CLIENT PORTAL V10.25 USER GUIDE
Contents
1. Project Building a new desig Job Phase Job 4 00400003 4 page brochure ee Phase 001 4 page brochure Status Quote Phase 002 amendments Job type Brochure Contact Mike James Handler Mike Millington Team VAT 3 8 Job start 20 01 11 Job due 28 01 11 Priority None 11 Synergist v10 25 User Guide synergist Messages tab A list of messages are displayed If the user clicks on the message the original message is displayed along with a thread of comments The user can create a new message by clicking the Post new message button Please send PDF for approval by the end of next week Job Phase 1 Gd by Mike James on Thu 20th Jan 2011 at 8 59am PSUS EE aa ser 4 Job 4 00400002 8 page brochure Mike can upload the amends to the brief Last comment by Mike Millington en Ds eae eae you 2 by Mike Milington on Thu 20th Jan 2011 at 7 28am today The expanded message screen From here the user can add an additional comment to the message thread Shai lie Ening Messages FAES Ee eee Syne rgi st Mike can you upload the amends to the brief People on this job From Mike Millington Date Thu 20th Jan 2011 at 7 28am Studio 6 Mike Millington Synopsis Seven Mike James Mike James Thu 20th Jan 2011 at 7 38am Please see attached file Mike Millington Thu 20th Jan 2011 at 7 28am Transferred to Mike Millington for actioning Leave a comment Post this comment 12 Synergist v12. synergist CLIENT PORTAL V10 25 USER GUIDE The client portal is a new Synergist external module designed to be accessed by your clients over the internet via a web browser The system is hosted from your own premises using the built in 4D webserver Your clients will be able to log into the Synergist database to see the current status of their jobs and any other data you may have decided to publish The messaging system built into the portal can be used as in addition to normal email ensuring key documents and communications are visible to all Internal staff are sent email alerts when new messages or comments have been entered via the portal Clients can also create job requests and upload briefs and other documents HTTP KB SYNERGIST CO UK ARTICLE AA 00249 Contents GETTING STARTED serginin ginanian iai iiaiai anaedai 2 FOG GING UN srira ATEA EAA ASE SENE EAEE E EE A EEEE ENAN 3 DASHBOARD sss ascetic Oi EEA TEAR 5 ACCESSING AJOD rnanan O EEA RAEE AEAEE ANE SATA 7 JOB SCREEN aaran n EE ETE N EEO EETA 9 Siea N rect OEA AN IEA E E ENEE ETT A A E oebaentesecece 15 REQUESTING A NEW JOB sssssssesesseseseeseseesesesresesreseseueeseseuseseusesensesenresenteseseusesenseseneesenreseseneesesensesenes 16 PROCESSING THE NEW JOB REQUEST sissscssssssessscinnessenssiesedasiusnssssssvatecsecnsines sesuvsdsssssudseedavbssssaseunas 18 synergist GETTING STARTED Once the client portal activation key has been applied to your server you will be
3. Guide synergist The new job The new job will now have been created The original brief attached to the requisition is now attached to the job You would typically then click the email button and email the requester of the job to confirm the new job quote has been created Job Request Website update 187 Activity 187 Website update 4 00400006 H description k4 Activity 187 Website update EJ quoted ja 0 00 the website needs to be updated with new copy order number ref job project Y of status stage Quote v job type Y Website contact Mike James A handler E Mike Millington comments EA internal contacts select client contacts select FNoe 7 template IV client portal IV Mike James main client contact eMail me Synopsis Seven 3 ase Viewing the job in the portal The original requisition will no longer be displayed in the new requisitions area of the dashboard of the portal Instead a new job will appear in the job list pane on the right hand side Lookups synergist has certain fields that can have an associated validation table which can be used via a dropdown list to validate data input The functionality of these items has been improved and the user interface for setting them up enhanced 19 Synergist v10 25 User Guide synergist ALERTS Alerts are automatically fired off to internal staff in the following situations Account handler is alerted if a job request is created Th
4. Upload files now or Cancel Post this comment Select the file ile Upload 21 x Look in B Desktop 5 i gt E Fe My Recent Documents E Deskto p oO My Documents WI Version 10 1 release notes docx Version 10 1 release notes docx website content update doc winzip121 exe he Date Created 26 11 2010 14 36 Size 13 0 MB i to a My Computer i My Network File name website content update doc od Net z em Files of type fal Files ba Cancel You can optionally add a comment with the file upload Dashboard website update From Mike James Date Thu 20th Jan 2011 at 10 4am the website needs to be updated with new copy Sen website content update doc Leave a comment please find attached the web content update file Postthis comment 17 Synergist v10 25 User Guide synergist PROCESSING THE NEW JOB REQUEST To process the new job request at the agency using the desktop version of Synergist the account handler will first open the activity list and select the Open job requisitions view Activities Studio 6 8 items I E a iit k ee eee een vera Document Folder Mike James Synopsis Seve Med Message Mike James Synopsis Sever Document Folder Mike James Synopsis Sever al job requisitions E 08 00 Med aintain views Document Folder Mike James Synopsis Sever Tike of views 08 00 Med Job Request Mike James Synopsis Sever Sa
5. Uploaded by Andy Smith 06 07 11 Message Please approval these site photos for use Posted by Andy Smith 06 07 11 Job 1 00000681 A8 CRM previous owners Brochure por Previous Owners Teaser 681 pdf h A gaa 1 00000692 A4 Brochure 8 Page Full Colour 1 00000694 New Site Design and Build 1 00000697 A4 Brochure 8 Page Full Colour 1 00000698 New Site Design and Build 1 00000699 Purchasing Job 1 00000700 New site design and build 1 00000701 Adhoc work for 2011 HZA Pls get go ahead from legal on copy Posted by Andy Smith 06 07 11 SESSSSTSSSSSS SSeS 5 Synergist v10 25 User Guide synergist Recent activity area of dashboard This has been rationalised and now displays the following e Open job requests created in the past 7 days e Messages Tasks created in the past 7 days e Older messages were new comments have been added in the past 7 days e Tasks that have become due overdue in the past 7 days Hover text e Hover text has been added to many of the list items Yesterday Tithe Checklist 1 Owner Designer Posted by Designer Yesterday Message Latest news Job Re branding latest prod Owner Yesterday Message ymeccsano 26 2017 Toh Ro hrandinn latect pri 3 Days old Job request Peay Sie etree ie ene 5 Days old Title Action paga ee 7 Days old Message pubi iio Io Main dashboard display comments e When there are multiple comments against a single message the hover text
6. able to set up individuals for access You must first decide which of your clients are to be given access to the portal and which client contacts need to be able to log in This can all be done from the client card Client card Notice the client portal checkbox has been ticked Client Synopsis Seven 4 5016 prospect code 4 5016 Ft inactive name Synopsis Seven web url A Hondo address Hellen House q2 Helen Green men email idomain E EEA county default handler b postcode ETIR ORB default media handler F country phone fax Source k client type F employees status grade market sector lead rating F ae New 7 show inactive contacts name telephone email job title Mike James E mikes corn created o3 02 09 Cancel In the client contacts section Mike James has been set up with an email address this becomes the user id for the portal and a portal password contact Mike James lient Synopsis Seven title inactive First name middle initials I opt out of email last name email address mikem55 com extension job title direct phone salutation Steve secondary phone assistant mobile phone Orly Fill in these Fields if the contact address is different fax HTE From the main address For this client VAT rea no contact company portal password alala address 2 Synergist v10 25 User Guide synergist BRANDING To brand the portal with your own logo simply p
7. in public folders are always visible in the client portal unless the file has been manually set not to show see above e In Synergist users can decide when uploading a file whether it should be available to the client portal by selecting either a public or private folder Select container Activity t Private Public Browse Synergist v10 25 User Guide
8. makes it easy to quickly review the comments Recent activity list messages activities e The main text of the message appears as over text Action May eae Checklist 1 Monday 16th May 2011 6 Synergist v10 25 User Guide synergist ACCESSING A JOB Navigate to the job list in the right hand pane Clicking either a job or a phase will take you to the job screen Colour coding The job phase list is colour coded to indicate the main status of the job Note The colour coding was amended in ver 10 25 to this new format Black Live jobs amp phases Purple Quote status jobs amp phases Red OnHold Blue Special jobs Showing all 10 jobs 2 2 Job 1 00008929 Re branding latest product Job 1 00008939 Activity 3252 special activity gt Quote 1700008953 Activity 3371 Onsite support Quote 1 00008995 4 colour brochure On hold 1 00008997 Re branding 2011 Q Special 1 00009009 Re branding order 80332 Phase 001 Re branding order 345453 Quote 1 00009012 Re binding project Quote 1 00009171 Activity 3590 job from fred smith Quote 4 00001019 Secial order see brief1 onhold 4 00001020 Consultany on site 2 days 7 Synergist v10 25 User Guide synergist PHASES Navigate to the job list in the right hand pane and you can expand individual jobs to see any phases created on the job Typically a job may be given additional phases to ha
9. signs If an activity or file is visible in the client portal it is important that account handlers are aware of this in case there is any sensitive information in any of these activities or file attachments Therefore you will see a large warning sign on the activity record A amp WARNING visible to client and a smaller version of the same icon against any attachments subject veeting notes may communications Actions F listview tree view Eee ere eae yeni aap be attachment name created by 26 05 2011 15 28 M J Palmer 26 05 2011 15 31 M J Palmer Re branding meeting docx The standard messages view will list the messages with the most recent activity based on the modified date at the top of the activities list In this way it will be easy to see which messages comments need responding to You can see messages from multiple companies all in a single view Or if you select a client you can view messages just for that specific organization as in this example Chent Alert amp co 1 ALERT cient code 1 ALERT _ inactive name Alert amp co ae New So 3 Select view _ open messages Jackie Morrison Med Message fredsmith Here are the graphics L oo009009 24 05 11 17 05 11 08 00 Message Jim Dean Next week 1 00009009 3 24 05 11 24 05 11 08 00 Helen White Med i Message Jim Dean I found this example on the we 1 00009009 1 2405 11 31 05 11 08 00 M J Palmer Med i Li
10. this examp 1 00009009 24 05 11 16 04 Jim Dean Alert amp co Next week 1 oo009009 24 05 11 16 22 Message fred smith Alert amp co Here are the grapt 1 00009009 24 05 11 16 29 You can respond to an existing message with a comment from within Synergist or from the staff portal Adding comments is very easy similar to the client portal The user just types in the text ina constantly opened text area and clicks post comment To add a new message either open an existing message and use the follow up option or select a job form the job list and go to the activities tab From here you can create new messages and other activities Message Please upload the new brief when you get a chance 3491 Message Please upload the new brief when you get a chance Actions subject Please upload the new brief when you get a chance details well need it For thrusday s meeting EJ type comments here al Post comment P El I hide auto history items comments history items Thanks Fred impressive document 15 06 2011 Fred smith here are the Files you need 15 06 2011 12 59 56 Fred smith Let me know if you have everything you need 15 06 2011 12 56 18 item detail Thanks Fred impressive document aj E bs modified by Fred smith on 15 06 2011 OK ea WARNING visible to client activity ID3491 created by S M_Mike on 15 06 2011 i 2 21 Synergist v10 25 User Guide synergist Warning
11. 0 25 User Guide synergist Files tab Attachments that have been uploaded by either the agency staff or by the client themselves are listed Double clicking enables the user to download the attachment to their local machine Overview f Job Phase Detail Messages iisi Sort by an for including in bpiita doc G opy for including in brochure _213 doc Date and time pabet by Mike James on Jan 2011 29kb A Z File size Print File pdf Print File_210 pdf Uploaded by Mike James on 20th Jan 2011 6kb Uploading a new file You can upload one or more files by clicking the upload button Uploads file Sort by Date and time a7 File size You can then browse for files add them to the upload list and click upload files now Synergist Client Portal Overview f Job Phase Detail today Please select your file s to upload copy for including in brochure doc Tr Gaia copy for including in brochure_213 doc _Browse Uploaded by Mike James on 20th Jan 2011 29kb File s to upload are shown here Print File pdf Add a comment for each file if you like Print File_210 pdf Uploaded by Mike James on 20th Jan 2011 6kb Wale ei eA Or Cancel 13 Synergist v10 25 User Guide synergist FILE TYPES NEW ICONS A large number of different file formats can be uploaded Icons male it easy to identify the file types demo file doc demo file_2071 doc Uploaded by fred smith on 21st Apr 2011 6b demo
12. The right pane The right hand pane displays a list of all current jobs amp phases From here you can navigate to individual jobs to see job details including the current stage Once you are viewing the job you can create new messages or upload additional files to the job Paging In 10 25 paging was added useful if you have a dashboard containing more than 100 activities Showing 1 100 of 142 curent activities found within selected date range O Job 4 00001019 Secial order see briefi GD ay doc Re PLEASE SEND FILE Help synerg st Search Current activities Sse Within the last week N F i D E N G E CREATIVE Today Message Please approval these site photos for use Job New Visitor Site Design a Owner Andy Smith Posted by Andy Smith Today Message Pls get go ahead from legal on copy Job A8 CRM previous owners Owner Andy Smith Posted by Andy Smith Job 1 00000659 New Visitor Site Design and Build Job 1 00000659 New Visitor Site Design and Build Job 1 00000670 Museum Site 1 00000671 New Web Site Banner Ads for Summer Promotion 1 00000678 Summer Schools Brochure 1 00000679 A4 Brochure 4 Page Full Colour 1 00000680 2010 Site SEO 1 00000681 A8 CRM previous owners Brochure 1 00000683 Sales Promo 1 00000684 New Owners Gift Pack 1 00000686 Microsite Template 1 00000687 E shot for new van 1 00000688 SEO work for 2010 ss S B dda
13. e message activity owners and secondary owners are alerted when a new message Is created or if a comment is added to an existing message Note e Owners and secondary owners are the main contacts for a message or activity record They are automatically selected based on the contacts selected for a job e Whenever a new job is created make sure you add any key contacts to the job using the contacts tab in addition to the account handler and main client contact e Inthis example an additional client contact and two staff contacts Type U User have been added to this job A Job 1 00000580 Bei Exhibition Stand 1 o0000580 FY Ulster Bank 1 WORK U Marketing amp Communication Ple Mike Millington 0162 4331433 Mike JohnPalmer hotmail com p U Marketing amp Communication Fle Henry Kelly 0162 4331433 mpalmer synergist co uk Note we do not currently support the alerting of client contacts 20 Synergist v10 25 User Guide synergist Working with the client portal from within Synergist Standard Synergist and the Synergist staff portal have been enhanced to enable account handlers who need to interface into the client portal Synergist has standard views for messages and job requests These can be amended as required and set as your default view Activities The Professional Services Company activities for messages view F 152 tare Mer apy Jim Dean Alert amp co I found
14. file flv demo file _2070 flv Uploaded by fred smith on 21st Apr 2011 6b s demo file mp3 demo file_2069 mp3 Uploaded by fred smith on 2ist Apr 2011 6b demo file exe demo file 2068 exe Uploaded by fred smith on 21st Apr 2011 6b DOC Project Specifications doc ei Project Specifications 2067 doc Uploaded by fred smith on 21st Apr 2011 19kb 1 month ago Project status summary _2052 pdf Project status summary _2052 pdf Uploaded by M J Palmer on 30th Mar 2011 77kb 14 Synergist v10 25 User Guide synergist SEARCHING Clicking the search tab brings up the search screen Simply type in a word and the system will search through messages comments amp filenames to find matches Even closed jobs can be searched synergist Show All matches Search in 05c Brief for new website doc all open jobs Job 4 00400004 Web sit development All jobs Document Folder J Uploaded by Mike James 20 01 11 00c website contnet update doc Job 4 00400005 Website content update Website content update Uploaded by Mike James 20 01 11 0c website_content_update doc Job 4 00400003 Summer Brochure Document Folder Uploaded by Steve James 20 01 11 eig YYebsite content update Job 4 00400005 Website content update Please quote for updating our curent site with the attached content Posted by Mike James 20 01 11 FINDING JOBS The system will also search in the job s description comme
15. lace your logo on your server Place your logo in this location synergist html portal Custom system_logo png The logo will then appear in the login screen and on the main dashboard Login Please Sign in Email user name mycompany com Password CONFIDENCE CREATIVE Powered inet gist Dashboard Halp synerg st Search CONFIDENCE CREATIVE 3 Synergist v10 25 User Guide synergist LOGGING IN To access the portal the user will typically type in a special URL comprising of the external IP address of your Synergist server plus clientportal e g lt ip address gt clientportal The user then simply types in his her email address and portal password Please Sign in Email user name mycompany com Password CONFIDENCE CREATIVE synergist Note Passwords must now be at least 5 characters long 4 Synergist v10 25 User Guide synergist DASHBOARD The user will then be presented with client portal dashboard The dashboard defaults to being a 7 day snapshot of activity occurring on this company s jobs and projects The screen is divided in to two main sections The left pane At the very top you will see a list of any new messages or job requests that users have submitted in the past week Below is a list of activities by job By selecting form the filter at the top of the screen data from other periods e g for the entire month can be included in the view
16. ndle amendments Clicking either a job or a phase will take you to the job screen New job request jobs Showing all 14 jobs 49 4 2 Job 1 00000596 8 page brochure Job 1 00000597 Website upgrade Job 1 00000598 PR schedule Phase 002 March Phase 003 April Phase 004 May Phase 005 June Phase 006 July Phase 007 August Phase 008 September Phase 009 October Phase 010 November Phase 011 December Phase 012 January Phase 013 February Job 1 00000605 Misc additions Job 1 00000606 Photography Job 1 00000610 Financial analysis on site On hold 1 00000615 Photo shoot London Special 1 00000617 Activity 321 Logo re design Quote 1 00000618 Activity 332 Please quote for attached brief Quote 1 00000619 Activity 340 Please quote on attached brief Quote 1 00000620 Blue style brochure Quote 1 00000621 Web site 1 Quote 1 00000622 POS colateral Quote 1 00000624 web site x oo0oo0o0o0o00000 VEVAYIVEVIVIVIEVIVEY I 8 Synergist v10 25 User Guide synergist JOB SCREEN 4 main tabs are visible Overview Messages comments added to messages and uploaded files are displayed Job phase details The main job details including current stage and due date are displayed The quoted price is also shown To the right of the main section the system displays key people involved in this job client contacts and agency account handle
17. nts etc If a match is found the job itself will be displayed against a green label Dashboard 4 colour brochure Search now Show All matches TEES re 1 00008995 4 colour brochure Created by M J Palmer 19 05 11 15 Synergist v10 25 User Guide synergist REQUESTING A NEW JOB To request a new job you must first navigate back to the dashboard To do this click the Back to dashboard link Sra Job Phase Detail PERETE PRES From the dashboard you can click the New job request button synergist Q New job request jobs Showing all 14 jobs 4 O O W Job 1 00000596 8 page brochure Job 1 00000597 Website upgrade Job 1 00000598 PR schedule LLEELELLEELI This will create a special type of Job Request message Dashboard the website needs ko be updated with new copy save amp attach file s 16 Synergist v10 25 User Guide synergist Uploading a file with the job request You can new either simply save the job request or request to upload an attachment If you select to save amp attach files you can browse for the brief document and attach this you can attach multiple files if you wish a aaa Website update Please select your file s to upload From Mike James Date Thu 20th Jan 2011 at 10 4am Browse the website needs to be updated with new copy File s to upload are shown here Add a comment for each file if you like Leave a comment
18. rs Below the contacts is the job phases list You can view either the job or individual phases of the job Messages A list of messages are displayed The total number of comments posted to the message Is also shown If the user clicks on the message the original message Is displayed along with a thread of comments Files Attachments that have been uploaded by either the agency staff or by the client themselves are listed Double clicking enables the user to download the attachment to their local machine Job Phase Detail QE EES IFES ees syn ergist People on this job Description Stage Awaiting go ahead 4 page brochure Paper Stock 140gsm Colours 4 Quantity 15 000 Finishing Studio 6 spot varnish Mike Millington Quoted 2000 Synopsis Seyen Comments Order number Mike James Ref Job 4 00400002 Project Building a new desig Job Phase Job 4 00400003 4 page brochure Campaign Phase 001 4 page brochure Status Quote Phase 002 amendments Job type Brochure Contact Mike James Handler Mike Millington Team VAT 3 8 Job start 20 01 11 Job due 28 01 11 Priority None 9 Synergist v10 25 User Guide synergist Overview tab Messages comments added to messages and uploaded files are displayed Overview Biiayle s s8 16 6 Goce aE ee Ser cist Thursday 20th January 2011 People on this job Salle Re Mike can you upload the amends to the brief Posted by Mike James St
19. sting comments In the staff portal users can display comments from within the main activities list and from within the client record activities tab display comments history M a synergist new activity DW records in total 6 page 1 of 1 YU VY display comments history M type organization description comments phone Mike Palmer Ulster Bank 01657 567 569 Please advise of address change The following people were added to this activity Henry Kelly and Mike Millington Thanks we ve now amended your details on our system Message 1 Comment Designer 22 Synergist v10 25 User Guide synergist Visibility of activities and attachments N v10 2 we have added more control over the visibility of activities and attachments It is now possible to finely control what is and is not visible to your clients via the portal Private setting Activities have a checkbox called private to control whether the activity and its related attachments and history items are visible in the client portal The default is set in file maintenance under CRM activity types Note If an item is marked as X Private it is hidden from the client portal By default e Only messages and job request activities are visible in the client portal e Any attachments attached to these types of activities are visible by default but can be manually hidden by checking the private checkbox on an attachment s properties Including other
20. types of activities in the client portal e Other activity types can be included in the portal e For example if you have created an activity type called meeting notes you could include these in the client portal if you wish e To include Meeting notes in the client portal you would select these settings in file maintenance activity types CRM code MEET J allow users to access the private setting on activities description aati Default for the private setting private IF private is ticked new activities of this type do not category Meeting appear in the client portal by default V active display order display in overdue area e Any attachments attached to these types of activities will be visible by default in the client portal its visibility setting is inherited from its related container but can be manually hidden by checking the private checkbox on an attachment s properties Note Only messages and job requests can be generated in the client portal However your clients can access and amend any other type of activity that has been published to the portal 23 Synergist v10 25 User Guide 24 synergist Attaching files to jobs phases e New kind of container called a public folder has been provided If a user of the client portal uploads a file directly to a job i e not as part of a message it will be placed in a public folder Files
21. udio 6 SIOE Re Mike can you upload the amends to the brief Posted by Mike Milington Mike Milington Synopsis Seyen D Print File pdf Uploaded by Mike James Mike James E Mike can you upload the amends to the brief Posted by Mike Millington Job Phase or ee Job 4 00400002 8 page brochure mm Please send PDF for approval by the end of next week Posted by Mike James O Phase 001 8 page brochure Message thread If you click on a message or comment entry you are taken to the message thread screen Here the original message is displayed along with any comments the message thread You can add to the thread by posting a new comment OEE a nE Messages RAES EU syner gi st Please send PDF for approval by the end of next week People on this job From Mike James Date Thu 20th Jan 2011 at 8 59am Studio 6 N Mike Millington Synopsis Seyen Mike James Mike James Thu 20th Jan 2011 at 9 46am will do Leave a comment Post this comment 10 Synergist v10 25 User Guide synergist Job details tab The main job details including current stage and due date are displayed The quoted price is also shown onewa Job Phase Detail Pitre es IES ees synergist People on this job Description Stage Awaiting go ahead 4 page brochure Paper Stock 140gsm Colours 4 Quantity 15 000 Finishing Studio 6 spot varnish Mike Millington Quoted 2000 4 Synopsis Seven Comments Order number Mike James Ref Job 4 00400002
22. ve this selection as a new view For Mike Millington 08 00 MM Med Message Mike James Synopsis Seven Please send PDF Fr 4 00400002 20 01 11 08 00 Med Job Request Mike James Synopsis Seven Amendments to cu 20 01 11 08 00 Med Job Request Mike James Synopsis Seven Website update 1 20 01 11 08 00 Med This will list all open job requisitions Select a requisition Activities Studio6 BEE activities open job requisitions view f 3 items le f type con description job phase due owner priority complete Job Request Mike James Synopsis Seven Website content u 400400005 1 20 01 11 08 00 MM Med Job Request Mike James Synopsis Seven Amendments to cu 20 01 11 08 00 Med Job Request Mike James Job Request Website update 187 fel E3 Job Request Website update reef r Actions Create a follow up activity subject Website update Follow up TV ce Delete activity details yv L Email contact the website needs to be updated with new copy j regarding Synopsis Seven Email owner Email secondary owners contact Mike James Re file activity v al Mike Milington Create job For this job request secondary owners Create Phase for existing Job category Y priority Med status history summary due 20 01 2011 08 00 v alerts None x before due I immediate alert T on completion z last modified by on 00 00 00 OK Cancel activity ID 187 created by Mike James on 20 01 2011 18 Synergist v10 25 User
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