Xpflow ecko training presentati

1. Software-on-Demand
for the
Licensing Industry
XPFLOW S o l u t i o n O v e r v i e w

2.  Introduction
• Sample Project Details (Project,
Product, Actors)
• Sample Workflow, Phases
 Startup & Settings
 New Approval Request Submission
• Login
• Quick Sheet
• Form General Tab
• Selecting Users
• Uploading Attachments
• Product Info Tab
• Dashboard (after Submission)
• Project Screen (after Submission)
Table of Contents
 Managing Assets
• Quick Views
• View in Catalog
• Search Assets
• Options
 Version History
 Adding Tags
 Generating a PDF on the Submission
 Reports
 Search
• Search Projects
• Search Dashboard
 Preferences
 Online Help

3. Introduction Overview
This presentation introduces the major features of XPFLOW and provides a
reference to the functionality available and the types of business processes
used for product development processes in licensing organizations
A licensing workflow has been implemented in XPFLOW with various Actors
representing typical Roles.
This presentation will demonstrate the types of activities and business
processes that can be configured in XPFLOW to represent specific Licensing
Product Approval processes between organizations

4. Project Introduction
The Business Product Development Team, at Callanen Corporation is a licensee of
Marc Ecko Enterprises who will submit product development projects related to the use
of the Marc Ecko’s Rhino brand on a Timex specific product - the Dress Watch for
Women with Mesh Metal Band.
Jane Simpson, of Callanen Corporation, will submit a project approval request to Marc
Ecko Enterprises, the Licensor of the Rhino Brand using the XPFLOW Product
Development Module
Jane Simpson,
Executive,
Callenen Corporation

5. Product Details
Licensee: Callanen Corporation
Product Description: Dress Watch with Mesh Metal Band
Product Code: T2F7019J
Product Category: Fashion and Dress, Women
Product: Dress Watch, Women

6. Licensee
Group: External
Company: Callanen Corporation
Department: Business Development
Address1:1302 Pike Ave.
Address2:
City: North Little Rock
State: AR
Zip: 72114
Country: USA
Phone1: 1.800.449.4639
Phone2:

7. Actors in the Workflow
Jane Simpson,
Executive,
Timex Corporation
Name: Jane Simpson
Email: jsimpson@timex.com
Role: Licensee
Title: Executive

8. Licensor
Group: Internal
Company: Marc Ecko Enterprises
Department: Business Development
Address1: 40 West, 23rd. Street
Address2:
City: New York City
State: New York
Country: USA
Zip: 10010
Phone1:
Phone2:
Fax:

9. Actors in the Workflow
John Smith
jsmith@eckoinc.com
Role: Approver
Title: Executive
Nancy Andrews
nandrews@eckoinc.com
Role: Approver
Title: Executive
Julie Anderson
janderson@eckoinc.com
Role: Coordinator
Title: Coordinator
Malaika Adams
madams@eckoinc.com
Role: Approver
Title: Executive

10. Sample Workflow

11. The Phases
• Sketches
• Color Rendering
• Wirecuts
• Presentation Samples

12. Startup & Settings

13. Startup and Settings
 XPFLOW is a hosted software as a service application, which
provides users with a secure browser based interface on both the
PC or MAC platforms
• Flash 9 required and IE 6+, Firefox 1.2+ or Safari browsers are
supported
 The product development approval process workflows, business
rules, user roles, rights, forms and other related information are
initially graphically configured by the System Administrator using
the XPFLOW Administration module.

14. New Approval Request Submission

15. jsimpson@timex.com
*******
The Licensee, Jane Simpson,
Logs in to XPFLOW

16. Quick Sheet
The Quick Sheet provides Users with a brief Introduction
to the Features in the Product Development module in XPFLOW

17. Licensee Enters Data in the
General Tab
Simpson, J
jsimpson@timex.com
Jane marks a copy to herself using the
Select Users popup

18. Licensee Enters Data in the
General Tab
Request for Approval: Dress Watch Branding Project
6
Sketches
jsimpson@timex.com
Please review sample sketch and logo uploaded
for Dress Watches for Women with Mesh Metal
Band. Let us know your feedback.
Dress Watch Branding Project
Jane selects the specific file attachments
to upload and attach to the Product Submission Form
from her computer

19. Licensee Enters Data in the
Product Info Tab and Submits to Ecko
Jane completes the Form and
clicks on the Submit button
Contract # 0001
*ecko unltd
Watches
Fashion and Dress, Women
Dress Watch, Mesh Metal Band

20. Licensee Projects Screen after
Project Submission
Jane may
navigate back to
the Project she
submitted using
the left
navigation.
by clicking on
Approvals > My
Current Projects.
The Project appears as a node
within the Project Tree.

21. Licensee Dashboard after
Project Submission
After clicking on the “My Dashboard” icon in the left navigation, Jane can view her
submitted Project and its summary information in her Inbox.
She can also navigate back to the Project by clicking the Project Name link

22. Notes:
 The “To:” field is automatically populated by the system with the
appropriate Recipient’s email address as defined in the process workflow.
 The Licensee has the option to provide a copy to selected Users by
selecting their ids in the Select Users Popup. This also enables the user to
select their id to receive a copy.
 After the form has been submitted it appears in the Licensee’s Dashboard
and Approvals Project Tree since she had marked a copy to herself as
shown in the earlier Project Submission slide.
Licensee Projects Screen after
Project Submission

23.  The User may click on the “Quick Views” link to view the attachments on the form
• A popup displays all attachments associated with the submission. This
popup allows viewing of the attachments in five different modes: Thumbnail,
Filmstrip, Icons, List or Details.
• The default view mode is Thumbnail. The user can switch to any of the other
display mode by selecting the icon representing another view mode
 The Quick View popup is divided vertically into two sections. The top section
displays all of the attachments in the selected view mode. The bottom section at
the displays details of the specific attachment that is selected in the top section.
• The details displayed in the bottom section include the File Name, Version,
File Type, File Size, Created By, Created Date, Last Modified By, Last Modified
Date and the Current Phase of the project.
 Double clicking an asset in this view will open the selected file in its native
application in a separate window.
• The five icons available in the right corner of the popup represent the
available views and enable the user to easily toggle between different viewing
modes.
Quick View of Approval Attachments

24. Thumbnail View
The top section displays all of the attachments in the
selected view mode. The bottom section displays
details of the specific attachment that is selected. The
details displayed in the bottom section include the File
Name, Version, File Type, File Size, Created By,
Created Date, Last Modified By, Last Modified Date and
the Current Phase of the project.
The user can select one of
the other icons to switch to
one of the other view modes

25. Film Strip View

26. List View

27. Icon View

28. Details View
Tool tip on
mouseover
On mouseover, Tool tip
displays summary information
about the Asset

29. Managing Assets

30. Asset Catalog
 XPFLOW provides an Asset Catalog enabling users to browse
and locate digital assets easily
 A hierarchical tree structure enables browsing and filtering for
Assets based on various categories
 Users can Navigate to the Catalog section by selecting “Manage
Assets” in the Approvals left navigation
• Also when viewing a form they may click on the link “View in
Catalog” in order to view the asset within the Asset Catalog and in
the context of other assets related to the specific Approval form
they are viewing

31. To View the Catalog section User clicks on
“Manage Assets” option in the left navigation
or the “View in Catalog” link in the Form
Asset Catalog

32. There are four different System Catalogs and a Quicklist which
display a filtered set of assets based on various categories.
Changing Catalogs
 By Licensee, Project
 By Licensee, Project, File Type
 By Licensee, Date
 By Licensee, Date, project
Users can switch to any of these four catalog views by selecting the option
from the “Catalog” drop down selection

33. To switch to different views
the icon is selected from
any of the view mode buttons
Catalog - Thumbnail View
Currently active
System Catalog: “By Licensee, Project”

34. Catalog - Icon View

35. Catalog - List View

36. Catalog - Details View

37. If an asset is selected, an
Options button appears with
a list of operations available
Catalog - Filmstrip View

38. User selects Version History from the
Options menu to view version
history of the selected asset
Options Menu

39. Version History

40. Option to Change Catalog View
Available System Catalogs

41.  Attachments can have certain prefixed system attributes
associated with them in the form of “keywords” by way of
identification in order to facilitate easy and quick search and
retrieval later.
• Some of the system populated attributes may be File Name, Version,
File Type, File Size, Created By & Date, Last Modified By & Date etc.
 Other attributes associated with the assets are derived from the
approvals form to which they are attached. An example of such
attribute is the name of the Licensee submitting the request
 Users may also create specific tags and add them to an asset
Tagging Assets

42. Defining & Adding a New Tag
User enters a new name
“Fashion-Women” for the Tag
and clicks on the “Add” button.
On clicking Done, the tag is
added to the selected asset.
Fashion-Women
Fashion-Women
Fashion-Women
User selects Tags from the
Options menu to view or add
Tags for the selected asset

43. Adding a Tag
User may drag and drop existing Tags from the
Tag list created earlier. On clicking Done, the tag is added to the
selected asset. Multiple selection is allowed.
Fashion-Women
Dress Watches
Mesh Metal Band
Mesh Metal Band
Dress Watches
User selects Tags from the
Options menu to view or add
Tags for the selected asset

44.  User may search based on one or more of the following:
• File Name
• Created By
• Licensee
• Tags
• Project Id
• Project Name
• Created Date range (From & To)
• Last Modified Date range (From & To)
Search Assets
Search allows users to filter a view based on a specified set of
search criteria.

45. User selects Search to invoke
the Search screen
Search Assets

46. Search Assets
User selects “Jane Simpson” from the Created by dropdown list and enters
a date range as the Search criteria for “Created Date” field

47. Search Assets
When specifying multiple search criteria they are inclusive, therefore, No Assets
were found that match the both of the search criteria specified

48. Search Assets
User selects “Jane Simpson” from the Created by dropdown list but
does not specify a created date range

49. Search Results Displayed
Search results displayed
On selecting “Jane Simpson” from the Created by dropdown list matching Assets are
found and displayed

50. Licensee Reports

51. Licensee Jane Simpson Views Reports
Reports available to the Licensee Role
HTML is selected as the Report format and Report period is
entered as 11/09/06 (start date) to 11/23/06 (end date)
Type of Report selected from Content Panel

52. Sample Reports

53. Search

54. Search Projects
User may click on the Search button in the
Tool bar from My Current Projects, My
Completed Projects or Quicksheet screens
6
The value “6” is entered as Project number and
“Sketches “ is selected from the Phase drop down list

55. Search Projects - Results Displayed
Search Results for Project number “6” and Phase=“Sketches” displayed

56. Search Dashboard
Search criteria selected for Project Phase as “Sketches”

57. Search Dashboard
Search Results returned

58. Preferences

59. Prefs
Users can update their
profile, change their password
and also opt to receive email notifications
at various stages in the approval workflow

60. On clicking the Prefs button, a popup
is displayed with options to View or
Edit Personal Profile, Password,
Notification options
Prefs
On clicking the Edit button, Personal
Profile, Password, Notification
options are displayed in editable form

61. Editing Personal Profile
Options to Save, Reset or
Cancel in Edit mode

62. Online Help

63. Online Help
Help has Contents, Index, Search and
Glossary to enable Users to easily find
the topic they are looking for

64. Approving New Submissions

65.  Approving New Submissions
• Dashboard
• Reviewing Attachments
• Quick View
• View in Catalog
• Consulting/ Track/ Forward
 Supervisor Functionality
 Reports
Contents

66. After Jane Simpson submits the product approval request, it is
routed to the Approver, John Smith, in Ecko, for processing
Account Executive,
John Smith Receives the Submission
Nancy Andrews
Account Executive
John Smith
jsmith@eckoinc.com
Role: Approver
Title: Executive

67. Approver John Smith logs in to XPFLOW
jsmith@eckoinc.com
*******

68. Dashboard View for John Smith
When John Smith, logs in, this product submission is shown in the “Inbox” area of the Dashboard. The
Dashboard provides a summary view and relevant information regarding the projects that can be acted
upon by a user.
Submission received for Dress Watches Branding Project

69. Consult
John Smith
Approver
 The Approver has an option to Consult on the Submission received. In this
example the user opts to consult with another Approver, Malaika Adams.
The Consultation feature of XPFLOW provides users with the ability to
solicit inputs and comments from users that may not be part of the pre-
defined workflow.
John Smith Consults Malaika Adams
 As illustrated each internal comment from every user can be reviewed and
either included or excluded using the tracking feature
• This enables an internal user to choose which specific comments can
be view by external users such as Licensees.
Malaika Adams
Approver
Feedback

70. John Smith Enters Comments &
Forwards to Malaika Adams for Consultation
Operations available
Comments from John Smith

71. Approver, Malaika Adams
Logs in to XPFLOW
madams@eckoinc.com
********

72. Approver, Malaika’s Dashboard
When the Approver, Malaika Adams, logs in, this product submission is shown in the “Inbox” area of the
Dashboard. The Dashboard provides a summary view and relevant information regarding the projects
that can be acted upon by a user.
Submission received for Watches

73. Malaika Views the Document

74. Malaika Reviews Attachments in
Quick View
XPFLOW provides a “Quick View” feature to allow
users to view attachment assets in different modes
from within the Approvals form. The various display
modes are Thumbnail, Filmstrip, Icon, List and Detail
views.

75. Malaika Enters Approval Comments
and Submits Document
Comments entered by Malaika

76. John Smith, receives the form from Malaika
He reviews the form and her comments and then forwards it to the
Coordinator
John Smith Logs in To XPFLOW

77. John Smith Reviews Document
John clicks on the Forward button
to send the document to the
Coordinator

78. John Smith Enters Comments and
Submits the Document to Coordinator
Rejected. Please modify colors and resubmit
with changes.
John enters comments and submits
the Document

79. Julie Anderson
Coordinator
Coordinator, Julie Anderson,
logs into XPFlow and
receives the Form from John Smith

80. Coordinator, Julie Anderson’s
Dashboard
Coordinator, Julie Anderson
receives Submission from John Smith

81. Julie Anderson Reviews Document and
Sends it Back to the Licensee
Comments entered by Julie Anderson

82. Coordinator Uses the
Comments Tracking Feature
 When Julie Anderson selects the document link in her Dashboard, the
copy of the submission processed by John Smith is displayed
 She has the option to invoke the Track feature to view the internal
comments from John Smith and deselect the comment if she does not
want the Licensee to view it
 In this example, she opts to deselect comments from John Smith and
forwards the document with her own comments

83. Coordinator Uses the
Comments Tracking Feature
Invoking the Track feature
Julie Anderson enters comments
The gradient shade needs to be modified.
Please resubmit with changes.

84. Coordinator Uses the
Comments Tracking feature
The internal comments from John Smith is de-selected
External comments cannot be deselected since
they are always visible to both internal & external users

85. Licensee Receives the Project Status
and may Generate a PDF Document
 When the Approvals Team submits the project and provides a status on
the project, the licensee will be notified of the project status and can
view the comments that were intended for the Licensee.
 XPFLOW provides the Licensee the option to generate a PDF
document of the approval comments and the status of product
submission.
• The PDF document generated in this example does not contain the
comments entered by John Smith since this was deselected in the
previous step and therefore is not visible to the Licensee.

86. Licensee Prints
Submission Form PDF
Note: Only comments from the Licensee are visible.
Comments from the Executive, John Smith, are not
visible because the Track
feature was used to exclude this Comment.

87. Supervisor Functionality

88. XPFLOW Supervisor Functionality
 Executives, John Smith & Nancy Andrews have a Supervisor, Julie
Anderson, whose Role is named “Coordinator”.
 A new project for men’s watches is submitted to John Smith.
• However, when this user does not respond within a certain time
frame the Coordinator may reassign ownership of this project
from John Smith to Nancy Andrews

89. Submission received for Men’s Watches
John Smith’s Dashboard

90. Julie Anderson, (Supervisor)
Views “My Team’s Dashboard”
Submission for Men’s Watches received

91. Julie Anderson, (Supervisor)
Views “My Team’s Dashboard”
Options to Takeover
& Assign Project to another
Approver

92. Julie Anderson, (Supervisor)
Re-assigns Project to Nancy Andrews
The Project is now assigned to another
Approver, Nancy Andrews

93. Account Executive, Nancy’s Dashboard
after Julie Anderson Re-assigns the Project
Submission for Men’s Watches shows assigned to Nancy Andrews

94. Reports

95. Reports in XPFLOW
 User specific Reports: These Reports contain data relevant to the current
user. This does not require administration configuration for an individual
user. All users within a role should have access to reports pertaining to
their own projects.
 System Reports: These Reports are system wide and applicable to all
projects in XPFLOW. Only specific Users have the privilege to generate
and view these Reports
Types of Reports in XPFLOW -

96. Administering Report Rights
in XPFLOW
Lily Johnson
XPFLOW System Administrator
System report privileges need to be configured via the administration module in order
to grant access to these reports specifically to the desired users only. Sys Admin Lily
Johnson logs in to view and administer Report Rights in the Administration module.

97. Nancy Andrews Generates Reports
Reports available to the Account Executive Role
Nancy Andrews as an Account Executive has Rights to generate and view the list of System as well as
User specific Reports listed for her in the Content Panel

98. Sample Reports in XPFLOW

99. Rollout/Production Deployment

100. Rollout
 Recommend users create multiple test projects in the eckotest
environment
 Recommend processing in parallel with existing paper based process for
a few product submissions
 After successful completion of processing in parallel deploy in production
environment
 Support / Questions
• Email : support@xpflow.com
• Voice : 310-359-0725
Pre-production activities

101. XPFLOW Mission
To help licensors
achieve maximized return
on their intellectual property assets
through effective management of
the entire lifecycle of the licensing process