After logo artwork has been approved by licensor:

1. Item is updated in SalesPad/Dynamics GP
   1. Check that the correct decoration file paths are entered in the Print File fields.
   2. Update the Item Status to “New” in SalesPad. This can be done manually or via a SalesPad import upload.
   3. 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.
   4. 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.
2. Spreadsheets need to be updated with all current items for each entity: \\PTFILES\SharedGraphics\Licensing
3. The following digital assets need to be updated
   1. Team style guide
   2. Product decoration files for embroidery, engraving and/or digital printing
      1. Ask the Creative team to create Print Files
         1. Create Task in Intervals
         2. When complete, Print Files will be placed in “SAMPLES ONLY” folder e.g., \\PTFILES\SharedGraphics\COMMUNITY_ARTWORK\Chroma-Tec\_LICENSED\NBA_chroma\_SAMPLES ONLY
         3. Review Print File against style guide art
         4. Request product sample to submit to licensor (NBA excluded)
         5. Once get full product approval, move the file to Product Image folder in DAM
            1. \\PTFILES\SharedGraphics\_Product_Images\Licensed_Items
         6. Convert PSD to JPEG and place in Product Image folder in Z drive
            1. \\PTFILES\SharedGraphics\_Product_Images\Licensed_Items
            2. Open Adobe Cloud- BRIDGE
            3. Route to N drive
            4. Open working files e.g.,\\PTFILES\ActiveProjects\Entities\4-NBA\TEMP_SAVES\1-Working
            5. Wait for all files to load
            6. Find file want to change
            7. Make sure file is named correctly (ex: 522-49-472-044-2_m.psd)
            8. Will change both single shots and multi shots (_m)
            9. If need to confirm if the item needs a multi shot, go to Product Images in Z drive, all art needs to be consistent
            10. Once review and confirm files are good, ready to convert to JPEG
            11. Select files you want to covert, can select more than 1
            12. Go to Tools- top tool bar
            13. Go to Photoshop
            14. Click Image Processor
            15. File is opened in Photoshop
                1. Section 1- n/a
                2. Section 2- this tells where to save file, create a TEMP file on desk top for JPEGS
                3. Section 3-
                   1. Save as JPEG
                   2. Quality 10
                   3. Uncheck PSD
                   4. Uncheck TIFF
                   5. Check Resize to Fit
                   6. Width= 2400 Height=2400
                4. Click RUN
            16. This is converting to SRGB, taking CMYK and making it Web Ready (RGB files are web files)
            17. 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.
   3. Studio shot files
   4. Design sheets for NCAA products only
   5. 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
   6. Visual matrix PDFs
   7. Product pages on website
4. All Picnic Time employees need to be notified
5. All customers need to be notified (via stock status email)
6. An updated notice needs to be posted on Picnic Time's updates web page

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, Krista , Maryam)	Tiff, Jason, Denise
Open	Creative Team (Anna, Brooke, Krista , Maryam)	Anna reviews task and assigns to someone on team	Assigned	Creative Team (Anna, Brooke, Krista , Maryam)	Jesse
Assigned	Creative Team (Anna, Brooke, Krista , 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)	If revisions are needed (optional)	Redo/Modify	Creative Team (Anna, Brooke, Krista , Maryam)
Redo/Modify	Creative Team (Anna, Brooke, Krista , Maryam)	Revisions made and PDFs saved (optional)	Review	Licensing (Tiff, Jason, Denise)
Review	Licensing (Tiff, Jason, Denise)	Resubmit again to Entity (optional)	Pending Approval	Licensing (Tiff, Jason, Denise)
Pending Approval	Licensing (Tiff, Jason, Denise)	Receives Concept Approval from Entity; adds detailed notes	Approved by Entity	Creative Team (Anna, Brooke, Krista , Maryam)
Approved by Entity	Creative Team (Anna, Brooke, Krista , 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, Krista , 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/Krista /Maryam (Creative); Jesse; Brandon
Text in red are optional steps

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, Krista , Maryam)	Tiff, Jason, Denise
Open	Creative Team (Anna, Brooke, Krista , Maryam)	Anna reviews task and assigns to someone on team	Assigned	Creative Team (Anna, Brooke, Krista , Maryam)	Jesse
Assigned	Creative Team (Anna, Brooke, Krista , 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)	If revisions are needed (optional)	Redo/Modify	Creative Team (Anna, Brooke, Krista , Maryam)
Redo/Modify	Creative Team (Anna, Brooke, Krista , Maryam)	Revisions made and PDFs saved (optional)	Review	Licensing (Tiff, Jason, Denise)
Review	Licensing (Tiff, Jason, Denise)	Resubmit again to Entity (optional)	Pending Approval	Licensing (Tiff, Jason, Denise)
Pending Approval	Licensing (Tiff, Jason, Denise)	Receives Concept Approval from Entity; adds detailed notes	Approved by Entity	Creative Team (Anna, Brooke, Krista , Maryam)
Approved by Entity	Creative Team (Anna, Brooke, Krista , 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/Krista /Maryam (Creative); Jesse; Brandon
Text in red are optional steps

• 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\8-US Army
  • \\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\2-NFL
  • \\PTFILES\SharedGraphics\___DAM\Product_Images\Licensed_Items\3-MLB
  • \\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-Collegiate
  • \\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\2-NFL
  • \\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\3-MLB
  • \\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\4-NBA
  • \\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\7-HarleyDavidson
  • \\PTFILES\SharedGraphics\_Product_Images\Licensed_Items\8-US Army

• 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\Smaller_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\Smaller_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\Smaller 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\Smaller 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\NFL\Visual Matrix
  • \\PTFILES\SharedGraphics\Licensing\MLB\Visual Matrix
  • \\PTFILES\SharedGraphics\Licensing\MLB\MLB Sales Materials\Visual Matrix
  • \\PTFILES\SharedGraphics\Licensing\Schools\Visual Matrix

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.

1. Obtain a list of product SKUs and product names that require visual matrix PDF files from Picnic Time's licensing department or see (customer copy) spreadsheets saved here: \\PTFILES\SharedGraphics\Licensing
2. Open the visual matrix spreadsheet:
   \\PTFILES\SharedGraphics\___DAM\Licensing_Assets\VisualMatrix-MASTER.xlsx
3. Update the lists of products in one of the PRODUCTS worksheet tabs (do not paste values over the formulas in column A).
4. 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.
5. Save the CSV worksheet as a CSV file and close the CSV file in Excel.
6. Open the visual matrix template in InDesign:
   \\PTFILES\___DAM\Licensing_Assets\VisualMatrix-MASTER.indd
7. Select the CSV file (from step 5) as the Data Source and use Data Merge to create a Merged Document (Window - Utilities - Data Merge).
8. Save the InDesign file in the relevant subfolder here: \\PTFILES\SharedGraphics\___DAM\Licensing_Assets\
9. Export three PDF copies; one at highest quality, one at 200ppi and one at smallest file size.
10. 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).
11. PDFTK can be used to arrange pages if necessary (useful when assembling single PDF pages to make one file for each team).