Xpflow training ppt_update_may 2007-051807

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Xpflow training ppt_update_may 2007-051807

  1. 1. XPFLOW S o l u t i o n O v e r v i e w Software-on-Demand for the Licensing Industry
  2. 2. Table of Contents Introduction  Managing Assets • Sample Project Details (Project, • Quick Views Product, Actors) • View in Catalog • Sample Workflow, Phases • Search Assets Startup & Settings • Options New Approval Request Submission  Version History • Login  Adding Tags • Quick Sheet  Generating a PDF on the Submission • Form Selection Wizard  Reports • Form General Tab  Search • Selecting Users • Search Projects • Uploading Attachments • Search Dashboard • Product Info Tab  Preferences • Dashboard (after Submission)  Online Help • Project Screen (after Submission) Next
  3. 3. Introduction OverviewThis presentation introduces the major features of XPFLOW and provides areference to the functionality available and the types of business processesused for product development processes in licensing organizationsA licensing workflow has been implemented in XPFLOW with various Actorsrepresenting typical Roles.This presentation will demonstrate the types of activities and businessprocesses that can be configured in XPFLOW to represent specific LicensingProduct Approval processes between organizations Next
  4. 4. Project IntroductionThe Business Product Development Team, at Trendy T-Shirts is a licensee ofSuperstars who will submit product development projects related to the use of theSuperstarss Super Cop on a Trendy T-Shirts specific product - the Sports T-Shirt forWomen.Jane Simpson, of Trendy T-Shirts , will submit a project approval request toSuperstars , the Licensor of the Super Cop Brand using the XPFLOW ProductDevelopment Module Jane Simpson, Executive, Trendy T-Shirts Next
  5. 5. Product DetailsLicensee: Trendy T-ShirtsProduct Code: T2F7019JProduct: Sports T-Shirts, WomenProduct Category: Fashion and Dress, WomenProduct Description: Red Sports T-Shirt Raglan Next
  6. 6. LicenseeGroup: ExternalCompany: Trendy T-ShirtsDepartment: Business DevelopmentAddress1:1302 Pike Ave.Address2:City: North Little RockState: ARZip: 72114Country: USAPhone1: 1.800.449.4639Phone2: Next
  7. 7. Actors in the WorkflowName: Jane SimpsonEmail: jsimpson@trendytshirts.comRole: LicenseeTitle: Executive Jane Simpson, Executive, Trendy T-Shirts Next
  8. 8. LicensorGroup: InternalCompany: SuperstarsDepartment: Business DevelopmentAddress1: 40 West, 23rd. StreetAddress2:City: New York CityState: New YorkCountry: USAZip: 10010Phone1:Phone2:Fax: Next
  9. 9. Actors in the Workflow Julie Anderson janderson@superstars.com Role: Coordinator Title: Coordinator John Smith Nancy Andrews Malaika Adamsjsmith@superstars.com nandrews@superstars.com madams@superstars.com Role: Approver Role: Approver Role: Approver Title: Executive Title: Executive Title: Executive Next
  10. 10. Sample Workflow Next
  11. 11. The Phases• Initial Concept• Mockup• Design• Final Presentation Next
  12. 12. Startup & Settings Next
  13. 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. Next
  14. 14. New Approval Request Submission Next
  15. 15. The Licensee, Jane Simpson,Logs in to XPFLOW jsimpson@trendytshirts.com ******* Next
  16. 16. Quick Sheet Jane clicks on “New” to submit a new project for Approval The Quick Sheet provides Users with a brief Introduction to the Features in the Product Development module in XPFLOW Next
  17. 17. Form Selection Wizard The Form Selection Wizard is displayed. Jane clicks on Select to choose the Brand Product for Licensing Approval on the T-Shirts On clicking the “Get Form for Entry” button, a New Approvals Form is displayed Next
  18. 18. Licensee Enters Data in theGeneral Tab Select Users jsimpson@trendytshirts.com jsmith@superstars.com Jane marks a copy to herself using the Select Users popup Next
  19. 19. Licensee Enters Data in theGeneral Tab Upload Attachments jsimpson@trendytshirts.com jsmith@superstars.com jsimpson@trendytshirts.com T-Shirt Branding Project Red-TShirt-back.jpg; supercop_log 157 Jane selects the specific file attachments T-Shirt Branding Project to upload and attach to the Product Submission Form New Submission from her computer Initial Concept Mockup Please review sample sketch and logo uploaded for Sports T-Shirts for Women. Next
  20. 20. Licensee Enters Data in theProduct Info Tab and Submits to Superstars Jane submits the Approval Request Next
  21. 21. Licensee Projects Screen afterProject SubmissionNotes: 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. Next
  22. 22. Licensee Projects Screen afterProject Submission The Project appears as a node within the Project Tree. jsimpson@trendytshirts.com jsmith@superstars.com jsimpson@trendytshirts.com T-Shirt Branding Project Jane may Red-TShirt-back.jpg; supercop_log navigate back to the Project she submitted using 04-27-07 the left 157 navigation. T-Shirt Branding Project by clicking on New Submission Approvals > My Current Projects. Initial Concept Please review sample sketch and logo uploaded for Sports T-Shirts for Women. Next
  23. 23. Licensee Dashboard afterProject 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 No link Next
  24. 24. Quick View of Approval Attachments 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. Next
  25. 25. Thumbnail View The user can select one of the other icons to switch to jsimpson@trendytshirts.com one of the other view modes jsmith@superstars.com jsimpson@trendytshirts.com The top section displays all of the attachments in the selected view mode. The bottom section displays T-Shirt Branding Project details of the specific attachment thatsupercop_log Red-TShirt-back.jpg; is selected. The details displayed in the bottom section include the File Name, Version, File Type, File Size, Created By, Created Date, Last Modified04-27-07 Last Modified Date and By, the Current Phase of the project. 152 T-Shirt Branding Project New Submission Initial Concept Please review sample sketch and logo uploaded for Sports T-Shirts for Women. Next
  26. 26. Film Strip View jsimpson@trendytshirts.com jsmith@superstars.com jsimpson@trendytshirts.com T-Shirt Branding Project Red-TShirt-back.jpg; supercop_log 04-27-07 152 T-Shirt Branding Project New Submission Initial Concept Please review sample sketch and logo uploaded for Sports T-Shirts for Women. Next
  27. 27. List View jsimpson@trendytshirts.com jsmith@superstars.com jsimpson@trendytshirts.com T-Shirt Branding Project Red-TShirt-back.jpg; supercop_log 04-27-07 152 T-Shirt Branding Project New Submission Initial Concept Please review sample sketch and logo uploaded for Sports T-Shirts for Women. Next
  28. 28. Icon View jsimpson@trendytshirts.com jsmith@superstars.com jsimpson@trendytshirts.com T-Shirt Branding Project Red-TShirt-back.jpg; supercop_log 04-27-07 152 T-Shirt Branding Project New Submission Initial Concept Please review sample sketch and logo uploaded for Sports T-Shirts for Women. Next
  29. 29. Details View Tool tip on mouseover jsimpson@trendytshirts.com jsmith@superstars.com jsimpson@trendytshirts.com T-Shirt Branding Project Red-TShirt-back.jpg; supercop_log On mouseover, Tool tip 04-27-07 displays summary information about the Asset 152 T-Shirt Branding Project New Submission Initial Concept Please review sample sketch and logo uploaded for Sports T-Shirts for Women. Next
  30. 30. Managing Assets Next
  31. 31. 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 Next
  32. 32. Asset Catalog jsimpson@trendytshirts.com jsmith@superstars.com jsimpson@trendytshirts.com T-Shirt Branding Project Red-TShirt-back.jpg; supercop_log 04-27-07 157 T-Shirt Branding Project New Submission To View the CatalogInitial Concept User clicks on section “Manage Assets” option in the left navigation or the “View in Catalog” review samplethe Form Please link in sketch and logo uploaded for Sports T-Shirts for Women. Next
  33. 33. Changing CatalogsThere are four different System Catalogs and a Quicklist whichdisplay a filtered set of assets based on various categories.  By Licensee, Project  By Licensee, Project, File Type  By Licensee, Date  By Licensee, Date, projectUsers can switch to any of these four catalog views by selecting the optionfrom the “Catalog” drop down selection Next
  34. 34. Option to Change Catalog View Available System Catalogs Next
  35. 35. Catalog - Thumbnail View Currently active System Catalog: “By Licensee, Project” To switch to different views the icon is selected from any of the view mode buttons Next
  36. 36. Catalog - Icon View Next
  37. 37. Catalog - List View Next
  38. 38. Catalog - Details View Next
  39. 39. Catalog - Filmstrip View If an asset is selected, an Options button appears with a list of operations available Next
  40. 40. Options Menu User selects Version History from the Options menu to view version history of the selected asset Next
  41. 41. Version History Next
  42. 42. Tagging Assets 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 Next
  43. 43. Defining & Adding a New Tag User selects Tags from the Options menu to view or add Tags for the selected asset Fashion-Women Fashion-Women Fashion-Women 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. Next
  44. 44. Adding a Tag User selects Tags from the Options menu to view or add Tags for the selected asset 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. Next
  45. 45. Assets – Full Image View User selects Full Image View icon to View the Image in full size or half size Next
  46. 46. Assets – Full Size View Full Size View Next
  47. 47. Assets – Half Size View Half Size View Next
  48. 48. Search AssetsSearch allows users to filter a view based on a specified set ofsearch criteria. 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) Next
  49. 49. Search Assets User selects Search to invoke the Search screen Next
  50. 50. 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 Next
  51. 51. Search Assets When specifying multiple search criteria they are inclusive, therefore, No Assets were found that match the both of the search criteria specified Next
  52. 52. Search Assets User selects “Jane Simpson” from the Created by dropdown list but does not specify a created date range Next
  53. 53. Search Results Displayed Search results displayedOn selecting “Jane Simpson” from the Created by dropdown list matching Assets arefound and displayed Next
  54. 54. Licensee Reports Next
  55. 55. Reports in XPFLOWTypes of 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 Next
  56. 56. Licensee Jane Simpson Views Reports Type of Report selected from Content Panel HTML is selected as the Report format Additional criteria may be specified to filter the Reports based on values of certain Attributes. Rows can be added dynamically to add more Reports available to the Licensee Role criteria and can also be deleted by selecting the row and clicking on the Delete button Next
  57. 57. Sample Reports Next
  58. 58. Search Next
  59. 59. Search Projects User may click on the Search button in the Tool bar from My Current Projects, My Completed Projects or Quicksheet screens Next
  60. 60. Basic Search - Projects 157 The value “157” is entered as Project number and “Initial Concept “ is selected from the Phase drop down list Next
  61. 61. Search Projects - Results Displayed jsimpson@trendytshirts.com jsmith@superstars.com jsimpson@trendytshirts.com T-Shirt Branding Project Red-TShirt-back.jpg; supercop_log 04-27-07 157 Search Results for Project number “157” and Phase=“Initial Concepts” displayed T-Shirt Branding Project New Submission Initial Concept Please review sample sketch and logo uploaded for Sports T-Shirts for Women. Next
  62. 62. Advanced Search - Projects Search Results can be sorted in ascending or descending order of the Attributes Additional criteria can be specified according to Attribute values Next
  63. 63. Advanced Search - Projects Specific criteria may be selected and deleted if required Next
  64. 64. Search Dashboard Search criteria selected for Module as “Approvals” and Phase as “Initial Concept” Next
  65. 65. Search Dashboard Search Results returned Next
  66. 66. Preferences Next
  67. 67. Prefs Users can update their profile, change their password and also opt to receive email notifications at various stages in the approval workflow Next
  68. 68. Prefs User Preferences On clicking the Edit button, Personal Profile, Password, Notification options are displayed in editable form On clicking the Prefs button, a popup is displayed with options to View or Edit Personal Profile, Password, Notification options Next
  69. 69. Editing Personal ProfileUser Preferences User Preferences User Preferences Options to Save, Reset or Cancel in Edit mode Next
  70. 70. Online Help Next
  71. 71. Online Help Help has Contents, Index, Search and Glossary to enable Users to easily find the topic they are looking for Next
  72. 72. Approving New Submissions Next
  73. 73. Contents Approving New Submissions • Dashboard • Reviewing Attachments • Quick View • View in Catalog • Consulting/ Track/ Forward Supervisor Functionality Reports Next
  74. 74. Account Executive,John Smith Receives the SubmissionAfter Jane Simpson submits the product approval request, it isrouted to the Approver, John Smith, in Superstars, for processing Nancy Andrews Account Executive John Smith jsmith@superstars.com Role: Approver Title: Executive Next
  75. 75. Approver John Smith logs in to XPFLOW jsmith@superstars.com ******* Next
  76. 76. Dashboard View for John Smith Submission received for Red T-Shirts Branding Project. John Smith Navigates to the Project Form by Clicking on the Project Number linkWhen John Smith, logs in, this product submission is shown in the “Inbox” area of the Dashboard. TheDashboard provides a summary view and relevant information regarding the projects that can be actedupon by a user. Next
  77. 77. John Smith Reviews the Submission Operations available Next
  78. 78. John Smith Consults Malaika Adams 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. Consult Feedback John Smith Malaika Adams Approver Approver 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. Next
  79. 79. John Smith Enters Comments &Forwards to Malaika Adams for Consultation Please review and let me know your comments Comments from John Smith Next
  80. 80. Approver, Malaika AdamsLogs in to XPFLOW madams@superstars.com ******* Next
  81. 81. Approver, Malaika’s Dashboard Submission forwarded by John Smith for T-Shirts Branding ProjectWhen the Approver, Malaika Adams, logs in, this product submission is shown in the “Inbox” area of theDashboard. The Dashboard provides a summary view and relevant information regarding the projectsthat can be acted upon by a user. Next
  82. 82. Malaika Views the Document Next
  83. 83. Malaika Reviews Attachments inQuick 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. Next
  84. 84. Malaika Enters Approval Commentsand Submits Document Please follow style guide for correct colors and shades Comments entered by Malaika Next
  85. 85. John Smith Logs in To XPFLOW John Smith, receives the form from Malaika He reviews the form and her comments and then forwards it to the Coordinator Next
  86. 86. John Smith Reviews Document John clicks on the Forward button to send the document to the Coordinator Next
  87. 87. John Smith Enters Comments andSubmits the Document to Coordinator Please modify colors and resubmit with changes. John enters comments and submits the Document Next
  88. 88. Coordinator, Julie Anderson, logs into XPFlow andreceives the Form from John Smith Julie Anderson Coordinator Next
  89. 89. Coordinator, Julie Anderson’sDashboard Coordinator, Julie Anderson receives Submission from John Smith Next
  90. 90. Julie Anderson Reviews Document Next Comments entered by John Smith
  91. 91. Coordinator Uses theComments 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 a comment from John Smith and forwards the document with her own comments Next
  92. 92. Coordinator Uses theComments Tracking Feature Track Comments Invoking the Track feature The internal comments from John Smith is de-selected Next
  93. 93. Coordinator Enters Comments andForwards the Document to the Licensee The colors need to be modified. Please resubmit with changes. Julie Anderson enters comments and submits the document Next
  94. 94. Licensee Receives the Project Statusand 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. Next
  95. 95. Licensee PrintsSubmission Form PDF Note: Only a comment each from the Licensee and the Executive, John Smith, are visible because the Track feature was used to exclude the other Next Comments.
  96. 96. Supervisor Functionality Next
  97. 97. XPFLOW Supervisor Functionality Executives, John Smith & Nancy Andrews have a Supervisor, Julie Anderson, whose Role is named “Coordinator”. A new project for men’s Hats is submitted to John Smith. • The Coordinator may take Ownership of the project and assign/reassign this project from John Smith to Nancy Andrews Next
  98. 98. John Smith’s Dashboard Submission received for Hats Branding Project Next
  99. 99. Julie Anderson, (Supervisor)Views “My Team’s Dashboard” Submission for Men’s Hats received Next
  100. 100. Julie Anderson, (Supervisor)Views “My Team’s Dashboard” Options to Takeover & Assign Project to another Approver Next
  101. 101. Julie Anderson, (Supervisor)Re-assigns Project to Nancy Andrews Assign User Nancy Andrews Julie Anderson clicks on Takeover & Assign to assign the Project to another Approver The Project is now assigned to another Approver, Nancy Andrews Next
  102. 102. Account Executive, Nancy’s Dashboardafter Julie Anderson Re-assigns the Project Submission for Hats Branding Project shows assigned to Nancy Andrews Next
  103. 103. System Reports Next
  104. 104. Administering Report Rightsin XPFLOW Lily Johnson XPFLOW System AdministratorSystem report privileges need to be configured via the administration module in order togrant access to these reports specifically to the desired users only. Sys Admin LilyJohnson logs in to view and administer Report Rights in the Administration module. Next
  105. 105. Nancy Andrews Generates Reports Reports available to the Account Executive RoleNancy Andrews as an Account Executive has Rights to generate and view the list of System as well asUser specific Reports listed for her in the Content Panel Next
  106. 106. Sample Reports in XPFLOW Next
  107. 107. Rollout/Production Deployment Next
  108. 108. RolloutPre-production activities 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 Next
  109. 109. XPFLOW Mission To help licensors achieve maximized return on their intellectual property assets through effective management of the entire lifecycle of the licensing process

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