e Design 2020-21 Start- Up Guide

eDESIGN QUICK START GUIDE

TASKS FOR ADVISERS AND EDITORS

Getting your eDesign book ready to roll requires a few simple tasks. Use this guide to help you!

You can access instructions and video tutorials for everything right inside eDesign. Simply click the Help button, and within the Help widget, type any of the topics listed below. You’ll be offered assistance with clickable walk-throughs in pop-up windows that take you step-by-step through the task. You can also view the video tutorials right where you’re at in eDesign.

If you need assistance completing any of these tasks, our team of tech support professionals will be happy to assist you. You may reach them weekdays at 877.362.7750.

STEP 1: FAMILIARIZE YOURSELF WITH eDESIGN

Watch curriculum videos - Lesson 1.

Watch curriculum videos - Lesson 2.

Save the other five lessons for later.

STEP 5: CREATE YOUR TOPICS

STEP 6: SET UP YOUR LADDER

STEP 2: CONSIDER USING SAVE IT FORWARD

Staff and Page Assignments Topics and Ladder Assignments Fonts Colors and Character Styles

Delete any old staff.

Activate returning staff members.

Create logins for new members.

Activate a book style. (optional) Activate fonts you want accessible.

Edit/create character styles.

Activate colors (or blend your own).

Skip the topics tab for now!

Import the Master List.

Set staff deadlines for pages.

Set Page Design preferences.

Set Send and Sell preferences.

Establish Coverage Report settings.

Activate templates. (optional) Activate art. (optional) Activate mods. (optional)

STEP 8: TAKE NOTE OF OTHER FUNCTIONALITIES

STEP 4: SET UP YOUR BOOK

Apply topics to pages.

Apply subtopics to pages. (optional) Assign staff deadlines to pages.

Assign staff to pages.

STEP 7: EXPLORE THE CATALOG

STEP 3: SET UP YOUR STAFF (ADVISERS ONLY)

In the Library, create topics.

Master List Staff Activity Reports Folio View Spread History Export Preview Ladder and PDFs Filtering the Ladder Submission Process Portraits Send and Sell

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eDESIGN QUICK START GUIDE // PAGE 2

STEP 1 — FAMILIARIZE YOURSELF WITH eDESIGN TASKS TO ACCOMPLISH

Watch curriculum videos - Lesson 1, Navigating Your Book.

Watch curriculum videos - Lesson 2, Using the Candids Library.

You can save the other five lessons for later or watch them now if the overview is helpful.

PURPOSE OF THESE TASKS Gaining a foundational grasp of eDesign's interface will help you feel more comfortable in eDesign, and it will also help your work on the start-up tasks be more efficient.

HOW TO GO ABOUT IT To find the curriculum videos, click the green Help icon in the top right of the navigation panel:

When you click on Help, the “Learn about eDesign” window will open: Click the link at the top for "eDesign Help and Curriculum." The Help site will open in another tab. The eDesign curriculum is designed to give you and your staff an orientation to the basics of eDesign. You can also search for and view these short videos on a individual basis in the Help widget—choose whatever is best for you!

LESSON ONE // PAGE 1

HELPFUL TIP It is a great idea for your students to use the notes as they watch the tutorials. You using these now may help you prepare to set up eDesign.

NAVIGATING YOUR BOOK Watch each tutorial and answer the questions. Then switch to eDesign and do the Guided Practice.

LESSON ONE // PAGE 1

VIDEO TUTORIAL — TOUR OF eDESIGN

1. You’ll usually log in through the portal page at __________________________________.com.

NAVIGATING YOUR BOOK

2. To access eDesign, go to the __________ menu and choose either __________ or __________.

Watch eachart, tutorial and answer the questions. Then switch to eDesign and do the Guided Practice.

3. The _____________ is where you upload, view and manage the images, templates and mods.

4. There are several sections of the Library. _________________VIDEO is where normal—images go.eDESIGN TUTORIAL TOUR OF myHJyearbook.com 1. You’ll usually log in through the portal page at __________________________________.com.

5. Click on an image to get a large preview and to see the options to ____________ images.

Design Pages Library ______________ tags are your primary way of organizing all your images and other assets.

2. To access eDesign, go to the __________ menu and choose either __________ or __________.

Library 6. ______________ is where the portraits will be viewed and managed they are uploaded.

3. Theafter _____________ is where you upload, view and manage the images, art, templates and mods.

Candids 7. ______________ is where you will see any Herff Jones templates that have been ____________ 4. There are several sections of the Library. _________________ is where normal images go. by your adviser or editor, and any ________________ templates you’ve saved from pages. tag 5. Click on an image to get a large preview and to see the options to ____________ images.

8. Mods are a __________ of a design that could be reused in different waysTopic on differenttags layouts. ______________ are your primary way of organizing all your images and other assets.

9. Art is where you will see any graphics that have been ____________ byPortraits your adviser or 6. ______________ is editors. where the portraits will be viewed and managed after they are uploaded.

10. __________ is where you will place images to be used in ads placed in Templates your book, andisif where your you will see any Herff Jones templates that have been ____________ activated 7. ______________ school uses _________ _____ _____________, this is where the Ads appear. custom by completed your adviser or will editor, and any ________________ templates you’ve saved from pages.

portion The of a design that could be reused in different ways on different layouts.

11. When you click the __________ button a widget opens where8.youMods can search for topics. are a __________ widget contains walkthroughs that will give you _______________ _______ and informational activated 9. screen.

Art is where you will see any graphics that have been ____________ by your adviser or editors. pop ups with access to video __________ that pop up over your Ads term is that where youto will place images to be used in ads placed in your book, and if your 12. The default view in the Book module is the __________, which10. is a__________ yearbook refers Online Ad _____________, Creation uses _________ _____ this is where the completed Ads will appear. this visual representation of all the book’s pages arranged in double school page ___________.

Helpthat button a widget opens where you can search for topics. The When you click the to __________ 13. If you are assigned to a page, you can __________ _______11. on the page thumbnail open clickable steps and informational contains walkthroughs that will give you _______________ _______ page in Page Design. You can then click on the ____________ to widget open the facing page. tutorials that pop up over your screen. pop ups with access to video __________ 14. To leave Page Design and return to the Book module, click the __________ button in the top right. ladder 12. The default view in the Book module is the __________, which is a yearbook term that refers to 15. GUIDED PRACTICE spreads this visual representation of all the book’s pages arranged in double page ___________.

Navigate to the Book and scroll up and down the ladder.

Navigate to the Library and explore all tabs.

Click on an image and make it larger.

double click on the page thumbnail to open that 13. If you are assigned to a page, you can __________ _______ padlock page in Page Design. You can then click on the ____________ to open the facing page. book 14. To leave Page Design and return to the Book module, click the __________ button in the top right.

15. GUIDED PRACTICE

Navigate to the Book and scroll up and down the ladder.

Navigate to the Library and explore all tabs.

Click on an image and make it larger.

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When you navigate to the curriculum, you’ll see there is a PDF for each lesson with guided notes as well as practice exercises for each video tutorial. Advisers can search for “answer key” in the search window to access the PDFs that provide the answers to questions in red.

eDESIGN QUICK START GUIDE // PAGE 3

STEP 2: CONSIDER USING SAVE IT FORWARD TASKS TO ACCOMPLISH eDesign has the ability to save settings from last year’s book to this year’s book. You might not want to save all the settings into this year’s book, but it’s helpful to know that you can. If you aren’t sure what is optimal for you, ask your yearbook representative. He or she will be happy to guide you.

With Save It Forward, you have the ability to save the following settings into your current book: Staff and Page Assignments Topics and Ladder Assignments Fonts Colors and Character Styles

PURPOSE OF THESE TASKS The purpose of Save It Forward is to save you time. If you have staff, topics, fonts, colors, or character styles you would like to have in eDesign again this year, Save It Forward prevents you from having to enter them all from scratch.

HOW TO GO ABOUT IT When you log-in, choose the 2020 book in order to access last year's information.

If you are a new adviser without access to last year’s book, simply call Tech Support. They will be happy to assist you at 877.362.7750.

If you are already in your 2021 book, you can click on Switch Project at the top above the Send and Sell button to switch to last year’s book.

When you arrive in your 2020 book, click on Save It Forward, which is at the top above the blue Help icon.

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eDESIGN QUICK START GUIDE // PAGE 4 After you click on Save It Forward, you’ll be presented with several choices.

STAFF If you want last year’s staff members to access the 2021 book, click the box to the left of Staff.

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If you check “Page Assignments”, eDesign will assign 2020 staff to the exact same pages in the 2021 book.

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TOPICS If you save forward 2020 topics into your 2021 book, you won’t have to retype the same list of topics. Plus, in Book Setup, you can sort the topics in alphabetical order to revise and remove topics that are no longer applicable. This is more efficient than typing all the topics from scratch.

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Also, if your page count is identical to last year’s book and you’d like your ladder to be identical as well, check “Ladder Topics” to apply the topics to the same pages in your 2021 eDesign ladder. You can change these topics later if needed but this is a great head start if things will mostly be the same.

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FONTS If you would like to activate the same fonts that were in your 2020 book, check the box next to Fonts. Later, when you are in your 2021 book, you can both deactivate any you don’t need and activate additional fonts you want to use.

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TIME-SAVING TIPS We recommend you save forward Staff and Topics because it is more efficient to remove the staff and topics you don't need than it is add them in manually from scratch.

For most schools, it is less optimal to save forward Page Assignments and Ladder Topics, as these will likely require a bit more work to adjust for your 2021 book.

COLORS If you have CMYK blends you’d like to use again this year, check the box next to Colors to activate them in your 2021 book. This can be especially helpful if you have found just the right blend for your school colors.

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If there are Character Styles in your 2020 book that you’d like to use this year, check the box next to Character Styles — you can easily modify them in 2021’s Book Setup.

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eDESIGN QUICK START GUIDE // PAGE 5

STEP 3: SET UP YOUR STAFF (ADVISERS ONLY) TASKS TO ACCOMPLISH

Delete any old staff.

Activate returning staff members.

Create logins for new members.

PURPOSE OF THESE TASKS This is an important step in setting up your 2021 book because your students will not be able to access it until you activate them as a 2021 user.

HOW TO GO ABOUT IT Sign in to eDesign and select your 2021 book. If you are a new adviser, you may not have other books to choose from; if this is the case, you’ll be taken directly into your 2021 book.

Click on Staff Setup in the list of options in the top righthand corner.

To make your work efficient, you may sort the list by clicking any field along the top.

First, remove any users who are no longer staff members by clicking the delete button (the red x.)

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eDESIGN QUICK START GUIDE // PAGE 6

The next step is to add new users. Click the Add button to begin.

Then enter the *required fields as shown below.

USER’S NAME AND EMAIL When you enter the user's name, notice the last name field is first. Keep in mind that the way you enter the name here is how the user will be identified in eDesign; if you want them to be referenced by their preferred names, enter that here instead of their legal names.

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Entering an email address is not required unless you are building an account for someone with "Adviser" privileges like you have. eDesign does not email users.

USER’S ROLE If you want the user to have editorial powers, select Editor. If you want the user to be able to submit pages, select Adviser.

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Helpful Tip — When you designate a user as Editor, you will see an option to "Auto Assign" . If you select this, that Editor will be able to edit all pages in the yearbook.

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PROJECTS 3

Select all books you want the user to access.

USERNAME AND PASSWORD The password must be at least five characters without spaces. It is smart to include your job number in the username since it must be unique globally.

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coconutpie

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TIME-SAVING TIP Take a screenshot of the Staff Info window or write down the password before you select "Apply." You can reset the password in subsequent sessions, but you cannot see the password once it's been entered.

eDESIGN QUICK START GUIDE // PAGE 7

STEP 4: SET UP YOUR BOOK TASKS TO ACCOMPLISH You don't have to do all the tasks below in one sitting. We recommend you look through them all and make the decisions you can, but don’t get stuck on one if you need to consult with your rep or staffers prior to making your selections. Do the ones you can now, and then return to Book Setup later to finish the others after you have made decisions relevant to each area.

Activate a book style. (Optional — Not all yearbook staffs use a Book Style.)

Activate fonts you want accessible.

Edit/create character styles. (Optional — Not all yearbook staffs use Character Styles.)

Activate colors (or blend your own). Reference HJ's printed color poster as you choose.

Skip topics. (Topics are most efficiently built from within the Image Library.)

Import the Master List.

Set up page deadlines for your staff.

Set page design preferences.

Set Send and Sell preferences.

Select Coverage Report settings.

PURPOSE OF THESE TASKS This task is important because it impacts several areas of your work — page design, assigning pages to the ladder, tagging images, Send and Sell, and the coverage report.

HOW TO GO ABOUT IT To get started, click on Book Setup in the list of items in the top right-hand corner of eDesign.

BOOK STYLE — To save you time, we provide a set of design resources we call "whole book looks" that contain covers, layouts, mods, artwork, colors, and fonts (to see large previews of the layouts, mods, and artwork, go to Catalog in eDesign). You can use these designs as they are, or you may modify them in any way you'd like. All of these resources can be activated individually in Catalog, but if you 1 select the style you like on the left and then 2 click "Apply Book Style," eDesign will activate all the templates, mods, 1 artwork, fonts, and color blends that go with that design style. If you do not want to use a Book Style, you may 2 skip this tab entirely.

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eDESIGN QUICK START GUIDE // PAGE 8 FONTS — Because eDesign is loaded with over 300 fonts, we let you select which fonts your staff uses on pages. Scroll down to find the font you want. You may use your arrow keys to move through the menu of fonts and to see previews. To activate the font, check its box.

Also, we've provided helpful resources in your yearbok kit. Look for the font book and the font poster to see the fonts in print.

For digital versions of the kit materials, go to herff.ly/2021-kit

TIME-SAVING TIP To quickly view the fonts you've activated for your book, click in the header next to "In Book," and all the fonts you've selected will rise to the top. To go back to alphabetical order, click on the header next to "Name."

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eDESIGN QUICK START GUIDE // PAGE 9 CHARACTER STYLES ­— A character style is a formula of settings you can create to standardize text formatting. 1 When designing pages, this lets you and your yearbook staff quickly apply multiple settings to text in one click. Plus, if you train and require your students to use them, it helps your staff maintain consistency on all pages of your book.

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A set of default character styles are in eDesign, ready for you to quickly customize.

2 To modify an existing style, click on the name of the style, and then click Edit.

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You will then be able to change all of the settings for an existing style, including its name. Changing the name is a great way for you to make sure your students are using the styles you have created. 3 When you finish making the changes, click Apply. To create a new style, follow the same procedure — click Add, identify the settings, and click Apply.

TIME-SAVING TIP If you numerate your character styles in Book Setup, then the styles will appear in that order in 5 page design, making it easy for your students to find the style they need.

Numerate them with two-digit numbers in case you create ten or more styles.

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eDESIGN QUICK START GUIDE // PAGE 10 COLORS — The Colors tab in Book Setup allows you to designate the colors you want your yearbook staff to use on pages. 1 You can activate colors already in eDesign by checking the box under In Book, or 2 you can make custom blends by clicking the Add button.

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When you click Add to a create custom color blend, you can give it a custom name.

You may create fun names like Key Lime Pie or informative names like Academics Red that designate their use in the book.

PRO TIP — Don't use the school year in the name of new blends. This will help you avoid seeing things like "2019 Blue" in your 2021 eDesign book.

A custom name is helpful because while designing pages, you can view the color's name to ensure you are selecting the correct color.

MONITORS DON'T ACCURATELY SHOW COLOR Unless routinely calibrated, computer monitors do not accurately reflect how colors will look in print. Therefore, when choosing or creating a color, it is vital to select a CMYK blend from a printed swatch. A great resource for that is the two-sided colors poster in your kit.

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eDESIGN QUICK START GUIDE // PAGE 11 TOPICS - Topics are the primary organizational structure of all the content in your book. Before you begin creating topics here, consider this: 1) You can import last year's topics into this year's book with Save it Forward. 2) You can create new topics more efficiently in the library.

Book Setup is where you can Edit topics, but the Library is the best place to Add new topics.

Topics save you time — you type the topic once and use it in six ways: 1

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To assign topics to pages in the ladder To tag photos for all the possible pages on which they could be used To monitor photo coverage for pages To search for photos while designing pages To automatically include page topics in your index (if you do one) To apply the page topic automatically alongside the page number in the folio

TOPICS ARE BETTER THAN FOLDERS

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Topics are like folders — only much better!

One photo. Lots of potential.

Topics allow you to tag one photo with multiple topics to increase the possibility the photo will be used — if it's not used on one page, it can easily be found to be used on another.

Upload it only once.

Tagging with topics means you don't have to upload a photo more than once to put it in more than one folder.

That saves you time, and the In-Use indicator helps prevent you from accidentally using the same photo on more than one page.

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eDESIGN QUICK START GUIDE // PAGE 12 MASTER LIST — This tab enables you to import your master list of names from eBusiness into eDesign. The master list of names is critical because it helps you with multiple vital tasks: 1.

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Spelling names correctly Monitoring coverage Recording sales in eBusiness Using Send-and-Sell Distributing yearbooks

If you don’t sell books, the name list helps you spell names correctly and manage coverage.

The first step is to ask the front office for a tab-delimited file of data for students and school staff.

The master list should include the fields listed below. 1 Then, import that list into eBusiness.

STUDENT DATA

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FACULTY/STAFF DATA

First Name 1. First Name Last Name 2. Last Name Grade 3. Grade (Staff) Teacher Student ID Number Parent Email Address Mailing Address

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To view a tutorial on importing your name list, go to herff.ly/upload-name-list.

After you import the name list into eBusiness, wait 15 minutes for the data to appear on the server.

Then go to Book Setup in eDesign, and 2 check the box indicating you have imported the list into eBusiness. 3 Then click Create Master List.

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Importing the list from eBusiness is a onetime action in Book Setup. However, you can import an updated list of names into eBusiness multiple times all year long to update data and to add newly enrolled students. After you update the list in eBusiness, go to 4 Master List in eDesign and click 5 Update from eBusiness. When you do this, the master list in eDesign will update.

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eDESIGN QUICK START GUIDE // PAGE 13 DEADLINES — The Deadlines tab allows you to create student due dates for pages. These are not your plant deadlines. Rather, these are dates for students to complete their work.

PRO TIP Set student due dates 1-2 weeks prior to plant deadlines to give you ample time to edit pages After you create deadlines in Book Setup, you can use them to apply deadlines to pages in the ladder in any of the three Book views: 1

Ladder View

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Grid View

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Spread View.

In fact, you can apply topics, subtopics, deadlines and staff to pages in any of these three views.

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Simply toggle between all three views using the options under the white HJ logo in the top left-hand corner.

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eDESIGN QUICK START GUIDE // PAGE 14 PREFERENCES — This tab lets you set your preferences for Page Design.

1 page design — You have control here over the default settings when users work on pages.

Whatever you set here, will apply to all pages.

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However, individual users do have the ability to modify their view while working on a page or a spread as needed. 2 In the View menu, users can adjust settings for that spread to give them the view they need for that specific page or spread.

- The information you put in these fields will be put at the bottom of each Send and Sell message you send in eDesign. Modify the information if needed.

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NAME CHECK AND CUSTOM NAMES The Name Check functionality has not yet been developed for the new eDesign. You can ignore references to this in the Book Setup area until that feature is released.

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REPORTS — This tab in Book Setup allows you to set the parameters for your Coverage Report, which is a feature that lets you keep tabs on how often individuals are appearing in your book. You can use this to find people who appear to frequently or people you need to seek out because they aren't on the pages enough.

With these Book Setup controls, you get to determine what defines each of the levels of coverage.

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You can also turn off the levels called 1 Moderate and 2 Excessive if it doesn't benefit you to have four data points in your coverage report.

The Coverage Report is on the 3 Reports tab. There's also a 4 pie chart on your home screen when you log-in at www.myHJyearbook.com.

HOW THE COVERAGE REPORT WORKS The Coverage Report tracks names on the Master List. It reads text on pages and name tags on photos. For the Coverage Report to track the name, it must match the Master List. For example, the Coverage Report won't count Zach Smith on a page if he is listed as Zachary Smith in the Master List.

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PRO TIP — Through the year, use the Coverage Report to generate lists of students the yearbook staff should seek out to get photos and quotes to help ensure all students are in the book more than once.

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eDESIGN QUICK START GUIDE // PAGE 16

STEP 5: CREATE YOUR TOPICS TASKS TO ACCOMPLISH Â…

In the Candids Library, create your Topics.

Before you begin creating topics, consider importing last year's topics into this year's book with Save it Forward. After you import them, you may edit them in Book Setup and delete any you don't need, and then you can proceed to add new ones.

The most efficient place to add topics is in the Candids Library where you tag photos.

PURPOSE OF THESE TASKS Topics are the primary organizational structure of all the content in your book. Topics save you a lot of time because you can type the topic once and use it in six ways in eDesign: 1.

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To assign topics to pages in the ladder To tag photos for all the possible pages on which they could be used To monitor photo coverage for pages To search for photos while designing pages To automatically include page topics in your index To apply the page topic automatically alongside the page number in the folio

HOW TO GO ABOUT IT To add Topics, go to the Candids Library and click on the

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Tags tab on the far right.

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Make sure you are on the Topics tab.

Begin typing topics. eDesign will filter the list as you type and show other related topics. For example, in the screenshot above, you can see that typing the word "Football" reveals there are already three topics with "Football" in it. This will help prevent you from typing a topic twice, and it will help you maintain consistency. When you hit "Enter" on your keyboard, eDesign will add that topic the list and you can just keep on typing. This allows you to enter all of your topics within minutes.

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PRO TIP Think of each "Topic" in the same way you would a folder: That Topic will contain the photos relevant to it, AND it will often directly correlate to a page in your book.

eDESIGN QUICK START GUIDE // PAGE 17

STEP 6: SET UP YOUR LADDER TASKS TO ACCOMPLISH Of all setup tasks you can do, these are the most critical. This step is the road map for all the assignments you'll give — the content for each page, when it's due, and who's doing it.

Apply topics to pages.

Apply subtopics to pages. (optional) Assign student deadlines to pages.

Assign staff to pages.

PURPOSE OF THESE TASKS Applying info to the ladder helps all staff members see which topics, subtopics, deadlines, and staff are assigned to pages. This provides clear communication and direction to staff members.

HOW TO GO ABOUT IT Go to Book and select which of the three ladder views you'd like to use. Go to the top right-hand corner and toggle between the Ladder View, the Grid View, and the Spread View.

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TIME-SAVING TIP You can apply settings to multiple pages at one time in either Grid View or Ladder View.

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The best view to apply settings to multiple pages at one time is the Grid View because you can see the most pages at once.

Select a Single Page Click on the page.

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Select a Double-Page Spread After clicking on one page, press the Shift key and click on the page next to it on the ladder.

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3 Select Consecutive Pages Click on the first page in the group, hold down the Shift key, and then click on the last page in the group.

Select Non-Consecutive Pages Hold down the Ctrl Key on a PC or the Command key on a Mac, and then click the pages you want to select.

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eDESIGN QUICK START GUIDE // PAGE 18

STEP 7: EXPLORE THE CATALOG TASKS TO ACCOMPLISH Â…

Activate templates, art and/or mods as desired. This is optional.

PURPOSE OF THESE TASKS A robust collection of templates, art and mods will be available in eDesign. Here in Catalog you activate any you want to use on pages, but keep in mind that you and your staff can save your own custom designs to the Template and Mod Libraries.

HOW TO GO ABOUT IT

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Go to Catalog.

Choose to view Templates, Art or Mods.

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On the far right click Filter and select what you want to view.

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To activate an element, select it and click Add to Your Library. To activate multiple items at once, select them with either Shift-Click or Ctrl-Click.

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Once activated, these elements are accessible while designing pages in the Template, Art and Mod Libraries, which you access via panels on the right side of the Page Design area.

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eDESIGN QUICK START GUIDE // PAGE 19

STEP 8: TAKE NOTE OF OTHER FUNCTIONALITIES TIME-SAVING TOOLS IN eDESIGN Below is a brief summary of additional functionalities in eDesign. These items don't require your attention as you set up the book; rather, these are useful tools to help you through the year.

Reviewing these now will provide you with a general awareness of other valuable eDesign functions so that when it's time to dig into other tasks, you'll know eDesign has a tool to make your work accurate and efficient. .

MASTER LIST - The Master List enables you to 1 look up students' names and 2 edit student data. It is worth taking time to periodically 3 update this list from eBusiness and to change legal names to preferred names (like Zachary vs. Zach or Mary Grace to Grace) because this is the list that Send and Sell and the Coverage Report all reference. Also, this is the list you'll use to tag images with names. NOTE: Changing a name here does not change the portrait name.

That portrait name is directly tied to information in the photographer's PSPA file.

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STAFF ACTIVITY REPORTS - The Staff Activity Report enables you to monitor your staff's work on an individual basis, and you can dig deep into data regarding how individual staff members spend time in eDesign. You can also export a summary for parent/teacher conferences or documentation of grades. You can find the Staff Activity Report on the Reports tab, along with the Coverage Report.

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eDESIGN QUICK START GUIDE // PAGE 20 FOLIO - Folio refers to the page number and any info you want to print with it in the book (often the topic and subtopic.) eDesign automatically puts the page number on every page in a default location in a default font, but you have the ability to stylize and position it on the folio layer.

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To edit the folio, you access the folio layer via the 1 Edit menu in Book. This layer is a full spread, and you can position the folio elements anywhere on the page.

At left you can see how it looks on the 2 folio layer and how it looks on a 3 page.

Here are four helpful tips for the folio: 1.

— After you submit a page, the folio is locked, so you need to finalize the folio content, placement and design before you submit any pages.

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consider auto - populating topics and subtopics onto pages

— If you add the Topic and Subtopic to the folio layer, each page will automatically populate those fields based on the Topic and Subtopic fields from the ladder. Schools often use the Subtopic field for the section title (Academics, Clubs, Student Life, etc.), and you can adjust these fields up to the point of page submission.

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ensure you have long - enough text frames

— If you add the Topic or Subtopic fields to the folio layer, make sure you extend the text frames to a width that will fit the longest titles or subtitles you have before you submit pages, as the size of the frame locks, too.

4.

keep in mind folio elements are not selectable on pages — When designing pages, you will not be able to select the elements on the folio layer; that's only done from the Edit > Folio menu.

For consistency, the page number, topic and subtopic are locked in the same position on all spreads.

5.

you can enable/disable the folio and change its color

finalize the folio before you submit a page

— The folio is always on top of all elements on a page. If it is in the way on a page, you can disable it in the Layout menu.

You can also change it to black or white. However, notice in the example below, the line between "Student Life" and "Fall Festival" did NOT turn white even though the Right Folio Color is set to White. That's because the line is a design element placed on the folio layer, not live text. Only the topic, 4 subtopic and page number will change to black/white when you change the color.

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eDESIGN QUICK START GUIDE // PAGE 21 VIEW SPREAD HISTORY — This is a great tool that lets you view and restore any past saved versions of a spread. Access it from the File menu when you have a spread open in Page Design.

EXPORT PREVIEW LADDER AND PDFS - It is important to review pages as PDFs prior to submission and to print pages before submitting them. You do this in the Edit menu. eDesign can run both low-res and high-res PDFs. Low-res PDFs generate faster, but high-res PDFs pull all data from photos on the spread and give you a close approximation of how those photos will look in print.

Making high-res PDFs is an adviser-only privilege.

CHECK PHOTO QUALITY If a photo looks odd in page design or if it has a DPI warning, run a high-res PDF and zoom in 300% to see how it's going to look in print.

FILTERING THE LADDER - In the Filter menu, you can filter the ladder to view pages according to their stage of submission. This helps you focus your attention on pages ready for you to edit.

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eDESIGN QUICK START GUIDE // PAGE 22 STAGES OF SUBMISSION - eDesign has a logical method to advance your pages to submission.

1.

unedited

2.

edited

3.

4.

6.

— Pages in Edited status are yellow. As students save a page, it advances to Edited.

When staff members finish their final draft, they click Proof.

Clicking Proof changes it to orange and advances it to Proof for your editors.

When a page advances to Proof, the staff member no longer has access to it.

proof

— Pages in Proof are orange, a signal to editors that they are ready for their review.

After reviewing the pages, the editors can send the pages back to the Edited stage for revisions, or they can advance the pages to Preflight for the adviser's attention.

When a page advances to Preflight, the editors no longer have access to it.

preflight

5.

- This is where all pages start.

— Pages in Preflight are blue, a signal to you they are ready for your adviser review.

After reviewing the pages, advisers can send pages back to Proof for the editors or back to Edited for the staff member. Or, if you'd like to continue the submission process, you can run Preflight check and, when ready, advance it to Presubmit.

presubmit

— Pages in Presubmit are purple. This is a holding place before submission.

When in Presubmit, edits cannot be made to the page.

If edits need to be made, the adviser must send it back to one of the previous stages.

Pages in Presubmit can be submitted individually, as a spread, or in large batches.

submitted

— Pages in Submitted status are green. They are done!

When an adviser submits a page, eDesign sends it into production at the plant.

When a page is submitted, that pagination is locked. For example, if pages 8-9 are submitted, you cannot reconfigure the ladder in a way that would cause those pages to need new page numbers.

After pages are submitted, you are no longer able to send them back to a previous stage for correction (and your rep cannot do this, either.)

If you notice a significant problem on a page after submission, contact your CSA to see if it is too late to make a change.

Here are two examples of how the color-coded stages of submission look in Ladder view.

EDITED

PROOF

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eDESIGN QUICK START GUIDE // PAGE 23 SEND AND SELL — Send and Sell is a great communication tool inside eDesign that empowers you to send messages to targeted groups. It is synced to eBusiness, so it knows who has and has not bought books and ads, which helps you send the messages to buyers or non-buyers. Significantly, you can send non-sales-related announcements through this system as well. You launch this powerful tool by clicking on the Send and Sell tab at the top.

There are a wide variety of colors, headers and pre-written messages from which you can choose, and you can customize the messages any way you'd like.

2

3

1

4

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You can customize it with 1 dynamic text, 2 advanced formatting, and 3 bulleted or numbered lists, and you can 4 specify recipients by grades and by purchase status for ads and/or books.

eDESIGN QUICK START GUIDE // PAGE 24 PORTRAITS - The portrait tools in eDesign will save you a lot of time. Later, when it's time to begin working on portraits, you can dig into the details in the Help menu, but there are a few important things to note at the outset: 1.

you'll get a pspa file from your photographer

2.

you will import the entire pspa file, not individual portraits

3.

The data that imports into eDesign is the data the school photographer associated with each portrait; they likely received that data from the school early in the summer. Typically, students' legal names will be on the portraits, but you can edit name, grade and teacher data in the Library.

4.

- You'll use the Portrait Flow wizard to flow the portraits and names alphabetically onto pages. When you do, you won't have to place the portraits manually or type the names. Portrait Flow even does the math for you!

5.

- Portrait Flow is very smart. It builds the proper number of frames on the pages for you, so you don't even need to place templates.

6.

flow placeholder portraits to plan pages - It is a great idea to flow placeholder frames onto pages before you have portraits in hand. Doing this lets you see how many pages you'll need for each group, and it also lets you plan the use of extra space on those pages.

Portrait Flow can build these placeholders for you, and then, after you've uploaded the portrait file, it will use those same settings to flow the actual portraits into the placeholder frames.

— Your school photographer will give you with a PSPA file that is formatted to import efficiently and accurately into eDesign. — When your school photographer provides you with a PSPA file, you do not import the portraits individually.

Instead, you will import them all at once. When you do that, the name, grade and teacher info will import with the portrait.

This means you won't have to enter that info for each portrait.

Also, you can add individual portraits to the library if there are some missing from the PSPA file, and you'll enter the data for those portraits only. data on portraits is what the school gave the photographer

portrait flow puts portraits onto pages for you

do not put portrait templates onto portrait pages

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