EWO User Guide - Select a reprographer!
Contents
1. Send Email Feature 11 Begin by defining an Email Blast Name Be sure to name this clearly as you may choose to view details of this message at a later date Choose the appropriate option for Show All Employees Show All Contacts or Show All Users From the resulting address list choose the recipients for this email by highlighting the name and then select either the To gt gt CC gt gt or BCC gt gt buttons Type in the subject and message and select Send Email Blast This email will now be sent to all recipients By choosing the Email Blast History tab you may view or resend this message When choosing to resend you may choose additional or different recipients for this message User Permissions When initially adding a new employee to your address book you were given the opportunity to define permissions for this employee If necessary you may choose to edit these permissions at a later time by selecting User Permissions This can be done by highlighting the employee specifying the appropriate permissions and choosing Save Changes When accessing the address book tab your initial view is of all users You may change views from users to groups by selecting the Groups Listing tab Within this window you may view edit or delete any existing groups Group membership may be viewed by clicking on the group name or by placing a check box next to the name and choosing View Group Details2. Obsolete groups may be deleted by placing a check box next to the name and choosing Delete Group s If desired you may delete multiple groups at one time by selecting all groups prior to making the Delete Group s selection Although the group will be deleted all members of that group will remain in the master address book Editing Groups Group membership may be edited through two functions Quick Edit and Advanced Edit The Quick Edit option will allow you to view your master address book and add users to your group by highlighting the user in the Available Users column and choosing gt gt to add them to the Current Group Members column Users may be removed from a group by highlighting their name in the Current Group Members column and choosing the lt lt button 12 Available Users Current Group Members Select users to add to the Group Select users to remove from new group Andrew Smith CDI Chris Nelson CDI John Johnson CDI Tom Hagerty CDI Gary Johnson CDW Joe Jackson Concrete Bariers Blair Kenny Joes Concrete Dominic Roads Cutting Edge Blair Kenny Joes Concrete Henry Jones Joes Concrete Bob Dogworth Joes Concrete Joe Olson Joes Concrete Brenda Johnson ESI Joe Swanson Joes Concrete Bruce Jenner Northwestem Builders Don Sampson Kari Demo Company Bruce Campbell Northwestem Builders Bill Lund LDI j Cory Johnson Planwell Carol
3. Nelson Manor Concrete Daphne Simpson RDO Chris Smith Solomon Frisk Demo J Dave Digital Digital Steel Christine Christopherson Solomon Frisk Deme David Miles Solomon Frisk Demo Joe User Training Customer Company David Stickney Solomon Frisk Demo John Admin Training Customer Company Dennis Davis Digital Steel x Quick Edit Option The Advanced Edit option will allow you to utilize the detailed address book and search criteria previously discussed in Manage Groups Create New Group Quick Create New Group Advanced You may also choose to create additional groups by selecting either Create New Group Quick or Create New Group Advanced From within this window enter a group name and add users utilizing either the Quick or Advanced options previously discussed My Account Within the My Account feature you will have the ability set your account default preferences view your profile information and upload your account logo Account Preferences You may set default online ordering information for every service your reprographer offers through the Account Preferences tab By selecting the link before the service name you will be given a list of options which can have defaults assigned to them In our example we selected Planwell Quick Package Order Account Preferences oraaa a Oa mE Eeen g Ea en Solomon Frisk Demo Default Account Preferences Only We Now may specify our defa
4. option is only viewable when accessing PlanWell from a provider who also offers BidCaster This function will be discussed in detail in the BidCaster section of this document and in the full BidCaster User Manual Order History The order history tab will provide you will information on all previously placed orders The main screen will provide you with the order number job name service ordered by details date ordered and the current status within your reprographic shop Further options are available by putting a check in the box next to the order and choosing View Order Details Reorder Re Upload Files or Delete Order s View Order Details Re Upload Files Delete Orderf s Order No Job Name Service Ordered By M 310489 FrojectSERSD_Custom Bundles Only Flanell Jerry Jacobs Ci 180448 Project2 ERSO_ Project Flanell kari Fairbanks Ci 180277 projectifERSO Project Flanell kari Fairbanks C 180273 projecti ERSD_Frojectij Flanell kari Fairbanks View Order Details By selecting this option you will open a window showing all details of this order including billing information requested delivery due date and time items ordered special instructions indicated and distribution details Further you will have the ability to print this information for your records Reorder By selecting Reorder you will be brought back into the order process with all documents and printing options pre selected This option will allow
5. I Managin g Groups Place EWO Orders Add Employee Window Note Be careful when assigning the order limit as the employee will not be able to complete any orders exceeding that amount By selecting Edit next to Trade you will have the opportunity to add specific trade information to this employee Additionally you may add ratings for each specified trade As ratings of 1 through 5 can be assigned it is recommended that you define each of these ratings appropriately for your company Highlight the appropriate trade specify a rating of 1 through 5 and choose gt gt to add the trade to the Assigned Trade s for selected user column You may assign as many trades as appropriate each with a different rating if necessary By accurately assigning this information you will be able to fully utilize the search functionality throughout PlanWell Company Trades Listing Assigned Trade s for selected user 01000 General Requirements 01005 Construction Organizations Ti 01006 Professional Organizations 1 01007 Industry Organizations 01008 Government Agencies 01009 Regulatory Groups 01010 Summary Of Work 01015 Design Support Services 01016 Computer Aided Design amp Drafting 01017 Models Renderings amp Photography 01018 Cost Estimating 01019 Manufacturers Support Services 01020 Allowances Add a New Trade Code amp Description 01030 Special Project Procedures CODE _ Rating DESCRIPTION Add New EGe Tra
6. PlanWell Digital Document Management amp Distribution PlanWell EWO User Manual PlanWell EWO User Guide The PlanWell EWO service is simple to use and its e commerce functions are likely to be familiar especially if you use PlanWell You don t need any special tools or software to use it just make sure your Web browser is current Microsoft Internet Explorer v 5 5 or higher or Netscape v 6 0 or higher You can access PlanWell EWO by entering your username and password in the Login to Your Account option This is the same username and password as you use for PlanWell Enterprise or PlanWell BidCaster activity User Name Password It is important to note that although ordering through PlanWell Enterprise can be completed by a non registered user EWO activity can only be completed by a registered user Please contact your reprographer if you do not yet have an account After successfully logging in you must begin the EWO process by choosing the Repro Services tab TY Repro Services Supplies Ordering Through EWO Address Book My Account Order History The order process is a four step process Step 1 begins after selecting Repro Services Note Throughout the order process you will find breadcrumbs showing where you currently are and providing you with both a step forward and a step backward Step 1 Print Options Step 2 Delivery Options Step 3 Review Step 4 Submit St
7. allow you to see all details of the order Where available you may also see a price quote for all items ordered Once you have carefully reviewed the order you may finish the order process by selecting Submit Order Step 4 Submit You will be informed of your successful order submission on this final order processing window You will be provided with an order number and will have the opportunity to print the distribution print the complete order or return to the project home Uploading Files If you specified that you would upload your files with the order the upload window will now automatically appear All files indicated will be listed in the window and you may send these files via FTP by choosing Upload Now You may watch the progress of your upload in the lower window After all files have uploaded you will see an Upload Successful message in the progress window Uploading Multiple Files At the beginning of the EWO section of this manual it was discussed that when attaching digital files it must be done by selecting one file or one zip bundle at a time Within the upload applet you have the option to add multiple files at one time Any changes to the four step ordering process necessary to complete this process are outlined below Step 1 Print Options Follow the steps outline above for step 1 however type in a description of your file rather than attempting to browse to a file It is important that you accurately
8. de 01040 Coordination xi Dag Assigning Trade Window If necessary you may also create additional trade codes and descriptions This process is completed by indicating a unique trade code and description and choosing Add New Edit Trade Choose Save Changes to save all trade information Select Save Changes from the Add Employee window to add this new employee into the PlanWell system This new account will become active within 24 hours please contact your PlanWell provider if access to this account is necessary more quickly Add Contact To add an additional contact choose the Add Contact button You will be brought to a window very similar to the Add Employee window however you will not be asked to specify login information permissions or order dollar limits Again be sure to accurately assign trade information Manage Groups By choosing Manage Groups you will be brought into a detailed address book search window From within this window you may select an existing group to edit or build a new group by narrowing down the master address book through the available search criteria After finding all desired group participants name the group and choose Save as new Group If editing an existing group you may save your group membership changes by choosing Save Changes to Selected Group Find search in Company Name gt Close Window CSI Trades aooo Trade Rating Territories me es all items 1 MN Cl
9. earwater 01000 General Requirements 2 a ia Nachle 01005 Construction Organizations 01006 Professional Organizations Minority 01007 Industry Organizations Union 01009 Regulatory Groups fie a 2 all items WBE gt Execute Search Clear Filter Select a Group A Group gt Save as New Group Velo h e se ee Bise lila melee e lele Selected Group Members SELECT PAGE SELECT ALL UNSELECT ALL Sort listing by CSI Trades FirstName LastName Company Name Ad Save Changes to Selected Group Count 17 recipient s Pagei 2 sel Company name Contact Name City State Zip Email Fax Phone M CDI Andrew Smith Bloomington Minnesota 55347 bidcaster demo gmail com 763 225 0624 555 5555 Manage Groups Window 10 In addition to the options listed the Address Book tab includes additional address book management features Import Contacts Although we have just discussed how to add an individual employee or contact to your address book if you wish to add multiple users you may do this quickly and easily through the Import Contact feature After selecting Import Contacts you will need to specify the program you will be importing from and browse to the location of the file containing your contact information Next please indicate if a column header is present and how you would like to handle duplicate records Choose Next to continue the import process The Match Address Book Fields window will a
10. ep 1 Print Options Begin your ordering process by selecting which service you are ordering from the dropdown menu at the top of the page Please note that the services list may vary from that which is shown in the below example I Small Black and White Small Color Large Black and White Large Color Traditional Reprographics Service Selection Example In the Order Pane below the service you have two ways to add files to your order If you would like to upload digital files with this order please browse to the location of the digital file It is important to note that you may only add one file or one zip bundle at a time We will discuss how to upload multiple files in the Uploading multiple Files section below The second method for adding a document to the order is to simply type in the name or description of your hard copy originals Browse to attach file No of Originals Type of Originals Page Size Orientation Duplex Browse Digital M J 8 5X11 M no change No Add to Cart OR Type in Orig description Text Stock Cover Stock Cover Options Bindin 202 Bond X Acco Covers X None x Staple lt Adding Items to Cart Example Next specify the production options for this item Based on your login information default printing options may have populated these default options can be accepted or changed Choose Add to Cart to add the item to your order You may now continue on by choosi
11. he reprographer to do with your original files You may choose to have the originals returned to the following three options Sender s Address Different Address or Keep on file Note If you select Different Address you will be prompted for the address Transmittal Options The final step on the Delivery Options window is to specify transmittal options You ad may select No Transmittal Standard Transmittal or Attach Custom Transmittal By selecting Standard Transmittal you will have additional options to customize text in the transmittal This may be done by selecting the desired recipients typing in the customized text and choosing Save By selecting to attach a custom transmittal you will be brought to a dialog box which will allow you to browse to the location of the desired transmittal File Attachment Microsoft Internet Expl 10 x fo Attach a Custom Transmittal Select the file Name you want to upload Transmittal Options No Transmittal Browse File Attached C Standard Transmittal AL alae Upload Cancel gt attach custom Transmittal Finally you will need to specify which location you would like to place this order to Note This is only necessary if your reprographer has multiple locations When all required information has been completed you may proceed with your order by selecting Next Step 3 Review The review window will
12. indicate the number of files you will be uploading Step 2 Delivery Options All functions in step 2 remain the same as outlined above however you must indicate that you will upload the files with this order Step 3 Review Step 4 Submit All functions remain the same as outlined above Upload Applet When the upload applet appears click on the option Add Multiples Add Multiple Files x Current Path E tiffs testvaultiaddenda1 Files Import Files move up a directory Add Import CY DJ Remove Cancel EV 00000001 tif Add All 00000002 tif 00000003 tif Cear 00000004 tif 00000005 tif 00000006 tif 00000007 tif 00000008 tif 00000009 tif 00000010 tif 1 zip Browse Path Add Multiples Window Within the add multiples window double click on the drive letter and continue to double click on folders until all desired documents are listed Choose Add All to add all files It is important to note that although drive letters in the above example are still shown it is only the files that will be added Choose Import to add these files to the main upload applet and then complete the upload process as outlined above by choosing Upload Now Additional EWO Features Along the top of the company planroom are tabs for additional project management features When you select any of these features the available options for that feature are listed It is again important to note that these features may or may not be avai
13. lable to all users for all projects Planroom Address Book My Account Order History Repro Services Planroom The Planroom tab enters the PlanWell Enterprise program This program will not be discussed in this manual Address Book When selecting the address book tab you will see your complete address book From this list you may choose to view the details of any user by putting a check in the box next to their name and choosing View User Details You may also delete a specific user by again placing a check in the box next to their name and choosing Delete User s From within this Users view you may also choose to add additional employees or contacts to your address book Add Employee After selecting Add Employee you will need to enter in all information regarding this new employee including login information permissions and their order dollar limit Contact Information Login Information First Name Last Name Login Company Name Password Re enter Password Solomon Frisk Demo Select an existing company name from the Address Book Address Line 1 Address Line 2 3005 Ranchview Lane Other Important Information Primary Location Alternative Phone Comments Remarks Email Indicates Required Information Administrative Privileges Employee Permissions Order Limit Administrator More Info Select all permissions below Amt per Order O Managing Contacts Status
14. llow you to match the fields within your document to fields PlanWell requires Once these matches are made select Next to complete the import process If desired you may also utilize PlanWell s import templates to complete the import process By choosing Click here to download a Standard PlanWell template file along with help instructions you will be provided with all tools necessary to format your address book file and upload the resulting file into PlanWell Export Contacts Occasionally you may wish to export your address book for review This can be accomplished by selecting Export Contacts This opens a standard download window where you may select to download your entire address book or any desired group After making this selection choose Export and indicate a location to save this file to you may access this file once the download is complete Send Email This feature will allow you to send an email to users in your address book Begin this process by selecting Send Email Compose and Send fSnEne Ebel Einne Address List Email Blast Name Kari Demo Company Christine Christophersonjanything really com Kari Demo Company Jerry Jeraldsonjjerry plnawell com Kari Demo Company Kari Fairbanks karif ersdigital com Kari Demo Company Randy Lundell rundell planwell com karif planwell com Kari Demo Company Testing Trade testing planwell com Kari Demo Company Tom Thomas tomt planwell com Subject
15. n of your order through the same processes listed in the PlanWell Enterprise section of this document Step 1 Print Options b Step 2 Delivery Options Step 3 Review Step 4 Submit Add Recipient s Remove Recipient s Customize Shipping Address Special Delivery Notes Note Select an item no in Cart for details Items in Shopping Cart El Current Set 5 15 2004 14 16 00 del Ba Elz Els Els Els F Recipient s name amp shipping address Y Delivery Options T T A Jerry Jacobs Solomon Frisk Demo gt a jo la lo lo Delivery Truck T 3005 Ranchwiew Lane 5 15 2004 aj T Plymouth Minnesota 55442 Select Time aj T Item Quantity Totals fo p fo fo fo Delivery Options Window Recipients will be listed down the left column shopping cart items along the center and delivery options along the right Transmittal information may be determined from options listed at the bottom of the window not shown in illustration Recipient Information EWO allows for easy distribution of documents to additional recipients Four options are available for the management of this process Add Recipients This option will bring you into an address book window where you may begin the process of selecting recipients Search for Users Order gt Delivery Options gt Select Recipients First Name Please select existing user s to add recipient s to current order Last Name Master Address Book Users ERIE e KEA n ane gel b ars add
16. ng another document and or service to add to your order You may add as many documents and services to an order as you wish For example in the below sample we have added both small format black and white and large format black and white items to our cart As you complete the document selection process the shopping cart will clearly list all items currently in your cart gt Step 1 Print Options Step 2 Delivery Options Step 3 Review Step 4 Submit Empty Cart Small Black amp White aol aoe of Orientation Binding a ey Duplex CoverStock oe pena Edit Del 1 01000 pdf 50 Digital nochange Staple 8 5x11 No None 20 Bond None f T Large Black amp White AA Process Media Output Size Binding ie a Edit Del 1 00000001 tif 1 Digital Bond 30x42 None No fi T 2 gooo0002 tif 1 Digital Bond 30x42 None No f T 3 247 tif l Digital Bond 30 42 None No f ii Shopping Cart View Throughout the order process you may edit or remove items from your order by selecting either the edit icon or the remove from cart icon T You may also choose to completely empty your cart by selecting the Empty Cart button When the cart contains all items you wish to include in this order choose Next to continue the order process Note If you have indicated that you require a Job Name Job Number or PO Number on orders you will need to indicate this information before continuing Step 2 Delivery Options EWO allows you to set the quantities and distributio
17. ntity in the appropriate box Although you may have utilized the universal quantity tools you may override any of these settings by simply typing in the correct amount Delivery Options Delivery Options Delivery Truck As with items in the shopping cart delivery options TEENE may be assigned universally individually or a combination of both Select a delivery method due date and due time You may apply this information Delivery Truck iv universally by utilizing the apply down arrows Eae mv Note Each field has its own drop down arrow Delivery Truck kY therefore applying information universally requires 3 sie zooa dy different apply down arrow clicks 2 30 am Centrel el 6 30 4MfCentral Sending the Originals Options You will need to specify the appropriate method for your reprographer to receive the documents you are ordering You may choose to send the originals through the following four options I require a pick up I will drop them off I will upload with the order or Already on file If in step one you browsed to the location of your file by default I will upload with the order will be selected Options to Send Originals Return Originals to T require a Pick up Sender s Address 1 will drop them off Different Address Twill upload with the order C Keep On File f Already On File Returning the Originals Options You will need to specify what you would like t
18. nts will now be listed in the main Delivery Options window 4dd Recipient s Remove Recipient s Customize Shipping Address Special Delivery Notes Note Select an item no in Cart for details Items in Shopping Cart GM 2 2 B Bs Recipient s name amp shipping address bd oc ae ee O A Jerry Jacobs Solomon Frisk Demo gt o o o o 0 3005 Ranchview Lane Plymouth Minnesota 55442 O amp Ben Lind Concrete Barriers gt o o o o o 4765 8th Avenue Plymout Minnesota 55555 C amp Joe Jackson Concrete Barriers gt o o o o o 87 7th Recipients in the Main Delivery Options Window Example Remove Recipients Selected recipients may be removed from the order distribution by first selecting the box next to their name then selecting Remove Recipients Customize Shipping Address If the order delivery address needs to be edited select the box next to the recipient s name and select Customize Shipping Address Once you have edited the information select Save Changes It is important to note that changes made are temporary only Solomon Frisk Demofdery Jacobs First Name ery MI Last Name 2 Jacobs Company Name Soloman Frisk Demo Phone Fax 7636945913 j Address 1 2005 Ranchview Lane Address 2 eCity Plymouth State Minnesota Country LISA ip Code 55442 Customized Shipping Address Example Special Delivery Notes For each recipient customized information may be added by first
19. selected user s as current order recipients Company Contact Tom Hagerty Trade ALL z 01000 GENERAL 00010 Architect REQUIREMENTS 00110 Marketin A 01000 Dilos Tiede Contact Concrete Barriers Ben Lind ee 7 EEO WAces im 7 01000 GENERAL REQULY IDENTIFICATION Search in SYSTEMS all Users Contact Concrete Barriers Joe Jackson C Employe I f ETRS Contact Concrete Barriers Mark Cline Contact only Contact Concrete Barriers Steve Johnson Status Active z 01000 GENERAL REQUIREMENTS ha aaa Between Contact Cutting Edge Dominic Roads ode AR E 01050 FIELD To c ENGINEERING Contact Cutting Edge karitest 00110 Marketing Contact Digital Steel Dave Digital Add Recipients Example Using the tabs along the top of this window you may select recipients from the four address book options You may also use the search features along the left column to find a specific user more quickly Master Address Book Users This list will contain all employees and contacts in your address book In addition to their name and company name you will also be able to view any trade information assigned to them Master Address Book Groups Groups are logical organizations of users from the master address book For example you may choose to create a group of all users in a specific trade or within a specific company After locating your desired recipient s choose add selected user s as current order recipients All recipie
20. selecting the box next to the recipient s and choosing Special Delivery Notes Custom text made be entered and saved for that specific recipient Items in Shopping Cart Once all recipient information has been entered you may select the desired quantities of each item for each recipient Each item in the shopping cart has been assigned a number To view the details you may either hover over the item number or you may click on the item number After clicking on the number you will find the details regarding it listed to the left Note Select an item no in Cart for details Items in Shopping Cart BEM 2 2 B i o1000 odf Mi You may remove items from the order by selecting the remove from cart icon in the item description Quantities for each item may be assigned either universally such as one set of Current Set for each recipient individually or through a combination of both methods To set a universal quantity type in the number in the quantity box and use the apply over arrow or apply down arrow to assign to all users 5 ii J o B B Recipient s name amp shipping address v 5 C amp Jerry Jacobs Solomon Frisk Demo gt E K E r 3005 Ranchview Lane Plymouth Minnesota 55442 C amp Ben Lind Concrete Barriers gt E 7 T Ti 4765 8th Avenue Plymout Minnesota 55555 C amp Joe Jackson Concrete Barriers x H a F J 87 7th Individual quantities may be assigned by simply typing in the qua
21. ult printing options for Small Black amp White incl PlanWell Bindery Process Media and Page Small Color Size By using the drop down arrows next to each of these categories we may choose our default from all options available Large Black amp White Large Color incl PlanWell Traditional Reprographics Plan Well Large Black amp White only PlanWell Quick Package Order only Bindery None E Note These are simply defaults Process Media Boa When ordering you may choose Page Size Full Size different options When all default information has been selected for a specific service choose Save Changes You may now select the next service and repeat the process Note You must choose Save Changes between each service My Profile 13 The My Profile tab allows you to view standard user information PlanWell utilizes for your account By selecting the Change Profile option you may change any of your information listed By selecting Change Password you may change your password Upload Account Logo If you would like to further personalize PlanWell EWO you may add your company logo for all of your projects This can be accomplished through the Upload Account Logo tab Simply browse to the location of your logo file and choose Upload Logo from the upper right corner Once a logo has been uploaded you may either edit or delete that logo by selecting the appropriate option Manage Templates This
22. you to print an additional order exactly as the first was printed Re Upload Files Occasionally you will find that you would like to re upload files you previously uploaded to your PlanWell provider Begin this process by selecting the order your upload references and choose Re Upload Files If your PlanWell 14 provider has multiple locations you will need to specify which location you would like to upload these files to and choose OK You will now be presented with the upload applet and may attach documents in the same way outlined above Delete Order s You may find that this order list contains information regarding orders you no longer need to reference You may remove these orders from the list by selecting Delete Order s Note This simply removes this order from the order history listing It does not cancel printing on a newly submitted order Further this option does not remove references to this order from the Planholders list 15
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