PageProof Academy: Master collections for dashboard organization

Hello, everybody. It's Marcus here from PageProof to go through PageProof Academy 5, which is all about proof collections. So what we're going to go through today is taking a look at collections and how you can organize your proofs into collections, and then also folders for organizing your collections into those folders. So let's get started and take a look at collections inside of PageProof. So first things first, how do you define a collection? Well, a collection is a way in which you can put proofs which are similar or related into a collection where they can be all seen at once. This lets you do things like create a place where you can have different media types for a particular campaign inside one place, and then your reviewers are able to open the collection and they can see all of the proofs that relate to that particular collection. So for example, I roll this down here and click on this One Series, you'll see now I am looking at the One Series collection, which is showing me two proofs inside of here. So this is a page proof collection. Now I'm looking at it from the point of view of a proof owner. And you'll see that I have the ability to drag and drop and add to this collection if I need to. Now, folder is defined as a way of grouping together collections. So if you look over on the left-hand side of the screen, I have this BNW folder, and inside of it I have multiple collections. So this is a great way of organizing your collections into folders. So that could be by, in this case, brand, you could do it by client, you could do it in any way that you like. So folders are a great way of organizing collections. So we'll go through first of all is how do you create a collection? Well, it is actually super simple. So over on the left-hand side, you'll see there's a collections option here. If I go into this collections area, and click on the plus, you'll see it says Add Collection. So I can simply click on Add Collection, give it a name. And then you'll see there's also an option here to share this with my team. So what does that mean? So if I go in here and say, this is going to be for the new series, for example, and I want other team members to be able to put items in or put proofs into that collection, you can share the collection with your team. So anybody who belongs to your PageProof team will now see that collection over on the left-hand side of their screen, and they will be able to put proofs into that collection. Alright, so that is one way that you can create a collection. The second way that you can create a collection is to drag and drop multiple proofs at once. So I have a couple of PDFs here. If you drag and drop your proofs in here at once, then what happens is PageProof will trigger you to create a collection. So if I drag and drop onto the file dropper, 2, 3, 4, 5 files, it doesn't matter. And they can be different types as well. So you can have, you know, movies, or you might be able to put into here JPEGs or PDFs or Word documents, it doesn't matter too much. So you drag and drop your multiple files onto the file dropper. It pops up on screen and says, you know, this is the proof setup screen. Left-hand side of the screen is all about the proof setup. Right-hand side of the screen is about our reviewers. And you'll notice at the top of the screen, you've got this little widget here, which is showing us that there are 2 proofs in the shared setup. And it's prompting us to give this collection a name. So I could say this is a new series. For example, you can make that collection shareable with your team. So the same thing can be done here. If you want people to be able to participate in that collection and contribute to the collection, then you can make it shareable with your team. And of course, the rest of the setup here is going to apply to all of the proofs inside of that collection. So if you put a tag in here, for example, put in maybe a job number, that tag will now be on the two proofs that we are sending out. So this is the common setup for these proofs going into the collection. You can also, if you want to, if you click on this little icon at the top, you can now break out the collection and see the individual proof setup. So if you wanted to name this proof in the collection, a certain way. You can also want to change the other one. You may want to set different deadlines for each one. Then you can go into what we call the individual setup. But if you want to go back to the shared setup, you've got a button here to go back there. Or you can click on this icon at the top and that'll take you back to your shared setup. Now adding a workflow onto here, if I go in and add a workflow and then click on Send Collection, That's now going to send the proofs out to the reviewers in the workflows. They will receive one email. So just to be clear, one email will go, not multiple emails. So if you do drag and drop, you know, 10 files into a collection, do the setup and then send it out, your reviewers will receive one email letting them know that there is a collection that they need to take a look at. So what will be their experience? Well, let's jump in and take a look at what it looks like for a reviewer. Now, on clicking the link that comes in the email, they'll be taken to the screen. So which is— it's highlighting the collection over on the left-hand side for them. And it's showing them the 2 proofs or the 10 proofs inside that collection. And if they go into this proof, it pops up just like it normally would inside a page proof. So you're able to leave feedback and do all those things that you normally do inside of here. Down the bottom though, there is an extra icon. So you'll see there's a collection icon here over on the left-hand side. And if you hover over it, it shows you that there is another proof that you can go and take a look at. So if you click on here, it actually will jump you over to the next proof and you can Go back. So it's a way of navigating throughout the collection really quickly and easily. So it's a great way of doing that. You also, if you click onto this icon, it takes you to the collection view. Now with this collection view, you're able to put a comment onto multiple proofs at once. So this is a feature we released relatively late last year. You can just click on General Comment, and then you can write your comment and it will put the comment on all the proofs in the collection. Or you can select just the proofs that you would like to have that comment placed on. So really, really great way of putting comments on multiple proofs at the same time using this general comment inside the collection. Another point is you can also download from here all the files in the collection if you want to. So your reviewers can go in, and they can just select which files they would like and download all of the files, original files inside the collection as well. So you do that from the collection view, which we got to by clicking on the icon here at the bottom of the proofing screen. Now, what's the experience for review? So you can have your reviewers go through and leave feedback on the proof. They go over to the green button here over on the right-hand side, and they make a decision. So they say, hey, you know, from my point of view, this looks great. So I'm going to approve this. And what happens is PageProof will then prompt them and tell them, hey, we're going to load the next one. So then takes you to the next proof in the collection. So automatically moves you through the collection until you have completed all the proofs in the collection. So this is the experience that your reviewers will get as part of being in that collection. Okay, let's go back now and take a look at some of the setups and some of the different things that you can do as a proof owner when it comes to collections. So we've seen how you can upload into here. Now let's take a look at some of the management of this. So some of the things that you want to be able to do with your collections, if you go in, if you hover over the collection name over on the left-hand side and you are the owner of that collection, you'll see this cog icon. If you click onto the cog icon, that will show you all the options that you've got for managing your collection. And there's some great ones inside of here. So it's things like, hey, I want to add an owner across all of the proofs inside that collection. Sure. So all the bulk actions are shown here. So you can replace the approver, you can add a reviewer, all of these things that you might want to do in bulk. On all the proofs inside that collection, you can do that. So those bulk actions are super useful for just quickly getting things done. And then at the top here, the collection setup, it'll show you obviously the collection name. So if you do want to change the name of the collection, you can just click into here and change the name of it, no problem at all. And then also that share with my team, so you can go through and also share the collection if you forgot to do that. When you are setting it up. So that's a, that's another great way. Now, folders. You want to put your collections into folders and you do that from here. So you'll see that there is a folder option inside of here. So I have got my collection and I will now want to put it into a folder. So if you click onto folder, you can very simply type in the name of a new folder if you want to create a new folder, Or if you want to put it into an existing folder that you already have, just click on the three dots here and choose the appropriate folder and it will put this collection inside that folder. Okay, so just showing how you are able to manage your collections using folders. So that's how you can do that. And if you do do that, it will then show in this hierarchical layout that you can see over on the left-hand side here. All right, so that's how you can create your folders for your setups. Okay, so another great thing that you can do if you're the owner of proofs is you're able to drag and drop proofs into collections. And this is something that a lot of people don't know that you can do. But if you are looking at your collection and you think, oh, that proof needs to be in that collection, very simply just drag and drop it into the collection and it will then make it a proof inside that collection. So by dragging and dropping onto it, I now click onto here, we can now see that proof that I just dragged and dropped is now part of this particular collection. So that's how you are able to put proofs into collections using drag and drop. Now while we are in this collection, you'll also see that the proof tiles all have this extra icon here. And this extra icon, it lets you do some additional options to do with the proof inside the collection. If I click onto it, you can see I can view the collection, which we're looking at now. You can copy the collection link. So if you want to take the collection link and give it out, you're able to do that inside of here. If you accidentally put the proof into this collection, you can remove it from the collection just using this idea. And then you've got the Manage Collection, which brings down that green Manage pane that we saw previously. So you're able to do that as part of it. Alright, so in this case, I am going to remove this from the collection because it wasn't something that I wanted to put into this, this particular one. Okay, so how do you know that a proof belongs to a collection? So if you look at a dashboard, for example, how can you tell which ones are in a collection and which ones are not? Very simply, you'll see this little piece of text underneath the proof name on the tile. That is the collection that the proof is currently sitting in. So you can see here the Christmas Fires 2. This is the collection that this proof belongs to. And again, you can see the collection icon here, so I can click onto and I can go and view that collection, remove it, manage it, etc., etc. So this is a good way of just glancing at your dashboard. And you're able to see those items inside the collection as well. So they're all there for you to use. So those are the principles of the collections and their use. So from an owner's point of view, you can create those collections over here. And you can again, make that shareable with your team. And if you are looking at your collections and you're thinking who has the ability to see the proofs in the collection, it's all to do with the workflow. So this is something that it's an advanced use of collections. But if you want to say inside of a single collection, these 3 people can see these 2 proofs and these 3 people can see these 2 proofs. You manage that at proof level. So the collection, you can have one collection, you can have 4 proofs in there. And you're able to say who can see which proof inside the collection. So page proof will show them only the 2 proofs they're allowed to see, even though they have access to the whole collection. So again, managing permissions about who can see which proof is done at proof level, which is a great way of controlling things. Inside of your PageProof account. Now, if any of you have any questions regarding the use of collections, we have over on the right-hand side of the screen, you've got the pop-up here. And you can go in and you can go into the help, do a search here for collections. And there are multiple articles in our help for you to browse through if you want to as well. So All of those will be available for you to use. So just to recap, how do we make a collection? You can go make one using the Add Collection feature here. You can also drag and drop multiple items onto the file dropper on the screen. And that will take you to the proof setup screen where you can name the collection and send out your proofs. Alright, well, thank you very much, everybody, for your time. Hopefully you learned a little bit about collections and folders, and how you can organize your PageProof dashboard and go through and be able to put your collections into folders and put a bit more structure into the way in which you run your PageProof dashboards. Thank you very much, everyone. Have a good rest of your day.