Customized Software for Ad & Creative Agencies

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1 Customized Software for Ad & Creative Agencies We hope you enjoy the sampling of screenshots derived from software we ve created for numerous ad agencies. We don t sell a boxed product. Each system we create for our clients is driven by their exact specifications and internal processes. Too often, agencies change their creative flow and processes to fit technology. We believe it should be the other way around. With this in mind, the following screenshots are taken from several different systems and are examples of what other firms in the industry have chosen to do with us. Although portions of your needs may be similar, we have yet to come across two agencies that work in exactly the same way. The software we build for you will reflect this uniqueness. Enjoy! The hind-smith.com team G l e n f i e l d R o a d, O a k v i l l e, O N L 6 M 3 S 6 T e l : F a x : w w w. h i n d - s m i t h. c o m / i n f h i n d - s m i t h. c o m

2 Login Screen Although straightforward, logging onto a system is a crucial function. Management may not want a designer to see financial information related to a job. When a designer logs in with their name and password, the system will only allow them to see and edit information that they need if that s the manager s choice. This is not only critical for security, but also cuts down on screen clutter making training intuitive and efficient. By only showing staff the information and screens that they need, a complex application seems less intimidating when introduced to staff.

3 Main Menu A typical main menu changes from client to client. In this example, we have a series of buttons with the Contact Management option highlighted. These menu buttons can change depending on login. A manager may want to see all these buttons, while the sales department may need fewer. On the right of the screen is a section called My Bookmarks. We created this feature so that any record in the system be it a docket, contact, or letter be bookmarked by an individual. When they log into the system, they can see the items they have personally bookmarked, click on it, and be taken directly to the item. At the bottom of the screen we have a place for My approval requests. Our client had management approve all proposals and estimates; people logging in could see the status of the proposal/estimate they had created. Other clients have wanted timesheet entry on the main menu, the choice is up to you.

4 Companies and Contact Management Every firm needs to track the companies and individuals they deal with. These can be prospects, customers, suppliers, and staff. We build contact management modules so that this information is entered a single time and is subsequently available throughout the entire system. As an example, a sale person enters all the information for a prospect. This prospect becomes a customer and a docket is opened for the relevant project. The production manager doesn t have to rekey the information; it is simply pulled from the contact management module and connected with the docket. In this example, our client wanted to be able to go to a customer record, and view all graphics that were associated with this client. (Under the Graphic Inventory tab). All letters and s sent can be tracked so that a complete history of this client is easily available.

5 Document Storage In this example we are storing a document in a contact record. (The document is Sample02.rtf ). One of the most powerful features in the applications we create is the ability to store and index any document anywhere in the system. This means that you can attach graphics within a docket and have them viewable and savable by anyone else using the application. You can store graphic images, PDFs, Word documents, and any type of electronic file.

6 Estimate Here s a simple example of an estimate. Estimation modules can be complex, with background tables and price lookups driving the process, or more straightforward like the one above. We think there are a few key elements that make a good estimation module: Allow multiple revisions of estimates and retain the history. Create these revisions with minimal rekeying of information. Allow an estimate to easily be turned into a docket with the push of a button so that the client and project information flows into the docket and is connected to the originating estimate.

7 Printing, ing, and Faxing Estimates Estimates are only useful if you can transmit them to the client! Our systems allow you to easily print, , or fax estimates (or any document for that matter) to your clients. The format of the estimate is up to you and can automatically change if being printed out on company letterhead or being PDF d and ed on electronic letterhead.

8 Dockets The components that make up each client s docket module varies widely. In this example, you can see the various tabs that made up this particular system. (Details, Creative Brief, Critical Path etc). Typically we place the header information about the docket at the top of the screen. The name of the docket, who the main contact is, etc. The various tabs are then used to place more specific information about the project, accessible from a single screen. In this example the Critical Brief path is highlighted, with some of the information filled out. The next page will show you a different system so you can see another client s approach.

9 Dockets Here s another example of a docket layout. Like the previous example the header information is contained within the top of the screen, but is different to suit this particular agency. Note that the tabs are also different, from the previous example. They were of course created to fit exactly what this organization needed for their system.

10 Graphic Inventory Our software allows you to store any type of image file, and connect it to a client, docket, or anything you d like. By describing the contents of each image, you can search for them long after a project has finished and you ve forgotten the name of the graphic file.

11 Simple Data Entry It s important that our software allows people to do their job and spend the minimum time filling out docket sheets and other data entry tasks. That s why we fill our software with as many popup calendars, pick lists, checkboxes, and radio buttons so that information can be selected and entered quickly.

12 Timesheets Our clients vary widely in their handling of timesheets. Some take a relaxed approach to logging staff time, others require a very structured approach in associating staff time with a particular project. Designers often work on multiple projects at the same time, or at least move back and forth on projects frequently. We can suggest many ways to make the challenge of time sheets fit with your particular organization s needs.

13 Reports The logging of contacts, dockets, estimates, invoices, and timesheets is only partially useful unless there is an easy way to summarize the reams of information into easily viewed reports. We work with our clients to define their reporting needs and then build easy to use interfaces so that reports can be generated quickly.

14 Sample Report An example of a straightforward report.

15 Extending to the Web A powerful option is to extend the information contained within the database to the web. Any information in the system can be made accessible to your clients, suppliers, or staff. In the above example, we built a client portal so that this agencies customer s could view portions of their dockets in progress.