The Vault Online Marketing System User Guide

Transcription

1 The Vault Online Marketing System User Guide

2 Contents 1. Overview and what the Software can do 2. How to personalise a template 3. Feedback 4. FAQs 5. Work Flow Diagram 2

3 1. Overview The Vault is a managed marketing system that is accessed via the internet. It will enable the user to choose from a variety of pre-approved marketing templates, localise where needed and submit to the Marketing team for final approval. A customized automated online solution will create more efficient turnaround times, giving staff greater autonomy around standard marketing requests. It will also ensure consistent executions and a high standard of brand management. We re currently working on the implementation of a more intuitive and automated version. This version will automatically recognise staff details when logged into the Westpac network and will feed from data sources, removing much of the manual entry from the current version. What the System will do: Staff with a user name and password can log into the system and personalise our most common retail and business marketing material i.e. flyers, seminar invitations, in-branch posters etc. The Vault will be updated regularly with standard marketing templates based on high demand. What the system won t do: Replace the current briefing process for large campaigns i.e. new product offers/initiatives, local events, branch openings etc. Create less common material formats i.e. branch advertorials, radio, billboards, competitions etc. 3

4 2. How to Personalise a Template Step by step instructions to get you started: Website: Enter your user name and password. 1. Temporarily allow pop-ups if prompted 2. Click on a template i.e. MMM Profile A5 flyer. Fields requiring input will show on the left hand side of your screen. If you re unsure of the content required in each field, click the T icon above the field. The content required will be highlighted in the template artwork on the right hand side of your screen. 3. Insert Managers name i.e. Kathryn Lee 4. Insert Area i.e. Auckland 5. Insert phone number i.e Insert mobile number i.e Insert a photo by clicking on the green +. Click on Mobile Mortgage Managers folder and scroll through to locate required photo, or enter your name in the search field at the top of the page. Select the photo by clicking on your name. To edit the photo click on the yellow pencil, make any required layout changes, select Save to save changes made or select Close if you do not wish to save any changes you have made to the picture. 8. Click Update amended artwork with fields will now show on your screen. 9. Check all updates are correct - if necessary you can amend a field and hit update again. 10. When all changes are correct, click Save. 11. Complete all mandatory fields in the Print Request form. 12. Click Submit for approval located on top left hand tool bar. 13. Message will appear Are you sure you wish to save this order for approval? Click OK. 14. Select Preview on top left hand tool bar (please wait a few moments for artwork to appear). Close the preview tab. 15. Click on Templates icon on top left hand tool bar to choose another template. Should you experience any technical difficulties, please contact: Rocky Blythe at vault@99.co.nz or call or Kathryn Lee at kathryn_lee@westpac.co.nz or call

5 3. Feedback We welcome any feedback you have around navigating the software, and any suggestions to make it more user friendly. Please the Local Area Marketing or Business Marketing teams directly: Local Area Marketing Business Marketing 5

6 4. Frequently Asked Questions Q. What do I do if I forget my User Name or Password? A. On the Login page there is a Forgotten Password button, click this and enter your username in the area provided. An will automatically be sent to your address that is recorded within the system. Otherwise use the Contact Administrator button and send an directly to the System Administrator. Q. Who do I contact if my username and password isn t working or for other technical issues with the system? A. On the Login page there is a Contact Administrator button, click this and write the issue you are having in the and hit send. This will be sent directly to the system administrator who will be able to look into your issue and respond. Q. Can I give my log-in and password details to a colleague? A. No. Only staff who have been allocated a username and password are permitted to use The Vault, as per our Data Compliance Agreement. Q. Can I request specific templates to be available? A. We welcome any suggestions for templates that you would find useful, however we cannot guarantee these will be accepted. Additional templates will be assessed based on usage/demand, current business priorities and staff feedback. Q. Can I print the artwork once I ve made changes? A. Yes, however please note a draft watermark will appear if you require a soft copy of the artwork please contact the Local Area Marketing or Business Marketing teams. Q. What s the approval process? A. Once you submit the order form, the artwork is automatically sent to the Marketing team for approval. Once approved, your order is then sent to the Print team. Please refer to the approval work flow diagram on page 8 of this Guide. Q. How do I check the status once I ve sent my order for approval? A. Log into The Vault and click on the Ads tab. This will take you to the Active Order List, the far right column marked Status will give you a real time account of where your order is at until the job leaves the system and goes to Print. 6

7 5. Work Flow Diagram 7