Picnic Time knowledge base

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====== Licensing Procedures ======
===== New, Changed or Discontinued items =====
After logo artwork has been approved by licensor:
    - Item is updated in SalesPad/Dynamics GP 
      - Check that the correct decoration file paths are entered in the ''Print File'' fields.
      - Update the Item Status to “New” in SalesPad. This can be done manually or via a SalesPad import upload.
      - Update the Item Class to match the class of the parent blank SKU in GP. This can be done manually or via a SalesPad import upload.
      - Create the Kit so the item is able to report positive inventory. Sadly, there is no template to use to import this info, so either manual entry or a GP macro will have to do the trick. 
    - Spreadsheets need to be updated with all current items for each entity: [[\\PTFILES\SharedGraphics\Licensing]]
    - The following digital assets need to be updated
      - Team style guide
      - Product decoration files for embroidery, engraving and/or digital printing
        - Ask the [[start:posdes#graphic_design|Creative team]] to create Print Files
          - Create Task in [[https://picnictime.projectaccount.com|Intervals]]
          - When complete, Print Files will be placed in “SAMPLES ONLY” folder e.g., [[\\PTFILES\SharedGraphics\COMMUNITY_ARTWORK\Chroma-Tec\_LICENSED\NBA_chroma\_SAMPLES ONLY]]
          - Review Print File against style guide art
          - Request product sample to submit to licensor (NBA excluded)
          - Once get full product approval, move the file to Product Image folder in DAM
            - [[\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items]]
          - Convert PSD to JPEG and place in Product Image folder in Z drive
            - [[\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items]]
            - Open Adobe Cloud- BRIDGE
            - Route to N drive
            - Open working files e.g.,[[\\PTFILES\ActiveProjects\Entities\4-NBA\TEMP_SAVES\1-Working]]
            - Wait for all files to load
            - Find file want to change
            - Make sure file is named correctly (ex: 522-49-472-044-2_m.psd)
            - Will change both single shots and multi shots (_m)
            - If need to confirm if the item needs a multi shot, go to Product Images in Z drive, all art needs to be consistent
            - Once review and confirm files are good, ready to convert to JPEG
            - Select files you want to covert, can select more than 1
            - Go to Tools- top tool bar
            - Go to Photoshop
            - Click Image Processor
            - File is opened in Photoshop
              - Section 1- n/a
              - Section 2- this tells where to save file, create a TEMP file on desk top for JPEGS
              - Section 3- 
                - Save as JPEG
                - Quality 10
                - Uncheck PSD
                - Uncheck TIFF
                - Check Resize to Fit
                - Width= 2400 Height=2400
              - Click RUN
            - This is converting to SRGB, taking CMYK and making it Web Ready (RGB files are web files)
            - Now image is saved on desk top in TEMP folder, need to move to Product Images in Z drive, licensed items. Just drag and drop file into Product Images folder.
      - [[#studio_shots|Studio shot files]]
      - [[start:creativeprocedures#product_design_sheets|Design sheets]] for NCAA products only
      - Visual matrix logos
        * [[\\PTFILES\SharedGraphics\___DAM\Design_Assets\Visual_Matrix\0-Collegiate\VM_Art\Team_Logos]]
        * [[\\PTFILES\SharedGraphics\___DAM\Design_Assets\Visual_Matrix\2-NFL\VM_Art\Team_Logos]]
        * [[\\PTFILES\SharedGraphics\___DAM\Design_Assets\Visual_Matrix\3-MLB\VM_Art\Team_Logos]]
        * [[\\PTFILES\SharedGraphics\___DAM\Design_Assets\Visual_Matrix\4-NBA\VM_Art\Team_Logos]]
        * [[\\PTFILES\SharedGraphics\___DAM\Design_Assets\Visual_Matrix\8-US Army\VM_Art\Team_Logos]]
        * [[\\PTFILES\SharedGraphics\___DAM\Design_Assets\Visual_Matrix\10-NHL\VM_Art\Team_Logos]]
      - [[#visual_matrix|Visual matrix PDFs]]
      - Product pages on website
    - All Picnic Time employees need to be notified
    - All customers need to be notified (via stock status email)
    - An updated notice needs to be posted on [[https://www.picnictime.com/updates|Picnic Time's updates web page]]

===== Packaging =====
==== Non-Disney, Non-Lucas, Non-Marvel ====
^	Status	^	Assigned To	^	Task	^	Changes Status To	^	Assigns To	^	Adds Followers	^		^
|	(Task Created)	|	Licensing* (Tiff, Jason, Denise)	|	"Determines merchandising requirements with Brandon/Jesse. Enters task and provides entity, product and packaging type (Packaging Module)"	|	Open	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|	Tiff, Jason, Denise	|		|
|	Open	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|	Anna reviews task and assigns to someone on team	|	Assigned	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|	Jesse	|		|
|	Assigned	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|	Creates packaging (Kept in Graphics Drive until approved)	|	Review	|	Jesse	|		|		|
|	Review 	|	Jesse	|	Jesse reviews and approves packaging. Assigns task to Tiffany	|	Review	|	Licensing (Tiff, Jason, Denise)	|		|		|
|	Review 	|	Licensing (Tiff, Jason, Denise)	|	Submits to Entity	|	Pending Approval	|	Licensing (Tiff, Jason, Denise)	|		|		|
|	Pending Approval	|	Licensing (Tiff, Jason, Denise)	|	<color red>If revisions are needed (optional)</color>	|	<color red>Redo/Modify</color>	|	<color red>Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)</color>	|		|		|
|	<color red>Redo/Modify</color>	|	<color red>Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)</color>	|	<color red>Revisions made and PDFs saved (optional)</color>	|	<color red>Review</color>	|	<color red>Licensing (Tiff, Jason, Denise)</color>	|		|		|
|	<color red>Review</color>	|	<color red>Licensing (Tiff, Jason, Denise)</color>	|	<color red>Resubmit again to Entity (optional)</color>	|	<color red>Pending Approval</color>	|	<color red>Licensing (Tiff, Jason, Denise)</color>	|		|		|
|	<color red>Pending Approval</color>	|	<color red>Licensing (Tiff, Jason, Denise)</color>	|	Receives Concept Approval from Entity; adds detailed notes	|	Approved by Entity	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|		|		|
|	Approved by Entity	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|	Prepares ChromaTec artwork and arranges to have four (4) print proofs printed. Saves packaging artwork PDF to S:\Product Development\Packaging PDFs	|	Create print files	|	ChromaTec	|		|	Per Jesse, we will print these proofs in the warehouse on high quality settings.	|
|	Create print files	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|	Print proofs given to Licensing to be reviewed and approved	|	Review	|	Licensing (Tiff, Jason, Denise)	|		|		|
|	Review 	|	Licensing (Tiff, Jason, Denise)	|	Review physical samples; if approved, give Buyer authorization to mail (2) to supplier give one to Creative, give one to QA, and two to Buyer. if not approved, revise/rework	|	Approved/Place PO	|	Buyer	|		|		|
|	Approved/Place PO	|	Buyer	|	PO placed; PO, Artwork, and 2 pre-pro sample print proofs sent to supplier. Remaining print proof is stored for our reference (QA)	|	PO packet sent to supplier	|	Receiving	|	Buyer	|		|
|	Receiving	|	Receiving	|	Physical packaging received and PO received in GP. Task reassigned to QA for review	|	Review	|	Edgar	|		|		|
|	Review 	|	Edgar	|	Retrieves approved proofs for QA review. Assigns to Licensing and brings 2 samples of each SKU to Licensing for review	|	Pending Approval	|	Licensing (Tiff, Jason, Denise)	|		|		|
|	Pending Approval	|	Licensing (Tiff, Jason, Denise)	|	Submit physical samples from PO shipment to Licensor for final approval. If not approved, move back Re-do/Modify (Creative Team) for revisions. If approved, move to "Jesse Photography" for photography of packaging on physical product FOR UNCONVENTIONAL PKG. TYPES, e.g., Potluck sleeve.	|	Jesse Photography	|	Jesse	|		|		|
|	Jesse Photography	|	Jesse	|	Studio shots of unconventional packaging type on product.	|	Review	|	Licensing (Tiff, Jason, Denise)	|	Brandon	|		|
|	Review	|	Licensing (Tiff, Jason, Denise)	|	Review photography and approve or request revisions (Re-do/Modify)	|	Closed	|		|		|		|
\\ 
Players:\\ 
Tiffany/Jason/Denise (Licensing); Edgar (QA); Buyer (TBD); Anna/Brooke/<del>Krista</del> FIXME/Maryam (Creative); Jesse; Brandon\\ 
<color red>Text in red are optional steps</color>
==== Disney, Lucas, Marvel ====
^	Status	^	Assigned To	^	Task	^	Changes Status To	^	Assigns To	^	Adds Followers	^
|	(Task Created)	|	Licensing* (Tiff, Jason, Denise)	|	Determines merchandising requirements with Brandon/Jesse. Enters task and provides entity, product and packaging type (Packaging Module)	|	Open	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|	Tiff, Jason, Denise	|
|	Open	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|	Anna reviews task and assigns to someone on team	|	Assigned	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|	Jesse	|
|	Assigned	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|	Creates packaging. (Kept in Graphics Drive until approved)	|	Review	|	Jesse	|		|
|	Review 	|	Jesse	|	Jesse reviews and approves packaging. Assigns task to Tiffany	|	Review	|	Licensing (Tiff, Jason, Denise)	|		|
|	Review 	|	Licensing (Tiff, Jason, Denise)	|	Submits to Entity	|	Pending Approval	|	Licensing (Tiff, Jason, Denise)	|		|
|	Pending Approval	|	Licensing (Tiff, Jason, Denise)	|	<color red>If revisions are needed (optional)</color>	|	<color red>Redo/Modify</color>	|	<color red>Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)</color>	|		|
|	<color red>Redo/Modify</color>	|	<color red>Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)</color>	|	<color red>Revisions made and PDFs saved (optional)</color>	|	<color red>Review</color>	|	<color red>Licensing (Tiff, Jason, Denise)</color>	|		|
|	<color red>Review </color>	|	<color red>Licensing (Tiff, Jason, Denise)</color>	|	<color red>Resubmit again to Entity (optional)</color>	|	<color red>Pending Approval</color>	|	<color red>Licensing (Tiff, Jason, Denise)</color>	|		|
|	<color red>Pending Approval</color>	|	<color red>Licensing (Tiff, Jason, Denise)</color>	|	Receives Concept Approval from Entity; adds detailed notes	|	Approved by Entity	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|		|
|	Approved by Entity	|	Creative Team (Anna, Brooke, <del>Krista</del> FIXME, Maryam)	|	Prepares print proof of packaging for domestic printer (Ernest Pkg) and saves packaging artwork PDF to S:\Product Development\Packaging PDFs	|	Ready for Supplier	|	Buyer	|		|
|	Ready for Supplier	|	Buyer	|	Enters a PO for 2 samples (1: PT, 1: supplier) of print ready packaging and sends Artwork to domestic printer	|	Domestic Printer	|	Inventory Controller	|		|
|	Domestic Printer	|	Inventory Controller	|	Print proofs received & entered into Sales Pad and must be reviewed by Licensing	|	Review	|	Licensing (Tiff, Jason, Denise)	|		|
|	Review 	|	Licensing (Tiff, Jason, Denise)	|	Review physical samples; if approved, give buyer direction to place PO; if not approved, revise/rework	|	Approved/Place PO	|	Buyer	|		|
|	Approved/Place PO	|	Buyer	|	PO placed/PO, Artwork, and pre-pro sample sent to supplier	|	PO packet sent to supplier	|	Buyer	|		|
|	PO packet sent to supplier	|	Buyer	|	Physical packaging received and PO received in Salespad. Task reassigned to QA for review	|	Review	|	Edgar	|		|
|	Review 	|	Edgar	|	Retrieves approved proofs for QA review. Assigns to Licensing and brings 2 samples of each SKU to Licensing for review	|	Pending Approval	|	Licensing (Tiff, Jason, Denise)	|		|
|	Pending Approval	|	Licensing (Tiff, Jason, Denise)	|	Submit physical samples from PO shipment to Licensor for final approval. If not approved, move back Re-do/Modify (Creative Team) for revisions. If approved, move to "Jesse Photography" for photography of packaging on physical product FOR UNCONVENTIONAL PKG. TYPES, e.g., Potluck sleeve.	|	Jesse Photography	|	Jesse	|		|
|	Jesse Photography	|	Jesse	|	Studio shots of unconventional packaging type on product.	|	Review	|	Licensing (Tiff, Jason, Denise)	|	Brandon	|
|	Review	|	Licensing (Tiff, Jason, Denise)	|	Review photography and approve or request revisions (Re-do/Modify)	|	Closed	|		|		|
\\ 
Players:\\ 
Tiffany/Jason/Denise (Licensing); Edgar (QA); Buyer (TBD); Anna/Brooke/<del>Krista</del> FIXME/Maryam (Creative); Jesse; Brandon\\ 
<color red>Text in red are optional steps</color>

===== Studio Shots =====
  * Studio shot PSD files are saved in the following folder by the creative department:
    * \\PTFILES\ActiveProjects\Entities\0-Schools\TEMP_SAVES\1-Working
  * The licensing department reviews the studio shot PSD files as they are updated and approved copies need to be moved to the following folders:
    * [[\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\7-Harley|\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\7-Harley]]
    * [[\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\8-US Army|\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\8-US Army]]
    * [[\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\9-CocaCola|\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\9-CocaCola]]
    * [[\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\0-Collegiate|\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\0-Collegiate]]
    * [[\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\2-NFL|\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\2-NFL]]
    * [[\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\3-MLB|\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\3-MLB]]
    * [[\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\4-NBA|\\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\4-NBA]]
  * The licensing department converts the PSD files to JPG files which need to be saved in the following folders:
    * [[\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\0-Coca-Cola|\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\0-Coca-Cola]]
    * [[\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\0-Collegiate|\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\0-Collegiate]]
    * [[\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\2-NFL|\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\2-NFL]]
    * [[\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\3-MLB|\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\3-MLB]]
    * [[\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\4-NBA|\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\4-NBA]]
    * [[\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\7-HarleyDavidson|\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\7-HarleyDavidson]]
    * [[\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\8-US Army|\\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\8-US Army]]
===== Visual Matrix =====
  * Visual matrix PDF files are saved in the following folders by the creative department:
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\0-Collegiate\Visual_Matrix\PDF|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\0-Collegiate\Visual_Matrix\PDF]]
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\0-Collegiate\Visual_Matrix\Smaller_PDF|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\0-Collegiate\Visual_Matrix\Smaller_PDF]]
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\0-Collegiate\Visual_Matrix\Web_PDF|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\0-Collegiate\Visual_Matrix\Web_PDF]]
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\4-NBA\Visual_Matrix\PDF|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\4-NBA\Visual_Matrix\PDF]]
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\4-NBA\Visual_Matrix\Smaller_PDF|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\4-NBA\Visual_Matrix\Smaller_PDF]]
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\4-NBA\Visual_Matrix\Web_PDF|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\4-NBA\Visual_Matrix\Web_PDF]]
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\2-NFL\Visual_Matrix\PDF|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\2-NFL\Visual_Matrix\PDF]]
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\2-NFL\Visual_Matrix\Smaller PDF|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\2-NFL\Visual_Matrix\Smaller PDF]]
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\2-NFL\Visual_Matrix\web pdf|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\2-NFL\Visual_Matrix\web pdf]]
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\3-MLB\Visual_Matrix\Pdf|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\3-MLB\Visual_Matrix\Pdf]]
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\3-MLB\Visual_Matrix\Smaller PDF|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\3-MLB\Visual_Matrix\Smaller PDF]]
    * [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\3-MLB\Visual_Matrix\web pdf|\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\3-MLB\Visual_Matrix\web pdf]]
  * The licensing department reviews the visual matrix PDF files as they are updated and approved copies need to be moved to the following folders:
    * [[\\PTFILES\SharedGraphics\Licensing\NBA\Visual Matrix|\\PTFILES\SharedGraphics\Licensing\NBA\Visual Matrix]]
    * [[\\PTFILES\SharedGraphics\Licensing\NFL\Visual Matrix|\\PTFILES\SharedGraphics\Licensing\NFL\Visual Matrix]]
    * [[\\PTFILES\SharedGraphics\Licensing\MLB\Visual Matrix|\\PTFILES\SharedGraphics\Licensing\MLB\Visual Matrix]] FIXME
    * [[\\PTFILES\SharedGraphics\Licensing\MLB\MLB Sales Materials\Visual Matrix|\\PTFILES\SharedGraphics\Licensing\MLB\MLB Sales Materials\Visual Matrix]] FIXME
    * [[\\PTFILES\SharedGraphics\Licensing\Schools\Visual Matrix|\\PTFILES\SharedGraphics\Licensing\Schools\Visual Matrix]]

===== Visual Matrix PDFs =====
The Visual Matrix PDF files include Picnic Time's contact information, the licensed entity logo, the licensed team logo and studio shots of each product for the team. Below are steps for creating the visual matrix PDF files.
  - Obtain a list of product [[start:itemcodes|SKUs]] and product names that require visual matrix PDF files from Picnic Time's [[start:posdes#licensing|licensing department]] or see (customer copy) spreadsheets saved here: [[\\PTFILES\SharedGraphics\Licensing]]
  - Open the visual matrix spreadsheet:\\ [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\VisualMatrix-MASTER.xlsx]]
  - Update the lists of products in one of the ''PRODUCTS'' worksheet tabs (do not paste values over the formulas in column ''A''). 
  - Use the ''ENTER INFO'' sheet to generate a CSV file for one team from the ''MAC CSV'' sheet or the ''PC CSV'' sheet. The entity ''PC CSV'' sheets can be used to generate a CSV file for all teams in an entity.
  - <BOOKMARK:step5>Save the ''CSV'' worksheet as a CSV file and close the CSV file in Excel.
  - Open the visual matrix template in InDesign:\\ \\PTFILES\___DAM\Licensing_Assets\VisualMatrix-MASTER.indd
  - Select the CSV file (from [[start:creativeprocedures#step5|step 5]]) as the Data Source and use Data Merge to create a Merged Document (Window - Utilities - Data Merge).
  - Save the InDesign file in the relevant subfolder here: [[\\PTFILES\SharedGraphics\___DAM\Licensing_Assets\]]
  - Export three PDF copies; one at ''highest quality'', one at ''200ppi'' and one at ''smallest file size''.
  - [[https://acrobat.adobe.com/|Acrobat]] can be used to extract pages as separate files from PDFs (useful when making one visual matrix PDF file for all teams within a licensed entity).
  - [[https://www.pdflabs.com/tools/pdftk-server/|PDFTK]] can be used to arrange pages if necessary (useful when assembling single PDF pages to make one file for each team).
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