-by-step instructions apply to both the Mac and Windows versions of Photoshop and Clients & Profits X. While these instructions refer to Photoshop, nearly any graphic program will work in the same way.

First, start Photoshop and open your logo file. Then start Clients & Profits X and open your database. Once you've entered your initials and password into Clients & Profits X, switch back to Photoshop.

1 Once Photoshop has started, open the graphic file containing your logo.

2 Modify the logo so that it has an image size of 795 pixels wide by 300 pixels high. If your logo's width or height does not meet either of these dimensions, choose Image > Canvas Size to add the necessary white space required to bring the graphic to the required size.

All logos will vary in size, but none can exceed 795 X 300 pixels, otherwise they will be immediately scaled to fit these dimensions on the printed estimate, invoice, etc. In some cases, you may want to decrease the size of your logo in order for the entire image to fit inside of the logo fields in Clients & Profits X.

The logo won't be centered by Clients & Profits; instead, the logo is placed in the top-left corner. If your agency logo is square in shape, you must make sure that the height does not exceed 1". Then, add additional white space to your logo to bring the total width to 2.65".

3 Choose Select > All to select the entire graphic file.

4 Choose Edit > Copy to copy this selection to the computer's Clipboard.

5 Switch from Photoshop to Clients & Profits X.

6 Once in Clients & Profits X, choose Setup > Preferences (Windows) or Clients & Profits X > Preferences (Mac) then select an options area from the list on the left (insertion orders, Invoice Options, Estimate Options, etc.).

The selected preference options window opens, displaying your preferences including any existing logo.

7 With your mouse, click inside the logo field, then choose Edit > Paste.

The logo graphic should appear. In some cases, it may appear bitmapped on the screen, but will print in 300 dpi quality on the printed forms.

8 When you are finished, simply close the window and the changes you've made will be saved.

The same logo can be pasted into the database's Broadcast Order preferences, Estimate options, Insertion Order preferences, Interactive Order preferences, Invoice options, Outdoor Order options, and Purchase Order options by repeating steps 4-6. To paste a different logo into a preferences window, repeat steps 1-6.

Pasting From File

You can also paste your saved PNG file directly into the program.

1. Choose Clients & Profits X > Preferences (Mac) or Setup > Preferences (Windows)

2. The Preferences dialog box will open. In the left-hand preferences list, choose the options area you wish to paste your logo into.

3. Click inside of the logo field, then choose Edit > Paste From File.

4. You will be prompted to locate the logo file you wish to paste into the program. Once you've located the file, select it and click Open.

5. Your logo should appear in the logo field.

Your logo will be saved to Preferences when the window is closed.

Learn the proper steps required to prepare and paste your agency logo in this Clients & Profits classroom video training session.
Running time: 5:32

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