Xegency is most suitable artwork production system for Ad agencies. Solution helps to have centralise studio operations, also to share studio tasks with other studios, and to outsource the tasks when required.
Flow of Xegency
Xegency manage the complete artwork production process starting from the Job creation and right upto transferring Source files to Media or to Print production House.
The Job gets assigned to the Client servicing team member responsible for the brand. Client servicing team member can create further tasks in that job, which is the breakdown of deliverables from the studio. The deadline, Approvers of the task, output required, formats and details of the output are added to the tasks at this stage
The Job is ‘Initiated’ by Client Servicing and goes to the Studio Head. The status of Job changes to ‘Initiated’ and moved to another Tab. Studio Head in turn review and assigns the tasks to a designer in the studio. Studio head can view the number of Jobs assigned with a designer. When job is assigned, status become ‘Assigned’. The Studio Head has the liberty to assign the tasks in a job to multiple designers or all tasks to a single designer.
Designer can download all materials of a task and view details of a job. They can also access the Assets Module to download assets required for that Job. When starting the job, they click on ‘Start’ which records the start time and they can ‘Pause’, ‘Restart’, and ‘Finish’ a Job. This will record the actual time taken for a Job by Designer. When ‘Finish’ed, the completed artwork can be uploaded. On finishing the upload, a proof of the same can be viewed as the Approvers see them online. Designer can add a note to Approver or to Studio Head to read before review. The proof then goes to Studio Head for review.
Studio Head can review the jobs moved to ‘Completed’ status. They can open the proof in the proofing applet, review, place annotations and finally Reject or Approve it. On approval by Studio Head, it goes to the Approvers for review. On rejection, artwork goes to the Designer to make the changes marked in the proof by Studio head. If the designer is absent at that time, it can be reassigned to anyone else. Finally when the studio head approves, job moves to next status.
There could be multiple levels of approvals within the agency. It can go first to either Art Directors or Creative Directors, or to Copy Writers, or to Client Servicing team as desired by the agency. These rules can be set based on the choice and operational policies of the Agency. The workflow designing is a crucial step in the implementation of Xegency. It supports multiple levels of work flows, and rules can be set at end of each level to decide where the Job shall be moved to. Job can be sent back to Studio on rejection of a department or it can continue to be reviewed by all departments. On approval, the job will anyway move to next department or level. When all departments complete approval, the status is changed to ‘Approved’ or ‘Client to Approve’. The Client’s approval to an artwork can be sought online or offline by Client Servicing team, when client approves it, status is changed to ‘Client Approved’. If the client sends any comments, those can be added by Client servicing. They can upload files marked with corrections and send back to repeat the approval process till the Client Approve the artwork. After the approval from client, Client servicing team can transfer the artwork to Publication, Media Agency or for Print Production.
The Client Approved jobs known to studio, so that they can upload Hi – resolution files of the artwork, source files with complete fonts, links etc. These files will go as final deliverables to pre-press house for processing or to an internal department for further processing.