Creative Agencies: Workfront Proof (August 11, 2020)

Transcript

Welcome everyone. You’re in the right place if you’re here for the user group on Workfront Proof. So we’re gonna give it a few more seconds but thanks for joining. Get comfy and definitely encourage you to have your cameras on. Love to see your bright faces. Okay just about full here. So once again welcome. You’re in the Workfront user group on Proof. Welcome again. Thanks for joining. I’m Andrew. I’ll be your host today. We have a handful of moderators as well who you’ll meet in your breakout groups. So we’re all really excited to have you here. Today’s topic is Proof. I’m a CSM, a customer success manager at Workfront. I’ve been here about three months so just like some of you I’m really excited to learn the new things about Proof but also where it’s been and the evolution of it. So without further ado we’re gonna kind of kick things off. There’s a couple of housekeeping items I’m gonna walk you through and then I’ll introduce you to today’s speaker and then we’re gonna get going on all the the meat of the user group. And just a shout out that the session’s being recorded. That’s so that other customers who weren’t able to make it will be able to access the information at a later time but also that means that you can go back and and check up on anything you wanted to hear or review again. So thanks for having the recording going. A little housekeeping items everyone. So welcome back to Zoom. We’re all super familiar with it by now but there’s you know video and audio adjustments you can do to to set the pace for your time in this user group. We definitely encourage you to have your video on. Gallery view is really great right here so you can see everyone who’s participating. And now we’re going to go into some introductions. So again my name is Andrew. I’m a CSM at Workfront. Something really interesting just you know proof means something totally different to me today. I used to work as a pastry chef so every time I heard the word proof I imagined you automatically think of croissant or sourdough bread you know rising before baking it and now it’s a little different. We’re going into a marketing use case and I’m really excited to hear everyone’s experience with it. So what I hope to take away from today’s intro just because I’m still sort of on the new side is a really specific way to use proof in a marketing campaign which I think I’m going to hear a lot of today. So please don’t hold back in sharing that because I’m I’m here for that. Hopefully you are as well. And now in the group chat is a little icebreaker question. We’re just gonna you know get our our blood flowing in our brains. So here’s the question. Which song brings you back to your high school years? So go ahead and use that group chat function. Introduce yourself with your name and your company role and location and then what you hope to take away from today as well as which song brings you back to your high school years. My answer is going to be anything red hot chili peppers. That’s what I listen to all the time on to and from school. So that was that’s my answer. Looking for everyone else’s. There we go. There’s the chat. Come on Eileen. I’m loving it. Okay. Ironic by Alanis Morissette. Thank you Alicia. I love that one. These are all great. My gosh. Stairway to Heaven. Good one Patricia. Hopefully you all have time to listen to these at some point. So let’s keep those responses going and we’re gonna start kicking it off to to the presentation here. I want to be mindful of time. So here’s our agenda. We’re gonna talk about how one of the largest American-owned spirits and wine companies leverages work front proof and that’s coming from our speaker Cindy Reichert from Brown Foreman. We’re gonna have some group discussions afterwards and then a wrap-up and next steps and there’ll be a I think there’ll be a poll. Correct me if I’m wrong at the end of the presentation so please take that poll. It’ll be in a group chat. You’ll have a quick couple minutes to answer that so thanks in advance for giving your answers there. And without further ado, Cindy Reichert please take it away. We have Cindy here the director of project management and product production design at Brown Foreman. So I’m gonna go ahead and mute myself. Alright thanks Andrew and I think I am going to hop on that chat list and start myself a new playlist. It’d be fun to watch. Alright let me hop over to my slides for everybody. Alright so as Andrew mentioned my name is Cindy Reichert and I am our director of project management and production design at Brown Foreman. Most of you probably have no idea who Brown Foreman is which is not that uncommon so I’ll get into that here in just a moment. First I’ll tell you a little bit about myself. I have been at Brown Foreman for a little over 16 years now. I spent the first six, seven years in IT actually so I have an IT background so unlike Andrew not initially in creative either. I’d like to say I’m a creative in the sense I used to have a gift basket business but not the same but nonetheless I moved into this role about seven or eight years ago after managing support groups and having a full-time project management role that kind of led me into the marketing organization here. So I am part of our global marketing team. When I first started in this role we didn’t have any project managers minus myself he was sort of trying to do it all. We now have three design full-time design project managers. We partnered with an outsourced a production house, a Southern Graphics and SGS and then have a couple of the key players that I’ll talk through about today as we work through today’s slides. The production side of the house for us is the production house side as well as what we term up those repurposing mark home type things too so I have a small team who does that work as well. But Brown Foreman, so we are excited to celebrate our 150th anniversary not so excited to do it during the COVID time so that part’s a little bit crazy as it is for everybody here but it is exciting to know that we’ve been around for 150 years so you know chances are we’re not going anywhere. We are a small company in the sense of you know probably compared to some of your companies but large in our industry. So I’ll get into some of those numbers to show you kind of who we are but to help you understand who we are we are an alcohol beverage company. So we started with Old Forester 150 years ago and if you think back during that time that was when alcohol came in every form and fashion in any kind of vessel you might have you know just literally dumped a glass in a barrel and taking it home with you. So our founder George Garber Brown came up the idea of sealing the bottle and became really the first bottle of bourbon that was guaranteed quality. So that’s really where he kind of you know got our beginning and fast-forwarded from there and still quality is a very high or kept at a high level for us. But the biggest brand we you guys probably are familiar with is Jack Daniels. It is by far our flagship brand. We have a collection of bourbons and whiskies, scotches, a couple wines and some other products that make it make it a pretty fun company to work for an industry to be in. Prior to this I worked for the city government and a utility company. Not at all as much fun to talk about and work with. Here’s a snapshot of who we are. We do have about 5,000 employees, not near as that many actually in work front but nonetheless quite a few folks scattered around the US and the rest of the world. Here’s a little graphic representative of where we are. For those of you don’t know we are in a regulated industry so it depends on where you live as to how we regulate it. As an example you’ll see where all the kind of brown shaded countries are. That’s where we can sell directly to you as a consumer. We own that distribution. We own the warehouses. We own the whole kit and caboodle. But places like here in the US it’s a three-tiered system. I like to say the taxman wants his money. We as Brown Foreman can’t sell you anything directly. We have to go to a distributor who then sells to a bar, a restaurant or a bottle shop, a liquor store. Then they can sell to the consumer. Things like that really over complicate things and not to mention we’re one of the sins. It is alcohol and many countries regulate that in different ways. We’re not regulated by the FDA but every country has its own way in which they regulate things that really kind of makes the proofing exercise we go through vital and critical to our success. Today I’m going to talk a little bit, kind of set the stage on how we manage our projects and work front. What we include in the scope of what we do and focus in on our proof approvals as well. Moving along, like many of you we had a whole collection of systems that we use prior to work front. As I mentioned right before this call when I first joined the team about seven or eight years ago we had a nice big 11 by 17 piece of paper that we tried to pass around to people with their own little set of checks box and sign-offs. It was a complete nightmare. We had way too many revisions and missed making changes and we’re on press making changes at times and it was a real hassle. The advantage we did have a couple years into this role, we did develop our brand asset resource. This bar icon you see down here at the bottom is our digital asset management system and we put a proofing system on top of that. It was again another hosted solution like work front but we had the advantage of making that migration to an automatic proofing system prior to going to work front. That helped us get kind of our footing on the work front side when it came to proof. What we didn’t have was a project management tool. We had this ETQ system which is Excellence Through Quality which is a good quality production oriented system but it had a free project management tool so you get what you pay for. It did help us manage our requests so we kind of had a queue we could manage but it did not do project plans, task management, anything of that nature. So we had a couple tools that worked pretty well that got complemented by a lot of these tools here that you guys won’t be familiar with. Then about a year and a half ago, a year plus ago, we migrated into work front. We are a Google suite here or Google shop so we do you know email and that’s such really from a project management perspective. There are occasional smart sheets out there still but mostly it’ll have a paired up sheet that is in work front as well as and we use of course Google Docs for meeting notes and such. Our bar became bar plus now so it is now both a digital asset management system and a PIM. However, it does not house our proofing tool now because that’s been moved into work front. So I’m going to touch on a couple of the projects again to kind of help you understand the scope because from what I understand from talking to other folks at work front and some of our other customers here, many people don’t use work front in the same fashion that we use it so I want to kind of give you that background and let you understand how we do it. So first up just here’s kind of our landscape and what our instance look like. Looks like we’ve been using it for a little over a year like I said. We’re kind of a small number of licenses compared to many of you again because we’re a pretty small shop. We have a few request queues, we got portfolios which for us are basically brand groupings. For a little over a year plus we’re up to 475 programs which I’ll talk to kind of how we get things organized. The key users are, and one challenge we have is we have volunteer project managers so we do have full-time design project managers but not full-time overall project managers. So the differentiation there is our design project managers cover the kind of the development the front end of that project so from the time we get a brief till the time we finalize our work. Our projects go all the way to bottling so typically those volunteers are more from the supply chain or production side of the house. But we only have four creatives that are on staff plus our SGS partners, a little less than a dozen packaging engineers and then some of these other key groups that I’ll talk to here just to explain what their roles are. So the first big set of projects that are the biggest ones that we do here in the system are what we call our packaging and product or product and packaging initiatives or our product innovations. So a couple things that we do that have been a huge enhancements for us. One as I mentioned the system we had before did handle the request okay but it didn’t collect as much information as we wanted so we use custom forms to do that. For routing approval purposes the project issue itself is routed for approval so in the past I’ll say we had some disconnects where a region might put a request in and thought they had full approval told us they did. A lot of work would happen and then the global brand director would find out about it in question and then it get canceled. So teams like myself on the creative side being part of the design group you know we put a lot of effort into those projects that we didn’t initially need to so that was kind of painful I’ll say. And then we do have other papers and briefs those again are routed as documents. The proofing aspect happens after the project gets started so I’ll run through that right now for you. At a high level this is kind of what our process looks like and the main milestones that we achieve throughout the project. Anytime you see a freeze there’s something rather than proof that we’re capturing the approvals in a formal fashion and ensuring all the right eyes are on the projects. So we have concept freeze, design, copy freeze and then within the artwork approval finalization piece we have both art freeze which is our mechanical art and then vendor proofing. We do have guidelines which actually come from the packaging engineer side so these are more kind of the I’ll call it a light CAD drawing that is the the die line itself that all the artwork has to be placed on that gets routed from marketing sometimes marketing by mostly design packaging and over to our production bottling teams to make sure everything’s set there. As I mentioned we do have lots of roles that play a part that’s pretty critical in here these are the ones that roles that are doing task assignments throughout the project. So everyone here is involved in the proofing plus another handful of people that I’ll share with you here in a moment but just wanted to show that you know there are groups that are involved in the process from the you know kind of from the beginning to almost the end and then others that kind of mostly jump in where you see the darker blocks you’re really where their activation really comes into play. The rest of them are on standby. The life of our projects are pretty lengthy so most of our projects probably on average are more 10 to 12 months but as you might imagine if you’re creating a new bottle for a new product or it’s a brand new product that you’re solidifying the liquid for and things of that nature those projects can taste it take as long as two years. So our project plans are pretty lengthy and therefore having the task with the right dates and all that help us facilitate how we get to you know actually running the proofs for approval at the right point time. The other project type that I’ll just touch on again we’re trying to standardize their use best practices across all these types or what we call gift. You’ll see a couple visuals down here these are the things that many of you might see as around the holiday time. A very common offering is like a two rocks glass with Jack Daniels so basically you get the glass or whether that value-added thing is for quote-unquote free. So we have a whole collection of these that we do that take a significant amount of time to get done far longer than what our brand partners would like us to take so we always are explaining the process and making sure they understand that which again work front project templates have helped us do that. Getting the proof system running and ensuring that all the right parties on those teams see things has really been a huge advantage for us. So again you’ll see some of the same terminology here with the concept freeze design freeze a lot of the same steps happen just in slightly different iterations and versions there. One thing I’ll note and just I think probably each and every one of you have been through some exercise like this we spent a lot of time both mapping out the proof workflows as well as the project workflows and project plans themselves before you know actually turning everything live into work front. A lot of this we had templates and stuff in place but they they weren’t fully vetted and they needed to be streamlined in some cases and you know just tweaked and whatnot in some cases sections needed to be completely reworked. So we have kind of a high level version that is good for you know certain audiences then we got into like a really detailed project flow that is helpful for others and then lastly we have our project templates that we use to ensure everybody you know fully understands the process, buys it into it, understands it and things of that nature. So it’s been very helpful to go through those exercises. So now to get into proof I’m going to talk about Woodford Reserve Derby. So I hope many of you are familiar with Woodford Reserve. If not it’s a great bourbon go out and try it. If you’re not familiar with it you might also be familiar with the Kentucky Derby. So this is a horse race for those of you who are not familiar with it. It’s considered the two greatest two minutes in sports. It’s a really fun time of year except when COVID is happening. So there’s a little twist of turns happening for us this year but the effort we have here this is the first of three races of the Triple Crown and it’s here in Louisville, Kentucky and has been for 146 years this year. This is only the second time it’s normally the first weekend and our first Saturday in May. This year is the first Saturday in September and thank you to Mr. and Mrs. COVID that are we’re all enjoying. The only time of the 146 years it’s been delayed was back in World War II in 1945. So this is only the second time that’s ever happened. So it’s a very unique situation and as a native Louisville person it’s very odd. So all the festivities and activities that you would imagine are you know group settings and such are not happening but nonetheless this bottle is happening. It has happened I should say. So I’ll walk you through our process and how we got here. So again we have a request comes in we do use request queues. We use custom forms to ensure we gather a lot of information that’s needed to understand the scope of what’s being asked and the dates needed the volumes and things of that. So here’s a little snippet of what that form looks like. We route that issue through Workfront to again gain the upper level approvals to ensure that we’re working on the right things and help us prioritize because kind of as I alluded to we’re a pretty lean team both on the design and packaging and any kind of I’ll call the shared service groups that work on all the brands. So we need to be able to prioritize our work as best we can but we still have work to do there I’ll be honest but we at least have the right approvals and process now. We have a cross-functional team that covers everyone from marketing through production that then ensures we put the project down the right path so whether that’s that full on stage gate so it’s a new product and needs to be heavily vetted by upper level of management or it might be more of what we refer to as kind of our creative packaging that is where most of our projects fall so it still might be a new bottle it still might be you know a year and a half effort but it doesn’t actually need a gate paper to go through. So we convert it to a project and in that we’ve also defined all kind of the roles associated with each of those plans that helps us you know organize the chaos as best we can. We use programs to organize again the master project plan and the component projects for every project so we have one plan that we call our master project which is the big plan that always has more than 100 tasks broken up mainly by design and packaging or the two teams who get most of the request. Some things go over to our production partners who either might be at the bottling facility or might be in supply chain that are helping us identify the components that are needed and we create component projects for everything that will then be routed via proof. So we do pass the baton with this artwork from the design team over to our packaging team and so in doing that we want to have two separate tasks that are assigned to the different groups so here’s kind of a snippet of what one of those project plans look like they’re pretty simple it’s basically two or three steps you get the mechanical art done then you do the vendor proof and we issue the spec to actually get the vendor to do the work. We do use custom forms again here so we get all the detail that we might need that you know things we might need a reference or material numbers or the old materials this had old material it was replacing so if it might have been a redesign or something of that nature. If you think about a redesign for somebody even like a Woodford reserve or a Jack Daniels we would we can have as many as two and three hundred components so we do use kickstart to help upload those component projects and build out you know this set of projects that we need to complete the program and again just keep ourselves organized so everything’s under one company then it falls under the appropriate brand grouping and then each program will have a master project plan and a component project. For routing proofs until we get to the design freeze things are routed at the project master project plan once we get past that we’re doing mechanical art and vendor proofing everything is done at the component project so I’m going to fast forward here we’ve got the design signed off so we got a painting from an artist that we partnered with and like the one behind me if you can see my video now we have them basically do painting for us then we scan it we bring it in you know we make the appropriate tweaks to you know color corrections and things of that nature and might enhance you know some something that was done on it and we turn it into a label in that case we have multiple components that would make up a bottle so if you think about you have your front label this one has an ACL that’s you know directly printed on the bottle you got a net rock a strip stamp hang tag you might have a chip case could even have a gift card whatever those set of components are so every piece of artwork that gets routed has a component project associated with it so that way the big advantage is probably some of the enhancements that you know Workfront can continue to help us with is tying proof and Workfront together to tightly connect things so it’s easy to find things so we do things like put part numbers and descriptions we put partners in the custom forms we have project views and filters and reports to help us find these things so here’s kind of an example where you can see the part number itself because some groups use part numbers others use descriptions depending on kind of where you sit in the organization and we do like our project templates we have templates for all the workflows so I will stress if you haven’t done this and you have some way to standardize and kind of set your your workflows this has helped us out tremendously again as I mentioned we did have an automatic proof workflow system prior to Workfront so we basically just grew from there so we had some pretty good basic workflows there but we found that there were some groups like our R&D group needed to be the group to better check things like ingredients not all of our products have been ingredients because they’re bourbons and tequilas and such but things like a ready to drink or a flavored vodka or a flavored bourbon even or it would be a whiskey at that stage would have different people who need to approve things then we also because of the regulation pieces we have different things that are applied to here you can see as an example Mexico or things that are outside the states it’s unique country-by-country wine is it follows kind of different rules and regulations so we’ve set up workflows to help accommodate those nuances and ensuring the right set of eyes do that it did take a cross-functional team to kind of really talk through that led by our legal team and our QA team and myself to really make sure all the right parties see it from a technical perspective as long as well as a brand perspective and that legal regulatory side of things so you can see here we’re looking at the front label to give you kind of little visuals of what that looks like this one’s a pretty simple piece of artwork because it’s basically a painting that got turned into a graphic we have certain rules on how you have to state that this is a Kentucky straight bourbon whiskey you’ve got to have the right alcohol percent on it you know those kind of things as I mentioned there’s a neck wrap a strip stamp with the artist signature on it you know we do things of that nature each of these pieces would be routed individually for approvals for approvals and we route everything at the project level as I mentioned we pass the baton between the design team and the packaging team to get this work done so we want to be able to assign the task in that order so everybody knows when they’re supposed to start and be done with things but we want to be able to use the annotator tool to be able to compare versions so therefore we put everything at the project level within that component project to make sure you know we’re again routing things and and making the most of the center tools we have here’s an example of what a us workflow might look like so here’s the mechanical art gets kicked off sgs is the first partner who takes a look at it and they see it before anybody else does assuming they approve it then packaging sees it then qa design needs to see it before brands needs to see it etc etc so all of our workflows you know look somewhat like this they’ll vary based on the needs of the scope that are there we used to in a prior system had a checklist that everybody was supposed to check off that they looked at certain things some of that is to make sure everybody kind of stayed in their box and also not to duplicate effort at one point we had everybody reviewing copy and just because you can read doesn’t mean you should be reviewing copy now we’ve narrowed that down that really brand is kind of making sure the essence is there legal is making sure it’s legally compliant and qa might do a spell check i’ll say but we tried to better define those to make sure everybody knows what they’re supposed to be looking at and when what stage are we in so as you know it’s easiest and best to make changes at design freeze we’re hesitant to make them at mechanicals and we’re at the vendor proof you’ve got to really need to make it before you know you you want to push for that change so fast forward this mechanical art gets approved it likely will have multiple versions because we do that we are working as best we can to kind of remove the number of versions that we have and get better at that but that is something that we’re still working through as i mentioned there are different groups so to touch on we do have our legal team involved heavily in all approvals our sgs partners take care of kind of the mechanical side packaging engineers are looking at the technical aspect of the die lines and if there’s adhesives calls out or anything like that supply chain helps us from a market mandatory perspective so sometimes they know regulations better than brand who might be i’m sorry rather than legal that might be covering more from a brand perspective and making sure the trademarks are called out or that we’re using the right terminology as we talked about the liquid so rnd comes into play there to make sure we’re legally calling things the way they have to be called sometimes not the way we want to say them so we do have all those parties involved at different stages and depending on the scope of where that artwork basically is going to end up eventually going the right parties need to be there so fast forward the mechanical art got approved we’re now going to be improved in this case it looks very similar to the mechanical art because you know it is it’s a simple graphic really um are the one rule of thumb that we follow is that whoever uploaded the artwork is responsible for ensuring their approvals happen in a timely fashion um i will say that is a burden and not the best way to do it but as i mentioned we have volunteer project managers so they have a full-time day job and they sort of kind of manage the projects and that’s not something that many of them have the expertise in not to say they can’t look at a workflow like this view here on the right hand side that we use and that proofing details to get a quick snapshot of where things are without having to upload i’m not uploading open the proof and look at it in detail we have by all means definitely hopping that annotator tool a lot to capture the feedback and understand what needs to happen but this is that quick view to find out who hasn’t approved what um has their phase even kicked off yet or their stage kicked off what do we need to do there uh as a standard we have two business days for deadlines in most cases uh as you might imagine there’s many times when we do need to expedite our approvals because uh we’re either on the 17th not 17th but we’re on the sixth version um and it’s taking too long again and we’re about to hit a deadline and we might miss the bottling that’s been scheduled and forecasted every other material is ready to go yeah things like that um our design pms do step in and help um expedite a lot of those and escalate to the right parties to ensure you know whoever’s slow to you know i can pick on our legal team thursday seems to be the big day they like to do approvals and it’s not thursday chances are they’re not going to get to it until then um so there’s times that they might need an extra nudge um to go in and do these approvals um as i mentioned you know we don’t have big teams so it is there’s a there is some grace given um but we are very detail oriented timeline oriented i should say and so we want to watch that carefully to make sure that we are not missing key dates but give people the the flexibility where the time is there allow them to take that time um but i’d say i looked at our numbers just a little bit before this call and we’ve had over 60 000 proof approvals either completed or in the system right now and if you might imagine there there are four traders um on the design side example 10 on the packaging side and every single one of those is going to you know they’re a part of every single one of those so um multiply you know the i think it was like 35 4 000 proofs that we have now multiplied by the five or six people have to see each version it adds up to be a lot so there are definitely areas there that we’re still seeking to we we test our proof um templates or workflows to are you sure everybody needs to see this one are you sure we need to have this group in every single approval you know is that a burden we want to take on if it’s necessary and it helps make sure things are compliant and correct then by all means we’re going to do it because you know that that is that is a must we do another kind of best practice we follow and we’ve trained the folks who are there’s only maybe 12 or so regular people who upload things into the system they know that is it’s okay to take people off the workflow for future versions if the edit had nothing to do with them so as an example pretend this was a mechanical art and we adjusted the color to make the sky bluer or something of that nature rnd don’t need to see that packaging doesn’t need to see that next version really only probably the design and the brand team need to see it and that’s about it so we try to be efficient in that manner everybody needs to approve the proof at least once and all significant changes do need to be rerouted through to everybody so there’s a little fuzziness there i’ll say but we do a pretty good job in agreeing upon what needs to be approved and when it needs to be approved so fast forward this vendor proof got approved and now we’re about two weeks away from derby and we have this beautiful bottle that’s on shelf now that everybody can run out and buy that’s what i had to cover for today so i’m gonna stop sharing i did see a couple pop-ups come that might have some questions here andrew maybe you can help me scan through some and i can answer some questions for anybody lost my cursor for a second it was only at the moment that’s right that happens i’m sure yeah so there let’s take a couple minutes here to answer some questions um thank you guys so much for being active in that chat like i can tell the the breakout sessions are going to be really good so really quick from um beth dawson the question um do you tie the component project to the master project going back to that slide you had about um projects we do that in two ways beth so first off we have the program that everything resides under the same program so for us the program basically is just a really big project so we have the master project plan that’s the full timeline from start to finish from basically the idea of either initial gate paper brief coming in all the way through bottling within that project plan we will have things like design freeze or create the dye line create the set of labels for things that are manageable i’ll say so things like a bottle or the design freeze we do the cross project predecessors and set those so we’ll take like the final vendor proof task and tie it to that when we get into some of those projects like i mentioned where we might have two or some odd labels we don’t do that because it is just too much to manage so we will set the the label task in that project for an estimate that it’ll take 40 days 60 days whatever the days are maybe 10 depending on what it is on what that is and eyeball that but everything is in within the same program that helps us by default we have everything together wonderful wonderful um next question real quick is there a particular reason why your requests use custom forms for project descriptions have you considered standard fields we use some of the standard fields um honestly we did it so it’s all in one place um so for the requester when they go in to fill the information in um having everything and kind of and it simulates a little bit of what we did prior to work front so there’s a little bit of that we inherited i’ll say um honestly it’s more from a visibility and and kind of ease of making it easy for the requesters to give us the information we need um and not have to circle back to them all right about time for maybe one or two more um do you have do you ever have the owner of the proof change between different versions or rounds of approval i’m interested in hearing what people are doing in this scenario to make it a flawless pass off we do do that so as i mentioned if you think about like a label for us we have our design sgs group does the mechanical art version of it and then our packaging engineer whoever the lead is there does the vendor proofs piece so we have come the way in which we facilitate is one we have two separate tasks that are assigned accordingly and they’re linked together of course um the mechanical art once it’s finalized and been routed through the proofing system it’s routed at the document level within that same project um that person will put an update in to the appropriate packaging engineer to release the files to them so either they’re released via an attachment and work front or and because our digital asset system is in a different place we don’t actually do that we honestly share most things through google um so then that helps the package engineers pick it up from google and pass it to the vendor so then the package engineer will get the proof back from the vendor and they will upload it on top of the proof that that mechanical art is was set for so pretend david uploaded mechanical art version one two three he got it finalized he put an update in he passed it to the package engineer the package engineer then uploaded version call it four on top of david’s version so then we can use that comparison to birth and compare any of the versions back to back just to ensure the right changes got captured so that’s how we handle that awesome we’ve got time for one more i think we can go till um 11 40 or 8 40 if you’re on my time zone have you come up with a method to do multiple approvals from a dashboard or a report that’s a really interesting question not to do the approval itself uh we have a couple reports this would be one of my like dreams like can we get this stuff better and i’ll say also i’m a year in so into work front so we can better utilize reports and dashboards on our side that we just haven’t gotten to because me myself and i is also our administrator on top of my day job so it’s hard to get to we have a couple reports and views that we use to help like the designers as i mentioned um give different instead of just using their my work kind of home you know view there the work list um they have a report they can go to and see all of their pending approvals that are sorted by brand grouping and by projects to help them again prioritize so i can go to the annuals project xyz can you hurry up and get these approvals done and they can immediately go there and see them collectively together depend you know not they’re still sort of by date but they’re not going to be confused based on what the date might be in their work so we use that but honestly we i would take some ideas on how there’s wonderful so for the sake of time we’re going to switch to the breakout rooms in just a minute but we have taken down your questions so we can come back to them when there’s a little more time at the end or in your in your breakout group so thanks so much cindy for that reason the first part of the presentation and giving those really clear answers those are some great questions so really encourage everyone to ask those in the breakout groups so we’re just about to make that switch i’m gonna get back to presenting here our first question when you when you get put into your breakout groups which can take up to about one minute depending on the size of the groups you’ll be discussing how do you use work front proof with your organization what’s working well and what are the challenges that’s just you know a good place to start but definitely let the conversation go wherever it goes because everyone’s really eager to hear a lot more than just what’s working and what’s not working so here we go take it away christen she’s going to put us all in our groups sure thing so yeah guys here in a moment i’m going to hit a button you will automatically be moved into breakout groups if you’ve not done that before it will look just like this but with fewer people you’re not missing anything here in the main room i will be here by myself so you guys will be in discussions it’ll take about 30 seconds or so and then we’ll come back and and we’ll chat about what we what we discussed so here we go i’m going to open all the rooms and i will see you guys back here in 20 minutes or so