# <span style="color:maroon"> **REDSTONE PRINT & MAIL**
# **OVERVIEW**
## ABOUT
Redstone Print & Mail, Inc. Is a Professional Services Sector which provides Advertising & Marketing Services across the United States.
The company offers mailing and printing services for all their customers and clients as per their specifications and needs.
Type of industry:
* Advertising & Marketing Services
* Professional Services Sector
* Marketing consulting services
## WHAT
Redstone Print & Mail, Inc. require a robust online platform which helps automate company to streamline their processes using our application.
## HOW
Redstone Web Application will allow the users to sign-in on the portal to access through their Job Board. Clients here can initiate new Campaign by providing specifications for items they want to get printed and mailed to intended recipients. It than allows Redstone users to view and perform actions based on their roles.
Redstone will perform printing based on the provided specifications at one of their Locations. These locations are equipped with industrial-level printing machines and additionally serve as storage for Inventory used for printing.
Once printed, Redstone will package and hand over printed material to a mailing company, which in general is USPS.
---
# **FUNCTIONALITY**
## π **JOB BOARD**
## CAMPAIGN
An organized course of action to achieve a goal.
The campaign is a new project initiated by Client or Clients of Affiliates for Redstone Users through their Web portal as an achievable action for a designated goal of Print & Mail order.
### ADD CAMPAIGN π
This feature provides option only to Client(s) both Direct and Clients of Affiliates to add/start a new campaign along with providing specifications and mailing addresses of the recipients.
When adding a new Campaign, there are multiple fields that must be filled by Client users:
* Campaign Name: To refer to the campaign.
* Due Date: When printed materials should be handed over to the delivery company.
* Estimated Quantity: Required number of items
* Client Instruction: Additional notes
* Campaign Type: Type of material that must be printed
- Letter:
- Custom Envelope:Check this box if your envelope needs to be printed on customized envelopes.
- Number of Inserts: Number of additional pages in a mail which can include slips, business reply envelopes, etc.
- Snap Pack:
- Pressured Seal/Converted
- Post Card:
- Height:
- Width:
- Self-Mailer:
- Print Other
- Print Only:
- Print Other
- Data Only:
- Print Other
- Buck Slip:
- Print Other
- Postage Class
- First Class Pre-Sort_:_
- Clients use First Class postage class when they must send personalized mail such as account statements, bills, etc.
- Standard:
- That is not personalized and generally used for advertisement.
- Non-Profit:
- For nonprofit organizations.
- Full Rate:
- β¦........
- Postage Type
- Permit Imprint:
- The mailer prints postage information in the upper right corner of the mail piece.
- Stamp:
- A postage stamp issued by USPS, which ensures that the customer has already paid postal charges.
- Color
- Printing color selection
- PURLs
- It is a unique web address created for a specific target of a marketing campaign.
- Seeds
- A seed is 1 or more addresses that are used for validating the campaign by the clients.
- Upload files
- Data
- Mailing addresses of recipients
- Suppression Files
- List of Recipients which have not granted verifiable permission for the mail to be sent
- Art
- Template provided by the Client
_To view more, check the guide__below_
### CAMPAIGN LIST π
Campaign Tab allows Redstone Users to view list of all the Campaign that are added by all the Clients. Affiliates Users are only allowed to view Campaigns added by Clients of Affiliates.
Moreover, Clients can only view those Campaigns that are added by their own users.
#### CAMPAIGN DETAILS π
All the initiated Campaign becomes part of the Campaign list. Users can select any campaign from the list to view its details.
##### EDIT CAMPAIGN DETAILS π
A Campaign is run by all the users that are assigned to it after it is initiated by the Client.
In the complete process of Campaign, users can edit multiple details under the segments that are part of it. Below are the discussed fields:
###### Campaign Level Files
- Data: Mailing addresses of recipients
- Suppression: List of Recipients which have not granted verifiable permission for the mail to be sent
- Art: Template provided by the Client
- Template: Printing samples
- Client Proof: Contains one sample
- Client Invoice:
**_Download Originals_**
It allows Redstone Users to download Campaign Level (Data, Art, and Suppression) files that are uploaded at the initial stage.
_To view more, check the guide_ _below_
###### Campaign Info
- Est. Quantity:
- Quantity:
- Postage Class:
- Postage Type:
- Print In-House Env:
- PURLs:
- Call Tracking:
- Match Mailing:
- Indica Type:
- Permit No.:
- Distribution Type:
- Variable Street View:
- RSM Provided Data:
###### Notes/Instruction
They can be short informal messages, or a brief record of points or ideas written down as an aid to memory. Also, they can be used as a notice for paying particular attention to Additional notes for following:
- Client
- Data
- Pre-print
- Inventory
- Production
### CAMPAIGN SEARCH π
In the 'Campaign tab', users can search any campaign based on filters applied.
#### CAMPAIGN FILTERS
Filtering is a search tool that lets users restrict their search to a certain section of a website or a specific document type.
Redstone portal allows to narrow and customize the search results to find exactly as per the need of the User.
Following are the filters that can be applied:
- Due Date
- Create Date
- Start and End Date
- Status
- Campaign Type
- Postage Type
- Payment
- Location
- Distribution Type
- Custom Envelopes
- Clients
- Coordinator
- Sales Rep
- Sort by
_To view more, check the guide_ _below_
### CAMPAIGN STATUS π
Campaign status shows the overall status of the campaign and can be seen at the top bar.
'Campaign statuses' reflect Job Status mostly, if two or more jobs are added then Status of Job on earliest stage will be shown.
_More discussed under status process flow_
### CLONE CAMPAIGN π
Clone function allows the Client users to duplicate an existing Campaign. It is useful when Client needs to initiate/create a new Campaign with the same details.
_To view more, check the guide_ _below_
### HIGHLIGHT CAMPAIGN π
When a new campaign is added, it will be seen as highlighted to every user, once opened it will be unhighlighted only for that specific user.
The idea behind this feature is to show the difference between the campaigns that are viewed or not by the Users.
_To view more, check the guide_ _below_
### EMAIL PROOF π
Before any Job is sent to Production within a Campaign, System requests Coordinator to sends an approval which can also be in form of an email, this email is known as Proof Email.
While sending approval to, the Redstone Coordinator has the option to send files along with the email as proof files.
These files could be:
- Data
- Suppression
- Art
- Template
- Proof
- C\_invoice
- V\_invoice
- Delivery Receipts
To limit which files should Redstone Coordinator send along with the email, Redstone Admin can pre-check/uncheck file names in the Edit section under Company's information.
#### Direct Clients Campaign
When Coordinator sends approval for Redstone Direct Client's Campaign. It is received by Client Admins only to whether accept or deny the proof sent to them.
#### Affiliate Clients Campaign
When Coordinator send approval for Affiliates Client's Campaign. It is received by Affiliates Admin to whether accept or deny the proof.
_To view more, check the guide_ _below_
### EXPORTS π
This function allows only Redstone Users to download multiple reports against any Campaign that are part of Job Board. Below are the files that can be downloaded:
- Production:
- Accounts
- Track Report
- Assigned Coordinators
## JOBS
Tasks or segments of work to be done or undertaken.
Jobs are the achievable actions that are created and managed by Redstone users mostly Redstone Coordinator throughout the process until work is delivered.
### π ADD JOB
Redstone Coordinators can add new job(s) after a Campaign is initiated, along with providing specifications.
Below are the fields when adding a new Job.
- Job Name: To refer to a Job. Each job gets a different ID after a new job is added.
- Location: Redstone has multiple offices equipped with types of machinery. This feature helps users select what job is done in which location.
- Due Date: The date on which Job should get completed.
- Quantity: Required number of items
- Job Type: There are various types of Jobs (Letters, Snap Pack, postcards, etc.). They generally correspond to materials used for printing the job.
- Add Inventory: To add another type of inventory within the same job. (Also used for Split Jobs)
- Inventory: Selection of Paper from the selected location. Each location is equipped with inventories for the job to be completed. This data is fetched from "Allocadence".
The reason for adding multiple jobs within the same campaign is to make it easy for Redstone to operate work on different locations as per the demand.
_To view more, check the guide_ _below_
### π JOB LIST
Under each Campaign, Redstone users can view list of all the Jobs that are added.
#### JOB DETAILS π
All the Jobs that are added under the Campaign become part of Jobs List. These Jobs can also be viewed in the Campaign Tab using 'Jobs Only' filters.
**_Invoice_**
Redstone Users can download
##### EDIT JOB DETAILS π
After a Job is initiated, users can view and edit multiple details under the segments below:
###### Inventory
- Location
- Quantity
- Due Date
- Print In-House Env
- Match Mailing
- Inventory
###### Job Detail
- Job Type
- Postage Class
- Permit Number
- Permit Type
- Distribution Type
- Seamless
- eInduction
- Mailing Quantity
- Postage Amount
###### Notes
They can be short informal messages, or a brief record of points or ideas written down as an aid to memory. Also, they can be used as a notice for paying particular attention to Additional notes for following:
- Data
- Pre-Print
- Production notes
- Shipping notes
###### Add Seeds
More discussed under: seed address
###### Tracking link
a redirecting link
###### Files
- Split Data
- Proof
- Data Print
- Production
- Mail Dat
- Postal Papers
- V_Invoice
- Deliver Receipts
_To view more, check the guide_ _below_
**_Batch Download_**
It allows Redstone Users to download Job Level (Split Data, Mail_Dat, Postal Papers, Data Print, Template, Client Proof, Proof, Production) files that are uploaded throughout the process.
_To view more, check the guide_ _below_
### π JOB SEARCH/FILTERS
In the 'Campaign tab' users can also search Jobs based on filters applied using 'Jobs Only' action button.
#### JOBS FILTERS
Filtering is a search tool that lets users restrict their search to a certain section of a website or a specific document type.
Redstone portal allows to narrow and customize the search results to find exactly as per the need of the User.
### π JOB STATUS
'Job statuses' reflect the ongoing operation of a particular Job. They can be seen along the Job bar adjacent to Job name.
More discussed understatus process flow.
### π CLONE JOBS
Clone function allows the Redstone Coordinator to duplicate an existing Job. It is useful when Coordinator needs to create a new Job with the same details.
_To view more, check the guide_ _below_
### π SEED ADDRESS
A seed address is a purpose-built email account that is used for testing email delivery and inbox placement.
When uploading a job, the client will provide a series of addresses they can monitor. These addresses are entered up-front when uploading a job. The mailings will be sent to the addresses, in addition to the addresses provided in the job data file. The client will use that to gauge (approximately) when their recipients will be receiving the mailing in this job.
_To view more, check the guide_ _below_
### π INACTIVE JOB
It normally means that the application period is closed.
Redstone Admin has access to Disable/Inactivate any job within any Campaign until the status of the job is on 'Printing'.
An inactive job means when Redstone Users are prohibited from performing any action on the job.
These jobs can be activated again by Redstone Admin only, using the 'Inactive Jobs' tab.
_To view more, check the guide_ _below_
### π PRODUCTION TICKET
After the Campaign is approved, an action button 'Production Ticket' appears adjacent to the name of each Job. This is a downloadable PDF form which contains all the information of the job.
This form also contains barcode information which is used by Production Coordinator and is also reviewed by them to check all the details before initiating the production process.
---
## π **ORGANIZATION**
## COMPANIES
A business organization that requires services.
Companies are clients that are registered into the Redstone system along with their users. Clients can request the system the service they require. There are two different Clients that are part of the Redstone system.
#### Direct Clients
Clients that are registered to directly to Redstone Portal.
#### Clients of Affiliates
Clients that are registered to Affiliate Portals are (CoAs). There can be multiple Affiliate Portals apart from Redstone with their own Clients having their own URL for Clients to Sign-in.
### π Add Company
Companies (Clients) can be registered or added through/from.
#### Login Page
##### Redstone Portal
Redstone Direct Clients can access this Login Page for Redstone Portal. Here they can register a new Company by clicking on 'Register Now'. These are Redstone direct clients as they are registered through the Login Page of the RS portal by Company's users.
##### Affiliate Portal
There can be multiple Affiliate Portals and all of them have a different portal apart from Redstone. Affiliate Clients can access the Login Page of Affiliate Portal and can register a new Company by clicking on 'Register Now'.
#### Admins
##### Redstone Admin
They can add a new Company (Client) along with the user using the 'Companies Tab'. Any company registered through their portal will be Redstone's direct client.
They can also register a new Client of Affiliate using the 'Affiliates Tab'.
##### Affiliate Admin
Affiliate Admin can also add a new Company along with the user using the 'Companies Tab'. Any company registered through their portal will be Client of Affiliates (CoAs).
_To view more, check the guide_ _below_
### π Self-Destruct
_To view more, check the guide_ _below_
### π Companies List
Redstone Portal allows Redstone Users to view list of all the Clients that are registered into the Portal using 'Companies Tab'.
However, Affiliate Users can only view list of only Companies registered into their Portal only.
#### π Company Details
All the registered Client Companies becomes part of Company List. Users can select any Company from the list to view its details.
##### π Edit Company's Details
This feature allows user to Edit the below details of Companies that are part of the Portal:
- Company Information
- Client Proof Email Setting
- Mailing Details
- Allocadence Info
- Jobs
- Calculations/Notes
- Production Notes
- Data Processing
- Graphics
- Billing Proof
- Special Shipping Notes
- Additional Notes
Users that can edit these details are:
- Client Admin
- Affiliate Admin
- Redstone Users
##### π Lighting Template
Add Lighting Template
View Lighting Template
##### π Add Company's Users
This feature is helpful if Admin needs to add user directly to the Company
Notes:
- While registering a new company; users must fill in all the company's information along with the user info.
- If Admin is registering, they can assign CSRs (Primary Coordinator, Secondary Coordinator, and Sales Representative) for that company while filling in the information.
- Whenever a new company is created, an email is sent to the registered User Admin address with a temporary password.
## AFFILIATES
A person or organization, officially attached to a larger body.
Affiliates have their own Portal are attached to Redstone as a subsidiary group. Any order placed by Clients of Affiliates is forwarded and completed by Redstone.
### π Add Affiliates
In the 'Affiliate Tab', Redstone Admin can add new affiliates along with the users by providing its basic information:
- Affiliate Name
- Phone
- Fax
- Address
- City
- State
- Website
- MID
- CRID
- Organization Logo
After providing with the basic information and User Details, Redstone Portal allows Admin to assign Coordinators and Sales Representative while registering the Affiliate.
### π Affiliates List
In the 'Affiliate Tab', Redstone Users can view list of all the Affiliates Organization that are part of Portal
#### πAffiliate Details
All the registered Affiliates becomes part of Affiliate List. Redstone Users can select the name to view its details
##### π Edit Affiliate's Details
Redstone Users can view and edit the details of Affiliates Organization using the 'Edit' button on the top right.
###### Affiliate Details
- Affiliate Information
- Assigned Users
- Color Code
_To view more, check the guide_ _below_
###### Companies
This segment allows users to view and add new Companies for the Affiliates.
###### Users
Affiliates Users can also be viewed in this segment
Notes:
- Affiliates Admin receives campaign requests from Clients of Affiliates (CoAs) along with Specification and Mailing addresses.
- Redstone Coordinators also get aware of this new campaign but are not able to process further until Affiliate Admin 'Release the Job' for the RS Coordinator.
- Affiliates Admin can add new Companies and users as Clients of Affiliates within the Affiliate portal.
- New Affiliates can be registered by Redstone Admin using the 'Affiliate tab' including the Affiliate companies and their user's basic information.
---
## π **USERS**
## USERS
A person who utilizes a network service or operates something.
Users often have a user account and are identified to the system by a username. Listed below are the users divided into categories:
1. Admins
* Admins performs user management-related stuff. They are users with the highest roles.
3. Coordinators
* Coordinators are users with the second-highest roles. Their main role is to deal with the campaigns and jobs
* Graphics and Data users have similar limitations as Coordinators, but they have different work logs
* Data - deals with campaigns in Postal Processing Status
* Graphics - deals with campaigns in Pre-Print status
4. Operators
* The rest of the users are with same limitations and roles, but their work logs are different
### π Add User
Redstone Admin has access to add all the users in the portal.
Affiliate Admin can only add users in their portal.
_To view more, check the guide_ _below_
### π Users List
Below is the detailed list of all the users that be viewed using 'Users Tab'.
#### REDSTONE
##### Teams
There are several Redstone users already registered on this platform with the roles:
| Roles | Descriptions |
| --- | --- |
| Redstone Admin | Admin is the role with the **highest level of access to the website**. All Clients and Affiliates are visible to them.Admin can access all the jobs and campaigns added by Clients or Clients of Affiliates (CoA). Red Stone Admin has the right to create new Redstone Users, new Affiliates, and New Clients. They will uniquely have access to areas like User Management, Affiliate Management, and Client Management. |
| Redstone Coordinator | They are responsible for maintaining one or more campaigns.Every Client and Affiliates is visible to them, and they can access all the campaigns added by Clients or Clients of Affiliates.//Their Primary role is to process campaigns of the companies assigned to them. |
| Inventory Manager | They have the same access level as of Redstone Coordinator, additionally they can view and edit columns in Inventory Tab |
| Redstone Sales Rep | They can only access the Jobs of Clients and Affiliates assigned to them. |
| Production Coordinator | These Users have access to the Jobs assigned to their location. |
| Redstone Operator | They operate printing machines as per their assignments |
| Graphics | This User will by default have access to Campaigns with status Pre-Print or Campaigns with any of its Job in Pre-Print status. |
| Data | This User will by default have access to Campaigns with status Postal Processing or Campaigns with any of its Job in Postal Processing status. |
- Redstone users can sign in on the platform using their credentials.
##### Clients
Clients are the customers/users who require services.
| Roles | Descriptions |
| --- | --- |
| Client Admin | They can add new campaigns and can also review other campaigns.They can also add and view multiple client users/admins for their company |
| Client User | They can only add new campaigns. |
- Existing clients can sign in on the platform using their credentials.
- New clients can register with the company's information along with their user information.
#### AFFILIATES
These are subsidiary groups attached to the organization.
##### Teams
| Roles | Descriptions |
| --- | --- |
| Affiliate Admin | These users represent Affiliates that can view all Jobs posted by a CoA. |
| Affiliate Coordinator | They can only access the Jobs of CoA(s) assigned to them. |
##### Clients
| Roles | Descriptions |
| --- | --- |
| Client of Affiliates | Can add new campaigns |
- Both Affiliates Admin and Clients have a different web portal.
- Only Affiliate Admin can add users after that they can sign in using their credentials.
- Clients of Affiliates can register using their company's information.
#### π User Details
All the registered users are part of the System, and each user can view list of all the other users that are under them in Hierarchy.
##### π Edit User Details
Redstone Admin can view every User and can also edit their details. Such as:
- Name
- Role
- Status
- Direct Line
- Office Phone
- Extension
### π PROXY
The authority to represent someone else.
In Redstone Portal, Redstone users have the privilege to proxy other users in their list. By doing so, users can function on behalf of proxied members.
There are different methods to proxy users:
1. Users Tab
2. Campaign Tab
3. Companies Tab
4. Affiliate Tab
**Note:**
- Proxying other users is based on Top-down hierarchy, making Redstone Admin the highest.
- Redstone User will view Web Interface the same way as Proxied User.
- Redstone User access will also limit to that user.
- Three steps proxy is when a Proxied user proxy another user account.
_To view more, check the guide_ _below_
---
## π **INVENTORY**
## INVENTORY
Inventory or stock refers to the goods and materials that a business holds for the goal of resale, production, or utilization.
In Redstone Portal, 'Inventory Tab' shows the list the of all the SKU Items that are used by Redstone Coordinator when adding a Job.
##### RED STONE INVENTORY
The Red Stone Application's Inventory receives up-to-date information from the Allocadence system and displays it to the User.
##### ALLOCADENCE INVENTORY
Allocadence is a third-party application that Redstone uses to manage its Inventory and Order bookings. The Red Stone application maintains a connection with the Allocadence system, so the inventory count of items from the Allocadence system reflects in the Inventory of Red Stone Application. The Orders created on the Red Stone application are relayed to the Allocadence Software as well.
**Notes:**
- The Red Stone application uses a cache mechanism in the Inventory section. When a Job is created in the Red Stone system, the item is not directly allocated to order or created in the Allocadence System.
- However, the system checks the Quantity against the Available count in the Red Stone application. When a Job is added, the Sheet Count value is added to the Reserved count and deducted from the Available count. The In-Stock values remain unaffected.
- This cache system is helpful when the user wants to edit a Job added. The new values are handled in the Red Stone system thus avoiding the complexities of third-party application integration.
- Once the Campaign's status is changed to 'Release to Production', the Job is also released to the Allocadence system where an order is created. At this stage, the User is unable to add or edit the Jobs in the Red Stone application.
_To view more, check the guide__below_
### π View Inventory
Redstone Users can view SKU items list along with their details in the 'Inventory Tab'.
Below are the columns in Inventory page:
- Image: The Image column consists of the sample images of the items that are in the Inventory.
- SKU: The SKU column shows the names of the articles that exist in the Inventory.
- Description: This column consists of the description of the SKU items.
- Warehouse: Warehouse columns show the user which warehouse each article is present at. The user willbe able to select Warehouses from the dropdown menu to view each warehouse's Inventorystock.
- In-Stock: The In-Stock column reflects the inventory values from the Allocadence system.
- Available: The Available columns show the actual usable quantity for an article.
- Reserved: The Reserved column shows the quantity of an article that has been used to create Jobs inthe Red Stone application.
- On Order:
- Expected Quantity:
- Expected Date:
- Purchase Order:
#### π Edit Inventory Columns
Data on the Redstone Inventory page is received from Allocadence Inventory at real time to be viewed only. However, there are few columns of (Expected Quantity & Date) added in Redstone Inventory page that can be edited only by Redstone Admin and Inventory Manager.
_To view more, check the guide_ _below_
## INVENTORY INBOUND
In Redstone, 'Inventory inbound Tab' shows the list of Purchase Orders for different locations downloaded from Allocadence Application.
### π View Purchase Order
Redstone Admin and Inventory Manager can view Purchase Order items list along with the following details:
- PO Number
- SKU
- Description
- Warehouse
- Required By
- Quantity Ordered
- Quantity Received
#### Upload
This list downloaded from Allocadence in CSV format is uploaded here in the system.
Notes:
- In case of successful uploading, existing entries will be updated and will not be duplicated.
- Extra columns in CSV files are always ignored by the system.
- Inventory Items from CSV(s) that has passed their expected date of order will not be uploaded to the list.
_To view more, check the guide_ _below_
---
## π **USER INTERACTIVE**
## EMAIL SUBSCRIPTIONS
An email subscription is an option on a website that allows users to receive updates via email by specifying their email addresses in a subscription form.
In this website portal, Redstone Users can receive an email for the following actions:
##### COMPANY REGISTRATION
Whenever a new company is registered on Redstone or Affiliate Portal.
##### IDLE CLIENTS
When a client is no longer active for a short period (30 days), they are considered idle.
##### UNPAID CAMPAIGNS
Those Campaigns that are close to their due date of delivery (i.e., today, tomorrow).
#### π Subscribe
In the 'Email Subscription Tab', Redstone Admin can subscribe any Redstone users to receive email using **Subscribe** button.
##### Delete
Redstone Admin can Unsubscribe the Redstone Users by removing its name from the list using **DELETE** action item.
#### π Select User
Redstone Admin can click on drop-down menu **Select User** , which will show the list of all the active Redstone users to be selected
#### π Select Subscription Type
Allows Redstone Admin to select the type of Subscription for the users.
_To view more, check the guide_ _below_
## FEEDBACK
Information about reactions to (a product, a person's performance of a task, etc.) use as a basis for improvement.
A new feature of feedback is added to the Redstone Portal for all the Redstone users.
Only Redstone Admin can view all the feedback given by the users.
Users can share their satisfaction level, the title of feedback, and experience while using the Redstone Web portal.
_To view more, check the guide_ _below_
### π Add Feedback
Redstone Users can provide feedback using the 'person icon' on the top right of Portal. Clicking on that icon will open a pop-up with fields to be entered and submitted.
### π Feedback List
In the 'Feedback Tab', Redstone Users can view list of all the feedbacks provided by Redstone Users.
To view, Redstone Admin can select any from the list to view the details provide by the users, that are discussed below:
- Satisfied/Not Satisfied
- Title
- Experience
## GLOBAL SEARCH
Global search feature is Search Engine within the Environment that allows users to Search across the entire Web Portal within the access of Users. It can help search (Campaigns, Users, and Clients) by entering the ' **Text'** or ' **ID'** in the Search field.
---
## π **PRODUCTION APPLICATIONS**
There are total of five production applications used for different Job Processes that are solely operated by **Redstone Operator** Users. All these Applications are accessed using Different URLs for the processes discussed below:
1. Ready To Print
2. Printing
3. Production
4. Completed production
5. Delivered
The use of these Applications is only after a Job status is changed to "Released to Production". Redstone Operator make sure to 'Scan' the Job ID using this Application to reflect the Job Status in the process flow under JOB board.
All the Applications requires a JOB ID to be scanned. These are the same Job ID from the Job Board.
Redstone Operator can copy these IDs using the Barcode Reader against the 'Production Ticket' and scan it accordingly on the Application as per the Job process.
These Applications are relatively small and can be accessed on low specification devices as well (e.g., Raspberry Pie).
_To view more, check the guide_ _below_
---
# **STATUS PROCESS FLOW**
## PURPOSE
Our goal is to outline the status flow of the Red Stone Application. Also, to cover all the possible processing scenarios.
This document needs to be thoroughly proofread, optimized, and promoted to our stakeholders (clients, users, project team) to review and to find support.
## SCOPE
Two types of Status will be reflected throughout the process on the Redstone portal.
### Campaign Status
Work-related transitions
### Job Status
Operational transitions.
Job-status initiates only if data and art files are uploaded by the clients
**Notes** :
- In general, we have **logs** for both Campaigns and Jobs in our application. Campaign logs specifically show any of the campaign level changes whereas Job logs show changes made in the job.
- Campaign logs are adjacent to campaign status on the campaign details page. Similarly, job logs are adjacent to every job's status. Please note that each job status log will show logs of the specific job.
- We have another log icon at the right bottom, this shows combined logs of both campaign and jobs.
- Mostly, "Status of Job" is reflected on "Status of Campaign".
- In case, there are two or more jobs added within a campaign, the status of the job at the earliest stage will be then reflected on the Status of Campaign, no matter what other jobs (if added) within the same campaign are in the last stages or not.
## LIST OF STATUS
1. Pending
2. Pre-Processing
3. Pre-Analysis and Data Preparation
4. Postal Processing
5. Pre-Print
6. Waiting for proof release
7. Proof Ready
8. Waiting on Approval
9. Approved
10. Production Ready
11. Release To Production
12. Ready to Print
13. Printing
14. Production
15. Completed Production
16. Delivery/Mailed
17. Done
18. Hold
19. Payment Hold
## CASES (STATUS PROCESS FLOW)
### THE NUMBER OF JOBS ADDED IS ONE
#### Case 1.0:
#### Client and Red Stone Coordinator are following steps as per the defined instructional order.
| **S.no** | Campaign Status | Job Status | Description | **Actions performed by Roles** |
| --- | --- | --- | --- | --- |
|
| - | **Add CAMPAIGN** A client has initiated a new campaign with information like Name\*, Due Date\*, Qty\*, Campaign Type\*, and Color\* | Client/ Client of Affiliates |
| **1(a)** | Pending | - | Client of Affiliate has initiated a new campaign through Affiliate Portal | Client of Affiliates |
| **1(b)** | Campaign Status will change to either (2) or (3) depending on; if data and art files are uploaded or not by CoA(s) | - | The campaign is released as " **Release Campaign**" to Red Stone Coordinator | Affiliate Admin |
| **2** | Pre-Processing | - | Data & Art Files are not Uploaded/Added along with adding a campaign | Client/ Client of Affiliates |
| **3** | Pre-Analysis and Data Preparation | - | Data & Art files are uploaded while adding a campaign | Client/ Client of Affiliates |
| **4** | Pre-Analysis and Data Preparation | Pre-Analysis and Data Preparation | JOB **is Added** with information like Name\*, Due Date\*, Qty\*, Inventory\* and Color\* | Redstone Coordinator |
| **5** | Postal Processing | Postal Processing | **Split data** is uploaded | Redstone Coordinator |
| **6** | Pre-Print | Pre-Print | **Data Print** , **Mail data,** and **Postal paper** s are uploaded | Redstone Coordinator|
| **7** | Pre-Print | Waiting for Proof release | **Production file** is added | Redstone Coordinator |
| **8** | Proof Ready | Waiting for Proof release | **Client** **Proof file** is uploaded on Campaign level | Redstone Coordinator |
| **9** | Waiting on Approval | Waiting for Proof release | Approval is sent to the client as "**Release Proof to Client**" | Redstone Coordinator |
| **10(a)** | Approved | Production Ready | The proof is "**Approved**" | Client/ Client of Affiliates |
| **10(b)** | Λ Pre-Analysis and Data Prep | ^ Waiting for Proof Release | The proof is "**Denied**" | Client/ Client of Affiliates |
| **11** | Release To Production | Release to Production | Job is released by "**Release to production**" | Redstone Coordinator |
| **12** | Ready to Print | Ready to Print | The job ID is **scanned** on/as "Ready to Print" Application | Redstone Operator |
| **13** | Printing | Printing | The job ID is **scanned** on/as "Printing" Application | Redstone Operator |
| **14** | Production | Production | The job ID is **scanned** on/as "Production" Application | Redstone Operator |
| **15** | Completed Production | Completed Production | The job ID is **scanned** on/as "Completed Production" Application | Redstone Operator |
| **16** | Delivered | Delivered | The job ID is **scanned** on/as "Delivered" Application | Redstone Operator |
| **17** | Done | Done | "Delivery Receipt" is uploaded | Redstone Coordinator |
**These steps are listed in chronological order**
Representations:
- Client
- Client of Affiliate
- Affiliate Admin
- Red Stone Coordinator
- Red Stone Operator
_To view more, check the guide_ _below_
β¦β¦. GRAPH TO BE ADDED β¦β¦.
#### Case 1.1: Job level operations are performed at the beginning
It has been observed in Case 1.0:, that whenever the Client initiates a new campaign, its status changes to (Pre-Processing **OR** Pre-Analysis and Data Preparation).
Jobs can only be added if the Campaign status is changed to Pre-Analysis and Data Preparation.
Job Status Change in Transition step-by-step:
1. **Pre-Analysis and Data Preparation** β Job is Added
2. **Postal Processing** β Split Data is uploaded
3. **Pre-Print** β Data Print, Mail Data, and Postal Papers are uploaded
4. **Waiting for Proof release** β Production file is uploaded
If any step is passed over then the "job status" will not change until the predecessors' tasks are completed.
#### Case 1.2: Campaign level operations are performed at the beginning
After adding a Campaign and then adding a Job, the Coordinator has the option to upload "Client Proof" by skipping all the steps, instead of following the chronological order as discussed in Case 1.0:.
If "Client Proof" is uploaded, the coordinator can now release the Proof to the Client. If accepted, Campaign status will change to "Approved" and Job-status will not change. It will then only reflect on what files are uploaded, which is also discussed in Case 1.1:.
### THE NUMBER OF JOBS IS MULTIPLE
A campaign can only proceed ahead of pre-print when client proof is uploaded.
Similarly, jobs can never proceed ahead of waiting for proof release until the campaign has been approved by the client. Once the campaign has been approved, jobs can now be released to production.
In case of multiple jobs:
Campaigns follow the status of Job at the earliest stage of transition.
If Campaign level operations are performed step-by-step:
1. **Proof Ready β** Proof file is uploaded
2. **Waiting on Approval β** Proof is sent for Approval
3. **Approved β** Proof is Approved by Client
In this condition, Campaign Status will remain as per the above-mentioned transition and not dependent on any Job Status within.
Campaign Status will only change further to 'Release to Production' if all the Jobs added within are released to production and so on.
In case, users add other jobs after, the Campaign status will shift back to 'Approve' and the cycle will continue until the campaign is delivered completely. However, a new job added will appear as 'Pre-Analysis and Data Preparation'
**ANOTHER WAY TO DEFINE**
#### Case 2.0:
Whenever a single Job is added, its status reflects on the Status of the Campaign. **Pre-Analysis and Data Preparation** to **Postal Processing** to **Pre-Print.**
If another Job is added within the same campaign, the Status of the Campaign will change accordingly to the Status of Job at the earliest stage of the process.
#### Case 2.1: Job level operations are performed on all the Jobs added within the campaign
'Pre-Analysis and Data Preparations', 'Postal Processing', 'Pre-print' and 'Waiting for proof Release', are the Job level transitions.
When Coordinator uploads 'Proof file', Campaign level status is changed to 'Proof Ready' and will transit accordingly to Campaign level changes. Meanwhile, Job statuses are not affected, until the Client receives an Approval request.
If **Approved;**
Job statuses will change to 'Production Ready' and Campaign Status will change to 'Approved'
If **Denied;**
Job Statuses will change to 'Waiting for Proof Release' and Campaign level status will change to 'Pre-Analysis and Data Preparation'.
#### Case 2.2: Campaign level operation is performed first.
A 'Proof file' is uploaded on the Campaign level will change its status to 'Proof Ready'. This will allow the coordinator to send the approval request to the Client.
Jobs that are added within this campaign will change their status (from **Pre-Analysis and Data Preparation** to **Postal Processing** to **Pre-Print** till **Waiting for Proof Release** ) according to the files uploaded.
If **Approved** ;
Campaign level status will change to 'Approved'.
If **Denied** ;
Campaign level status will change to 'Pre-Analysis and Data Preparation'.
**Note:**
- Campaign level will only change to 'Release to Production' if all the Jobs added within are released to production.
- If other Jobs are added after, the Campaign status will change to 'Approve' and the cycle will continue until the campaign is delivered completely.
### DEFINITIONS
#### PENDING
This status is mainly used for Redstone affiliates, whose clients' have access to their platform to upload a campaign.
When a Campaign is added by the CoA, it goes into Pending status which allows them to edit the data, once the Campaign is released by Affiliate Users, its status will change toβ― **Pre-Processing** or **Pre-Analysis and Data Preparation.**
**Note:**
- 'Release Job' button is only visible to the Affiliate User (Client).
- Redstone users can view but are not able to access this campaign until released by the Affiliate Client.
#### PRE-PROCESSING
When a campaign is added, its status initiates from **Pre-Processing** if the Data and Art files are not uploaded.
**Note:**
- At this stage, Coordinators are not able to continue with the operations (i.e., to add a Job) for that Campaign.
#### PRE-ANALYSIS AND DATA PROCESSING
It is considered as the first operational Campaign Status, if any Campaign is added along with the Data and Art files, this status will be reflected.
At this stage, the coordinator can add a new job along with filling in all the required details.
**Note:**
- Both Job and Campaign will reflect the same status at this stage.
#### POSTAL PROCESSING
After adding a new job, the coordinator can now add multiple files under the job section. When split files are uploaded, the status will change to Postal Processing.
Split\_Data\_files contain data for a split shipment, i.e., when a single order containing multiple products is sent in separate shipments. The customer receives more than one package even though they ordered everything together.
#### PRE-PRINT
After data is processed through Accuzip, the Redstone user will upload the file under (Data Print, Mail Data, and Postal Papers) after which the system will automatically change Job-status to **'Pre-Print'.**
When a Job is in Pre-Print Status, the system will allow coordinators to allocate inventory. Once inventory is assigned users will have to upload the file under Template, Invoice, and Proof tab, after which the system will automatically change the status to **Proof Ready.**
**Note:**
- The inventory section will only be visible to Redstone Users, also the system will not allow users to allocate inventory until Job is in Pre-Print status.
- The system will not change the status until the Inventory
#### WAITING FOR PROOF RELEASE
This is only a Job Level Status; it occurs only when the Production Files are uploaded by the Redstone Coordinator.
#### PROOF READY
The time 'proof file' is uploaded to the Campaign board, a button "Release to Client" appears on the top of the top right of the Campaign detail for Redstone Coordinator.
By clicking on this feature, it will send an approval request email to the client that contains the proof, invoice, data print file, and postal paperwork if requested. Releasing these items to the client will change the Campaign status to 'Waiting on Approval'.
#### WAITING ON APPROVAL
This status shows that proof has been released to the client as an approval request along with an optional email.
if they Approve, the system will automatically roll the status toβ― **Approved.** If for any reason theyβ― **Deny** β―the proof system will revert the Job status toβ― **Pre-Print** β―status.
#### APPROVED
Once the client approves the proof for their job, the status will change to "Approved". This signals the coordinator that the job is ready to be composed.
#### RELEASE TO PRODUCTION
After Approval, each job is ready to 'Release to Production'.
Production release means that an order has been placed on Allocadence. And this can only be done if the campaign is approved.
#### READY TO PRINT
This status shows that the job is ready to start printing. The print room operators will prioritize jobs by due dates, quantities, and printer availability. This status will remain the same until the printing starts.
#### PRINTING
Once a job is ready to begin the printing process, the print operator will take the job ticket and scan it into the printing status. During the entire time the job is on the printer, it will remain in this status.
#### PRODUCTION
After a job has completed the printing process, the next step is production. The print operator who completed the job will take the job ticket and scan it into "production" then take the job ticket along with the completed job out to the production area. During this status, the job will be taken through the rest of the production that is necessary to complete the job.
- For a letter, this would be folding and inserting into the envelope.
- For a snap pack, this would be folding, perforating, and gluing.
If any ink jetting or tabbing is needed it will also be done during the production status.
After these steps the job is sorted, trayed, palletized, and prepped for the post office. The job is then scanned into "Completed Production".
#### COMPLETED PRODUCTION
The completed production status indicates the job has completed each step necessary in the production of the job. It is now ready to be delivered to the post office. The postal verification team will complete the preparation of the job. This can include bagging the trays if the job is a PMOD, wrapping the pallets in plastic wrap to keep organized, weighing the pallets, and making sure all necessary paperwork is accounted for. The job can then be loaded onto the truck and delivered to the post office.
#### DELIVERY/MAILED
Once the job is delivered to the P.O. it is then scanned into the "delivery/mailed" status. Signifying that the job is completed and has been delivered. A delivery receipt will be uploaded to the job board showing details of the job and the delivery.
#### DONE
The last status for any job is "done". Once the job has been successfully delivered, the coordinator will get the job jacket and staple everything in it together, download the delivery receipt from the job board, and then it can be rolled into the "done" status and the job ticket can be filed.
#### HOLD
This status is used in cases where a client may not be able to be reached regarding a job, or if a client asks to place their job on hold for any reason.
#### PAYMENT HOLD
If a job is completed and ready to go, but payment has not been received it is placed on payment hold. The job will be highlighted in yellow on the job board. This shows the postal verification team that the job is waiting on payment and is not to be released. It is the responsibility of the coordinator to get in touch with their client and get the payment before the job can be mailed.
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