Detecting & Removing Art NotesUpdated 17 days ago

SOP: Art Notes Cleanup (Visual Callout Guide) 

Purpose 

Provide proper training on the correct process for deleting art notes in a copy quote situation, so we avoid order delays or remakes caused by a lack of training on the sales rep side. 

Art notes are only needed when the order includes new art. 

What we are seeing is that reps are copying quotes from other quotes that were not originally theirs. Because of this, they may not realize that art notes exist or that they are hidden. For this reason, it is critical to always check art notes and delete them. 

Visual is not currently able to handle this automatically. It does not refresh properly, and all updates must be made manually. 

STEP 1: Find Hidden Art Notes (Tab 4 or Tab 5 (Art Type: EB-4)) 

• Click theLayoutdropdown (second arrow on image)

• Selectany layout(EX: L1)
  (Layout choice does not matter — this action forces hidden fields to appear)
• After selecting a layout,if anyoftheartfieldsbelowthat are highlighted in yellow contain information, they must be deleted. Ifnot, you are OK to continue completing the quote

STEP 2: Delete Art Notes (Bottom-Up Only) 

Delete fields in this exact order if it is a REORDER: 

1. Notes
2. Price
3. Line Text
4. Text Color
5. Font
6. Layout

** Always delete from the bottom up
Never delete top-down, this causes system issues and lingering data 

Once all highlighted fields are cleared: 

• You may safelyleave Art Type as Reorder

If you are copying a quote for NEW ART, use this order: 

1. Notes
2. Price
3. Line Text
4. Text Color
5. Font
6. Layout
7. File Name

FILENAME must be the last line deleted 

** Please make sure you are following the steps above. This is a crucial step, especially for reorders, as a reorder art file can merge into an existing manufacturing window and be released with a new order, potentially bypassing the new art file. 

WHAT THE FLOOR SEES WHEN NOT FOLLOWED CORRECTLY 

If the processes above do not happen, the order gets held up in production because the traveler is printed like below: 

• This traveler contains art notes that do not match the art file.
• As a result, the order is either delayed and held with CSR until guidance is provided, or it proceeds to production incorrectly and is created incorrectly.