Cobblestone Press Virtual Office User s Guide

Transcription

1 Cobblestone Press Virtual Office User s Guide Cobblestone Press provides a virtual office for project management purposes. Each manuscript contracted by Cobblestone Press is considered a project with tasks corresponding to the processes performed by members of the Editing and Art Departments. The Virtual Office (VO) is provided as an online website to all Cobblestone Press editors and artists at To gain access to the VO, a user name and password provided to you by the publisher is required. This guide is a basic how-to manual that outlines the specific tasks for editors and artists as part of the project management process.

2 Table of Contents Log In... 3 Contact Information... 4 Admin Files... 4 Blog... 4 Calendar... 4 Your Profile & Password... 4 For Editors... 6 For Artists... 9

3 Log In To log in: 1. Open your browser, and navigate to 2. Enter your user name and password. Note: You can change your password after you sign in by editing your profile. The Cobblestone Press Virtual Office will open to Current Projects, but other areas are also available to you. If you have been given a CP account, you will have access to it as well via the button. If you want to view the company s online store, you can go to that website via the Elephant Logo button.

4 Contact Information The Contact Information section is where contact information is located for administrative personnel, including the Publisher, the Publication Administrator, and the Editorial Director. Admin Files such as: Blog The Admin Files section of the VO is where all administrative forms are located, Contact Information form Payment Information form The company s Style Guide The company s VO User s Guide The Blog is exactly what it claims to be a blog to which you can post comments or remarks. This is not to be used for vital correspondence between you and your supervisor or issues related to specific projects. Calendar The Calendar is made available to anyone wanting to add an event, whether that is a vacation/time-off schedule or a birthday. You can add your own, or check the calendar for data others might ve posted. Your Profile & Password You can change your password by editing your profile, which is located in the main menu (top right corner).

5 Your profile is also where you must go to ensure your address is correct. All notifications for task assignments are sent according to the address provided in each assigned user s profile, so keeping this information up to date is crucial.

6 For Editors The editing tasks you are assigned will appear as part of your projects on the Current Projects page. To view your tasks for a project: The following image is an example of a project entitled Enchanted After Dark. Note: Each Projects page has descriptive information on the project followed by five tabs, but the two most important are To-do List and Messages. 3. Click the To-do List tab. 4. Scroll to the Editor tasks. The following image is an example of an editor s tasks. When an editor is assigned to a task, his or her name will appear next to that task, and the VO will send notification to the editor via the address provided in the editor s profile. Any deadline assigned to the task will also appear next to the task. Note: Please do NOT click Add a to-do link. This is a function reserved for Admin personnel.

7 To download manuscripts for a project: 3. Click the Files tab. 4. Select the Download link for the manuscript file you are assigned to edit. 5. Choose where you want to save the file. To upload the final manuscript for a project: 3. Click the Messages tab. 4. Click Add New. 5. Enter the message title, using the following format: FINAL-TitleOfBook. 6. Enter a brief message, as needed. 7. Click the Select Files link to choose the file from your computer that you want to upload. 8. Select the checkboxes for both Deanna and Leanne. This is important! We need to receive notification that your manuscript is ready for final processing before publication. Note: Please do not click the Select All link, as this will notify everyone working

8 on the project, which is not necessary. 9. Click Add Message. As you finish each editing pass and have uploaded the manuscript, you need to mark your task(s) complete. To complete a task for a project: 3. Click the To-do List tab. 4. Select the checkbox next to the task you completed.

9 For Artists When you are assigned tasks for a project, the project will appear on the Current Projects page. To view your tasks for a project: Note: Each Projects page has multiple tabs, but the two most important are To-do List and Messages. 3. Click the To-do List tab. 4. Scroll to the Artist tasks. The following image is an example of an artist s tasks. When an artist is assigned to a task, his or her name will appear next to that task, and the VO will send notification to the artist via the address provided in the artist s profile. Any deadline assigned to the task will also appear next to the task. Note: Please do NOT click Add a to-do link. This is a function reserved for Admin personnel. To upload artwork files for a project: 3. Click the Messages tab. 4. Click Add New.

10 5. Do one of the following: a. If you are uploading a Draft JPG, please enter the message title using the following format: DRAFT-TitleOfBook. b. If you are uploading the zipped Cover Art Package, please enter the message title as: ArtPkg-TitleOfBook. 6. Enter a brief message, as needed. 7. Click the Select Files link to choose the file from your computer that you want to upload. 8. Select the checkboxes for both Deanna and Brandi. This is important! We need to receive notification that your draft is ready for review or your art package is done so you can receive payment for completed work. Note: Please do not click the Select All link, as this will notify everyone working on the project, which is not necessary. 9. Click Add Message.

11 As you finish each assigned task and have uploaded the artwork, you need to mark your task(s) complete. To complete a task for a project: 3. Click the To-do List tab. 4. Select the checkbox next to the task you completed.