Odyssey Documentation


1.An Introduction To Odyssey #

Odyssey is a modern, all-in-one print management system that combines marketing, web-to-print, and print MIS in an easy-to-use, cloud-based solution designed specifically for and by printers.

Odyssey is a “cost plus” system which means the cost of production plus an agreed-upon fee or rate of profit. Odyssey also eliminates the need for hardware and other technology barriers by delivering the capabilities print shops need in the cloud. It’s always up-to-date with real-time information and all you need is a modern web browser.

Because Odyssey fully integrates with online order forms, it eliminates time wasting, double entry, manual re-entry, and allows you to streamline communication throughout the entire job before, during, and after printing, helping you draw your customers back again and again.

You will be able to calculate your selling prices within the resources area within Odyssey as well as perform cost plus markups.

With Odyssey, experience the advantage of having your website be your Print MIS!

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Last updated on October 19, 2018
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1.1.Odyssey Checklist for Easy Reference #

Below is a checklist to allow you to see a step-by-step progression of tasks to complete to ensure Odyssey is set up and ready to use. It might seem a little scary or overwhelming but with thorough instructions and our Customer Care Team just a phone call away, you’ll get through it in no time.

Part I: Setting up Odyssey

Here’s what you’ll need to know to get things set up:

MI4P will send you your log-in credentials

Log into Odyssey (If you need a password reset email, just ask!)

Set up your Departments

Add your Resources

  • General Resources: These are typically used for general purposes such as stapling, collating, and similar operations within Odyssey.
  • Add Tasks- some Resources include Tasks. These should be set up when creating these resources. Refer to ‘Tasks’ within ‘A Few Things to Know Before You Begin‘.
  • Custom Resources: These are specifically meant to allow for flexibility to add resources that aren’t quite set up in Odyssey for your specific situation and may involve custom calculations that will need to be set up by our team. You will need to let us know how you would like a custom resource to perform so that we can find the best way to set up the Custom Resource as desired.

Trying an Estimate

Become familiar with the Layout Calculator

Become familiar with Markups

Continue with setting up Estimates (Compare to current MIS system being used for accuracy)

Set up your Team Members (If you already have them added on the MI4P website, they automatically transfer to Odyssey)

Set up Permissions

Set up Order Forms

Connect the website to Order Forms

Part II: Exploring Odyssey

Now that you have key items set up and you’ve familiarized yourself with the different components of Odyssey, it’s time to get you ready to use Odyssey.

Become familiar with the relationship between Order Forms on your website and in Odyssey

Set up Odyssey Job Statuses

Convert Estimate to an Order

Become familiar with Scheduling

Become familiar with Gang Orders

Become familiar with Job Tickets

Create Chart of Accounts before Invoicing

Set up Department Mapping – tells Odyssey which department is assigned to a specific account defined within the Chart of Accounts

Become familiar with the rest of the Accounting section

Become familiar with the various types of Reports

Become familiar with Marketing

Become familiar with Scheduling

Part III: Odyssey Follow-Up

MI4P will check in to see how things are progressing

Contact Customer Care team for support

The Odyssey follow-up is essential-we care about you! We want to ensure your experience with Odyssey is a smooth one. If you have questions, we’ll get you the answers. We will help you along the way to ensure you are on the path to Odyssey success!

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1.2.A Few Things to Know Before You Begin #

Logging into Odyssey is easy-peazy! Simply:

  1. Go to app.mi4p.com
  2. Use the same log-in credentials you use to access your website with Marketing Ideas For Printers.

 

Odyssey Dashboard

The first thing that will greet you is what is known as the ‘Odyssey Dashboard’. The dashboard can be adjusted to look different for each person who logs into Odyssey. To make changes to the dashboard, select a widget or icon and drag and drop it to the desired location. This allows you to customize which icons are used more often than others.

On the left of the dashboard is a universal navigation toolbar. This allows you to navigate between Odyssey, your Info Center, and the Control Center of the website.

 

Universal navigation toolbar

Help Menu

In the upper-right menu of Odyssey is a ‘HELP’ button. From here, you may select one of the following:

  • View Odyssey Documentation- this user guide you are reading!
  • Odyssey Release Notes- you will be taken to our Knowledgebase article for Odyssey release notes
  • Open a Support Ticket- you will be taken to your websites’ Help Center where you may start a Help Center question.

Resources

In Odyssey, resources are the materials, machines and people that are used to make printing happen. Within your print shop’s Odyssey resource page, there will be a starter set of resources available to you.

Resources aren’t listed by the resource type when viewing the resource list. This means if you create a resource, the category it’s assigned to, such as Bindery, Paper, and so on is viewable when you open up the individual resource.

 

Here’s an example:

 

The resource type ‘Paper’ determined by selecting the resource to Edit

 

Tags

The ability to add tags is found when you are adding or editing a resource.

Tags are a great way to keep items organized and grouped. They provide you with a useful way to group related items for easy reference. Tags are helpful for searching for a particular resource or a task within a resource.

They are often optional but can be very helpful.

With Odyssey, you have the ability to give items multiple tags. Another way to think of these are like hashtags on Twitter. Hashtags are simply keyword phrases spelled out without using spaces. Example: #loveOdyssey and #IloveOdyssey are hashtags. The hashtags help you find topics you’re looking for. The only difference is in Odyssey, you won’t be using the # symbol when tagging an item.

Example 1: Let’s say you have 100 papers loaded into Odyssey. You only want to use 10 of those papers for Business Cards. You would add the tag ‘BC’ or ‘Business Card’ to those 10 papers you only want Business Cards to be used for.

 

Example 2: You may want to tag a single paper resource with multiple tags like” “house paper,” “online order paper,” and “ream-wrapped paper”. This will allow you to easily search with the tag ‘online order paper’ for papers that are to be used for online orders only.

 

Example 3: Any and all resources tagged with the word ‘paper’ will show up when searching by the word ‘paper’ under ‘Filter using tags’.

Example of Tags being used for ‘Paper’

 

 

Tagging papers will also allow for easier setup with Order Forms. Refer to the section ‘Order Forms‘ to see how tagging is incorporated.

Remember to keep tags and tagging in mind during the set-up process so that you can easily keep your resources organized.

 

Tasks

A task is what a resource does. One resource can perform multiple tasks.

When you are setting up each of your material resources, you’ll be able to assign tasks to your resources. The tasks are the different things that your resource does.

So for example, the Folding resource may have the following tasks assigned to it:

  • Half fold
  • Gate fold
  • Letter fold
  • Z-fold
  • Accordion fold
  • Tri-fold

Presses and papers do not require tasks.

 

 

Example of a ‘Folding’ resource with different tasks assigned to the same resource

 

Difficulty Ratings: How They Influence Pricing

Odyssey allows you to assign difficulty ratings to different aspects of your resources. The difficulty rating ultimately influences your pricing by allowing the estimator to adjust the run speed of a resource if a particular task is more or less difficult than normal.

The different kinds of difficulty include:

  • Makeready: how difficult a job is compared to normal
  • Run: the speed of a press or other piece of equipment

As an example, a right-angle fold is more difficult than a letter fold, so you can adjust the difficulty rating to reflect that.

You can use any number to show the difficulty rating. A difficulty rating of 100 is normal but if you were to set the rating to 1000, it would indicate the task as 10x more difficult. Printers can choose to mark 50 as a difficulty rating if the work is easier than normal.

If you leave the rating field blank or ‘0’, Odyssey will not include it in the calculation.

You can find the ‘Difficulty Rating’ under the resource’s ‘Edit’ window or when setting up an estimate.

 

Carry-over Items from Existing Marketing Ideas For Printers Website

The following items will automatically carry-over for you from your existing website from Marketing Ideas For Printers:

Contacts

This includes your ‘Customers’ and ‘Team Members’

Order Forms

All of your order forms (including Reorder Forms Library items) will transfer seamlessly to Odyssey. However, you’ll eventually need to convert them to ‘smart’ order forms that connect to the resources and tasks defined in Odyssey. You’ll learn more about how to do that in the section titled ‘Connect Website Order Forms with Odyssey‘.

 

What Doesn’t Carry Over

The following items do not currently carry over from your MI4P website and will need to be referenced through your website’s Control Center:

  • Active orders
  • Order History
  • Proofs
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1.3.Search Tool - Find Anything #

Use the Odyssey search tool to find anything from resources to order forms to contacts and more. The search tool appears on every page of Odyssey and will help you find anything!

 

Click on the magnifying glass in the upper-right under your log-in name.

 

Search icon (magnifying glass)

 

Selecting the search icon will open up a blank search box.

 

 

The search toolbar

 

Typing in letters or numbers will yield many results.

 

 

Searching for ‘Do’ in the search toolbar

 

 

Searching for ‘234’ brings up a list that is associated with ‘234’

 

List of items that can be searched using the ‘Search’ tool:

  • Companies
  • Component names
  • Contacts
  • Departments
  • Estimate #’s
  • Files
  • Inventory Management
  • Invoice #’s
  • Order Forms
  • Order #’s
  • Resources
  • Team Members
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2.Departments: Adding & Editing #

Departments help group resources and who’s eligible to perform production tasks so that you can see who is assigned to which department(s).

Departments are needed so that you can stay organized and see who is assigned to which production task. Odyssey looks at the order of departments to determine the order in which tasks are listed on an order. You’ll want to arrange your departments in a sequence that matches your production flow.

Common Departments include Pre-Press, Press, Paper, Bindery, and Shipping.

 

Select ‘Edit Departments’ within ‘Resources’

 

Tip: With an existing website from Marketing Ideas for Printers, any Departments that exist in your current website are also available for use in Odyssey.

However, in Odyssey, departments provide more functionality. Departments group both people and resources. An example would be you have three employees assigned to the department ‘Bindery’. The benefit this provides is you know who is available in which department to perform a particular task.

 

Example of three employees assigned to the ‘Bindery’ department

 

To get started with the minimum number of resources that are required to create a job in Odyssey, the following departments will be helpful:

  • Bindery
  • Pre-press
  • Press

 

To Add or Edit A Department:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Click ‘Edit Departments’ in the top-left next to ‘Add Resource’

To add a new Department

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Click ‘Edit Departments’ in the top-left next to ‘Add Resource’
  • Select ‘Add New’ in the top-left
  • Within the ‘Create a New Department’ window, assign a name to the department
  • Assign a Color
  • Select ‘Add Department’

 

The ‘Create a New Department’ pop-up window

 

 

To edit an existing Department:

  • Hover over the existing department name
  • Click on the pencil icon
  • Edit the Department name next to ‘Name’
  • Assign a Color
  • Select ‘Update Department’

 

Pencil icon will show up when hovering to the right of the Department name

 

 

You can edit the Department name

 

Best Practice: It’s best to organize your departments in the order a job moves through your print shop. You’ll want to arrange the departments in a sequence that matches your production flow. In other words, you’ll want to make sure Pre-press is near the top of the list and Delivery is at the bottom.

 

Example of what the order of Departments may look like

 

Another example of what Departments may look like in Odyssey

 

Odyssey will use the sort order of the departments to determine the order in which tasks are displayed and performed within the online job ticket and schedule pages.

Paper, Ink, and Materials can be shown in any order since they do not pertain to order flow. Materials refers to any material other than paper, like Ink.

Departments can vary for each company. You installation of Odyssey will have different departments than other print shops.

 

Note: If a person or resource is connected to your departments, then you won’t be able to delete the department. You’ll have to go into your resources and point your resources to a different department in order to delete a department.

 

To change the Department:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Resources’
  • Select ‘Tasks’
  • Enter a department name in the search box under ‘Filter using tags’
  • Select all resources (one at a time) that are associated with the department you want to delete
  • Change the Department next to ‘Department- Resource Group’ within the ‘Edit a Resource’ window
  • Select ‘Save’
    • You should now see the edited resource(s) being directed to a different resource

 

Example of filtering by ‘Bindery’ to get the list of resources associated with the ‘Bindery’ department

 

Note: Departments is not a column shown in either the ‘Resources’ or ‘Tasks’ view. This is why you must type in the Department name you want to change under ‘Filter using tags’.

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3.Setting Up Teams #

Odyssey has the ability to add your Print Shop’s Team Members. Team Members are associated with departments, but not resources themselves. Everyone on your team should have their own Odyssey account. You can create as many accounts as you need, each with their own level of access.

Setting up Teams Members

  • Route to Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Team’
  • Select ‘+ADD NEW’ in the upper-left
  • Fill out needed information and select if this team member is a Customer or Sale Rep or both
    • For the Password, you would fill in what the password will be for this team member
    • This will be used to access the website and Odyssey
  • Select ‘Add Team Member’
  • Refresh page
    • Team members will be alphabetized once they are added.

 

The new team member added in the Odyssey shows up after refreshing the screen

 

Editing a Team Member

  • Currently, editing a Team Member must be done in the Control Center of your MI4P website.
  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Team’
  • Drag and drop a Team Member under ‘Team Members’ on left side of page to the center of the page
  • Click ‘View in Control Center’ to view and edit Team Member information in the Control Center
  • Select ‘edit’ next to an Employee Name within the ‘Employees’ section
  • Select ‘Save Changes’ once changes have been made

 

Left: adding a new team member within the MI4P website’s Control Center

Right: new team member will show up in the list of employees within the MI4P website’s Control Center

 

 

Changes made in the Control Center (top) show up in Odyssey (bottom)

 

  • Any changes made to employees in the Control Center (new or edits) will show up automatically in Odyssey.
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4.Adding Permissions #

In order for everyone you’ve selected to have access to Odyssey, you must set up a team. Automatic access to the ‘Permissions’ setting is granted for the print owner. You may also set up various permission groups so that other’s will also have access to Odyssey.

 

To view Permissions:

  • Go to Odyssey’s homepage (Dashboard)
  • Select ‘Permissions’ under the ‘Settings’ icon
  • Initially, you will see only one permissions group called ‘All Access’

 

 

‘Permissions’ is found under ‘Settings’

 

 

‘All Access’ group will initially be the only permissions group created

 

Add permission groups

To add permission groups and assign various employees to these groups:

  • Select ‘Add New’ in the upper-left as shown in the graphic below
  • Give the permissions group a name

 

Adding a new permissions group

 

  • Check all boxes where permissions will be granted
  • Select ‘Add Permissions Group’

 

 

Example of five different permissions groups

 

  • Drag team members to be part of the Permissions Groups already created

 

Example of a team member dragged to the new permissions group

 

  • The team members within each Permissions Groups will have specific access according to the settings within that group.
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5.Manage Your Contacts #

To access your contacts, follow these steps:

  • Go to the Odyssey homepage (Dashboard)
  • Select the ‘Contacts’ icon

 

 

  • Inside the ‘Contacts’ will be a list of all customers and companies that do business with you.
  • On the left, you can search the list of contacts or you can filter by company or contact (customer).

 

Customer window showing ability to search or filter by ‘Company’ or ‘Contact’

 

  • Select the pencil icon next to a company name to see more details about that company or contact.

Note: When a contact shows ‘Unassigned Contacts’ below it’s name, that means the contact is not assigned to a Branch.

 

 

Additional information about a company

 

Select ‘Add New’ in the upper-left to add a new company, branch, or contact.

Select ‘View in Control’ to see how this customer shows up under ‘Customers’ in the Control Panel of the website

 

 

Left: new customer added in Odyssey; Right: how this relates to the Control Panel of your website

 

Notes in customer records

There is a ‘Notes’ section within the Contacts page. You may add account-specific notes to any company, branch, or individual contact that you can use to help build the kind of relationship with your customers that builds trust and helps you sell more printing!

Within the ‘Notes’ section, you may add a note, edit an existing note, or delete an existing note.

 

Notes section within Contact View

 

Logging activities to customer records

There is an ‘Activity’ section within the Contacts page. You may add account-specific log entries to any company, branch, or individual contact to document your ongoing interactions with them.

This will help your customer service team understand your company’s past interactions with the customer so that future interactions always start off on the right foot.

You may assign the activity to anyone in your print shop. You can chose from 5 different activity types: To-Do, Email, Phone Call, Letter or Meeting. You may enter a subject, description, when it the activity is scheduled and you may mark the status as Complete or Incomplete.

If you need to edit or delete the Activity, you have those options as well.

 

Activity section within Contact View

 

Edit or Add New Activity pop-up window

 

Contact navigation

While viewing a contact, if they are associated with a company and/or branch, Odyssey includes links at the top of the Contact View page for you to quickly access the company or branch the contact is assigned to.

 

Relationship between ‘Customer’ view and ‘Contact’ view

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6.Resources: Adding & Editing #

In Odyssey, before an estimate or order can be created, resources must be added.

Resources are the people, machines, and materials used to make printing happen. Within your print shop’s Odyssey resource page, there will be a starter set of resources available to you.

The combination of you and MI4P adding your resources will ensure we get Odyssey set up to the point you can start with creating test estimates.

Refer to ‘A Few Things to Know Before You Begin‘ to review Resources and how tags and tasks play an important role when setting up resources.

 

Calculation Test

Within any Odyssey resource, there is a ‘Calculation Test’ tab which allows you to review the resource settings and the pricing calculations associated with them. You are able to select the various tasks from a ‘Select a Task’ pull down to compare and fine-tune the pricing associated with each of the tasks in a resource.

 

Selecting the ‘Calculation Test’ tab will allow you to fine-tune the resource

 

Organizing resource tasks

Within any Odyssey resource, if there is more than one task associated with a resource, you may drag and drop resource tasks to sort them how you want them to be sorted.

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6.1.Adding Ink Resources #

Four-color process (C,M,Y,K) and Pantone Matching System (PMS) inks are already added as part of a starter set of inks.

Editing Ink Resources

Editing CMYK Ink

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select the tag ‘Ink’ under the section ‘Filter using tags’
  • Select an Ink needing to be edited
  • Look over the current variables that have already been entered into Odyssey for any changes needed.
  • Select ‘Save’ if changes were made

 

Editing Pantone Matching System (PMS) Ink

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select the tag ‘Ink’ under the section ‘Filter using tags’
  • Select PMS (PMS)
  • Look over the current variables that have already been entered into Odyssey for any changes needed.
  • Select ‘Save’ if changes were made

 

Note about PMS Ink:

You will not need to define a specific PMS number when creating a PMS ink resource. Only one PMS ink entry is needed. Specific PMS color are defined when creating an estimate/order. It will be important that the precise color be specified on the estimate and job ticket so the correct ink is used on the press. The specific PMS color will be defined as part of the estimating process, not during resource setup.

 

Example of ink resources added in Odyssey

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6.2.Adding Press Resources #

You have the ability to set up many different kinds of output devices such as digital press, envelope press, inkjet press (for both cut sheet and web), and offset press (cut sheet and web). Set up the output devices that make the most sense for your workflow.

What Type Of Press Can I Add?

The short answer is whatever presses you’d like. Below is a list of a few different press options that can be added.

  • Presses – Offset – Sheet
  • Presses – Offset – Web
  • Presses – Digital
  • Presses – Inkjet – Sheet
  • Presses – Inkjet – Web
  • Presses – Envelope
  • Presses – Wide Format

 

To Add a Press Resource:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select a press resource from one of the already included seven options available
  • Fill in all the specifications of that press
  • Select ‘Save’

 

 

Example of press resources added in Odyssey

 

Configurations

A configuration describes different ways of using the same press. You may have different configurations for the same press to reflect how it’s used for two-color printing, four-color printing, etc. Details (such as run speed) will potentially change for different configurations of the same press.

The run speed for digital presses entered is based on an 8.5 x 11 in. sheet. Odyssey does the math to convert the speeds to other sizes.

To add a Configuration:

  • Select ‘Add Configuration’ under ‘Edit a Resource’ on the left-side of the page
  • Add necessary input for the configuration
    • This will include the name of the Configuration, Department, Minimum and Maximum Press Sheet Sizes and various other inputs
  • Select ‘Save’

 

 

Example of a digital press resource with two configurations: 180P and Oki Xante

 

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Presses – Offset – Sheet’ or ‘Presses – Offset – Web’
  • Add a ‘Press Identification’
  • Add the ‘Minimum Press Sheet Size’
  • Add the ‘Maximum Press Sheet Size’
  • Add the ‘Minimum Paper Caliper’
  • Add the ‘Maximum Paper Caliper’
  • Choose the type of paper that can run on this press: ‘Coated’, ‘Uncoated’, or both
  • Enter a Vendor
  • Select ‘Add Configuration’
  • Add a name
    • Example: 5C (for 5 color)
  • Enter tags
  • Assign the press to a department next to ‘Department’
  • Assign the plates to a department next to ‘Plate Department’
  • Enter a ‘Gripper’ value
  • Enter a ‘Color Bar’ value
  • Enter the ‘Side Guides’ (in inches per side)
    • The number entered here is assumed to be the size of each side guide. In other words, if you enter “1”, Odyssey will allow two inches for the side guides, one inch for each side.
    • Note: Bleeds add to the size of the finished sheet needing to be printed. The Gripper and Side Guide allowances indicate how much of the press sheet has to be kept blank because most presses can’t print right up to the edge of the paper. Therefore, please consider bleeds, gripper and side guide allowance as separate values when entering in Gripper and Side Guides.
  • Select appropriate drop down next to ‘Apply Color Bar’. This would include ‘Always’, ‘4C Only’, or ‘Apply unless black ink only’
  • Toggle ‘4 Color Process’ if this is true
  • Toggle ‘Has an Aqueous Unit’ if this is true
  • Select ‘Sheets’, ‘Envelopes’, or both depending on the type of resource this press can handle
  • Input ‘Color Side 1’ (max colors in one pass, side 1)
  • Input ‘Color Side 2’ (will be 0 unless perfecting press)
  • Input ‘Press Hourly Rate’
  • Input ‘Plate Hourly Rate’ (for plate making)
  • Input ‘Time to Burn a Plate’ (in minutes)
  • Input ‘Plate Material Cost’ (per plate)
  • Input ‘Plate Life’ (number of impressions before the plate is re-made (zero for no limit))
  • Input ‘Time to Re-Hang a Plate’ (time in minutes to hang extra plates)
  • Input ‘First MR Time’ (time in minutes to hang the first plate)
  • Input ‘Additional MR Time’ (time in minutes to hang each additional plate)
  • Input ‘MR for Backup (this is the percent of additional makeready time for backup)
    • This refers to how much time should be allowed for reversing the paper and running it through the press for the second time.
    • A value of ’50’ would mean Odyssey will charge 50% of the Additional MR charge as the back charge.
  • Input ‘MR Sheets per Plate’
    • Enter the number of press sheets per plate needed to get the press in register. This is the default value that will be automatically entered. This can be over-ridden in the component wizard or inside the component itself.
  • Input the ‘Washup Time Normal’ (in minutes)
  • Input ‘Ink needed to fill fountain’
    • In lbs; the ink calculation adds this to the amount of ink needed for printing
  • Input ‘Minimum Press Speed’ (sheets per hour)
  • Input ‘Longest Run Likely at Minimum Speed’ (in sheets)
  • Input ‘Maximum Press Speed’ (sheet per hour)
  • Input ‘Shortest Run Likely at Maximum Speed’ (in sheets)
  • Input ‘Minimum Press Run’
    • This is the shortest run. Jobs with fewer press sheets will not select this press.
  • Input ‘Maximum Press Run’
    • Zero means there is no maximum.
  • Select ‘Save’

 

Note: Assign the Offset Press to the correct department, as well as the plates it uses to the correct department. (The plates can also be considered as a resource within a resource.)

 

Example of an Offset Press (Sheet)

 

Example of a configuration for an Offset Press (sheet)

Digital Press

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Presses – Digital’
  • Add a ‘Press Identification’
  • Add the ‘Minimum Paper Caliper’
  • Add the ‘Maximum Paper Caliper’
  • Enter a Vendor
  • Select ‘Add Configuration’
  • Name the Configuration next to ‘Configuration’
  • Assign the press to a department next to ‘Department’
  • Enter the ‘Minimum Press Sheet Size’
  • Enter the ‘Maximum Press Sheet Size’
  • Enter the ‘Maximum Printable Image’
  • Enter a ‘Gripper and Side Guide Allowance’ as necessary
    • Since digital presses typically cannot print to the very edge of the sheet, it is necessary to allow for non-printing space at the edges of the sheet.
    • Please enter four numbers which represent the space to allow at the top, right, bottom and left of the sheet. Separate these numbers with a space.
    • Typical values might be 0.375 0.125 0.125 0.125
  • Toggle ‘Digital Copier’ if this is a digital copier
    • If this is yes, it should not print letterhead because the sheet will typically go through a laser printer and wrinkle.
      • Example: If you have two configurations for a digital press- one for one-sided and one for two-sided. You would set Digital Copier to ‘Yes’ for the one-sided configuration and to ‘No’ for the two-sided configuration. Odyssey will automatically choose the correct configuration.
  • Enter tags
  • Select ‘Sheets’, ‘Envelopes’, or both depending on the type of resource this press can handle
  • Input an ‘Hourly Rate’
  • Toggle ‘Do Not Markup Click Costs’ if necessary
    • Click costs are considered material costs and are normally marked up the same as other materials. If you do not want click costs to be marked up as material, set this value to ‘Yes’.
  • Input ‘Pages Per Minute’
    • This is based off an 8.5 x 11 size; Odyssey automatically adjusts the speed for other sheet sizes.
  • Input ‘Makeready Time’ (in minutes)
  • Select ‘Color’, ‘Black’ or both next to ‘Colors Side 1’ depending on the press capabilities
  • Select ‘Color’, ‘Black’, or both next to ‘Colors Side 2’ (only if perfecting
  • Toggle ‘Cannot Print PMS’
    • If Yes, this press will not be selected if PMS or other special colors are specified on the job.
  • Enter the ‘Click Sizes’
  • Toggle ‘Interpolate Table Prices’
    • If Yes, this press will interpolate prices for quantities that fall between the quantity breaks.
  • Enter a ‘Spoilage %’
  • Enter ‘Maximum Press Run’
    • This is the longest run for this press. Longer runs will not select this press. This is usually equal to the same value used in the field of the top row, far right box in the ‘Cost Per Click’ table
  • Select ‘Coated’, ‘Uncoated’, or both next to ‘Paper Type’
    • This is the type of paper that can run on this press.
  • Fill out the ‘Cost Per Click’ table as needed
    • Not every single paper size would need to be added to this table
  • Alter the ‘GSM Speed Table’ as necessary
  • Select ‘Save’

 

Example of a configuration for a Digital Press

Cost Per Click Table

At the bottom of a Digital Press Configuration is a ‘Cost Per Click’ table. This refers to the cost or click charge every time one side of a sheet of paper is clicked or imaged. This can be filled out and adjusted depending on the needs of your print shop to determine cost per click based on quantities of clicks.

The Click Charge is what you are being charged per click from the print vendor who is renting the machine to you. Not every print shop will use a click charge.

If the ‘Cost Per Click’ table is used, the ‘Hourly Rate’ and ‘Makeready Time’ is still being taken into account. However, you still need to provide a ‘Makeready time’ to factor into the time consideration for Scheduling.

 

Quantities: Along the top row is a cost column followed by a series of text boxes that represent quantities (of the # of clicks). Enter the quantity breaks desired, starting at 1.

For example, you may want quantities broken out such as this: 1, 100, 500, 750, 1000, 2500 and 10,000. These numbers would go along the top row of the ‘Cost per Click’ table. Quantities should be increasing from left to right. If you need fewer than 7 quantity breaks, blank the rest. Setting this up will allow you to see the cost incurred as the number of clicks increase.

 

Click Prices: In each price cell, enter the cost per click in the cost column and the selling price per click under the appropriate quantity.

For example, if ‘1’ is the first quantity and ‘100’ is the second quantity (# of clicks), the price per click you enter in column ‘1’ would be the price for quantities 1-99.

 

Color and Black Prices: If this press can print color and black, you have two rows for each size. Notice that the size row that represents color is in color, and the size that represents the black color is black.

 

Note: Pages per Minutes has to do with how long it takes to print a particular job. That time is multiplied by the hourly rate to determine the cost of the run time for the press. This contributes to the total labor cost and is not related to the cost per click.

If a user enters in the pages per minute for an 8.5 x 11 sheet, Odyssey will adjust the time for other sized sheets automatically. For example, an 11 x 17 sized sheet will take 1.545 times longer to run than the 8.5 x 11 because 17/11 is 1.545. Odyssey assumes the longer side is going through the press and determines the time to run the sheet.

GSM Speed Table

Below the ‘Cost Per Click’ table is a ‘GSM (Grams per Square Meter) Speed Table’.  This is based on the ‘Cost Per Click’ table and is automatically populated after the ‘Cost Per Click’ table is filled in.

Once the Pages Per Minutes is set within a configuration of a digital press, you can alter the GSM Speed Table by entering a percentage decrease in speed (pages per minute) for various GSM values.

For example: If normal speed is 10 pages per minute, we could add a 10% penalty and the new speed would be 9 pages per minute.

 

Example of a ‘Cost Per Click’ and ‘GSM Speed Table’ set up on a digital press

 

Wide Format Output Device

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Presses – Wide Format’
  • Add a Press Identification
  • Add a Vendor
  • Select ‘Add Configuration’
  • Name the Configuration
  • Assign the press to a Department
  • Add tags
  • Select ‘Flat’, ‘Roll’, or both depending if the press can run both types of substrates
  • Input an ‘Hourly Rate’
  • Input the ‘Maximum Press Width’ in inches
  • Input the ‘Maximum Image Width’ in inches
  • Input ‘Print to the Edge’ values in inches
    • Some wide format presses can print right to the edge of the substrate, while others cannot. This option allows you to specify an area around the boundary of the substrate that cannot be printed. You can specify different values for flat or roll substrates. All values are in inches. Blank is treated the same as zero.
    • “Sides” indicates the space on the side of the substrate as it passes through the press that cannot be printed. For example “0.25” means each side must leave the outer 1/4″ of the sheet blank.
    • “Front/Backs” indicates the space on the front and the back of the substrate as it passes through the press that cannot be printed. For example “0.25” means the front and the back must leave 1/4″ unprinted.
  • Input the ‘Max Layers per Pass’
    • Example: A wide-format press has 20 print heads. A 4-color process may take 8 heads. The 1st layer of color takes 8 print heads; white takes 4 print heads and another layer of color takes 8 print heads. This equates to 20 print heads or 3 layers in one pass.
    • 0= no max
  • Input the ‘Maximum # of Color’s (per pass)
  • Input the ‘Makeready First Roll’ (in minutes
  • Input the ‘Makeready Additional Roll’ (in minutes)
  • Input the ‘Rewind Speed’ (in ft/min)
  • In put a ‘Half Width Speed Percent’
    • When printing less than the full width of the press, the speed ( sq feet / hour ) will be slower than if printing the full width.
    • For example, if you enter “80” it means that printing half width prints 80 percent of the speed of full width. The system automatically alters the speed for print widths other than 50% and 100%.
  • Input ‘Board Mounting Time’ (in secs)
    • For jobs requiring separate sheets or boards, this is the time it takes to mount each board in the press.
    • If the press allows continuous board feeding it should not take any press time for the loading of each board. In this case this value should be set to zero.
  • Input ‘Extra passes for board to edge printing’
    • ‘1’ for one pass
    • ‘0’ if it won’t matter
  • Adjust the ‘Press Speeds’ table at the bottom of the page
    • ‘Set Up’ (in minutes)
      • Enter minutes for set up time if this press mode requires extra time before printing can begin, otherwise blank or zero
    • ‘Ink Cost’ ($ / sq ft)
      • Enter the ink cost per square foot assuming 100% coverage.
    • ‘Speed’ (sq ft / hr)
      • Enter press speed in square feet per hour for this press mode. When combining multiple inks on a single pass, the slowest press speed will be used for the calculation. Also note that the “Half Width Speed Percent” will also affect the press speed if printing less than the full width of the press.
    • ‘Print Mode’
      • This is adjusted by select ‘edit wide format print modes’ above the text ‘Press Speeds’.
      • This is where you define the print modes available for wide format printing in general, not necessarily for a particular press. The ‘Code’ is automatically created and can be used to represent a print mode in a website order form. You can enter a color (like ‘White’) in the first column under ‘Resolution’ instead of an actual resolution to specify a specific color for solid printing.
      • Select the gray ‘x’  on the far right to delete a print mode
      • Select the gray ‘x’ in the upper-right corner to exit this window
  • Select ‘Save’

 

Example of a Wide Format output device

 

Example of a Wide Format configuration

 

Select ‘edit wide format print modes’ to define the print modes available for wide format printing in general, not necessarily for a specific press.

Example of Wide Format Print Modes

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6.3.How to Set Up Multiple Configurations & Copy Press Configurations #

If you have multiple different configurations under one output device, that’s no problem. Odyssey will direct to one output device in Scheduling.

Simply set up a separate resource for each press or copier. You do this by copying the resource and adjusting as needed.

 

Setting Up Different Configurations Under One Press:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Resources’
  • Select ‘Add Resource’
  • Select appropriate press
  • Select ‘Add Configuration’
  • Fill out needed information about that configuration
  • Select ‘Add Configuration’ for additional configurations for the same press
  • Select ‘Add Task’ under each configuration if a task is needing to be added
    • However, that task cannot be used anywhere else in Odyssey meaning the same task can’t be duplicated in another resource or configuration. Odyssey would not know which press to use if multiple presses had the same task.

 

Example of a multiple configurations within one press

 

How to create A Duplicate Resource

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Resources’
  • Find the press resource you need to copy (any resource can be copied)
  • Select the ‘Copy’ icon

 

Select the ‘Copy’ icon

 

 

A copy of the Canon output device was made within the press resources

 

The list of press resources will now show a copy of the press you just copied.

Tip: Scheduling in Odyssey is done on a per-resource basis, so make sure each output device is its own resource. Otherwise, only one resource will appear on the schedule.

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6.4.Adding Paper Resources #

  • You can add any paper you’d like to Odyssey: sheets, rolls, or envelopes.

 

To add Paper Resources:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select a paper resource from one of the four options available: Paper – Envelopes, Paper – Rolls, Paper – Sheet, or Wide Format – Substrates
  • Define all paper specifications
    • The paper resource can be directed to a ‘Paper’ department or ‘Paper Inventory’ department as long as it’s directed to a department you already have created
    • Newly added paper resources have a default difficulty of 100 (which is normal). Any value other than zero will specify a new press difficulty factor when using this paper. This can be changed by selecting the plus or minus icons to the right of ‘Press Difficulty’.
    • You may also set a press difficulty by paper category by selecting the blue globe. You are presented with a ‘Press Difficulty by Paper Category’ pop-up which presents two options:
      • Select an individual paper to edit. In this case you will be taken directly to that paper.
      • Choose a paper difficulty at the bottom of the pop-up window to set all papers with the category <paper category chosen>.
    • Round To: Example- if a paper needs to be rounded to 100 sheets and the job calls for 511 sheets, Odyssey will charge the customer for the full 600 sheets, even if they weren’t used for the job because the paper is for that job only.
      • Round To may be used if you have a paper vendor that will only sell certain numbers of sheets such as a job calling for 511 sheets- the paper vendor may force you to purchase 600 sheets. This would typically only apply to jobs where a special paper need to be ordered for that one specific job as most papers are used in multiple jobs.
    • Minimum Lbs to Purchase: This is similar to ‘Round To’ where some paper vendors may require you to purchase a minimum number of sheets. If the job requires a very small number of sheets, you may have to charge the print buyer for the minimum you can purchase.

 

Example of paper resources being assigned to a department called ‘Paper Inventory’

 

  • There is a toggle at the very bottom of the page (Color/Size combinations) that will let Odyssey know if certain combinations aren’t available

 

Color/Size combination toggle

 

  • Define paper cost
    • Odyssey will use this number as the paper cost (which will have the opportunity for markup to create the selling price later)
  • Select ‘Save’

 

Helpful notes about Paper Resources

  • One paper resource can accommodate multiple sizes and colors.

Example: A paper that came in three sizes and four colors would have only one resource in Odyssey since all the colors and sizes were entered within that one paper resource. In other MIS systems, this potentially would have been 12 entries.

 

Example: Relationship between 20# Bond paper having two sizes affiliated with three colors

 

  • Enter papers that are commonly used, not necessarily all paper that has ever been used. This will eliminate a large list of paper resources.
  • Use multiple tags to help group your paper. For example, one paper could be tagged as ‘House Paper,’ ‘Cut Paper,’ and ‘Online Paper’.
    • Using tags to create common groups of paper will be helpful later when mapping resources (paper) to Order Forms.
      • Example: Tagging three different paper resources with ‘BC’ or ‘Business Card’ will allow those three papers to show up for a print buyer to chose from when creating a Business Card order form.
  • Odyssey will look at the Paper Cost Table for the cost per 1000 sheets. The paper costs listed in the table are considered to be the default cost. If a cell in the table is empty, Odyssey will use the per hundred weight cost shown in the upper-right portion of the screen as the cost.

 

Paper Cost Table in $ per 1000 sheets

 

Alternate Sheets

You can specify alternate sheets that are connected to the paper sheet resource.

When an estimate is calculated, all alternate sheets will be examined and the best sheet will be chosen. Note that some sheets may be for digital presses and others for offset presses, so the paper chosen will affect the press chosen. Odyssey does this automatically for you.

The Component Wizard has to juggle the base paper and the alternate papers. Once the Wizard has been run once, the component is set to whichever paper was chosen. When the wizard is run again, it defaults to the previous paper chosen, then checks to see if there is a base paper that was originally specified. If the base paper is found, Odyssey changes the paper.

If you are defining a new paper and will be using the Alternate Sheets feature, ensure you select the Paper Category before “edit alternate sheets” because the category determines which paper choices you can choose from.

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6.5.Adding Substrate (Wide-Format Output Device) Resources #

Substrates are used in wide format printing and can be rolls, sheets, board or pretty much anything.

They may include materials such as:

  • Acrylic
  • Black PVC
  • Foamcore
  • Removable vinyl
  • Rolls
  • Boards
  • Or pretty much anything not related to typical paper

 

Example of substrate resources

 

For substrates, you will need to answer and fill out different questions than for papers. Substrates can only be used in wide format printing.

 

 

 

Example of a ‘Wide Format -Substrate’ resource called ‘3/16 Foam Board InSite Reveal’

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6.6.Adding Bindery Resources #

The bindery resource is typically used for automated saddle stitching or collating machines that use pockets to gather signatures and combine them into finished sets or books.

Pockets refer to an automated saddle stitch machine that combines book pages into a book. For example, a press sheet may have 8 pages of a 32 page book. Odyssey takes four 8-page signatures to make up the book. Each signature would be placed into a pocket in the saddle stitch machine.

Signatures are groups of pages that are printed on both sides of a sheet of paper. The paper is then folded, cut and trimmed down to the finished page size. The number of pages on a signature depends on your page size and the size of the press sheet they fit on.

Odyssey uses signature to calculate how many pages of a book will fit on one press sheet and how many unique press sheets it will take to print one book.

 

To add a Bindery resource:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Binding’
  • Add a Description
  • Choose a Department
  • Insert tags
  • Insert Hourly Rate
  • Insert Makeready Time-First Pocket
    • This refers to the time needed to get the first pocket ready
  • Insert Makeready Time-Additional Pockets (if any)
    • This refers to the time needed to get additional pockets ready
  • Insert the number of pockets
  • Toggle to ‘Yes’ if the bindery resource has a trimmer
  • Insert the ”Trimmer Speed Penalty’ (%)
  • Insert a ‘Scope Caliper’
  • Insert a ‘Score Speed’ (covers per hour)
  • Insert Extra Press Sheets (if needed)
    • You can add extra press sheets to this calculation by specifying a value in this field. These extra press sheets are added to the press sheet count and printing, ink (if Offset Press) are increased by a percentage.
    •  Examples:
      • 30 ( add 30 press sheets )
      • 10% ( add 10 percent to press sheet count )
      • 30 + 10% ( add 30 sheets plus 10 percent )
  • Insert a vendor
  • Insert the run time (bottom of page next to ‘Run Speed’)
    • The values on the top row are the number of signatures (pockets). The values in each row is the quantity and the run speeds for each quantity/pocket pair.
  • Select ‘Save’ after all needed inputs have been entered

 

Example of ‘Bind’ resource assigned to the ‘Bindery’ department with ‘bindery’ tag

 

Adding Tasks

  • Ensure a Binding resource has been added
  • Select ‘Add Task’ under ‘Edit a Resource’
  • Fill in ‘Task Description’
  • Select ‘Show To Customer’ if you would like this task to be shown on the estimate sent to the customer
  • Select ‘Default Task’ if you would like this to be the default task selected each time this resource is used
  • Insert the MakeReady Difficulty next to ‘MR Diff’ (if applicable)
  • Insert the Run Difficulty next to ‘Run Diff’ (if applicable)
  • Select ‘Trim’ if this task needs to be trimmed
  • Add ‘Additional Notes’ as necessary
  • Select ‘Save’

 

 

Example of a ‘Bind’ task named ‘Multi-Bind’

 

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6.7.Adding a Bundling Resource #

The bundling resource is typically used for bundling tasks such as shrink wrapping, banding, and any other task that may involve bundling several finished products together in a flexibly sized groups.

 

To add a Bundle Resource:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Bundling’
  • Edit the following applicable fields:
    • Insert Description
    • Choose a Department
    • Insert Tags
    • Insert Hourly Rate
    • Insert Makeready Time (in minutes)
    • Insert Bundles Per Hour (Quantity per hour)
    • Insert a Max Weight per Bundle (in lbs)
    • Insert Max Pieces per Bundle (or zero for automatic)
    • Insert a Maximum Size (in inches)
    • Insert Material Cost ($ per finished bundle)
    • Insert a Material Weight (per bundle)
    • Add at least one task
    • Select ‘Save’

 

Example of a ‘Bundle’ resource with three tasks

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6.8.Adding Custom Resources #

If you are needing a Custom Resource and it was not found in the Custom Resource Library, then a ‘Custom Resource’ may be needed.

To add a Custom Resource:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Custom Resource’
  • Add the following:
    • Insert Description (Example: Fulfillment)
    • Choose a Department (Example: Bindery – Finishing)
    • Insert Tags (Example: Bindery)
    • Enter a description next to ‘Question 1’
      • Select the correct pulldown next to ‘Type of Value’
      • List any values needed next to ‘List of Values’
    • Enter a description next to ‘Question 2’ (Example: Addressing & Postage Processing)
      • Select the correct pulldown next to ‘Type of Value’ (Example: ‘Yes/No’)
      • List the amount next to ‘List of Values’
    • Continue with adding the number of questions needed
    • Select ‘Save’

 

Example of adding a Fulfillment Custom Resource

 

Adding Tasks:

  • Select ‘Add Task’ under ‘Edit a Resource’
  • Add the following:
    • Insert Task Description
    • Fill out necessary information as needed
  • Select ‘Save’

 

Example of a Custom resource called ‘Collate’ with two tasks: ‘Collate’ and ‘None’. Only one question is needed to fill out in this case.

 

  • The number and type of questions will vary between custom resources. Each custom resource will be unique.

Different products in which a Custom Resource may be used include the following:

  • Business card boxes
  • Die cut/score
  • Drilling
  • Embossing
  • Foil stamping
  • Handwork

 

Feel free to contact us for help if you are unsure about setting up a custom resource. We can set it up for you.

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6.9.Adding Cutting Resources #

For cutting, Odyssey uses the thickness of the paper (caliper) to determine how many sheets per lift will fit in the cutter. The number of cuts is used to determine the cost of cutting a job.

Cutting is used for pre-press and post-press cutting tasks. Pre-press cutting is cutting the parent sheet down to a size that will fit the press. This is especially true for digital presses that tend to be a smaller size. Many times the parent sheet needs to be cut to run on the press.

Thus, two separate resources are needed to be set up for cutting. These will be helpful/required, but more cutting resources and/or tasks can be added as needed.

Later, in estimating, Odyssey can be told to automatically add pre-press and post-press cutting to each estimate. Refer to the section ‘Automated Tasks‘ to set tasks to run automatically.

Cutting may be added as a Post-Press or Pre-Press resource.

 

Example of cutting resources added with ‘cutting’ tags

 

To add a Cutting resource:

  • Go to Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Cutting’
  • Add the following:
    • Description
    • Department
    • Insert tags
    • Toggle whether this is Pre-Press cutting or not
    • Insert the Hourly Rate
    • Insert the Makeready Time (in minutes)
    • Insert Time Per Lift (in minutes)
    • Insert Inches Per Lift
    • Insert Cuts Per Hour
    • Insert Minimum Time (in minutes)
  • Select ‘Save’ after all needed inputs have been entered

 

 

Adding Tasks

  • Ensure a Bindery resource has been added
  • Select ‘Add Task’ under ‘Edit a Resource’
  • Fill in ‘Task Description’
  • Add the following:
    • MR Difficulty (Make Ready)
    • Lift Difficulty
    • Cut Difficulty
    • Number of cuts that will need to be made
  • Select ‘Save’

 

A cutting task called ‘Pre-Press Cutting’ within the ‘Pre-Press Cutting’ resource

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6.10.Adding a Drilling Resource #

To add a Drilling resource:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Drilling
  • Add the following:
    • Insert Description
    • Choose a Department
    • Insert Tags
    • Insert Hourly Rate
    • Insert Makeready Time (in minutes)
    • Insert Time Per Lift (in minutes)
      • This is the # of minutes to load and drill one lift. If the time varies depending on the # of holes, adjust with the make ready and run difficulty factors in the tasks.
    • Insert Inches Per Lift
    • Insert Minimum Time (in minutes)
  • Select ‘Save’’

 

Adding Tasks:

  • Select ‘Add Task’ under ‘Edit a Resource’
  • Fill in ‘Task Description’
  • Select ‘Show to Customer’ if you want this resource to be shown as a line item on the estimate emailed to the customer
  • Select ‘Default Task’ if you would like this task to be considered the default task to be chosen each time this resource is used in an estimate (this can be overridden at any time within an estimate)
  • Add the following:
    • Makeready Difficulty (MR Diff)
    • Run Difficulty (Run Diff)
    • Additional Notes (as needed)
  • Select ‘Save’ after all needed inputs have been entered

 

 

Example of a ‘Drilling’ resource with three tasks

 

 

Example of a ‘Drill 3/16″ Holes’ task within a ‘Drilling’ resource

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6.11.Adding Folding Resources #

To add a Folding resource:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Folding’
  • Add the following:
    • Insert Description
    • Choose a Department
    • Insert Tags
    • Insert Hourly Rate
    • Insert Maximum Sheet Size
    • Insert Minimum Sheet Size
    • Insert Makeready Time for the First Fold (in minutes)
    • Insert Makeready Time- Additional Folds
    • Toggle ‘Slitter Available’ on or off depending on the need
      • A slitter is is used to cut the sheet with a disk or wheel. As the folding machine moves the sheet along, if a slitter is present, it can trim the edges to the proper size as if goes through the folder. It may or may not slow down the folding and does take some time to set up to make sure the cuts are made in the proper place on the sheet.
    • Insert Slitter Makeready Time
    • Insert Slitter Maximum Caliper
    • Insert Slitter Speed Reduction (as a percentage)
    • Toggle ‘Perforator Available’ on or off depending on the need
    • Insert Perforator Makeready Time
    • Insert the Perforator Speed Reduction (as a percentage)
    • Toggle ‘Scorer Available’ on or off depending on the need
    • Insert the Scorer Makeready Time
    • Insert the Scoring Required
    • Insert the Score Speed Reduction (as a percentage)
    • Insert the Minimum Time (in minutes)
    • Insert Extra Press Sheets (if needed)
      • You can add extra press sheets to this calculation by specifying a value in this field. These extra press sheets are added to the press sheet count and printing, ink (if Offset Press) are increased by a percentage.
      •  Examples:
        • 30 ( add 30 press sheets )
        • 10% ( add 10 percent to press sheet count )
        • 30 + 10% ( add 30 sheets plus 10 percent )
    • Insert the Vendor name
  • Select ‘Save’’

 

 

Example of a Folding resource assigned to a ‘Bindery / Finishing’ department

 

Adding Tasks:

  • Ensure a Folding resource has been added
  • Select ‘Add Task’ under ‘Edit a Resource’
  • Fill in ‘Task Description’
  • Add the following:
    • Number of folds
    • Makeready Difficulty (MR Diff)
    • Run Difficulty (Run Diff)
  • Select ‘Save’ after all needed inputs have been entered
  • When adding a task for folding, you will be asked to enter a number for Divide Larger and Divide Smaller. Divide larger is the number corresponding to the number of folds made along the larger side of the paper; divide smaller is the number corresponding to the number of folds made along the shorter side of the paper.
  • When entering a job to be folded, the flat size is entered. Odyssey wants to be able to determine the final folded size in order to determine the proper size for packing.

Examples:

  • Example 1: 11 x 17 will need to be folded in half to 8.5 x 11.
    • Divide Larger = 2 (This is found by dividing the larger side (17) by 2 to get 8.5)
    • Divide Smaller = 1 (If we divide the smaller size (8.5) by 1, it is unchanged, so Odyssey knows the finished size is 8.5 x 11.)
  • Example 2: Trifold: 8.5 x 11 will need to be folded to a size of 3 2/3 x 8.5.
    • Divide Larger = 3 (This is found be dividing the larger size (11) by 3 to get 3 2/3)
    • Divide Smaller = 1 (This is found by dividing the smaller size (8.5) by 1 to get 8.5)

 

 

Example of a ‘Folding’ resource with 9 tasks

 

 

Example of a ‘Half fold’ task within a ‘Folding’ resource

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6.12.Adding General Purpose Resources #

This resource is structured and works best for simple bindery operations, such as numbering, coil binding, drilling, collating and similar operations. It can be used for any operation that deals with finished sets or press sheets. This resource is unique in that it’s the only resource that does that sort of calculation. It is typically easier to use a general purpose resource than a custom resource due to the calculation involved.

To add a General Purpose Resource:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘General Purpose’
  • Edit the following applicable fields:
    • Insert Description
    • Choose a Department
    • Insert Tags
    • Insert a Minimum Price ($)
      • This is telling Odyssey that no calculated prices can be lower than this amount.
    • Insert Hourly Rate
      • You may also select the gear sprocket which will allow you to enter values for the Rate per 1,000 and Minutes per 1,000. Odyssey will generate values for the Hourly Rate and Run Speed.
    • Insert Makeready Time (in minutes)
    • Insert Run Speed (Quantity per hour)
    • Select a ‘Based On’ drop-down
      • Options include Finished Quantity or Press Sheets
    • Toggle ‘Include Overs’ if this is applicable
      • This means if there is overage based on the quantity count
    • Insert Material Cost ($ per finished quantity-optional)
      • For general purpose resources there are actually two possible material costs. The cost you enter here will apply to all tasks for this resource. There is also a task specific material cost as well. If both material costs are specified in an estimate, BOTH tasks will apply.To summarize:
      • If you want a material cost that applies to all tasks, enter that cost here.
      • If you want the material cost to vary with the task, enter a material cost for each task.

 

Important Note: The quantity that applies to material is always the finished quantity, not the quantity specified in “Based On” above.

    • Insert ‘Minimum Time’ (in minutes)
    • Insert Extra Press Sheets (if needed)
      • You can add extra press sheets to this calculation by specifying a value in this field. These extra press sheets are added to the press sheet count and printing, ink (if Offset Press) are increased by a percentage.
      •  Examples:
        • 30 ( add 30 press sheets )
        • 10% ( add 10 percent to press sheet count )
        • 30 + 10% ( add 30 sheets plus 10 percent )
  • Select ‘Save’

 

Example of ‘Staples’ as a ‘General Purpose Resource’

 

Adding Tasks:

  • Select ‘Add Task’ under ‘Edit a Resource’
  • Add the following:
    • Insert Task Description
    • Check ‘Show to Customer’ if needed
    • Check ‘Default Task’ if need
    • Insert the MR Diff (Makeready Difficulty)
    • Insert the Run Diff (Run Difficulty)
    • Insert a Material Cost (per qty)
      • This allows you to specify costs related to that specific task. If both this Material Cost and the Material Cost within the General Purpose Resource itself is set, both will be applied when calculating the task pricing.
    • Select ‘Save’

 

Example of a task within the ‘Staples’ General Purpose Resource

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6.13.Adding an Inserting Resource #

The Inserting resource is useful to help track inserting tasks such as envelope stuffing.

 

To add an Inserting Resource:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Inserting’
  • Edit the following applicable fields:
    • Insert Description
    • Choose a Department
    • Insert Tags
    • Insert Hourly Rate
    • Insert Makeready Per Unfolded Insert (in minutes)
    • Insert Makeready Per Folded Insert (in minutes)
    • Insert Pieces per Hour
      • Enter the # of pieces per hour this resource can process if you are inserting one piece.
    • Insert % to Decrease Speed
      • If you are inserting more than one piece, enter how much the machine slows down when each piece is added.
      • For example, if inserting one piece can run at 500 per hour, entering “10” would slow the process down as follows

2 pieces = 450 / hour

3 pieces = 400 / hour

4 pieces = 350 / hour

      • An alternate strategy would be to set the % to Decrease Speed to zero and adjust the run speed for various # of inserts by setting up tasks with different run difficulty factors.
    • Insert Minimum Time (in minutes)
    • Add at least one task
    • Select ‘Save’

 

Example of an ‘Insert’ resource with one task

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6.14.Adding Packing Resources #

A packing resource could be considered a piece of equipment, manual work the team does, or even materials needed. If a more sophisticated packaging resource is needed, the custom resource library has a packaging resource.

 

To add a Packing resource:

  • Go to the Odyssey homepage (Dashboard))
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Packing’
  • Add the following:
    • Insert Description
    • Choose a Department
    • Insert Tags
    • Insert Hourly Rate
    • Insert Makeready Time (in minutes)
    • Insert number of Cartons Per Hour
    • Insert Cost per Carton
    • Insert Weight Per Carton
  • Select ‘Save’

 

Example of a ‘Packaging’ resource

 

To add a task:

  • Ensure a Packing resource has been added
  • Select ‘Add Task’ under ‘Edit a Resource’
  • Add the following:
    • Insert Task Description
    • Check ‘Show to Customer’ if needed
      • This means you wish to show that task to the customer when sending them the estimate for approval.
    • Check ‘Default Task’ if needed
    • Input a ‘Shipping cost markup’
    • Chose the ‘Cost Markup Type’ as either percentage of cost or dollars
  • Select ‘Save’

 

Example of a ‘Packaging’ task within a Packing resource called ‘Boxes’

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6.15.Adding Envelope Resources #

To add an Envelope resource:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Paper Envelopes’
  • Add the following:
    • Description of Envelope
    • Department
    • Envelope Type (Example: #10 Commercial Regular, #10 Commercial Window, ect.)
    • Tags
    • Intended For
    • Size
    • Caliper (thickness of the envelope paper)
    • Colors
    • Number of Envelopes Per Carton
    • Number of Envelopes Per Skid
    • Toggle on (green) if ‘Single Envelopes OK’ (the customer will be charged per envelope)
    • Pounds per thousand envelopes (Lbs per M)
    • Vendor
    • Optional- Add a helpful note for print buyers, so they’ll know more about this envelope. This information will be seen and needs to be understood by your customers. Use proper spelling, punctuation, capitalization, and generally make it easy for your customer to understand.
  • Select ‘Save’

 

Example of envelope resources assigned to the ‘Paper’ department

 

Example of an envelope resource filled out

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6.16.Adding Proofing Resources #

To add a Proofing resource:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Proofing’
  • Add the following:
    • Insert Description
    • Choose a Department
    • Insert Tags
    • Insert Hourly Rate
    • Insert Makeready Time (in minutes)
    • Insert Run Speed
    • Insert Substrate Cost (per sheet) from current MIS software
    • Insert Ink/Toner Cost (per sheet) from current MIS software
    • Prep Operation- can be ignored
  • Select ‘Save’

 

Example of a ‘Proofing’ resource

 

Adding Tasks:

Some resources don’t need separate tasks, but for proofing you may want to offer them a digital proof email before they see a hard-copy proof. Those could be two different tasks titled: digital proof and hard-copy proof.

  • Select ‘Add Task’ under ‘Edit a Resource’
  • Add the following:
    • Insert Task Description
    • Select ‘Show to Customer’ if you want your customer to see this on the estimate
    • Select ‘Default Task’ if you want this to be the default task every time this resource is used
    • Select ‘Do proof’ if needed
      • This allows you to turn it on or off in a task within the estimate since tasks are used to create the options on order forms. Many times, a custom calculation is used for proofs because print shops may want something different that the standard ‘Proof’ resource.
  • Select ‘Save’

 

Example of tasks within a Proof resource named ‘Proofing’

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6.17.Adding a Time Resource #

The Time resource can help you track various production tasks that may not use any equipment or materials. Many general labor tasks can be accounted for using the Time resource.

 

To add a Time Resource:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Resources’
  • Select ‘Add Resource’ at the top-left
  • Select ‘Time’
  • Edit the following applicable fields:
    • Insert Description
    • Choose a Department
    • Insert Tags
    • Insert Hourly Rate
    • Insert Minimum Time (in minutes)
    • Add at least one task
    • Select ‘Save’

 

Example of a ‘Time’ resource with one task

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6.18.Adding 'Custom Resource Library' Resources #

Custom Resources can be used to define just about anything. They are flexible, but the tradeoff for that flexibility is that custom resources may take some effort to set up. This may include calculations we can easily provide that are not handled properly by the standard resources already set up. We include various pre-defined custom resources that already have advanced calculations set up; you simply change a few variables to fit your needs.

 

Custom Resource Library

The Custom Resource Library is available to edit calculations at your discretion. There will be some custom resources set up ahead of time for the you to use as you see fit.

The following custom resources have been created for you to chose from:

  • Add Flat Price
  • Aqueous Coating
  • Booklet Binding
  • Easels
  • Graphic Design – hours
  • Inserting
  • Laminate (simple)
  • Laminate (sophisticated)
  • Outside Production
  • Outside Production with Markup
  • Packaging
  • Padding
  • Proofing
  • Shrink Wrap
  • Taping
  • Turnaround Times

 

To find the ‘Resource Library’, follow the steps below:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Resources’
  • Select ‘Resource Library’ at the top of the page next to ‘Edit Departments’

 

Select ‘Resource Library’

 

  • Choose a resource from the library by selecting ‘Add to Resources’

 

List of resources within the Custom Resource Library

 

  • You will be taken to the ‘Edit a Resource’ window
  • Select ‘Custom Calculator’ to edit variable data

 

Example: Selecting the Laminate resource from the Custom Resources will allow the following variable data to be adjusted within the ‘Custom Calculation’ tab:

  • Hourly rate
  • Makeready minutes
  • Pieces per hour
  • Cost per piece
  • Select ‘Save’

 

Example of variable data that can be adjusted for the Laminate Custom Resource

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7.Creating Estimates #

With estimating, you will need to run sample estimates through Odyssey and compare with estimates done in your previous MIS system.

Once you’ve created a minimum number of resources (ink, press, paper, and any other resources used from your previous MIS system) Odyssey can build a simple custom estimate.

Other thing you’ll need to create an estimate include:

  • Specialized order forms your internal team can use as a starting point (Guided Order Forms)
  • Specialized order forms your customers can use as a starting point (Document Library items are an example.)
  • Copies from completed orders in an order history
  • Copies of previous estimates
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7.1.Create an Example Estimate #

The estimate example below will be used because it encompasses the most complex path by using a large order form that allows all resources to be incorporated into the estimate process.

 

Let’s use Odyssey to create a custom estimate based on information provided by the print buyer directly to you, the printer. This means an estimate will be entered into Odyssey by one of your team members as opposed to a website order. We call this a legacy order. Examples include: phone, email, or face-to-face.

 

Building an Estimate

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘Add New’ under ‘Estimates’
    • Another way to add an estimate it to select ‘View All’ under Estimates then select ‘Add Estimate’
  • Add needed information within ‘General Information’
    • The only required information at this point is a ‘Job Description’. Additional information may be required later in the estimating process.
      • When typing in a Job Type, you may start typing and Odyssey will product a filtered list of exiting job types you may choose from. Otherwise, you may finishing typing to create a new job type.
  • The ‘Shipping’ section allows you to look up an address to fill in which will be used for labels later on.
  • Select ‘Markups’
  • Make adjustments as needed
    • The ‘Markups’ section allows you to define the markups (profits).
    • Markups are covered in the section ‘How To Use Odyssey: Markups
      • For this example, we’ll just accept the default markups.
  • Select ‘Component Wizard’

 

The Component Wizard

A component is part of a print job with unique production characteristics. The Component Wizard is where the main portion of building an estimate occurs. There is no limit on the number of components that can be added to an estimate.

  • A flyer is an example of a single component order
  • A booklet is an example of a multi-component job with a cover (heavier stock, full color) and inside pages (lighter stock, black and white).

The ‘Load a template’ option becomes relevant only after previous estimates have been saved and designated as a template.

  • Select ‘Component Wizard’ within the ‘Build Estimate screen.

 

                 Select ‘Component Wizard’ to build an estimate

 

    • Select a paper (Step 1 of 4)
      • Paper selection will drive future steps
        • Selecting ‘Sheet’ next to Select Paper/Substrate Type will lead you towards fairly typical questions the rest of the way.
        • Selecting ‘Envelope’ next to Select Paper/Substrate Type will lead you toward presses designated for envelope output
        • Selecting ‘Substrate Sheets / Boards’ or ‘Substrate Rolls’ will lead you toward a Wide Format Wizard
        • Selecting ‘NCR – Choose a Pre-Made Set’ will lead you towards NCR Papers that are part of multiple sets.
        • Selecting ‘NCR – Choose Individual Sheets’ should be chosen if you have individual NCR sheets that are being combined. In this case, each NCR sheet is one sheet only, not a set.

 

Step 1: Selecting paper

 

 

    • Define a size (Step 2 of 4)
      • Input the Finished Size of the product
      • Select ‘Saddle Stitch’ if this item needs to be saddle stitched
      • Selecting the small blue chain link icon will populate the value in the first box next to ‘Bleeds in Decimals’ to the other 3 boxes. This is done by default; you may adjust individual boxes if needed.
      • For the purpose of this example, you may leave Gutter, Number of Pages and Preserve Grain Direction alone.
        • Gutter refers to the extra blank space around the type area
        • Number of Pages: If this is a booklet, add the number of pages
        • Preserve Grain Direction: Toggle on if needing to preserve grain direction for this job. When trying to calculate the number up on a sheet, Odyssey will allow the paper to be turned to see if changing the orientation will get more up on a sheet. If ‘Preserve Grain Direction’ is turned on, Odyssey will just take the orientation given and not turn it to try and get more up.

For example, the finished size of a sheet of paper is 3.5″ x 2″. The press sheet is 12″ x 18″.

12 / 3/5 = 3     18 / 2 = 9     9 x 3 = 27 up

12 / 2 = 6     18 / 3.5 = 5     6 x 5 = 30 up

By rotating the sheet to 2″ x 3.5″, we can get more up on a sheet. If ‘Preserve Grain Direction’ is turned on, Odyssey will stick with 27 up

 

Step 2: Input a finished size

 

How Odyssey uses Saddle Stitching

  • Within Step 2 of the ‘Component Wizard’, the ‘Finished Size’ of 17 x 11 is entered. Odyssey will then allow you to change the folded size from 8.5 x 11 to 5.5 x 17.
    • If ‘Saddle Stitch’ is checked, you will be presented with what the ‘Folded size’ will be.
      • In this case, the folded size will be 8.5 x 11. Odyssey is estimating a book with 8.5 x 11 sized pages. You will be shown the option to change to 5.5 x 17.
      • If ‘Saddle Stitch’ is not checked, Odyssey will estimate a book with 17 x 11 sized pages.
    • With Odyssey showing you what the folded size will be if ‘Saddle Stitch’ is checked, you can specify which dimension you want to fold.
    • After completing the ‘Component Wizard’, selecting the component and then ‘Layout Calculator’ within ‘Form Layout’ will show 17 x 11 next to ‘Finished Size’. Within ‘Form Layout’, Odyssey shows the ‘Customer Finished Size’ as 8.5 x 11. These dimensions match up with Step 2 of the ‘Component Wizard’.

 

Example showing the ‘Finished Size’ in Step 2 of the ‘Component Wizard’

 

Example showing the ‘Finished Size’ within the ‘Layout Calculator’

 

Example showing the ‘Customer Finished Size’ within ‘Form Layout’

 

 

    • Select an ink (Step 3 of 4)
      • You may toggle on/off if the front or back will have aqueous coating.
      • You may toggle on/off if the front will have a Spot Coat.

 

Step 3: Chose ink

 

  • If you select PMS (or other specialty ink) be aware that it’s acting as a placeholder to be able to calculate an accurate cost. The specific PMS color will be identified later in the process.
    • Inside the component (after using the Wizard), there is a department called ‘Colors & Sides’. In here are ink definitions.
    • For example, it may say ‘PMS, PMS2’ if there are two PMS inks on one side. The estimator can change it to ‘PMS311, PMS4011’ to identify the specific PMS color for the job before it becomes an order. The exact PMS exact number needs to be known during production to get the right color, but since it does not affect the price of the job, it is optional until the order is placed.

 

 

Example of other inks that could be selected during Step 3

 

 

    • Add a component description (Step 4 of 4)

 

Step 4: Include a description and up to 3 quantities

 

 

      • For a single component job the description will probably be the same as job name (Flyer, for example).
      • For a multiple component job, identify the component.
        • If the multi-component job is a booklet, the component names might be ‘Cover’ and ‘Inside pages’.

 

 

Example of a Booklet having a Cover as the 1st Component (Step 1 Paper- left; Step 4- Description- right of Component Wizard)

 

 

 Example of a Booklet having Inside Pages as a 2nd Component (Step 1 Paper- left; Step 4 Description- right of Component Wizard)

 

    • Select an output device
      • Enter a quantity
      • Select ‘Load Output Devices
        • Output device options are rated from the lowest to highest cost, based on production costs for the quantity selected.
    • Select the preferred output device.

 

Selecting ‘Load Output Devices’ will show eligible presses from lowest to highest cost

 

 

    • Optionally, repeat the process with two additional quantities.
      • This allows the print shop to up-sell the estimate.
      • Adding three quantities within the Wizard will allow Odyssey to get automated pricing for all three quantities.

 

 

Example showing three different quantities and the cost associated with that quantity within Step 4

 

    • Select ‘Next Step’
  • You may see an alert that says ‘Post-Press Cutting is required, create a task called ‘Post-Press Cutting’ for automatic setup’ (or something similar). This is due to Odyssey sensing the need for post-press cutting (such as bleeds, multiple ups, etc.)
  • This may also happen with ‘Pre-Press Cutting’ too.
  • You may add a Post-Press Cutting task within the ‘Build Estimate’ page
    • This will allow the pop-up in the Component Wizard regarding ‘Post-Press Cutting’ to be ignored.

 

Example of ‘Post-Press Cutting’ task having been added within the ‘Build Estimate’ window

 

    • Select ‘View Estimate’ to review the Estimate Details
      • The Estimate Details will show you the components and the departments involved, the cost for each department, access to adjust markups, and the Estimate Message near the bottom.

 

 

Details regarding Component #1 of an estimate

 

 

Calculated selling price is found at the top next to ‘Calculated Price’

 

  • For multiple component estimates, a grand total will be shown at the bottom of the ‘Estimate Details’ section next to ‘Total All Components’.

 

Grand total of all components at very bottom of ‘Estimate Details’

 

Adjusting the estimate PDF to be sent to your recipient:

  • At this point, you may adjust the estimate PDF that will be emailed to your customer.
    • Scroll down to ‘Estimate Message’ to view the message
      • The Estimate Message may contain the following sections:
        • Layout – Determines the order of output for the estimate message
        • Intro – An introduction to the message; codes available: [First Name] [Last Name] [Full Name] [Estimate #] Name refers to Contact Name
        • Description – Indicates what the item is, type of proof, and how the job will be shipped
        • Component #1 – describes information regarding this component
        • Component #2 (if any) – describes information regarding this component
        • Sign Off – an ending for the message; codes available: [First Name] [Last Name] [Full Name] Name refers to Sales Rep
        • Terms & Conditions – the terms and conditions the print shop has in place, such as ‘Prices are valid for X days’.

 

 

Above: Example of an ‘Estimate Message’ showing various details

 

 

Example of an estimate message showing more than one component with different paper and ink being used.

 

    • Select ‘Information’ to review information such as the Estimator, Estimate Status, Company & Billing Address, and additional Company information.
      • Customer Notes will show on the estimate message you send via email to your customer. The note should be specific to this estimate and will be saved with the estimate.
      • Private Notes are notes intended for print shop employees only and will be included in the job ticket.

 

 


Select either ‘View Estimate’ or ‘Information’ to view the Estimate and various details involved

 

To Modify A Component:

  • To modify a component, select ‘Component #1’ (or whatever name given) under ‘Components’
  • Select the ‘plus’ sign next to each task under ‘Build Estimate’ to open up the section needing adjustments
  • Make adjustments as needed
  • Select ‘Save’

 

Editing a component’s Form Layout (optional)

 

Note: If Odyssey detects that there is a discrepancy (the resource has since been updated) between a component’s information and a paper resource setting, a ‘Paper Changed’ pop-up will allow you to decide how to handle this change. You may either cancel which tells Odyssey that you do not want to update the estimate to match the paper resource or you may ‘Save’ this change will will update the estimate to match the paper resource.

 

Paper Changed pop-up

 

Special Layouts

This feature allows you to specify special situations where you want the press layout to be different than what Odyssey would automatically calculate.

To define special press sheet layouts:

  • Open up any estimate
  • Select ‘Special Layouts’ at the top
  • Enter in the Finished Size, Press Sheet Size, # Up and Press Type
    • If you select ‘Any’ under Press Type, Odyssey will perform the special layout for all valid presses.
  • Select ‘add’
  • Add additional special layouts as needed
    • To remove an existing special layout, select the gray ‘x’ for the line needing to be removed
  • Select ‘Close’

The next time an estimate or order is placed and the finished size entered matches any of the special layouts defined, Odyssey will know to adjust the press sheet layout based on the parameters entered in ‘Special Layouts.

 

Example of a defined special layout for a digital press

 

Notes:

  • If you wanted to add a special layout to include bleeds, you would add the Finished Size with the bleeds.
  • Odyssey will look for a finished size that matches your entry and a press type that matches. If Odyssey finds those, it will use the press sheet and number up that was indicated.
  • You can add as many Special Layouts as needed.

 

To Change or Adjust Part of a Component:

  • Select ‘Wizard’ under ‘Estimate Builder’
  • Select ‘Edit Existing Components’
  • Select the component needing the change
  • Make edits as needed

 

 Note: Odyssey breaks up estimates with more than one component into two orders when a job is sent from an ‘Estimate’ to an ‘Order’

 

Sending Estimates

An estimate needs to be presented to the customer before it’s made into an order. Use the ‘Send Estimate’ feature on the right-hand side. Here, you may preview the estimate or send the estimate (by email) based on the contact name and email from the ‘General Information’ section.

 

Email estimate to your customers for review

 

You may review the estimate to ensure accuracy.

  • Select ‘View Estimate’ if the estimate look correct.
  • Select ‘Order’.
    • The estimate is then turned into an order
  • If the estimate is not correct, you may need to adjust various data fields such as markups, quantities, components and other details. You may also need to make adjustments to your resources if you feel this may be necessary.

 

Example of an estimate with more than one component saved as an order

 

How To Find Estimates:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Estimates’ icon
  • Within the Estimate main page, search for an Estimate under ‘Search’
  • You can search for estimates by job types under ‘Job Types’
  • You can also filter the status of all estimates under ‘Estimate Status’
  • You may also use the main search function found on any page in Odyssey

 

To place an order from the Estimate Page:

If you need to place an order directly from the main Estimates page, follow the steps below:

  • Select the estimate needing to be ordered
  • Select ‘View Estimate’ under ‘Estimate’ on the left side
  • Ensure the estimate looks correct
  • Select the orange ‘Order’ button on top
    • If Odyssey says the order cannot yet be saved, you are missing critical information that will need to be filled in before turning an estimate into an order.

 

Example of not being able to place an order due to a company that has not been specified.

 

  • Select ‘Information’ allows you to edit certain fields.

 

Add in a company within ‘Information’ tab

 

  • Go back to the Estimate page
  • Select ‘Order’ again
  • Fill out order information
    • Quantity
    • Set order status
    • You may reference a previous order that this estimate was based on (if need be) by filling in an order number next to ‘Previous Order #’

 

 

Order information to fill out

 

 

  • Select ‘Place New Order’ when complete.
  • Odyssey will show a red box with a new order number at the top once the order was submitted.
  • The Alert Bell will ring to alert those involved with this order regarding their next steps.

 

Successfully submitted estimate becomes an order

 

Note: Orders placed via the website automatically create an estimate to be associated with it. This estimate can be edited if necessary.

 

Updating the Job Description, Customer Notes and Private Notes

When the ‘Job Description’ on the Build Estimate page is updated, it will carry through after selecting ‘View Estimate’

To update the Job Description:

  • Select an estimate needing a change
  • Select ‘Information’
  • Edit information under ‘Job Description’
  • Select ‘Save and View Job’

 

Name of the job updated within the ‘Job Description’ box

 

 

Odyssey takes the first line of the ‘Job Description’ within ‘General Information’ and puts that information into the ‘Description’ within ‘View Estimate’.

Odyssey will list more than one component if they are different sizes.

 

Customer Notes: These type of notes will show on the estimate message you send to your customer. The note should be specific to this estimate and will be saved with the estimate.

 

Private Notes however are notes intended for print shop employees only and will be included in the job ticket. Your customer will not see these notes on the estimate.

Adding Additional Tasks to the Estimate

Adding additional resources to your estimate will allow you to customize the estimate to your customer’s requirements.

  • Select an estimate
  • Select the component needing a form element (resource) added
  • Add needed resources (Example: Folding)
    • This can be done by typing ‘Folding’ in the white box under ‘Form Editor’
      • The list of resources within the Form Editor is alphabetized which will make it easier to find the resource you are looking for.
    • Place a check mark next to the ‘Folding’ resource

 

Folding will now show up as an a resource within this component, waiting for a task selection. This is an example of a Tri-Fold task chosen within the ‘Folding’ resource. You may override the information within the Form Element.

 

  • Ensure this element is labeled as a task by selecting ‘Task’ within the newly added Folding element and choosing a fold task.
  • Once a folding task is chosen, various fields will automatically be filled in such as # of folds, Run Difficulty, or Make Ready Difficulty.
    • These default entries can be adjusted, if desired, to affect the estimate’s calculation.
  • If you manually fill out the ‘Folding’ element, Odyssey will calculate the needed fields, but they won’t show up in the auto description.

Creating a Template for a new Estimate

Each estimate in Odyssey has the option to be considered a template for a new estimate / order. The reason for this is this is a time-saving method to avoid creating a new estimate from scratch that may have the exact/similar components and tasks for any customer.

Creating a ready-to-use copy for a future estimate is done by creating a template from a single component.

  • Select an estimate that has parameters already filled out
  • Select a component that has parameters already filled out
  • Select ‘Save Template’

 

‘Save Template’ at top of the ‘Build Estimate’ window

 

 

  • You may give the template a name inside the ‘Save Template’ pop-up window
    • If you select ‘Update existing template’, this means you want to update the current template you are editing
    • If you select ‘Save as a new template’ this means you are going to save the current template as a new template
  • Select’ Save Template’

 

‘Save Template’ pop-up

 

 

  • Odyssey will save that component as a template. This is very useful when using the ‘Component Wizard’ because ‘Load a Template’ will allow for saved Templates to be included in the drop-down.
  • You can then use saved templates as a new component in future estimates, thus saving time setting up a new estimate.

 

The saved ‘Component #1 flyer test’ template will now show up in the ‘Load a Template’ drop-down

 

View Website Prices

Selecting ‘View Website Prices’ will show you the 50 most recent website price requests. If you are looking at a website price and it doesn’t look correct for a reason, you can view website prices to see the details behind the total that shows up on the website. This allows you to view, for example, an order form that has more visits than any other order form or you want to see what your print buyers are interested in purchasing but haven’t actually made the purchase.

 

Example of ‘View Website Prices’

 

  • Select the binoculars icon to view details of the website price calculation
  • Select the floppy disk icon to create an estimate from the website price calculation
    • Select this will create an estimate along with a new estimate number
  • Select the 2 arrows to save the website price in a specified estimate
    • Fill in ‘Save as Estimate #’, ‘Specify Contact’, ‘Job Description’, and ‘Optional Notes’
    • Select ‘Save Estimate’

 

Example of moving a website price to an estimate

 

  • Select the ‘i’ icon to view additional information about the website price

If the error ‘No Valid Presses for Order Specs’ is seen on the main ‘Website Prices’ screen, that usually means a caliper is incorrect on a paper resource.

  • Select the line that has the error
    • 1 equals the item is Yes or toggled on (this is an issue)
    • 0 equals the item  is No or toggled off (not an issue)
    • If the item needs to be adjusted, this will be done at the component level within an Estimate

 

Identifying what is turned on/off in a component from within ‘Website Prices’

 

Estimate Copies

Selecting the ‘Copy’ button of an estimate, Odyssey creates an entirely new estimate that is not associated with an order. All components and resources from the original estimate copies over to the new estimate and you may make edits as needed.

Copy Estimate button in main Estimate page

 

Estimate Revisions

An Estimate Revision allows you to make changes without affecting the original estimate. Odyssey will allow the revised estimate to be associated with the original estimate it was saved from.

 

 Select ‘Save and View Job’ to create the revision

 

The revised estimate will show up in the list of other estimates with a dash then a number. This indicates the estimate was saved as a revision.

 

Revised estimate within list of estimates

 

When placing the revised estimate into an order and then looking at that revised estimate in the list of orders, Odyssey will still reference the original estimate number.

When selecting the estimate number from within the order, Odyssey will take a user back to the revised estimate if any changes are needed. The estimate will have a number in the Revision # field based on the number of revisions that were made.

 

Example: One revision done for estimate #1102

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8.The Layout Calculator #

When inside an estimate, the layout calculator will show you the layout of the stock sheet vs the finished product size along with other variables defined within the ‘Form Layout’ task.

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Estimates’
  • Select an Estimate
  • Select a component
  • Select the blue link called ‘layout calculator’ next to ‘Form Layout’

 

 

Select ‘layout calculator’ next to ‘Form Layout’

 

  • If there is more than one quantity, Odyssey will show that to the right of ‘column 1’
  • The ‘Layout Calculator’ window will pop up showing the layout of the component
  • The numbers in the fields on the left side can be adjusted as needed.
    • This includes Finished Size, Stock Sheet, # Up on Stock, Press Sheet, # Up on Press, Bleeds, and Gutter.

 

Fields within the red box can be adjusted; changes will show up on the right side of the window

 

  • When changes are made, the new changes will appear in the layout example
  • The sheet size can be changed under ‘Stock Sizes Available’. The amount of sizes available depends on the paper being used for that component

 

Changing the ‘Stock Sizes Available’ adjusts numbers where the red arrows point

 

  • If bleeds are turned off or a gutter is added, the layout will also reflect this change

 

Adding bleeds shows layout changes right away

 

To see the PDF version of the ‘Layout Calculator’, you must click into the order and select ‘Printable Job Ticket’

 

 

Selecting ‘Printable Job Ticket’ will create a PDF version of the Layout Calculator

 

  • Answer the questions related to layout, jobs, and version to create.
  • Select ‘Make PDF’ to create a PDF that can be saved to local computer.

 

 Printable Job Ticket

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9.Special Tasks - Component Wizard #

Special tasks run automatically when using the Component Wizard.

  • When you click ‘Next’ at Step 4 of the Wizard, Odyssey creates the component and added all the Special Tasks to the estimate at that point.
  • Website prices use the Component Wizard internally and Special Tasks apply to website price calculations as well.
  • Website prices are used to generate website orders, so Special Tasks apply to orders as well.
  • If the Automatic Tasks fields of Pre-Press Cutting, Post-Press Cutting and Aqueous appear empty, edits will need to be made to add resources. The tasks within the cutting and aqueous resources are what is needed for the Automatic Tasks.

 

 

Tasks under the ‘Aqueous Coating’ resource are used within ‘Automatic Tasks’

 

 

Special tasks filled out for three resources: Pre-Press Cutting, Post-Press Cutting, and Aqueous Coating

 

To allow Special Tasks (pre-press, post-press, and aqueous) to show up in an estimate, follow the steps below:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Resources’
  • Select the resources that need a task added
  • Select ‘Add Task’
  • Fill out the ‘Description’
  • Insert difficulty numbers for those resources needing this information
    • Keep in mind 100 is the default for normal difficulty. It represents the typical expectation of time for this task.
  • Select ‘Save’

 

Task added within ‘Pre-Press Cutting’ resource

 

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Estimates’
  • Select the estimate you need to work on
  • Select ‘Special Tasks’ in the top-left next to the Alert Bell
    • You can tell Odyssey which tasks should be used if Pre-Press cutting, Post-Press Cutting, or Aqueous Coating is called for in the Component Wizard for every estimate. That way when the wizard finishes, it can automatically set up those tasks for you.
    • Select ‘Pre-Press Cutting: Cut’ from the drop-down next to ‘Pre-Press Cutting’
    • Select ‘Post-Press Cutting: Cut’ from the the drop-down next to ‘Post-Press Cutting’
    • Select ‘Save Special Tasks’ in the lower-left
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10.Markups #

How To Set Markups

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Estimates’
  • Select any Estimate to open it.
  • Select ‘Markups’ under ‘Estimate Builder’

 

‘Markups’ are found within the Estimate Builder (or within ‘Edit Job’ if the estimate was turned into an order)

 

  • Select ‘Define Markup Categories’ under ‘Default Markups’ in the center of the page
    • The box below pops up where you can view the current markups
  • Select ‘Define Categories’ to add a new Markup or edit an existing one

 

 

‘Define Categories’ allows you to add a new markup or edit an existing markup

 

    • You may edit the current markups by selecting the pencil in-line with the markup.
  • Select ‘Add New Markup category’ if you would like to add a new category

 

 

Create a new Markup category

 

  • Add a name in the ‘Category Description’ field
  • Select the ‘Default Category’ checkbox if you would like that category to be the default markup category
    • Only one category can be the default
    • In determining the default category, it is best to make the category with the most customers in it be the default option. That way any customer not assigned to a category will go there.
  • Add the appropriate markups for the following: Paper, Material, Labor or Outside Markup
    • Note that the overall Markup will be created after all the other markups below it are calculated.
    • You may also add different markups if multiple quantities are ordered.
    • These numbers are percentages (e.g.- 10 = 10%).

 

Define various Markup categories

 

  • Select ‘Save Changes’ once completed with this section
    • Once you have completed creating markups, customers can be assigned to the markups.
  •  Select the blue ‘Assign Customers’ link
  • Find the markup category you want to add customers to
  • Select desired markup category

 

 

 Select a company or start typing in the company name in the text box

 

  • Click on the customer name below to move the customer to the list on the right
    • If needing to remove a customer from a markup category, simply click on the customer’s name on the right pane to remove them.

 

Selecting a company on the left side moves the name to the right side

 

  • Select the blue link ‘Categories’ in order to save these changes
  • You will return to the ‘Assign Customers to Markup Categories’ view.
    • Note that now Brokers has a ‘4’ next to it rather than a ‘3’. This simply means another customer has been added to the category ‘Brokers’

 

The number next to the Markup category refers to how many customers are within that category

 

 

Additional Notes

  • Auto Markups
    • Automarkups can be used in cases where you need certain Total Price breakpoints to have different markups.
    • Example:
      • 00-$49 300%
      • 50-$99 250%
      • 100-$249 225%
      • 250-$499 200%
      • 500-$999 175%
      • 1000+ 150%
    • If Auto Markups are turned on, you can bypass them for a particular estimate by select ‘Yes’ for the option to bypass auto markups.
      • Please contact MI4P if you feel Auto Markups will work for you specific situation.

 

  • Turnaround Markup
    • Optional markup percent which is applied after all markups and is reserved for turnaround or delivery markup.
    • Note: This markup works independently of the other markups and will take place even if ‘Auto Markups’ is turned on! Turnaround is always a percent.
    • Special Note: If calculations modify the turnaround markup, the calculation will over-ride the value entered here.
      • Turnaround calculations would be found within the ‘Turnaround Times’ resource

 

  •  Discounts
    • You can add a discount rather than a markup. Enter the number as a negative (e.g. -30% discount = -30)
    • The discount is normally a percent, but can be a flat dollar amount (follow the number with “f”).

 

Example of using a flat amount in a Discount

 

  • A discount is applied to all components of an estimate
  • Like ‘Turnaround’, ‘Discount’ works independently of the other markups and will take place even if ‘Auto Markups’ is turned on!
  • Special Note: If calculations modify the discount, the calculation will over-ride the value entered here.

 

  • Website Price
    • If entered, this means a price was established on the website before being entered here.
    • These prices should not be changed since the customer agreeded to proceed with the price presented for this job before ordering!
    • This applies to Website Shipping, Sales Tax, and Reference as well

How To Use Markups

  • Go back to ‘Information’ within an estimate
  • Scroll down to the section ‘Look Up Company & Billing Address’
  • Select ‘Click to Look Up’

 

Markups are found within ‘General Information’ when looking up a company

 

  • Start typing in the name of your customer/company
  • Select the drop-down to select their name:

 

 

Select a contact

 

  • Select ‘Continue’
  • Choose an address
  • Select ‘Save’

 

 

    • Upon selecting ‘Save’, you will see a message pop up stating: ‘Markups set to “Brokers”’ (or whatever markup you assigned the customer/company).

 

 

  • Select ‘Markups’ on the left under ‘Estimate Builder’

 

 

 

    • You will see the specific Markups for the markup category created:

 

 

The ‘Commission’ comes from the Sales Rep commission set in the Control Center on the website

 

    • Note that the Commission comes from the Sales Rep commission value set in the Control Center on the website->Accounts->Employees->edit the Sales Rep account under Base Commission.
  • Compare the above to what was created in the new markup (example below):

 

 

Ensure the numbers within the red box match the same numbers as found on the ‘Markups’ page under ‘Estimate Builder’

 

  • You may also manually change the Sales Rep or Customer Service Rep. When the Sales Rep is changed, Odyssey will automatically change the commission in the ‘Markups’ view.

 

Bypassing Markups

Odyssey has functionality for resources to not be marked up, such as postage. Such resources will appear in the ‘Estimate Details’ section as ‘no markup’. The total cost will still include the resource that is bypassing the markup, but the markups will exclude that resource.

 

Example of a Postage resource with no markups applied

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11.Create Order Forms #

You will be able to manage your order forms in Odyssey similar to the process you currently use in the Control Center of your website, but with the addition of some Odyssey-specific features.

These Odyssey-specific features are all in the ‘Form Designer’ section of an Order Form, where you are able to add the questions and answers that will appear on your website order forms.

In Odyssey, you will be able to connect those questions to their Odyssey resources, so the combination of Odyssey and the Order Forms will be able to generate an Odyssey job ticket (complete with pricing) when customers place orders on your website.

So, for example, you have business cards currently on your website. You can use ‘Form Designer’ within the Business Card Order Form to add, edit, or delete questions and answers that appear on your website order form. When a customer is adding Business Cards to their cart on your website, live pricing will show up, which is connected to Odyssey resources to create an instant price for your customers to see.

For more complex print jobs, components or order forms can be set up to handle different parts of the same print job. For example, a booklet order form might have separate components for the cover and the interior pages.

 

Setting up new Order Forms

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Order Forms’

 

 

  • Select ‘Add New’
  • Under ‘Product Info’ add the following:
    • Enter the product information similar to the product’s name (Example: Flyers)
      • It is very common to have the Product Info the same name as the Category
    • Enter the product description (Example: Type of flyer)
    • Enter a category under ‘Categories’
      • If you added a category not already a part of your Order Form categories, Odyssey will automatically add this as a new category for you
      • These Categories are from the print buyer’s perspective
      • This will help you sort orders by what kind of products they are. These are the same categories used on your website.
    • Insert specifications under ‘Specifications’ to be presented to your print buyers:
      • Product ID
      • Size
      • Paper
      • Ink

 

 

Sample Flyer order form with product information filled out

 

  • You may add Product Images, Sample PDF’s or Production PDF’s if applicable
  • Select ‘Save’

 

Example of a Flyer Order Form within the ‘Public Order Forms’ list

 

Using Form Designer

In this example, a Flyers Order Form will be created using Form Designer.

We will go over:

  • Specifications
  • Questions & Answers
  • Types of order forms

 

 

Form Designer on left-hand side of the ‘Build Order Form’ page

 

Job Specifications

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Order Forms’
  • Scroll down until ‘Flyers’ category is seen (this may be the one created from the previous section ‘Setting up Order Forms’)
  • Select the ‘Flyers’ order form
  • Click on ‘Form Designer’ under ‘Order Form Builder’
  • Perform the following under ‘Job Specifications’:

Pro Tip: You can minimize or maximize the questions in your form by selecting the plus or minus sign. You can also drag and drop new questions from the “Form Elements” area on the right-hand side.

 

Fill out ‘General Specifications’ within Form Designer

 

  • Quantity: Set the options for how your customer will identify the Quantity ordered under ‘Quantity’
    • The print buyer can order the product by entering a desired quantity
    • The print buyer select a quantity from a pull-down menu
      • If you prefer this method, select ‘Edit Quantity Breaks’ to set up the different quantities you want showing up on the order form

For the following Ink Colors, Paper, and Size, you have two options. You may either identify a question on the order form which provides this value, or force the value of your choice.

  • Ink Colors: Set how you want Odyssey to determine the inks used for this project
    • This will typically be ‘Color Choices’ which relates to the ‘Color Choices’ within the ‘Questions & Answers’ section
  • Paper: Set how you want Odyssey to determine the paper used for this project
    • This will typically be ‘Paper Choices’ which relates to the ‘Paper Choices’ within the ‘Questions & Answers’ section
  • Size: Set how you want Odyssey to determine the finished size used for this project
    • This will typically be ‘Choose Size’ which relates to the ‘Choose Size’ within the ‘Questions & Answers’ section
  • Quantity Multiplier: Set how you want Odyssey to price this form based on quantity passed in from the website times the multiplier you input.
    • You can choose 1 (no multiplier) or Other Value. If you input a different value, Odyssey will present pricing for that order form based on the quantity the print buyer enters times the value for the Quantity Multiplier.
  • Spoilage (optional): You can assign Press Run spoilage based on percent of quantity or press sheets per plate or Bindery spoilage based on percent of quantity or press sheets.
  • Private Notes (optional): You can include text in which all Odyssey estimates created from this order form should include the private note.
  • Estimate Template (optional): When creating estimates and order in Odyssey, you can choose the following:
    • The form to use the most cost-effective options available based on the data provided
    • Always use the specifications established from an already created estimate; provide the estimate number in the blank box.

 

Example of ‘Flyers’ Order Form Job Specifications filled out

 

‘Questions and Answers’

This section of ‘Form Designer’ is where you determine what you want your print buyer to see on your website order form. Each order form you present to your print buyer can be customized depending on the content within the ‘Questions & Answers’ section.

  • Drag ‘Dimensions’ from the ‘Form Elements’ section onto the form under ‘Questions & Answers’
    • Add sizes (one size per line)
    • Select ‘add question’
  • Drag ‘Color Picker’ from the ‘Form Elements’ section onto the form under ‘Questions & Answers’
    • Rename it ‘Color Choices’
    • Fill out the ‘Color Option Wizard’ as needed
    • Select ‘add question’
  • Drag ‘Radio Button’ from the ‘Form Elements’ section onto the form under ‘Questions & Answers’
    • Name the new paper pop-up ‘Paper Choices’
    • Change ‘Question Type’ to ‘Radio Button’
    • Change ‘Answer(s) Map to:’ to whatever paper resource tag you want this form to map to.
      • Example: If you tag all your papers with a tag ‘Paper’ then selecting the paper tag in this order form will show all papers with the tag ‘Paper’. If you only want to use certain paper for flyers, you will want to add a tag ‘Flyer’ to only those paper resources you want used for the flyer order form. You can them select the Flyer tag next to ‘Answer(s) Map to’ when setting up a flyer order form.
    • Select ‘add question’
  • Drag ‘Folding Options’ from the ‘Form Elements’ section onto the form under ‘Questions & Answers’
    • Ensure ‘Question Type’ shows ‘Radio Button’
    • Select ‘Customize Answers’
    • You may toggle on and off answers you want your print buyer to be able to select such as Half-Fold, Tri-Fold, Z-Fold and so on.
  • Drag ‘Coating’ from the ‘Form Elements’ section onto the form under ‘Questions & Answers’
    • Ensure ‘Question Type’ shows ‘Radio Button’
    • Rename question as ‘Aqueous Coating’
    • Change ‘Answer(s) Map to:’ to whatever aqueous coating tag you want this form to map to.
    • You may toggle on and off answers you want your print buyer to be able to select from.
  • Drag ‘Turnaround Times’ from the ‘Form Elements’ section onto the form under ‘Questions & Answers’
    • Rename question as ‘Turnaround’
    • Ensure ‘Answer(s) Map to:’ is set to ‘Turnaround Times’
    • You may toggle on and off answers you want your print buyer to be able to select from.
  • Drag ‘Text Input’ from the ‘Form Elements’ section onto the form under ‘Questions & Answers’
    • Rename it to something applicable (Example: Describe the job).
    • Include the character limit
    • Select ‘add question’
  • Drag ‘Multiline Text Input’ from the ‘Form Elements’ section onto the form under ‘Questions & Answers’
    • Name it ‘Comments’
    • Include ‘Limit to’ the applicable number of rows
    • Select ‘add question’
  • Drag ‘File Transfer’ from the ‘Form Elements’ section onto the form under ‘Questions & Answers’
    • Name it ‘File Transfer’
    • Select ‘add question’
  • Select ‘Save’ at the top

 

Example of ‘Questions & Answers’ within a Flyer order form

 

You will now have an order form set up for ‘Flyers’ within Odyssey’s ‘Public Order Forms’ using ‘Form Designer’.

To view what the order form looks like from a print buyers perspective, select ‘View Form’ at the top of the page. You can then view the order form on your web page. If changes are needed, make changes within ‘Form Designer’ until you have your order form set up how you want your print buyer to see it.

Side Note: The type of questions that can be “mapped to” are: ‘Radio Button’ (), ‘Turnaround Times’ () , and ‘Pulldown Menu’ ().

If any of those questions are global questions (the globe will be blue), they can’t be mapped at the order form level. This means it’s tied to a specific resource and must be edited within the resource itself.

Example: The ‘Folding Options’ has a blue globe meaning to change the question type, this must be done in the ‘Global Elements’ section of ‘Order Form Settings’.

 

Example of a ‘Folding’ resource that was added as Question Type of ‘Radio Button’

 

Categories

Categories will help you sort your orders by what type of product they are. It’s the same categories listed on websites provided by Marketing Ideas for Printers, if that is a service you are subscribed to.

 

Left: Order Form categories in Odyssey; Right: Those same categories show up on the website facing the print buyers

 

Refer to the following steps to create new product categories:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Order Forms’
  • Select ‘Add New’ in the upper-left screen
  • Add needed information about the product
    • This example will use ‘Photo Books’ as a new category
  • Select ‘Save’
  • Select ‘Public Order Forms’ in the upper-left
  • Select ‘Public Order Forms’ again
  • Scroll down until ‘Photo Books Test’ category is found
  • Click on ‘Form Designer’
  • Refer to ‘Order Forms – General Specifications’ within the ‘How To Use Odyssey: How To Connect Website Order Forms (Private & Public) With Odyssey’ section for more information related to ‘Form Designer’

 

 

Creating a category while in ‘Build Order Form’

 

Types of Order Forms

The two different kinds of order forms:

  • Public
  • Private

 

Public and Private Order Forms

 

  • Private order forms are order forms set up for a specific customer. They are typically referred to ‘Reorder Forms Library’.
  • Public order forms are available to anyone who visits your website.

 

 

Example of a Private Order Form for Photo Books

 

Testing Order Forms on Your Website

You can test an order form before it’s made public to everyone. To do this:

  • Select an order form
  • Ensure the lock icon under ‘Published’ is toggled to say ‘This Order Form is Private’
  • Select ‘Form Designer’
  • Select ‘View Form’
    • This allows you to view the order form on your website
  • If you see changes need to be made, go back into ‘Form Designer’
  • Make needed changes and repeat steps until the form is correct.

 

Turning on and off Order Forms

To turn on an order form:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Order Forms’
  • Select any Public Order Form
  • Select ‘Product Information’ on the left under ‘Order Form Builder’
  • Toggle ‘Unpublished’ to ‘Published’ (will turn green)
  • Ensure the lock icon under ‘Published’ says ‘This Order Form is Public’
    • The form is now publicly available on your website and will be seen by everyone.

To turn off an order form:

  • Click the lock icon to show ‘This Order Form is Private’ if you do not want this order form to be seen by everyone.
    • This will prevent your website visitors from seeing and using this form.

See images below of how the public Order Form in Odyssey is viewed by the public on the website.

 

Odyssey: Order Form Builder ‘Product Information’ section as it relates to the website

 

 

Odyssey: Order Form Builder ‘Form Designer’ (left) relation to the website order form (right)

 

uDesignIT!

Selecting the uDesignIT! tab within the Order Form Builder will take you to your Control Center’s uDesignIT! tab for that order form. This will enable you to see if there are an PageFlex Studio files part of the order form. You will need to update Pageflex Studio files within the Control Center.

 

uDesignIT! tab in Odyssey takes you to uDesignIT! for the same order form in the Control Center

 

Pricing

Selecting the ‘Pricing’ tab within the Order Form Builder will take you to your Control Center’s ‘Pricing’ tab for that order form. This will enable you to see what pricing method is currently being used for the order form. Selecting any pricing method other than ‘Advanced Pricing: Odyssey’ will use order form pricing (if any pricing has been set up).

 

Pricing tab in Odyssey takes you to Pricing for the same order form in the Control Center

 

 

Shipping Weight

Selecting the ‘Shipping Weight’ tab within the Order Form Builder will take you to your Control Center’s ‘Shipping Weight’ tab for that order form. This will enable you to see what Shipping Weight method is currently being used for the order form.

 

Shipping Weight tab in Odyssey takes you to Shipping Weight for the same order form in the Control Center

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11.1.Connect Website Order Forms with Odyssey #

There are two types of Order Forms in Odyssey: Self-serve and Guided.

  • Self-serve Order Forms can be used by your customers with no assistance from you. Any selections your customers make will either be tied directly to a resource so it can instantly become part of the job ticket, or it will create an ‘unresolved question’ and ring the ‘Alert Bell’ so your team can make sure all unresolved questions get answered before printing moves into production.
    • Self-serve Order Forms can be entry points for the Reorder Forms Library, FastTrack, DesignEdit orders and file transfers.
  • Guided Order Forms appear on your website for you and your team to use. They are order forms only your print shop can see. You can create more complex order forms and place orders on behalf of the customer whether they walk-in, call, or email. These forms provide an easy way to fill the gap between the customer and the estimate for orders that don’t require complex customization.

 

In order to set up your website to connect to Odyssey, you will need to set up Order Forms within Odyssey. This is done by the following steps:

  • Go to the Odyssey homepage (Dashboard)
  • Click on ‘View All’ under ‘Order Forms’
  • Select any Public Order Form needing to be turned on
  • Select ‘Form Designer’

 

General Specifications – Recap
The ‘General Specifications’ is found within each individual form’s ‘Form Designer’ section. It includes three Odyssey-specific items: ‘Quantity’, ‘Multiplier’ and ‘Private Notes’.

‘Quantity Multiplier’ is only used if the quantity entered by the customer doesn’t correspond with the quantity that should be used by Odyssey for calculating a price or allocating resources. A ‘Quantity Multiplier’ of 1 signifies there is no multiplier.

Example: If a print buyer is ordering color copies and they want 10 copies of 12 originals. The number of originals would be the quantity multiplier.

The Private Notes area allows you to establish “default” Private Notes that should appear in all Odyssey estimates generated by the Order Form being created.

 

Ink Colors, Papers, and Size
All order forms require paper, ink, and size in order for Odyssey to generate a price. To help in the process of setting these up, all order forms are provided with hidden resource elements, which look like [  ], to handle these resources.

A Hidden Resource is a ‘question’ that will not appear on your order form when customers fill it out, but it will carry through to Odyssey when creating a job ticket and establishing a price.

If you know the specific paper or size an order form will create (a Reorder Forms Library item, for example), use the built-in hidden resources [   ] on the form to establish that information so Odyssey ‘knows’ it, too.

 

Left side: Paper using specific resources within ‘General Specifications’.

Right side: Odyssey knows that because 20# Bond was selected within Odyssey, only three sizes for that particular paper are available for the print buyer on your website.

 

However, if you want to give customers a choice of papers, sizes, or inks, you can assign those resources to a visible question.

 

’Paper’ resource under ‘General Specifications’ indicates there is a question associated with this job down below in the ‘Questions & Answers’ section

 

 

Example of adding a ‘Paper Choices’ Question & Answer that maps to the ‘Paper’ resource from ‘General Specifications’

 

  • Color Picker questions are automatically designated to handle inks meaning Odyssey will know what inks to use for each job based on the ‘Color Picker’ element as part of the ‘Questions and Answers’ section.
  • Dimension Field questions are automatically designated to handle finished sizes. This means Odyssey will know what size to use for the job based on the ‘Paper Size’ element as part of the ‘Questions & Answers’ section.

 

Any Order Forms that already contain an ink or size resource will reflect this by not including a default hidden resource for the item in question (sizes or inks).

Size: Radio Button and Pulldown Menu questions can be used for size, but the answers provided MUST meet the guidelines for doing so. That means the answers must be in a format similar to this: “8.5 in. x 11 in.” ‘Dimensions’ Field questions already use this format and are automatically assigned to finished size.

 

Size within ‘Job Specifications’ (Left) corresponds to ‘Size’ within the ‘Questions & Answers’(Right)

 

Paper: Radio Button and Pulldown Menu questions can be used to handle paper selection. Answers must be mapped to specific paper resources, so Odyssey can make its connection.

 

Paper Choice under ‘Questions & Answers’ allow for Pulldown Menu or Radio Button

 

 

Color Picker and Hidden Resource questions are the only ones allowed for establishing inks.

 

Within the ‘General Specifications’ (Left) and “Questions & Answers’(Right), only one choice is allowed: Color Options and Color Picker respectively

 

Paper: If you assign papers or finished size to a question on your form, the default hidden resource associated with that setting will then disappear, and Odyssey will use the question you’ve specified instead to assign those resources.

Example:

The ‘Paper’ job specification will be determined based on a question from ‘Paper Choices’.

‘Paper Choices’ under ‘Questions & Answers’ shows ‘Radio Button’ meaning there will be a list of papers to choose from on the website.

This means Odyssey is using the ‘Paper Choices’ question specified under ‘Questions & Answers’ to assign those resources to a specific order from the order form.

 

Paper within ‘Specifications’ is set to determine the paper used for the project based on ‘Paper Choice’ under ‘Questions & Answers’

 

The same is true of inks. If you add a Color Picker question, the default Ink Colors hidden resource will disappear.

 

Ink Colors is a ‘Hidden Resource’ (shows with the [  ]  )

 

 

‘Ink Colors’ is no longer a ‘Hidden Resource’ since ‘Color Picker’ was renamed to ‘Color Options’ , and was added under ‘Questions & Answers’

 

Global Spot Inks

The first Question & Answer you’ll see is for ‘Color Options’ Element.

If this is not seen, drag the ‘Color Picker’ from the ‘Form Element’s on the right side beneath ‘Questions & Answers’.

This is the dropdown list of ink color options your customers are able to pick from if they choose a one-color or two-color answer on any color picker questions available on your website’s order forms.

 

Odyssey ‘Color Options’                                                Website Order Form Color Options

 

 

Ensuring ink is set up as a resource will allow the ‘Color Option’s function to work properly.

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Resources’
  • Tag all inks with the tag ‘Ink’

 

Global Questions

It is a time-saver option, especially if you know the same question needs to be asked on multiple order forms. Global Questions can be easily and quickly added to an order form’s Form Designer section on any order form you choose.

 

Under ‘Global Elements’, there are two sub-categories: Local and System.

 

Local & System Global Form Elements

 

  • Local Global Elements: A combination of Global Questions created by a user and/or being used on the order form being viewed.
  • System Global Elements: Consists of the original Global Questions that were automatically created when an Odyssey subscription is started. They CANNOT be deleted but the can be used like any other Global Question.

 

Form Elements in Odyssey mirror the Questions & Answers –> ‘Add a question’ option on your website’s Control Center for the same order form.

Unlike selecting a type of question from a drop-down list within the Control Center, you may drag-and-drop the type of question you want to add in Odyssey from ‘Form Elements’ to below the ‘Questions & Answers’ section under ‘Job Specifications’.

 

Example of Form Elements added to ‘Questions & Answers’

 

Once the Form Element has been placed under ‘Questions & Answers’, the question type can be modified/customized to personalize the question you want to ask your print buyers on the order form.

Similarly, Global Elements have types of questions that can be dragged-and-dropped from the column ‘Global Element’s to the ‘Questions & Answers’ section of the Form Designer. They are not customizable within the Form Designer. Instead, Global Element questions are created and/or modified from within Order Form Settings.

 

Steps to access Order Form Settings:

  • Select the ‘Order Forms’ icon from Odyssey’s dashboard
  • Select ‘Public Order Forms’ in the upper-left next to the Alert Bell then select ‘Order Form Settings’ in the drop-down

 

This will allow you to view and edit the current Global Questions as well as create new Global Questions by dragging-and-dropping question types from the right-hand column under ‘Form Element Types’ to the ‘Global Elements and Questions’ section.

 

Drag Form Element Types to ‘Global Elements and Questions’ section

 

Note: The Global Questions under the ‘System’ sub-category (with the Form Designer of any order form) can be associated with Odyssey resources but they cannot be deleted- they are ‘built-in’ to Odyssey. However, you may change the name of the System Global Question, the type of question, and answers for the question and connect it to an Odyssey resource but the question will always be present in some form.

 

To create a new Global Question:

  • Drag a Form Element Types from the right column of the Order Forms-Global Settings page to under the ‘Global Elements and Questions’ section
  • Give the question a title
  • Fill out the needed information to personalize the question
  • Select ‘add element’

 

A new ‘Text Message’ Global Question being created

 

Global Questions must be created in the ‘Order Forms – Global Settings’ page before they will show up on the right-hand column of an order form’s Global Elements.

 

 

Example of a newly created Global Question available in ‘Form Designer’ of an order form

 

  • The newly created Global Question will automatically appear under the ‘Local’ sub-category of Global Elements with the Form Design of any order form.
  • There is no limit on the number of Global Questions that can be created.
  • If you no longer need a previously created Global Question, you may delete it as long as it is not being used on an order form. If the Global Question is being used on an order form, the trash can icon will be replaced with a ‘?’ question mark that says ‘This question cannot be deleted because it is in use in <##> order forms‘.
    • The Global Question will need to be deleted from any order forms it is currently being used on before it can be deleted from the ‘Order Forms – Global Settings’ location.

 

Difference between trash can and ‘?’ icon in ‘Global Elements and Questions’

 

 

Benefits to using Global Questions:

  • Upon creation of a new Global Question, you may add it to as many order forms (Public or Private/Reorder Forms) as you like without having to re-create the question. If you need to make a change later, you only have to make the change once within the ‘Order Forms – Global Settings’ page. The Global Question will then automatically update on all order forms it is being used.
  • You may turn off answer on a Global Question within an order form’s ‘Form Designer’ if an answer is not applicable to that question on the order form.
    • Select ‘Customize Answers’ within the Global Question in Form Designer
    • You may choose to ‘Hide/Show’ next to each answer
    • Once an answer is turned off, Odyssey will automatically save your selection.
    • Selecting ‘Use Default Answers’ will turn all answers to ‘On’

 

Example of turning of answers on a Global Question at the order form level

 

 

Additional functionality of Global Questions

The following section refers to additional functionality that can be applied to Odyssey Global Question and currently accessed within the Control Center of the website.

 

Rules

  • You may set up rules for Global Questions just as you can for questions that are only on an order form.
  • Rules can only be applied to a Global Question in the Control Center after the Global Question has been added to an order form in Odyssey.

 

Example of the ‘Rules’ tab for an order form in the Control Center

 

Please reference ‘‘Order Forms Questions and Answers Dependencies‘ regarding adding/editing Rules on order forms in the Control Center.

 

Groups

  • Groups are breaks/headers to separate questions on an order form
  • Related answers that appear as checkboxes or radio buttons can now be grouped together under different headings. This can be useful for organizing similar answers together to make them easier for your customers to find. Grouping is also useful for setting up dependencies, where a certain answer to one question might cause an entire group of answers on a different question to appear or go away.
  • Groups can only be setup/edited for a Global Question in the Control Center after the Global Question has been added to an order form in Odyssey. This functionality is found within ‘Global Questions’ in the Control Center.

 

A new group created (left) and how it’s displayed on the order form (right)

 

Please reference ‘‘Order Form Global Questions‘ regarding adding/editing order form Groups in the Control Center.

 

Components

In addition to the questions and answers, you’ll also see an “Add New Component” button on the Form Designer page.

 

 

This is meant for more complex order forms, where the job created includes more than one component. An example of this would be booklets, where you’ll need separate components for the cover and interior pages.

Refer to the section ‘Setting up a Booklet Order Form‘ to set up a booklet.

 

Enabling Odyssey Pricing

Once you have everything in place, toggle the “Use Odyssey to price this form” switch to enable Odyssey pricing if you want to use Odyssey to generate a price.

 

Enable Odyssey pricing by toggling on ‘Use Odyssey to price this form’

 

If you’re using (or wish to use) one of the other pricing methods from the Control Center (within your website), leave this switch off. In either case, Odyssey will use the resources and component connections you’ve established on your form to generate job tickets when your customers place orders on your website using those created order forms.

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11.2.Setting up a Booklet Order Form #

The Booklet Order Form is very useful when you have binding options such as Wire-O, Plastic Coil, GBC and Saddle Stitch for booklets.

We will go through an example of setting up a Booklet Order Form that will become print-buyer ready on your web-site. This is assuming you already have all the needed resources added to your Odyssey installation, which we will cover.

 

In order to set up the Booklets Order Form to tie to Odyssey resource and for Odyssey to price the Booklets, the following resources must first be added:

  • Cover Paper resources
  • Inside Pages resources
  • Press resource(s) where booklets are printed
  • Bindery resources that are used to create booklets

 

Once the needed resources have been added to Odyssey, ensure the following:

  • Create a ‘Cover’ tag and assign each Cover paper resource to the ‘Cover’ tag.
  • Creating an ‘Inside Pages’ tag and assign each ‘Inside Pages’ paper resource to the ‘Inside Pages’ tag.

Note: If Self-Cover booklets are an option, you will also need to assign the ‘Cover’ tag to the ‘Inside Pages’ paper resource.

 

If your print shop offers Bindery actions that are not all listed as ‘tasks’ under a specific Bindery resource (such as the Booklet Binding custom resource from the Custom Resource Library), create a new Booklet-Binding tag where you will add in all the possible binding options/resources for booklets offered by your print shop to this tag. These tags will allow Odyssey to present specific Cover and Inside Pages resource options, as well as Bindery options, as possible answers to the corresponding questions on the Booklet Order Form.

 

Once you feels tags have been set up for each type of paper, you are ready to set up the Booklet Order Form.

  • Navigate to the Odyssey dashboard
  • Select ‘Order Forms’
  • Select ‘Public Order Forms’ in the upper-left
  • Select ‘Booklets’ from the Categories drop-down or you may scroll down under ‘Public Order Forms’ to find the ‘Booklets’ category.
  • Select the ‘Booklet’s order form link
  • Select ‘Form Designer’ on the left under ‘Order Form Builder’

 

As with all Odyssey order forms, the Booklets order form has two red triangles to resolve to begin with under ‘General Specifications’: Paper and Size.

 

Paper and Size under Form Designer needing to be resolved

 

For now, we will leave the ‘Paper’ and ‘Size’ sections alone as they will eventually say ‘Defined at the Component Level’ as how ‘Odyssey currently says ‘Odyssey will determine the paper/size used for this project based on…’ as currently seen within ‘Paper’ and ‘Size’.

 

Below are the default ‘Questions & Answers’ already present on the Booklet order form in Odyssey:

 

You will see there are Color and Paper options for the ‘Cover’ but only for Paper Choices for the ‘Interior Pages’. This is because on any other order form with paper choices, Odyssey only allows one Color Picker question.

To allow more than one Color Picker type of question, we will create new Components in the Booklet order form. However, we must first need to create the organizational headers for the new components.

 

Cover Page Component

 

  • Under ‘Form Element’s, click-and-drag a ‘Highlighted Text Message’ question type to the location right below the ‘Size’ question under ‘Questions and Answers’.

 

 

  • Enter ‘Cover Page Details’ as the title and ‘<h3>Cover Page Details</h3>’ in the Message section as seen below.

 

‘Cover Page Details’ Form Element

 

  • Select ‘add element’
  • Select the ‘+’ once saved to maximize the ‘Cover Page Details’ text message.
  • Select ‘Add New Component’ from the top-right above ‘Form Elements’

 

 

 

  • Enter ‘Cover Page’ in the text field
  • Select ‘add’

 

 

This will create the new component and Odyssey will place it under the last question (Files) in Question and Answers. If it does, you will need to slowly drag each question that is between the ‘Paper Choices (Cover)’ question and the ‘Files’ question below the new ‘Cover Page’ component. Ensure this newly added component stays at the same indent the question had prior to being dragged down.

  • Drag ‘Number of Pages’ question below the new ‘Cover Page’ componet
  • Drag ‘Paper Choices (Cover)’ and ‘Color Options (Cover)’ inside the new ‘Cover Page’ component (once the ‘Cover Page’ component is directly under the ‘Paper Choices (Cover)’ question) so that the new ‘Cover Page’ component looks as follows:

 

‘Cover Page’ component indented under ‘Cover Page Details’

 

Notice there is a ‘General Specifications’ under the ‘Cover Page’ component, similar to the one at the top of the Form Designer page and it also has red triangles in it. You will resolve the red triangles in the new ‘General Specifications’ section once needed components have been added. Doing so will also resolve the red triangles initially seen at the top under the ‘General Specifications’ section when you first opened the Form Design for this form.

Note: You may need to refresh (F5 on the keyboard) your browser window before you can ‘+’ the embedded ‘Color Options (Cover)’ and ‘Paper Choices (Cover)’ questions under the ‘Cover Page’ component.

  • Select the ‘+’ sign for ‘Color Options (Cover)’
    • You may change the Color Labels values to: ‘Front’ and ‘Back’ or leave as ‘Outside Cover’ and ‘Inside Cover’. This is your preference and whatever is chosen is how this will be displayed on the Order Form for your print buyers.

 

Color Labels within ‘Color Options (Cover)’

 

  • Remove/delete any color options you print shop does not offer for booklet covers (Example: perhaps you do not offer Two-Color Front/Back as an option, you would delete this answer).
    • You may also not want to offer ‘One Color’ as it is a selection of colors. If that is the case, replace the ‘One Color’ options with the ‘Black – *’ or ‘* – Black’ options under the ‘Available Answers’ drop-down at the bottom of the question.

 

Delete color options you do not offer for booklet covers

 

  • Select the ‘+’ on the ‘Paper Choices (Cover)’ question
  • Find the Cover Paper resource tag you previously created under ‘Answer(s) Map to:’
  • Select the tag

Note: If this order form is also for Self-Cover booklets, then add all ‘Cover’ and ‘Inside Pages’ paper resources to a new tag called ‘All Booklet Paper’. You would use this tag in lieu of the ‘Cover’ tag referred to previously.

  • Select ‘Replace Answers’ when Odyssey prompts you with whether you want to ‘Keep Existing Answers’ or ‘Replace Answers’.

 

Select ‘Replace Answers’

 

You should see similar as the below, listing the specific Cover Paper resources you previously added as answers to this question:

 

Cover paper choices available to your print buyers

 

Note: If ‘Lightweight’ and ‘Heavyweight’ are still listed at the bottom of the answers, these groups can be removed from your website’s Control Center.

  • Log into your website’s Control Center
  • Select ‘Order Forms’
  • Select ‘Order Forms’ under ‘Public Order Forms’
  • Select ‘edit’ next to the booklets order form
  • Select ‘Questions & Answers’ within the Order Form Editor
  • Select edit for the Paper Choices (Cover) question
  • Remove the ‘Lightweight’ and ‘Heavyweight’ groups from the list
  • Select ‘Save Question’

 

Remove ‘Lightweight’ and ‘Heavyweight’ groups from within the Control Center

 

  • Return to Odyssey’s Form Designer tab for the Booklet order form
  • Refresh (F5) your browser
  • Expand the ‘Paper Choices (Cover)’ question under the ‘Cover Page’ component to ensure the Lightweight/Heavyweight groups have been removed
  • Scroll to the new ‘Cover Page’ component’s version of ‘General Specifications’ and expand it
    • The ‘Paper’ red triangle should have automatically resolved itself, based on associating the ‘Paper Choices (Cover)’ question with the ‘Cover Paper’ (or All Booklet Paper) tag you created.
    • If this is not the case, select the ‘Paper Choices (Cover)’ question within the Paper specification section

 

Select ‘Paper Choices (Cover)’ if the red triangle was still present

 

  • Expand the ‘Size’ specification
    • You’ll see the options here don’t allow for you to assign this specification to the ‘Size’ question.

 

 

    • This is due to the default ‘Size’ question on the Booklet order form is a radio-button type question rather than a Dimensions type question:

 

Need a Dimensions type question for Size

 

  • Select the Dimensions type question from under ‘Form Elements’ and drag it right below the current ‘Size’ radio button question.

 

The Dimensions type question added

 

Note: You may rename if ‘Finished Size’ if your print shop would prefer that over ‘Size’ so that your customers know they are selecting the Finished Size in this question on the order form.

You may have customized sizes (predefined) or you may want your print buyer to enter their own sizes.

  • Turn on/off the appropriate answers (sizes)
  • Add in sizes if they are predefined using the ‘Add New Answers’ button

 

Customizing the ‘Size’ question to fit your print shop’s needs

 

 

  • Select ‘add question’ when complete
  • Delete the radio button question called ‘Size’ once the new ‘Finished Size’ question has been created

 

 

  • Select ‘Continue’ when asked if you are sure you want to delete this question:

 

 

  • Refresh (F5) your browser
  • Ensure all red triangles have been resolved including those in the top ‘General Specifications’ section:

 

Ensure red triangles have been resolved in various ‘General Specifications’ sections

 

 

Inside Pages Component

  • Drag the ‘Highlighted Text Message’ under Form Elements to below the ‘Cover Page’ component that was added previously.
    • Ensure it doesn’t go directly under the ‘Cover Page’ component
  • Name the text message ‘Inside Page Details’
  • Enter ‘<h3>Inside Page Details</h3>’ in the Message section

 

‘Inside Page Details’ Highlighted Text Message

 

  • Select ‘add element’
    • The newly added ‘Highlighted Text Message’ question should look like the below (it is not underneath the ‘Cover Page’ component):

 

Inside Page Details not part of the Cover Page component

 

  • Select ‘Add New Component’ in the top-right of the Form Designer above ‘Form Elements’
  • Name this new component ‘Inside Pages’
  • Select ‘add’

 

 

  • Drag and drop the following questions from ‘Question & Answers’ that are above this new component below the new ‘Inside Pages’ component:

 

 

 

    • Ensure not to drop the questions as sub-questions to the new component
  • Drag and drop the ‘Paper Choices (Inside Pages)’ and ‘Number of Pages’ under the new ‘Inside Pages’ component so it looks similar to below:

 

‘Paper Choices (Inside Pages)’ and ‘Number of Pages’ within the ‘Insides Pages’ component

 

  • Drag and drop a ‘Color Picker’ type question under Form Elements inside the ‘Inside Pages’ component, under ‘Questions & Answers’ for that component:

 

 

  • Name the Color Picker question ‘Inside Color’
  • Select the appropriate color options the print shop offers
  • Select ‘add question’ when done
  • Refresh (F5) your browser
  • Expand the ‘Number of Pages’ questions
  • Select ‘# of Pages (originals)’ under ‘Answer(s) Map to:’

 

 

 

  • Select ‘add’
  • Expand the new ‘Inside Color’ color picker question under the ‘Inside Pages’ component
  • Update the color options specific to the print shop as necessary:

 

Delete color options not needed

 

  • Select the title for the ‘Paper Choices (Interior Pages)’
  • Rename it to ‘Paper Choices (Inside Pages)’
  • Expand ‘Paper Choices (Inside Pages)’ question
  • Select ‘Inside Pages’ paper tag under ‘Answer(s) Map to:’ that was previously created when creating the paper resources

 

 

 

  • Select ‘add’
  • Select ‘Replace Answers’ in the Alert! pop-up box

 

 

 

The ‘Inside Paper’ question should look similar to the below:

 

‘Inside Pages’ question setup

 

  • Refresh (F5) your browser
  • Ensure all red triangles have been resolved under the ‘Inside Pages’ component
  • Verify with your print shop and delete the ‘Aqueous Coating’ question if that is not an option for the booklets produced
  • Expand the ‘Binding Method’ question
  • Select ‘BookletBindingOptions’ (or something similar) as the ‘Answer(s) Map to:’ selection in this question
    • The selection next to ‘Answer(s) Map to:’ is using the Bindery resources added into the ‘All Booklet Binding’ tag you previously created (or possibly just use the ‘Booklet Binding’ custom resource library item if no Saddle Stitch option)

 

‘Binding Method’ question setup

 

Note: In the example above, we added the ‘Booklet Binding’ customer resource library item and the ‘Saddle-Stitch resource to the tag: BookletBindingOptions and mapped the answers to this question to that particular tag. We could have added just the resource called ‘Booklet Binding’, which offers all of the answers except ‘Saddle-Stitch’.

  • Select ‘add’ one you’ve selected the appropriate Binding tag
  • Select ‘Replace Answers’ in the Alert! pop-up box:

 

 

  • Refresh your browser (F5)
  • Ensure all red triangles have been resolved
  • Select ‘Public Order Forms’ in the navigation bar next to the Alert Bell
  • Select ‘Public Order Forms’ from the drop-down
  • Scroll down to the ‘Booklets’ category
  • Confirm there is a green chain link:

 

 

  • Select the ‘Booklets’ link again to open the order form
  • Navigate to ‘Form Designer’ option on the left column
  • Turn on ‘Use Odyssey to price this form’ at the top-right of the Form Designer window:

 

Turn on ‘Use Odyssey to price this form’

 

  • Test the form by selecting the blue ‘View Form’ button
    • You will be taken to the ‘Booklet’ order form on the website
  • Answer all the questions to ensure a price is presented under ‘Online Price’:

 

Ensure Odyssey is live pricing the order form

 

Note: If the booklet is Self-Cover, you may want to have the self-cover paper options set apart on the order form. You can do this by adding a ‘Group’ in the ‘Paper Choices (Cover)’ question on the website side.

  • Navigate to the website’s Control Center
  • Select ‘Order Forms’
  • Select ‘Public Order Forms’ – ‘Order Forms’
  • Select the ‘Booklet’ order form you have been working on
  • Select ‘Questions & Answers’
  • Select ‘edit’ next to the ‘Paper Choices (Cover)’ question
  • Select the ‘Add New Group’ button
  • Type in “<u>Self-Cover</u>”
  • Select ‘Save’
  • Select and drag the text/self-cover paper resources under the new group called ‘Sell Cover’
  • Select the green ‘Save Question’ button at the bottom
  • Refresh the order form to see the changes you made

 

New group called ‘Self-Cover’

 

Final Note:  If you set this Booklet order form up as above with the self-cover included, keep in mind that the Paper Choices (Cover) question will comprise of four of the total pages (cover front and back, both sides of the book), so that when you are selecting Number of Pages, that is *only* inside pages! You may want to rename the question ‘Number of Pages’ to ‘Number of INSIDE Pages’. Also, possibly add a sub-header question text to both ‘Paper Choices (Cover)’ and ‘Number of INSIDE Pages’ questions from the website.

 

Number of Pages for Inside Page Details

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12.Converting Estimates to Orders #

The process of converting an Estimate into an Order only involves a few mouse clicks.

  • Go to the the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Estimates’
  • Select an Estimate that needs to become an Order
  • Review information under ‘Information’, ‘Shipping’, and ‘Markups’
  • Ensure components under ‘Active Components’ are correct
  • Verify the estimate price within ‘View Estimate’ is correct

 

Ensure various inputs are correct (red arrows) before selecting ‘Order’ at the top

 

  • Select ‘Order’
    • It’s at this point the Estimate has become an Order and a link to the order is made available at this time. It’s the shortest path to get to the order directly after converting an estimate to an order.

 

Link to the new order next to ‘View Estimate’

 

  • Select the order number in blue next to ‘View Estimate’
    • You would be taken to the order’s Job Status page
  • Scroll down under ‘Job Details’ on the lower-left side of the page to reveal the ‘Estimate Number’ that this order is related to.

 

Example of estimate #3178 shown within Order#3834

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13.Job Tickets - Components of an Order #

The main priority of the job ticket is to collect and organize all tasks required to complete a job. It’s displayed in real-time so it always contains the most recent information and communication, and because it’s online, it keeps you, your team, and your customers all working from the same platform of information.

There can be more than one job for an order.

After selecting an Order number, you will be taken to the ‘Job Status’ page of the Order.

In the example below, while the order has a current status of ‘Prepress’, you can change the order status to any status that you have defined. If the order status needs to be updated, select ‘change’ next to ‘Printable Job Ticket’.

 

 

The following pop-up window will be available for you to change the order status. The Odyssey Job Statuses are defined by you. The ‘Website Equivalent’ status is referring to the ‘Status’ column within your website’s Workflow and will also correlate to the status your customers will see when they view this order online.

 

List of order status options in Odyssey

 

Job Status Types

You may add or edit Odyssey or Website job status types. To do so, select ‘Edit Status Types’ in the upper-left of the main Orders page.

 

Odyssey Job Statuses

You can add or edit an Odyssey Job Status.

To add a new status:

  • Select ‘New Status’
  • Fill in a ‘Status Label’ and ‘Website Status’
  • Toggle on any questions you feel need to be answered as ‘Yes’
  • Select ‘Save’

 

Example of a new Job Status Type

 

To edit a job status:

  • Select a job status from the list
  • Edit Status Label, Website Status or toggle on/off questions as needed
  • Select ‘Save’

 

Website Job Statuses

You can add or edit a Website Job Status.

To add a new status:

  • Select ‘Add New’ under the section ‘Website Job Statuses’
  • Add a name of the status.
  • Press ‘Enter’

You can move any of the Website Job Statuses from the right side into a Web Status box within ‘Odyssey Job Statuses’

To edit a job status:

  • Select a job status from the list
  • Rename the status
  • Press Enter

 

The Job Status page

  • The components of the order will be shown on the ‘Job Status’ page.
  • You may also select ‘view layout’ to see the layout of this job.
  • Within each order component are the Departments associated with this order.
  • Within each Department are the various resources being used for this order.
  • Next to each component is the predicted time required for that component to complete.
  • Next to each department is the predicted time required for that department to complete.

 

Example: This order contains one component. Within this component are four Departments: Preflight-Design, Printing-Digital, Paper Inventory, and Bindery-Finishing.

 

 Orders: Relationship between tasks, resources, and departments

Let’s use the above example Order that has four departments: Preflight-Design, Printing-Digital, Paper Inventory, and Bindery-Finishing.

  • The task ‘Preflight & Design’ belongs to the ‘Preflight and Design time’ resource which is within the ‘Preflight | Design’ Department.
  • The task ‘Base Rate’ belongs to the ‘Richo Pro Digital Press’ resource which is within the ‘Printing | Digital’ Department.
  • The resource ’80lb. White Opaque Cover’ is within the ‘Paper Inventory’ Department.
    • Remember: Paper has no tasks associated with it. Paper is a Materials resource.
  • The resource ‘Perforation’ belongs to the ‘Bindery | Finishing’ Department

 

Job Ticket

A job ticket collects all the tasks required to complete a job. It can be visualized two ways:

  • Onscreen by selecting components on the ‘Job Status’ page
  • Creating a Printable Job Ticket

 

On-screen version of a job ticket

 

To create a Printable Job Ticket, perform the following:

  • Select ‘Printable Job Ticket’
  • Select ‘Yes’ or ‘No’ next to ‘Include Layout’ (This shows the layout of the job)
  • Select ‘Yes’ or ‘No’ next to ‘Include All Jobs’ (This allows you to include all jobs from the order)
  • Select either ‘Version 1’, ‘Version 2’ or ‘Version 3’ next to ‘Version to Create’ depending on the template view you prefer
  • Select ‘Make PDF’
  • A window will open showing the PDF based on the selections above

In order for the Printable job ticket to show up, you must enable the pop-ups in your internet browser.

 

Missing information on the Job Ticket:

If there is missing or incorrect information on a job ticket, you edit it by doing the following:

  • Selecting the Estimate number in the lower-left side of the ‘Job Status’ window.
  • Enter missing information on the ‘Information’ page
    • Job Description: if there are any notes about the job
    • Private Notes: Notes for the production team
  • Enter additional missing information available on the ‘View Estimate’ page
    • Missing information can also include ‘Special Tasks’, ‘Auto Markups’, or ‘Special Layouts’

 

Editing an Estimate

 

  • Use the ‘Form Editor’ to add or change additional details about each component
  • The ‘Form Editor’ is found on the right side of the ‘Build Estimate’ page
  • Select ‘Component Wizard’
  • Select ‘Edit Existing Components’
  • Select the Component needing the update
  • Make corrections related to the task using Steps 1-4 within the Wizard
  • Select ‘Load Output Devices’ on Step 4
  • Click ‘Select’ next to desired output device
  • Select ‘Next Step’
  • Select ‘View Estimate’ at the top of the ‘Estimate’ page
  • Review ‘Estimate Details’ to ensure accuracy
    • If this was a website order, the estimate will show the price as ‘Locked’ because Odyssey will have already assumed the order came through the website and was already paid for.
    • To unlock the price, select ‘Markups’ on the right side of the page under ‘Estimate Builder’
    • Scroll down to ‘Website Price’ and delete the price in the cell
    • You may now change the Website Price as needed
  • Select ‘Save’ at the top of the page

 

  • Added information is saved within the estimates, so if a re-run of the estimate is done, Odyssey intelligently updates the original estimate and the order that was created from it.
  • Revised estimates are created with the status ‘Pending’.

 

Viewing updated Job Ticket information:

In order to see updated Job Ticket information, an estimate needs to be changed to an order:

  • Select an Estimate
  • Select ‘View Estimate’
  • Select ‘Order’
  • Select orange ‘Update Order’ button
  • Select ‘Printable Job Ticket’ to view a new Printable Job Ticket with updated information

Important Note: Private notes are in red and visible notes are in black.

Private notes will show up when a job ticket is printed, so ensure you don’t give the printed job ticket to your customers.

 

Shipping Label

A shipping label can be created within a particular order’s main screen. This is found next to ‘Printable Job Ticket’.

To create a shipping label:

  • Select ‘Ship Label’
  • Input the Label Width (in inches)
  • Input the Label Length (in inches)
  • Select whether you want to show the log on the label or just text
  • Select ‘Yes’ if you want the label to show box # of #
  • Select ‘No’ if you do not want the label to show box # of #
  • Select a ‘Label Version’
    • There are two versions to chose from
  • Select a component if you would like the name of the component to show up on the label
    • This is accomplished in Version 2 of the ‘Label Version’
  • Select ‘Make PDF’ to create a PDF of the shipping label

 

Delivery Ticket

The delivery ticket can be printed off if needed. This is found next to ‘Ship Label’.

To create a delivery ticket:

  • Select ‘Delivery Ticket’
  • Print Shop Logo:
    • Select ‘Yes’ if you want your print shop logo to appear
    • Select ‘Not’ if you do not want your print shop logo to appear
  • Show Date Ordered
    • Select ‘Yes- Show Date Ordered’ if you want to show the date the item was ordered
    • Select ‘No- Omit Date Ordered’ if you do not want to show the date the item was ordered
  • Show Bill To Address
    • Select ‘Yes’ if you want the ‘Bill to Address’ to show on the ticket
    • Select ‘No’ if you do not want the ‘Bill to Address’ to show on the ticket
  • Show Address 1 & 2 on the Same Line
    • Select ‘Yes- One address line’ if you want the address all on one line
    • Select ‘No- Separate Lines’ if you want the address on separate lines
  • Show Contact Name
    • Select ‘Yes’ if you want a name to show up in the ‘Shipped To’ section
    • Select ‘No’ if you do not want a name to show up in the ‘Shipped To’ section
  • Add Receiver Signature
    • Select ‘Yes- Add place for signature’ if you want a line at the bottom of the delivery ticket for a signature
    • Select ‘No- do not show’ if you do not need a line at the bottom of the delivery ticket for a signature]
  • If there is more than one job for the order, you will be given the option to show all jobs or only the jobs you would like to include in the Delivery Ticket.

 

Ability to select which jobs to show on the Delivery Ticket

 

  • Select ‘Make PDF’ to create a PDF of the delivery ticket
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Last updated on March 30, 2019
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14.Odyssey Orders #

The ‘Orders’ section of Odyssey is the stored location of all the orders processed, including legacy orders and online (website) orders. The three entry points that allow orders to get into Odyssey are self-serve online orders, guided order forms and building a customized estimate.

Legacy orders are orders you or someone on your team created, as opposed to an online order. Examples of legacy orders include phone, email, and face-to-face.

Print shops will be able to manage order forms in Odyssey similar to the process that’s currently in the Control Center a website provided by MI4P, but with a few Odyssey-specific nuances.

For more complex print jobs, components can be set up to handle different parts of the same print job.

For example, a booklet order form might have separate components for the cover and the interior pages. Refer to the ‘Components’ section within the ‘How To Connect Website Order Forms (Private & Public) With Odyssey’ section.

 

To get to the ‘Orders’ section, perform the following steps:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Orders’

 

 

In the main ‘Orders’ view, you can search by order, by customer, filter by company or contact, or select a job status.

The following four status types must be set up (and are already set up for you when Odyssey was turned on):

  • Ready to Invoice
  • Invoiced
  • Website Hold
  • Website – No Price

The reason the four status types are needed is that Odyssey does many processes automatically. If these status types were not set up, Odyssey would not be able to proceed with an order.

Example: After an invoice has been posted, Odyssey sets the status of the order to ‘Invoiced’. In order to do that, Odyssey needs to know which job status types represent ‘Invoiced’. Odyssey relies on a setting within the job status, not the description, to determine which job status means ‘Invoiced’. There would be similar situations for the other types of statues.

 

View Component details of an Order

  • Select an Order from the list under ‘Orders’
    • If the Order has more than 1 component, a ‘Related Jobs’ button will be visible at the top with a drop-down arrow.
      • You can see all other components (jobs) that are part of that order.
    • All components of the order will be visible
    • All departments associated with each component are visible
    • Select the (+) and (-) sign to maximize or minimize the departments. More information can be viewed this way.

 

Departments associated with a Component named ‘Postcards’

 

 

Job Status

This is found on the left-hand side of the screen under ‘Task Filters’. You can filter orders when you need to see where the various departments are in terms of completion.

The status for each Department can be found within the components for that order by clicking one of the following:

  • Scheduled
  • Unscheduled
  • Assigned
  • Unassigned
  • Completed

 

Job Status – example of 5 unscheduled tasks with 5 unassigned departments

 

 

Odyssey can update the status of a project, leave internal notes, track time spent on a particular task, and create conversations with customers and your team by updating a task.

To update tasks, perform the following:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Orders’
  • Select an Order from the list under ‘Orders’
  • Open an individual department using the ‘+’ sign
  • Select the binoculars icon
    • Hovering over it says ‘Click to view build info for this task’
    • A pop-up window will show various functions that can be performed which includes ‘Start’, ‘Update’, ‘Pause’, or ‘Complete’ a task, Details, Proofs, and Material.

 

Internal Notes

  • To add an internal note, select ‘Conversations’
    • You can also get to the this location be selecting the speech bubble icon.
    • These conversations can be between your team.
    • To access a conversation, select the conversation you want to view.

 

You may select a single conversation from multiple conversations within the ‘Conversations’ window

 

Assigning a Task

  • Open an individual department using the ‘+’ sign
  • Select the people icon (3rd icon – next to the note bubble icon)
    • Odyssey will first show you a list of employees within the same department as the task. Below that will be employees not part of that department. The view to assign a task is listed by department, making it easier for you to find the employee you need to assign the task to. Assign the task to the desired employee.

 

Completing a Task

  • If a task is 100% complete, you can select ‘Complete Task’ which will update the percentage to 100%
    • Note: Users will be notified in the ‘Alert Bell’ when the task before their next assigned task has been completed to tell them it’s their turn to perform the next task on a job.
  • To track time spent on tasks, select ‘Start’ and then ‘Pause’ when stopping work on that task.
  • You can see the percentage of task completion above ‘Start’
  • Select ‘Complete’ to complete a task
  • Odyssey will show you the task was completed along with the date and time
  • Select the pencil icon below the date and timestamp to manually edit the ‘Date’ and ‘Time’
  • Select ‘save change’ to save the edited Date or Time

 

Material

If you want to change your paper (or other material) for an order, you would need to do the following:

  • Select the order you wish to edit
  • Open the project by selecting the + sign
  • Open the Department by selecting the + sign
  • Select the task you wish to edit by selecting the binoculars icon (‘Click to view build info for this task’)
    • Select ‘Material’
    • Odyssey will bring up data listing the paper, size, weight, plates, and/or whatever is associated with the resource being used
    • Fill in material information in the white box under ‘Material’
    • Select ‘Save Material Used’
      • Odyssey will save the entered data as well as show it in the ‘Task Event Log’
    • If you chose an ink task, while in the ‘Material’ area you’ll be asked to enter how many pounds of each color you are going to use.
      • Each ink will save as a separate entry. Ensure there are no non-ink related entries while in the ink category.
    • If you are in the ‘Plates’ section (Prepress Department), select ‘Material’
      • If a pop-up window isn’t available, you will see ‘Sorry, no ‘other’ items defined in inventory. Please add some ‘other’ items to inventory items’.
      • You will have to add the Plates within the ‘Accounting‘ section of Odyssey

 

Editing an Estimate

To edit an order, select an order from the main ‘Orders’ page. Under ‘Job Details’ will be the estimate associated with the order. Selecting the Estimate # will take you to the estimate where you may make edits. After editing an estimate that was already converted into an order, Odyssey will intelligently update not only the original estimate, but the order that was created from it.

 

Selecting the Estimate # will take you to the estimate associated with the order

 

 

 

If the order originated on the website where a print buyer agreed to a price, any edits you make to the estimate that affects the price will prompt Odyssey with a ‘Send New Price’ pop-up.

 

‘Send New Price’ prompt

 

 

This window will show up if you are editing an estimate where the customer already approved/agreed to the price of an order.

Within this pop-up, you may edit the message that will be sent to your print buyer. Your customer will receive a PDF of the proposed changes and a link to a page where they can accept or reject the new price. In the meantime, your estimate will remain unchanged with a selection at the bottom of the pop-up allowing you to accept the new price on your customer’s behalf if needed.

Selecting ‘Send New Price’ will send them the email for your customer to approve the updated price.

If you wanted to accept the new price on your customer’s behalf without sending them an email, select ‘Accept new prices on the customer’s behalf’. Odyssey will automatically save the estimate and return you back to the order where you may continue to make changes within the order.

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Last updated on April 8, 2019
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14.1.Odyssey: Reorders #

Reorders

Within Odyssey, there is the function to reorder an entire order, regardless of the number of components.

To reorder a job, perform the following:

  • Go to the Odyssey Dashboard (homepage)
  • Select ‘View All’ under ‘Order Forms’
    • You will now see a list of all Orders within Odyssey
  • Select the basket with a magnifying glass next to the job you are wanting to reorder.

 

Reorder icon: Basket with a magnifying glass

 

  • You will then be prompted to verify the Order Number, Job Description, Quantity, and the Initial Job Status along with the Price.
  • Select ‘Reorder’ once you’ve verified the Order Details are correct
    • You will be taken then to the Job Status page
    • The reordered job will then show up within the main ‘Orders’ window
    • Odyssey will reprice the new order, based on any pricing updates that may have occurred since the last order.

 

The reordered job shows up in the main ‘Orders’ window

 

Create a new estimate from an existing order

  • Select ‘create a new estimate’ if you would like to create a new estimate from this job
    • You will be taken to the ‘Build Estimate’ window
    • Ensure the information is correct
      • Notice the Revision # says ‘Create New Revision’. This means the estimate was created from a reorder.
    • Select ‘Save’
    • The reordered job which became an estimate will now show up in the main ‘Estimates’ window
    • You can now proceed through the Estimate section for this job to become an order
  • Reorders will be updated with current pricing

 

The reordered job sent as a new estimate within the ‘Estimates’ window

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Last updated on March 30, 2019
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15.Create Gang Orders #

Let’s say a customer of yours has a lot of employees and has many different people ordering business cards across the country each week. At the end of the week (or at any time) you could gather up all the business card orders and print groups of them together rather than printing each order separately for a more economical option.

Odyssey will search for jobs with common characteristics of paper and ink to be eligible for gang runs.

To create a gang order, perform the following steps:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Orders’
  • Select ‘Create Gang Order’ from the upper-left of the Orders screen
    • This will show all the orders in Odyssey that are not in production yet.

 

 

 

 

  • Click an order that looks like it could be part of a gang order.
  • Click the checkbox
    • Odyssey will automatically check other orders for that customer that have the same paper and ink characteristics.

 

Since the top check mark was checked, Odyssey also checked the three orders below that since they are for the same customer and all use the same paper and ink.

 

  • If there are some orders you don’t wish to include, uncheck the check boxes
  • To gang the orders you’ve selected, choose ‘View Layout’

 

 

 

 

  • You may select a parent size of paper, press, and the size to use
    • Once a ganging job is completed, Odyssey will remember past sizes that were used.

 

Paper, press, and size can be changed within a gang order

 

 

  • Select the orders to gang
  • Select ‘Show Layout’
    • This shows the layout of the press sheet along with the amount of product that will fit on the sheet.
    • You can modify the ‘Press Size’ as found on the left side of the page if you are unhappy with the current fit.

 

The press sheet layout

 

 

  • Select ‘Save’ next to ‘Press Size’
    • This will remember that combination of options for that particular customer
  • Select ‘Link to Press Sheet PDF’
    • This will show you what the PDF will look like
  • Select ‘Create Combined Order’ if the PDF has the correct layout look
  • Select ‘OK’ if asked ‘OK To Create a New Combined Order?’
    • You will be brought back to the ‘Gangable Orders’ window
    • The ganged jobs will no longer appear on the list since they are no longer ‘gangable’. They are moved into the estimates section
  • Return to the Odyssey home page
  • Select ‘View All’ under ‘Estimates’
    • You will see the ganged orders with the word ‘Combined’ in the description

 

Estimates page showing ganged orders with the word ‘Combined’ in the Description

 

  • Click on a ganged estimate
    • You may adjust this ganged estimate much like any other estimates
    • The component wizard can be run to ensure existing components are set up properly
    • Select ‘View Estimate’
    • Select ‘Save’ upon verifying the estimate is correct
    • Select ‘Order’
    • Select correct order status; add to existing order if need be, otherwise select ‘Place New Order’
    • Go to the main ‘Orders’ page which shows all orders
      • The ganged estimates are now orders
      • If the status in the combined (ganged) order is changed, it will affect all other orders that are ganged with that particular order

 

 

View of ganged orders in ‘Orders’ main page

 

  • Next, select the Order that needs to be separate jobs
  • Select ‘Change’ next to ‘Status’ to change the status
  • Select ‘Ganging is Finished’
  • Select ‘Save New Status’
    • Odyssey knows this is a special job type of job status
  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View All’ under ‘Orders’
  • Select ‘Status’ of ‘Ganging is Finished’ to see orders changed for the gang order

 

 

Order status = ‘Ganging is Finished’

 

  • Selecting on a ‘Ganging is Finished’ order allows you to modify the order.
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Last updated on July 16, 2018
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16.The Accounting Section #

Odyssey does the day-to-day details so you don’t have to.

In order to gain useful information from the Accounting section, you must visit the ‘Chart of Accounts’ first.

  • Go to the Odyssey homepage (Dashboard)
  • Select the ‘Accounting’ icon or select ‘Chart of Accounts’ under the ‘Accounting’ icon
  • Select ‘Chart of Accounts’ which is bottom-left under ‘Account Settings’

 

Set Up Chart Of Accounts

If this is your first time in the accounting section, it will look similar to the screenshot below. If you have a chart of accounts elsewhere, you can replicate that in here. Green means that account is taxable.

 

Example of what your first view in ‘Chart of Accounts’ may look like

 

The accounts by default will show up in this order:

  • Assets
  • Liability
  • Income
  • Expense

 

A Note About Sales Tax

Within the Accounting section of Odyssey, Sales Tax is handled as follows:

Case 1: Sales Tax is specified on the website when the order is placed. In this case the sales tax on the invoice is forced to agree with what was stated on the website order, regardless which accounting codes are specified.

Case 2: Sales Tax amount is not pre-defined by the website. For individual amounts, if the Accounting Code says “Taxable”, tax will be applied to income that has that code if the print shop should be charging sales tax in that state and the customer is not tax exempt. In this case it will charge the sales tax % determined by the zip code.

Note: Every column must have at least one “Yes” in it, otherwise this message is displayed:

 

 

Tip: Before doing a ‘Point of Sale’ you must have a ‘Cash In Bank’ and ‘Sales Tax’ account in your chart of accounts.

 

 

Example: Customized Chart of Accounts

 

You can edit any existing accounts by selecting the blue pencil icon under the ‘Actions’ column for the specific account needing to be edited:

 

 

What Does ‘Yes’ mean?

When there is a “Yes” in any of the columns, it means one or more columns have been toggled ‘Yes’ from each editing each row.

 

The columns within the red box will either be blank or say ‘Yes’

 

For example, if there is a “Yes” under “Freight” that would mean amounts posted to this account are considered freight charges.

When an invoice is created that has a freight charge built-in from the website price, this is how Odyssey knows which account to use for the freight/shipping charge.

 

Department Maps

In the invoice detail section, you may want to assign Departments to certain accounts. It will make invoicing much easier.

To assign a Department to a specific account:

  • Select the ‘Departments’ button at the top right of the screen

 

Select ‘Departments’ button

 

  • If “Used for Press” is checked, it means that the department on that line is typically used for a press.
  • “Used Press Account” in the account list means that when that department is chosen, the account that is chosen will be the same as the press department for that component.
  • Whether an estimate comes from the website or is created by an estimator, you’ll have departments set up.

 

For example, if you have a paper department, you can assign it to a press account or create a paper account to map to.

Note: If you change department assignments later on, only invoices created after the department assignments are setup will show the correct account. This is found under ‘Accounting’ on the main Odyssey page -> ”Invoicing” -> “Invoice Detail.”

 

Here are a few examples of departments assigned to accounts:

 

Example 1

 

 

 

Example 2:

 

Make sure to select ‘Save Changes’ before navigating to a different screen!

On the left side, above ‘Accounts Receivable’, there is a button that says ‘Set Accounting Period’.

 

 

  • Select ‘Set Accounting Period’
  • Define the accounting periods for all accounting modules
    • You can track By Month or By Period (13 4-week periods)
    • Select the first month of the fiscal period
    • Select ‘Update’
  • Adjust if you want the invoice numbering to be ‘Match Order Numbering’ or ‘Auto Assign’
    • Select ‘Update’
  • Adjust if you want the Order Number System to be ‘Use Odyssey Numbering’ or ‘Use Website Numbering’
    • This is user-preference; most printers use the default ‘Use Odyssey Numbering’
    • Select ‘Update’
    • After selecting the button in the image above, it will change to: Period X <date>

 

 

When you select the date, you will be given the option to set the Default Accounting Date and whether you want to use Odyssey Order-Job# or the Website Order / Job #. This is user-preference; most printers use the default ‘Use Odyssey Numbering’

 

You can adjust the ‘Default Accounting Date’ or whether you want Odyssey to use Odyssey Order- Job# or Website Order-Job #

 

Selecting the pencil next to the ‘Default Accounting Date’ brings up a new window:

 

You can edit the Date, Year, and Round Sales tax

 

The default accounting date will always stay where it’s set, until it’s manually changed. When entering an individual transaction, you can always override the default date by entering any date you’d like.

You can edit the following:

  • Set date to
  • Fiscal year starts in this year
  • Round Sales Tax
    • Odyssey will round to the nearest penny
  • Select ‘Save Changes’

 

The Current Period
For most companies, the year starts on January 1, but you can start your accounting year on any month. Be sure to define the period dates to tell Odyssey the starting date for the period.

When you select the ‘Accounting’ section from the main page in Odyssey, you are brought to the ‘Receive Payments’ view.

 

Receive Payments view

 

However, from any of the Accounting menu tabs you select, you can navigate between Accounts Receivable / Purchasing / Reports and Your Company views on the left side of the window.

 

 

 

We will go through each of the views below.

ACCOUNTS RECEIVABLE SECTION

Invoicing:

Within the invoicing screen. you will be able to invoice orders, post invoices and view invoices posted as a quick view. With invoices ready to post, you can take various actions to edit, print, email or remove the invoice. Removing the invoice will move it back down into the ‘Orders Ready to Invoice’ section.

In the Invoicing view, you can: ‘Reprint Past Invoices’, ‘Void an Invoice’, ‘Customize Invoice’ and show ‘Invoice History’:

 

Invoicing view

 

Reprint Past Invoices

Selecting ‘Reprint Past Invoices’ will allow you to print a single invoice. Simply enter the invoice number, then click on the link on the right of the invoice you wish to print. The link is the actual invoice number. A maximum of five invoices will be shown at a time. If you don’t see the invoice you’re looking for, refine your search by entering more numbers of the invoice.

To print invoices for a customer, you can select a company two ways:

  • Enter a partial customer name and determine if more refining is needed for the ‘select customer’ box to show the company you are looking for
  • Selecting the company from the drop-down list within ‘select customer’
  • Select invoice(s) needing to be printed

To show any payments / deposits that have been applied against the invoice(s), check the box. Otherwise, the invoice prints in it’s original form.

 

Example of searching for an invoice number in ‘Reprint Past Invoices’ section

 

 

Void Invoice

This function allows you to enter an invoice number (or partial) and void it. Select the desired invoice to view more details related to the invoice.

When an invoice is voided, reverse transactions are entered to offset the invoice. “Void Date” determines the date of those reversing transactions.

  • Select ‘Void & Re-Enter Invoice’ if you wish to void the invoice and enter a new version of this invoice.
  • Select ‘Void Invoice’ if you wish to completely void the invoice.
  • Select ‘Back’ if you decided not to void this invoice.

 

Void an invoice by searching for invoice number

Two options to void an invoice: ‘Void & Re-Enter Invoice’ or ‘Void Invoice’

 

Customize Invoice

Selecting this option will allow you to turn on and off various functions of an invoice.

 

Options to customize an invoice

 

Invoice History

Selecting this option allows you to see history for a company. Enter a partial company name or select from the drop-down next to ‘Company’. You can also search by entering a description or invoice number next to ‘Filter’.

You can change between showing the last 12 months or showing all history by selecting ‘change’ under ‘Description’.

Selecting a company will show you history about that company such as the monetary type (Credit, Invoice, Payment), Amount, Balance and and details associated with a particular invoice.

  • Select ‘enter customer notes’ to enter any notes you would like to remember for this customer.
  • Select ‘Save Note’
  • Select ‘full invoice history’ to go back to the main ‘Invoice History’ screen
  • Select ‘show unpaid only’ will filter to invoices that have not yet been paid.

 

 

Example of the ‘Invoice History’ screen when using the ‘Company’ search function

 

Selecting the ‘Invoicing’ tab will show a list of all orders ready to be invoiced under the ‘Orders Ready to Invoice’ button and a list of invoices ready to post under the ‘Invoices Ready to Post’ button.

 

Orders Ready to Invoice screen

 

 

Invoices Ready to Post screen

Orders Ready to Invoice

Note: There will be a box below ‘Orders Ready to Invoice’ for any jobs within an order that are not ready to invoice. This happens when there are orders with more than one component, such as a book that consists of a cover and inside pages. If the cover is changed to ‘Ready to Invoice’ but the inside pages are still set as ‘In Production’ (within the main Orders section of Odyssey), then a similar message such as below will indicate the other job for that order has not been changed to ‘Ready to Invoice’.

 

 

Below the button ‘Orders Ready to Invoice’ is a list of orders that are ready to be invoiced. To invoice an order, select the ‘Invoice’ button in the ‘Actions’ column.

The box ‘Find order number:’ allows you to find an order within the list of Orders Ready to Invoice. This includes finding and invoicing orders that haven’t been changed to ‘Ready to Invoice’. This can come in handy if there is a very large list of Orders Ready to Invoice and you need to find a particular order number.

 

Enter an order number to search for the order

 

If there are no orders under the ‘Orders Ready to Invoice’ section, this means there are no orders with the ‘Ready to Invoice’ status. Orders need to have the status assigned as ‘Orders Ready to Invoice’ before they can be invoiced. To change an order status, refer to ‘How To Use Odyssey: Job Ticket

 

Select ‘Invoice’ to move an order along in the process

 

Once you click on the Invoice button, Odyssey takes you into the ‘Create An Invoice’ screen:

 

Create an Invoice screen

 

Fill out the information pertinent to this particular invoice on the screen,

 

Account column

The Account column in Invoice Detail within every invoice is a way for Odyssey to determine how much of the selling price belongs to a particular department. The ‘Use Department Map’ allows Odyssey to figure this out for you. By letting Odyssey default to ‘Use Department Map’, this allows Odyssey to keep track of the cost and sales by department so you can your projected profit by department in the ‘Sales by Department’ report.

 

Locked column

The ‘Locked’ section in the lower-right of the invoice allow you to unlock the price to extend it.

You can click on “Per M” to change the ‘Amount’ to: Price Each, Flat Price, or keep as Per M.

You can add an additional line to the invoice if you are adding to this invoice payment by selecting the “+ New Line” button under the ‘Invoice Detail’:

 

Add a new line to an invoice

 

  • Select ‘+ New Line’ to add an additional line to the invoice if adding to this invoice payment.
    • A new line may be added if an additional product needs to be added to the invoice.
  • Select ‘Save & Close’ to return to the invoice screen or ‘Save, Print & Close’ to see the invoice:

 

Sample invoice

 

 

When you’re back in the ‘Invoice Ready to Post’ screen, the invoice has additional options in the ‘Actions’ column:

 

Invoice options within ‘Invoices Ready to Post’

 

The four options under the ‘Actions’ column are:

  • Edit the invoice- allows you to edit the invoice
  • Reprint Invoice- allows you to reprint (generate) the invoice
  • Email Invoice- allows you to email the invoice
  • Remove Invoice- this will send the invoice back to the ‘Order Ready to Invoice’ section

 

To review the monetary distribution of the invoice, select the checkbox next to the invoice and then select the ‘Preview Distribution’ button:

 

 

This will show you the breakdown distribution from the different accounts in your Chart of Accounts:

 

Cost breakdown per account

 

Notes: This should be double-checked when you are new to invoicing because it will help you verify that your Chart of Accounts and Department mappings are set correctly.

  • Once you have verified everything is correct and the checkbox next to the invoice(s) you want to move forward with are checked, you can select the ‘Post selected’ button. Once ‘Post selected’ has been used, invoices are permanent in Odyssey and can not be adjusted.
  • You will not be able to post all invoices within ‘Invoices Ready to Post’ until all invoices have been printed (PDF generated). Once that has occurred, the ‘Post Selected’ button will show up in between ‘Print All’ and ‘Preview Disruption’.

Finally, in the Invoices screen below, there is a ‘Posted Summary’ showing previously total invoiced amounts (per day).

 

Invoices Posted summary

 

Statements:

The ‘Statements’ section is helpful to you when you need to send a statement to a company who has an outstanding unpaid balance or if you wanted to send a statement to a company that has a zero balance. This section shows you the big picture- the profits and losses by company or all companies.

You can use this view to create a detailed Accounts Receivable statement by Company for a selected period:

 

 

 

Start typing the company name in the ‘Specify Company’ field. As you do, Odyssey will generate a search box with companies that match the criteria of what is typed.

 

 

 

 

  • Click on the Company name to select it.
    • Note: You can only select one company at a time to pull this report if you wanted to search by company. Otherwise, leave this field blank.
  • Change the ‘Show Detail for This Period’ to the date range you want the statement to show
  • Select ‘View Report’.

 

Example of the statement below:

 

 

 

  • Download/Save the statement to create a PDF.

 

Receive Payments:

The Receive Payments section allows you to enter an invoice that is being paid.

 

The ‘Receive Payments’ view

 

From this view, you can either:

  • Enter a received payment (taking a down payment to apply to a specific job, order or invoice)
  • Edit a line of a payment

 

‘Company Lookup’ view

 

  • Company Lookup: Allows you to type in a company name while will allow you to select the company and select an invoice to pay.
  • Invoice to Pay:
    • To find the invoice you’d like to receive payment for, enter an Invoice number or click on the ‘Company’ link and scroll to search for the company to find the Invoice number.
    • The ‘Invoice to Pay’ field can also be left blank if there is no specific invoice to pay.
  • Payment Date: Enter today’s date or whatever day you received the payment.
  • Amount: If you selected an invoice earlier, this amount should auto-populate. Otherwise, enter the amount here.
  • Payment Method: Select the appropriate method from the drop-down.
    • This includes: Active Website Payment Option: Invoice or Additional Payment Options: COD or Credit Card
    • You can also add a new method by selecting that option within the drop-down.
  • Check # / Reference ID: Enter the check #, last 4 digits of a credit card number, or other reference number
  • How to Apply Payment: Select from the following:
    • Do not apply – leave as open credit
    • Pay specific invoice (shown above)
    • Pay all unpaid invoices possible
  • Job #: ONLY enter a job # if this check is a deposit for a particular job number (order# or order-job#)
  • Account: Select the account where the payment is being applied.
  • Discount Account: Select the specific account for the discount from the drop-down or select ‘Not Used’.
  • Select ‘Apply Payment’

 

Example of entering a payment

 

  • The invoice to pay now appears below the ‘Payments Entered’ section:

 

The new line entered now shows up below ‘Payments Entered’

 

  • At the far right, under ‘Options’, you can edit or remove this particular payment entry line.
  • Note that if you click the Edit pencil button, the line will disappear and the fields in the above screenshot will re-populate with the info from your invoice so you can edit them again!
  • You can select ‘Print Deposit Slip’ or ‘Payment Detail Report’ to get the deposit slip or a report of all the invoices listed under ‘Lines Entered’.
  • When you are ready to post the payments, click on the ‘Post Payments’ button. When complete, you will get this notice and the line items will disappear:

 

 

Credit Memos:

This sections allows you to select a company and apply a credit to the customer’s account or adjust an already paid entry. Searching for a company will bring up the list of transactions for the company. If you choose a positive transaction (an invoice), it will automatically apply a negative (credit) against it and vice versa.

  • Company Lookup: Search for the company you are creating a credit or adjustment for
  • Invoice #: Leave this blank if you will be entering as open credit; enter an invoice # if you will be entering credit for a specific invoice
  • Date: enter the date of the credit
  • Amount: Insert the amount of credit to be entered; negative is a credit, positive is an adjustment
  • Reference: Enter a reference number or short description for this transaction
  • How to Apply: Select from the drop down.
    • Note: If you don’t have a specific transaction listed, you will receive an error when saving: “You are paying a specific transaction, but no transaction is specified!”.
    • Unless you have a specific transaction or multiple transactions that you want to credit against the oldest one, set this to: “None (Open Credit)”
  • Account: Select the appropriate account from the Chart of Accounts for this transaction
  • Select ‘Save Credit’ when the above is filled out
  • Post the adjustment using the ‘Post Credits’ button after ensuring the credit line entered is correct

 

Example of entering a line of credit showing up below ‘Credits Entered’

 

PURCHASING

 

Vendors:

In this view, you can create vendors that your company works with. You can also set specific vendors as the default for certain standard types of products you want to order.

Select ‘Add New Vendor’ button:

 

 

 

  • Add Contact Name, Company Name, Address, City, State, Postal Code, Phone, Fax, Email
  • Select an account from the Chart of Accounts that will be the default account for this vendor (example below):

 

 

 

 

Below this question, you can specify if the vendor is your default vendor for the following:

  • Paper
  • Substrate
  • Ink
  • Plates

Select the on/off switch under each question:

 

 

 

You can enter the SS# or Tax ID of the vendor if you prefer, then the ‘Due In’ for when the vendor wants to be paid (typically Net 30), the Discount in percent (if the vendor offers a discount) and the number of days after invoice date where the discount can still be taken:

 

 

  •  Scroll to the top of the page and select ‘Save’ once the vendor info is complete.

You will now see the vendor in your ‘Vendors’ list and can edit them, if necessary, from here:

 

 

 

Purchase Orders

In this view, you can see all Purchase Orders. Selecting a Purchase Order will enable Odyssey to reprint the Purchase Order as a PDF.

 

Example of ‘Purchase Orders’ main screen

 

Example of a reprinted P.O.

 

  • Select ‘Add New P.O.’ to create a new Purchase Order
    • The ‘Create a Purchase Order’ screen is now in view
    • You can add a new item to the purchase order or select an existing item
    • Added items show up under ‘Entry Lines’
    • Once necessary items have been added, select the printer icon to create P.O.
      • Selecting the printer icon on the far right of one line under Entry Lines will generate a P.O. for all items with that vendor

 

Example of creating a purchase order

 

 

A purchase order for all items from the vendor ‘Novatype’

 

 

  • Select ‘Print Final P.O.’ to create a final PDF
  • Select ‘Preview P.O.’ to create a PDF that can be reviewed before finalizing
  • You will be taken back to the main Purchase Orders screen
    • New Purchase Orders will show up at the top of the list

 

Adding Outside Vendor P.O.

This purchase order is specifically intended for an outside purchase that is not paper or ink. This can by an additional operation (like bindery) that is added to a job, or the job could be a complete buyout that is performed by an outside vendor. Jobs where an outside cost was detected are outlined.

  • Select ‘Add Outside Vendor P.O.’ within the Purchase Orders section to add an outside purchase that is not paper or ink
  • Enter an Order #
  • Enter a Vendor or select from the drop-down list ‘select vendor’
    • You will be taken to the ‘Outside Purchase Order’ review window where you can review the information
    • Select ‘Print Final P.O.’ to create a final PDF
    • Select ‘Preview P.O.’ to create a PDF that can be reviewed before finalizing

 

Items

When in the inventory ‘Items’ section, you’ll be able to see which inventory items are available to purchase.

You can view inventory items two ways:

  • View Quick Order Items
    • This may include basic office supplies such as pens, folders, and labels
    • You can filter inventory items by ‘Select a Category’ or ‘Select a Vendor’
  • View Inventory Items (default view when you first in the ‘Inventory’ section)
    • These are usually items the print shop uses
    • You can filter inventory items by ‘Select a Vendor’ or ‘Select an Item Type’

 

In either view, you can:

  • Delete the inventory item by selecting the trash can icon under the column ‘Options’
  • Edit the item by selecting the pencil icon under the column ‘Options’

 

You will see all the Quick Order Items information such as Cash, Credit, Check, Sales Tax Percent and Next Receipt Number.

The receipt number can be adjusted; select the pencil icon to make edits.

The payment types set up can be viewed under ‘Cash’, ‘Credit’, and ‘Check’. If these have not been set up yet, they will need to be created.

 

 

‘View Inventory Items’ window

 

 

Edit Inventory Item’ window

 

  • Within the ‘Edit Inventory Item’ window, you can adjust various parameters such as the vendor, cost, quantity on hand, when to reorder at (number) and replenish the supply (number).
  • Once all edits are complete, select ‘Save’ at the top
  • You will be taken back to the ‘Inventory Items’ page
  • Select ‘Items’ under ‘Inventory’ on the left side of the ‘Accounts Receivable’ window
  • Select ‘View Quick Order items’ under ‘Type Filter’

 

View Quick Order items under ‘Type Filter’

 

 

The view of Quick Order Items

 

You will see all the items available to order as a Quick Order on the right side under ‘Quick Order Items’. Selecting the pencil/pad icon will allow you to edit various fields such as reorder, vendor cost, vendor code and many other variables.

 

Pencil icon to edit the quick order item

 

 

If you need to add new inventory, perform the following steps:

 

  • Select ‘Add New Item’ found in the top-left of the page

 

Example of choosing ‘Plates’ as a new inventory item

 

  • Select which item to add.
    • For example, ‘Plates’ is chosen
  • Fill out the ‘New Inventory Item’ sheet
  • Select ‘Save’
    • This newly added inventory item will now show up within the ‘Inventory Items’ screen

 

Newly added ‘Plates test’ shown up on ‘Inventory Items’ page

 

Set On-Hand Values

The ‘Set On-Hand Values’ view allows you to quantify how many of each item is left in stock.

You can select the type of item to view by selecting the boxes under ‘Show’

 

 

Select types of items under ‘Show’

 

You can adjust the ‘On-Hand’ value by typing a number in the field within the ‘On Hand’ column

 

 

 

‘Filter by Description’ allows you to filter for a word to narrow down items

 

Example: Filtering by the word ‘Bond’ yields results within ‘Paper’ that have the word ‘Bond’ in the description

 

 

‘Bond’ paper On Hand values

REPORTS

Within the ‘Reports’ section, there are 7 reports that are part of Accounting. We will go through each one below.

Sales Transactions Report:

The Sales Transactions report is helpful when you want to see various orders, the company associated with the order, estimated cost, selling price, and a few other details based on selected start and end dates. You can group the report by Company/Customer, Sales Rep or no grouping.

Within the report, you are able to select an order to view the order in a different tab, select the company to view company information or select the Sales Rep to view contact information.

Selecting this option under Accounts Receivable takes you over to the Reports section of Odyssey where you can modify:

  • Beginning and ending dates of the sales report
  • Group By (Company/Customer or Sales Rep)
  • Show (All Orders, Invoiced Only, Not Invoiced)

Selecting ‘Create Report’, ‘Export to PDF’, or ‘Export to CSV’ will show output of the report with the constraints provided.

 

‘Sales Transactions’ report

Aging Analysis Report:

An Aging Analysis Report is helpful when you want to view a 30, 60 or 90+ day period of a company, their type of payment, and the total amount of their orders. As soon as an invoice is posted, it will show up in this report.

You can modify the following to create a custom aging report:

  • Report as of: Select a date
  • Starting Company
  • Ending Company
  • Summarize: An abbreviated view of a company and their current amount due
  • Show unpaid only: Shows only unpaid items. It is referring to the Current column needing to be $0.00 if it has been paid. It has nothing to do with the balance, only the unpaid items.
    • Therefore, if the Current column does not show $0.00, then Odyssey treats that as an unpaid item which is why an order will show up when checking ‘Show unpaid only’.
  • Aging periods: These can be modified

 

Example of entries in the A/R Aging Analysis Report

 

  • Select ‘Create Report’ button o nce the above fields have been customized to see the results on-screen.
  • Select ‘Export to PDF’ or ‘Export to CSV’ to see the output of the report in offline files.

 

Distribution Report:

The A/R Distribution Report is helpful to show you the distribution of money across the different Accounts/Codes within your Chart of Accounts.

The following settings can be modified to create a custom report:

  • Start and end date
  • Starting Code: enter the  beginning code you want the report to show
  • Ending Code: enter the ending code you want the report to show
    Period to Display: select a period you want the report to be based off of
  • Summarize: check this box to view an abbreviated view of a company, the transaction type and date and which Chart of Accounts the transaction is associated with
  • Send to Accounting: Selecting ‘Send Now’ will show a pop-up screen
    • This will create a file to be imported into accounting. No transactions will be duplicated if you send the same period more than once.
      • History: Select the needed history
      • Format to Send: Choose Standard or Multi-Ledger
      • File Extension: Choose csv or txt
      • Period to Send: Chose a period from the dropdown
    • Select ‘Prepare File to Send’ if you wish to open or save the file
      • Be sure to examine the file that was just created to ensure it looks correct. If it look correct, select ‘Accept’ and import the file into your accounting program. If the file is not correct, select ‘Reject’. If you reject this batch, DO NOT import the batch into your accounting program!
    • Select ‘Re-Save Selected History’ to re-save journal.
      • The option to open or save the file is also presented to you.

 

 

Selecting a date range and entering codes in a specific sequence will show only the specific accounts you want in the date range specified.

 

 

Once the above fields have been customized, you can select ‘Create Report’ to see the results on-screen. Otherwise, you can select ‘Export to PDF’ or ‘Export to CSV’ to see the output of the report in offline files.

 

Transactions by Type Report:

The ‘Transactions by Type Report is helpful when you want to view Accounts Receivable transactions by type. The types are:

  • Invoices
  • Quick Order (POS)
  • Payments
  • Adjustments
  • Credits

 

You can customize what types of transactions you want to filter on over a specific date range.

  • Select the different type of transactions to show on the report. You can select all of them by selecting the ‘check all’ checkbox.
  • Select a period to display

 

 

  • Select ‘Create Report’ once the fields about have been customized to see the results on-screen.
  • Select ‘Export to PDF’ or ‘Export to CSV’ to see the output of the report in offline files.

 

 

Example of an A/R Transactions by Type

 

Note: If a line is created in the ‘Enter Beginning Balances’ view, this will show up as missing an invoice. This means the invoice will show up in the Aging Analysis Report. It’s intended to enter past open (unpaid) invoices when first setting up Odyssey.

 

Commission Report:

This report is helpful to you because it displays commissions based on sales rep or overall sales.

  • Select a sales rep next to ‘Sales Rep’ or select ‘Show All Reps’
  • Select a period to display or show all periods
  • Select how commission is paid: when fully paid only, on each partial payment, or on all invoices (paid or not)
  • Select to view show paid invoices only or show all invoices
  • Select ‘Sort By’ sales rep, company, or invoice

 

Example of a A/R Commissions Report

 

 

  • Select ‘Create Report’ once the fields about have been customized to see the results on-screen.
  • Select ‘Export to PDF’ or ‘Export to CSV’ to see the output of the report in offline files.

 

Inventory Report

This view takes you over to the ‘Reports’ section of Odyssey. You can create a custom report to show the types of inventory items and information associated with each item.

 

Inventory Report for Envelopes

 

You can select ‘Create Report’ to see the results on-screen. Otherwise, you can select ‘Export to PDF’ or ‘Export to CSV’ to see the output of the report in offline files.

 

Paper Needed Report

This view takes you over to the ‘Reports’ section of Odyssey. You can create a custom report to show the amount of paper needed in inventory to complete a job (if ‘Quantity’ column is blank).

If the ‘Quantity’ column is filled in, Odyssey will not list how many sheets of that type of paper are needed to order because the current inventory is sufficient for the order.

To generate the report:

  • Select a date range
  • Select ‘Create Report’ to see the results on screen
    • Otherwise, you can select ‘Export to PDF’ or ‘Export to CSV’ to see the output of the report in offline files.

 

 

Paper Needed Report

 

YOUR COMPANY

Set Starting Balances

This is used for entering previous invoices and other transactions to bring Odyssey up to date with your previous accounting system.

 

Example showing entering a previous invoice

 

  • Select ‘Save Line’ when completed updating the fields above.
  • Select ‘Show Posting Report’ to see a balance report (allow pop-ups) or select ‘Post Transactions’ if you are done with editing the line.
    • Note: The edit button is at the right end of the line item under the ‘Options’ column

Chart of Accounts

      • Allows a user to set up the different types of accounts and designate if amounts are taxable, cash account, and other designations.

Advanced Settings

  • Accounting Periods
    • Defines the accounting periods for all accounting modules. You can select ‘By Month’ or ‘By Period’
    • Select ‘Update’ to save changes

 

‘Advanced Settings’ section

 

  • Invoice Numbering
    • Changes made here affect all of Odyssey as well as future invoices
    • The invoice numbering style can match order numbering or auto assign
    • You can also input what the next invoice number will be in the box under ‘Next Invoice Number Available’
    • Select ‘Update’ to save changes
  • Order Numbering System
    • You can choose the order number system you would like to use: Odyssey numbering or Website numbering
    • Select ‘Update’ to save changes

 

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17.Point of Sale #

The ‘Point of Sale’ section makes it easy for you to make quick tickets and invoices for simple orders that don’t require multiple tasks and people. You can use this function for items such as office supplies, ream-wrapped paper, and self-serve copies. Using Point of Sale still creates a ticket in Odyssey, and it does so in a way that allows your customer to do quick-in, quick-out purchases.

A ‘Cash’ account and ‘Sales Tax’ account must be defined before doing a point of sale. This is done in the ‘Chart of Accounts’.

To define ‘Cash’ and ‘Sales Tax’ accounts:

  • Go to the Odyssey homepage (Dashboard)
  • Select the ‘Accounting’ icon

 

 

 

You will be brought to the default window called ‘Chart of Accounts’

  • Select “ADD NEW ACCOUNT” next to the Alert Bell at the top left

 

Select ‘Add New Account’

 

  • Enter a Unique Code sequentially in the order you want it to appear on the Chart of Accounts page
    • Example: Using “4600” will make the new account appear at the end of the default list of the Chart of Accounts
  • Enter a Description
    • Example: Cash (PayPal)
  • Enter an Account Type
    • Example: Income
  • Select the flag that correlates to the options below the Account type
    • Example: Website payments go here
  • Select ‘Save’

 

Filling out a new account within the ‘Chart of Accounts’

 

In the example above, creating a new account that correlates to ‘Website payments go here’ removes the error at the top of the Chart of Accounts that says ‘No Website Cash Account Defined’:

 

The ‘No Website Cash account defined’ error has been resolved

 

Follow the same steps above to setup a new account as ‘Default’ (or edit one of the existing accounts) to remove the ‘No Default account defined’ message.

Now that a ‘Cash’ account and ‘Sales Tax’ account have been added, you may proceed to creating a ‘Point of Sale’

 

Create a Point of Sale

To create a ‘Point of Sale’:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘Point of Sale’ icon

 

  • A gray ‘Quick Order Menu’ will appear
  • Within this window you will be able to select the products needed for an order.
    • Quick Order items are the items that can be ordered by the printer or by the print buyer customer within the ‘Point of Sale’ section
    • Quick Order items are defined by you

 

Various ‘Quick Order’ categories listed on left side

 

  • Select needed Office Supplies, Paper, Fax, whatever is needed

 

Example of various supplies added to the Shopping Cart within ‘Quick Order’

 

 

  • Select ‘Checkout’ after all needed items have been added
  • Select or create a customer
  • Edit necessary details; add notes if needed
  • Choose the type of payment

 

 

Checkout: Left – you can select a name or create a new contact; Right – you can add notes to the order

 

 

Cash was chosen for this example

 

  • Select ‘Submit Payment’
  • You may choose to ‘Print Receipt’ or ‘Close This Sale’
    • If you select ‘Print Receipt’ the receipt will show up as a PDF
  • Select ‘Close This Sale’ when done printing the receipt
    • You will be brought back to the ‘Quick Order’ Menu of the Point of Sale section
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18.Creating Reports #

To view the available reports in Odyssey, refer to the following steps:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘View Reports’ under ‘Reports’
    • The following reports are available to choose from:

 

 

  • Select the report you would like to view
    • The specific view for that report will be brought up
    • The report can be displayed three ways:
      • Select ‘Create Report’ to display the report within Odyssey
      • Select ‘Export to PDF’ to generate a PDF that can be printed or emailed
      • Select ‘Export to CSV’ (comma separated value) for use in Excel or other spreadsheet software

 

The various reports available in Odyssey and the three ways to view them

 

Important Things To Know About The Reports Section

After selecting ‘Create Report’ you may update the report by selecting ‘Restart Report’ if changes were made such as choosing a different date range or grouping. After you change a setting for a report, Odyssey will prompt you to select ‘Restart Report’ by flashing the ‘Restart Report’ button.

Reports can be grouped in various ways depending on the report you selected.

 

Sales Report showing the ‘Group By’ drop-down

 

The following table shows the reports that can be grouped and the categories they can be grouped into:

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19.System Settings #

The settings icon will allow you to edit permissions, change system settings or see job status types.

To get to settings:

  • Go to the Odyssey homepage (Dashboard)
  • Select ‘Settings’

 

 

 

  • You will be taken to the ‘System Settings’ this way
  • Your print shop information can be adjusted within ‘Company Information’ and ‘System Defaults’
    • ‘Default Messages’ will be enabled in the future.

 

 

System Settings Home Page

 

  • Select ‘Permissions’ under ‘Settings’
  • You will be taken to the Permissions Groups page where you can drag and drop team members to various permission groups.
  • Selecting ‘Add New’ in the upper-left will allow you to create a new permissions group

 

 

Adding a new ‘Permissions’ group

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20.The Alert Bell #

The ‘Alert Bell’ is found in the upper-left corner of Odyssey on every page. If you’re a sales rep, it will ring when a new order or estimate comes in. Or it will ring when a prospect responds to one of your marketing campaigns. If you’re a production employee, it will ring if you need to start a tasks soon so it doesn’t become overdue.

  • It alerts you when a human touch is needed, such as an order was placed on the website or a scheduled marketing action requires attention.
  • The Alert Bell will also display who placed the order under ‘Notifications’.
  • Select ‘See All’ to see all alerts needing attention

 

Alert Bell in Odyssey

 

Within ‘Select All’ hovering over an alert allows you to do one of two things:

  • Dismiss the alert
  • Select the blue text to go directly to the item needing attention

 

Dismiss or select the item needing attention

 

  • Selecting the blue ‘order’ link within one of the notifications will take you to that specific order.
  • Selecting the small blue ‘x’ on the right side of a notification when hovering over it will allow you to dismiss or delete the notification.
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21.Manage Active Files #

The File area of Odyssey manages the active files your customers have uploaded, as well as proofs that you’ve sent to them for approval. It is a place to keep track of all the files that go back and forth between you and your customers. That could be files that get attached to a job, files created with some of the web-to-print add-ons like FastTrack, uDesignIt!, and DesignEdit, or files you send to customers as proofs.

You’ll always be able to get to the files through individual jobs, but this is a handy place to see all the files going back and forth through Odyssey.

 

  • Go to the Odyssey homepage (Dashboard)
  • Select the ‘Files’ icon

 

 

All files that have been uploaded can be seen at a quick glance as well as who and what date it was uploaded.

Use the search function on the left side of the ‘Files’ screen to search for files by file name or by the name of the person who uploaded the file.

 

 

Odyssey showing Active File

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22.Scheduling #

Real-time scheduling

If Odyssey knows what resources are needed to perform a certain task, and exactly who uses that resource, then Odyssey can put the right task on the right person’s schedule in real-time. If Odyssey doesn’t have all the information it needs to do that, then it will ring the Alert Bell for help. A production manager can be alerted to all unscheduled tasks, then drag and drop the task on to the right person’s schedule.

Odyssey will determine an approximate date and start time and end time of a particular job based on all other jobs and their tasks.

 

The ‘Schedule feature works as follows:

  • Individual tasks will be scheduled based on when they are due. The time for each task is calculated based on all of the parameters entered into the resources. Fields such as ‘Run Speed’ and ‘MR Difficulty’ within the resources that have those variables have a direct impact on the amount of a time a task will take. Other fields may also have an indirect impact on the time calculated.
  • Odyssey will put one task in front of another depending on the due date.
  • Odyssey assigns the number of tasks associated with the job.

 

Two alerts are triggered at the ‘Alert Bell’ based on different events occurring:

  1. When Odyssey schedules out the active orders, if any of them can’t be scheduled to be completed before it’s due date, all team member admins will be alerted with the ‘Alert Bell’ in the upper-left. Notifications (blue text) will take you directly to the job that couldn’t be completed by their due date.
  2. During the Scheduling process, if there is more than one team members assigned to a particular department, Odyssey isn’t sure which team member a task should be assigned to. An alert will show up for that job with a notification for someone to go to that job and manually assign any unassigned tasks.

 

To access the Scheduling component in Odyssey:

  • Go to the Odyssey homepage (Dashboard)
  • Select the ‘Schedule’ icon

 

 

  • You will be taken to the main Schedule homepage, also known as the ‘Production Queue’

‘Production Queue’ homepage

Production Queue

The ‘View Production Queue’ page shows four icons along the top bar:

 

Top bar within ‘Production Queue’ homepage

 

  • Number of tasks overdue

 

 

  • This is referring to production tasks overdue based on the forecasted schedule for the previous seven days
  • Selecting ‘## tasks overdue’ in blue text will allow you to see tasks, their expected start and due date and who it was assigned to or if it is still unassigned.
  • The tasks are referring to departments such as folding, pre-press cutting, press run…

 

  • Task overview

 

  • This cycles through tasks that are in progress and actively being worked, who is working the task, and time started.

 

  • Tasks listed by Department

 

 

 

  • This shows a summary of tasks by department over the past seven days
  • You may select the gray arrow to quickly filter for a specific department
  • This will show the total number of tasks over the past seven days

 

  • Percentage of tasks completed

 

 

  • This shows a percentage of the total number of tasks left to complete and the total number of tasks completed so far. The total number of tasks is the sum of all the department tasks for all jobs over a seven day period.
  • ‘Refresh Schedule’ button: Scheduling doesn’t happen automatically. Before any tasks show up in Scheduling, an employee of your company MUST select the ‘Refresh Schedule’ button. This will allow Odyssey to schedule any jobs that have come in since the last time the schedule was refreshed.

 

Below the top bar in Scheduling, you will see a list of tasks in descending order according to their due date.

 

Example list of tasks below ‘Refresh Schedule’ button

 

  • Selecting the blue rocket icon for a job will show expanded details

 

Example of additional details for a task

 

  • You will see the following within each job:
    • The different tasks (departments) needed to complete the job
    • Department timeline: Shows the various departments involved and the next department in line the job will go to
    • Expected starting and ending dates
  • Odyssey assigns a job based on all other jobs in the scheduling system.
  • You can also see the job progress along the blue bar along with an overall percentage completed at the far right.

 

My tasks

In order to view tasks assigned to you:

  • Go to the Odyssey home page
  • Select ‘My Tasks’ under the Schedule icon

 

 

The default view will show the following:

  • Tasks assigned to you on the left
    • You can filter between tasks assigned to you, unassigned tasks or all tasks
  • The total number of tasks you have completed this week shows on the right

 

 

Tasks assigned to you

  • Selecting a task when ‘Assigned To Me’ is filtered will show more information about a task on the right side of the screen

 

Filter for tasks assigned to you

 

  • You can update, start, stop or finish a task

 

Update, Start, or Finish a task

 

  • Selecting ‘Update’ allows you to add a note and select the percent complete

 

Add a note and adjust percent complete

 

  • Selecting ‘Update’ again will save the note and any updates made to the percent complete

 

Updated percent complete

  • Selecting ‘Start’ will allow you to start a task
  • Selecting ‘Stop’ will stop the task
  • Selecting ‘Finish’ will show 100% complete and will move that task out of the ‘Assigned To Me’ section as found on the left side of the screen. You will also see a pop-up screen saying ‘Alert! Congratulations on finishing the task!’

 

Pop-up when a task is completed

 

Unassigned Tasks

The ‘Unassigned’ list shows future tasks within your department(s) with the earliest scheduled task at the top. If you work the ‘Unassigned’ list from top to bottom, that would be the easiest way to work the list.

  • Selecting ‘Unassigned’ will show all tasks that have not yet been assigned to anyone
  • Selecting a task will allow you to update, start, stop or finish a task
    • If you select ‘Start’, this will automatically assign the task to you
    • The task will then show up if ‘Assigned To Me’ is selected from the filter

 

All Tasks

  • Selecting ‘All’ will show assigned and unassigned tasks
  • You may still select a task the list to update, start, stop or finish a task

 

A note about Tasks

  • Currently, a manager can only assign tasks from within the main Order screen of an order.
    • This is done by selecting the ‘+’ to the left of a task, selecting the 3rd icon on the far right and selecting an employee from the list given
    • Refer to the ‘Orders‘ section about assigning Tasks
    • Users will be notified through Odyssey when the task before their next assigned task has been completed.
    • If there are any manual marketing campaign tasks assigned to you, those tasks will show up in your schedule list of tasks ‘Assigned to Me’.

 

View Report

To view a Production Schedule report based on the Schedule component of Odyssey:

  • Go to the Odyssey home page
  • Select ‘View Report’ under the Schedule icon

 

 

  • You will be taken to the ‘Production Schedule’ homepage

Production Schedule homepage

 

  • You can select the following to create the report:
    • Show all Departments or chose one
    • Show all Employees or chose one
    • Chose a period to display: today, tomorrow, this week, or next week
    • You can sort by start time, department, or employee
  • Select ‘Create Report’ to show output based on the above selections
  • Select ‘Export to CSV’ to export the report in CSV format (optional)

 

Example output showing all Departments and Employees on the Production Schedule report

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Last updated on March 31, 2019
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23.Marketing #

The Marketing aspect of Odyssey will give you the flexibility you need to set up automatic marketing campaigns to reach out to your customers and prospects on your Facebook, Twitter, and other social media accounts. This allows you to include the time BEFORE production when you want to turn prospects into customers, and the time AFTER production when you want to customers to become repeat customers.

 

Marketing in Odyssey includes three components:

  • Campaigns: These are scheduled actions or events that may be tied to LinkedIn, Facebook, Twitter, WordPress, Email or a Manual Task.
    • A campaign is a series of actions that make up a marketing campaign.
    • Examples include sending out automatic Twitter posts every day at 6am, automatic Facebook posts every Wednesday at 6pm or a LinkedIn post three hours after an automatic Facebook post has been set up. The sky is the limit- you get to decide what and when to have content posted to your social media accounts.
  • Contact Lists: Lists you create based off of all your contacts, email newsletter ([email protected]) subscribers or recently registered contacts.
  • Accounts:  Selecting this tab allows you to log into the four Social Media accounts included in the Marketing component of Odyssey:
    • Facebook
    • Twitter
    • LinkedIn
    • WordPress

 

To create a successful active Campaign, the following is a high-level overview of the steps to take:

  • Create a contact list
    • Contact lists are based on already added contacts.
  • Sign into your social media accounts (Facebook, Twitter, LinkedIn, or WordPress) for the campaign to actively complete assigned actions.
  • Create a new Campaign by adding scheduled actions tied to Facebook, Twitter, LinkedIn, WordPress, email or a manual task
  • Save newly created campaign

 

To access the Marketing aspect of Odyssey:

  • Go to the Odyssey homepage (Dashboard)
  • Select the ‘Marketing’ icon

 

 

  • You will initially be taken to the ‘Campaigns’ tab
    • Within any of the three tabs – Campaigns, Contact List, or Accounts, you can access any other tab.

 

Marketing homepage – Campaigns

 

 ‘Contact Lists’ tab

Here you can create different lists of your contacts or view and edit pre-defined contact lists.

 

‘Contact Lists’ homepage

 

Once a contact list has been created, new contacts that create accounts are not added to a contact list. This is because a campaign may have email messages that refer to prior messages and that could be confusing if a contact was added to a contact list mid-campaign. However, you have flexibility to create a custom contact list which allows you to add and remove any contact you choose.

To create a new Contact List:

  • Select ‘Create New’
  • Name the list
  • Pick a list color
  • Pick a list icon
  • Select a list type under ‘Pick your list type’
    • The following five types of lists are available for your selection:
      • Build custom list: Choose this option if you would like to build a custom mailing list where you may add and remove contacts to build the exact list you need.
      • Add all contacts: All contacts you have saved in Odyssey would be included in this list.
      • Add printer @ work subscribers: All your contacts that subscribe to the Printer @ Work email newsletter.
      • Add Recently registered: Selecting this type of list allows you to add a date within the past year to add all contacts added to your list of contacts since the specified date. You may also choose from contacts registered within the last 0-7 days, 8-30 days, 31-90 days, 91-180 days or 181+ days ago.
      • Ordered in past 90 days: Any contact that has placed an order in the past 90 days will be included in this list.
    • Add a description
  • Select ‘Save’

Creating an ‘All Contacts’ contact list

 

  • To create a ‘recently registered’ list:
    • Select ‘Create New’
    • Name the list
    • Pick a list color
    • Pick a list icon
    • Select a list type under ‘Pick your list type’
    • Add a date or
    • Select a time frame you desire for number of contacts registered

 

‘Recently registered’ contact list selection

 

 

Recently registered contact list filled out

 

  • Select ‘Save’

‘Accounts’ tab

Under the ‘Account’s tab, you can connect your social media accounts to automatically send out information on your behalf.

  • Selecting ‘Continue with Facebook’, ‘Sign in with Twitter’, ‘Sign in with LinkedIn’, or ‘Connect with WordPress’ will allow you to log into these social media accounts and really showcase your print shop to the world!

 

Accounts tab

 

  • Upon logging into any of the four social media accounts, you will be directed back to the ‘Accounts’ tab to set up additional accounts.

 

‘Campaigns’ tab

A few things you will notice on the ‘Campaigns’ home page:

  • You will be shown the number of campaigns along with the percentage completed in the green bar next to ‘Campaigns’.

 

‘Campaign’ tab showing 19/47 actions completed within all campaign

 

  • Within each individual type of social media account that has been set up for all your campaigns, you can view:
    • Number of active tasks associated with your active campaigns
    • Number of tasks completed with your active campaigns
    • The total percentage of all tasks completed with your active campaigns

 

Quick stats within the Facebook campaign

 

  • Selecting ‘Filter’ near the top will allow you to filter for campaigns that are:
    • Completed
    • In Progress
    • Active
    • Inactive

 

Example of selecting ‘In Progress’ campaigns

 

Create New Campaign

  • Select ‘Create New’ allows you to enter ‘Campaign Builder’
  • Type a campaign name
  • Toggle ‘Campaign Active’ to make this campaign active (if desired)

 

‘Campaign Builder’ toggle on/off

 

To start your campaign, you need a ‘triggering’ event- something to get your campaign started. The trigger event is simply a required date and time you want the campaign to start.

  • Select the text area under ‘Scheduled Time’

 

Select the area under ‘Scheduled Time’ to start building your new campaign

 

  • Select a date and time for your campaign to start
  • Select a contact list in the drop-down below the scheduled start time
    • You may also select ‘Create a new mailing list’ within the Campaign Builder to create a mailing list so that you don’t have to create a new contacts list within ‘Contacts Lists’ section.
  • Select ‘Done’
  • Select ‘save’
  • Select the ‘plus’ icon to add an action
  • Select the action type you want to create
    • This can be one of 6 actions (see below)

 

 

  • If you are not logged into one of the four social media accounts, Odyssey will take you to the log-in page for the selected social media account.
  • Once you are logged in, you will be prompted to set up the action for the social media account you logged into.

 

Facebook

To add a Facebook Action:

  • Select ‘Create an automatic Facebook post’ button
  • Add a short description of the post
  • Set the delay for the next task to start after this one completes (hours, day or weeks)
    • A scheduled delay means the number of hours, days or weeks until the next action added will take place.
      • The purpose to include delays will allow you to set up multiple actions from one of the six action types within one campaign so that Odyssey will allow you to ‘set it and forget it’.
      • This means once you have added campaigns with defined actions, the campaigns will automatically send out the specified action on your behalf at pre-determined dates and times. This eliminates you having to constantly send out individual posts on social media or email.
  • Add text for the Facebook post
  • The following are optional:
    • A full URL of a link to include with your post
      • If you include a link with your post, Facebook will auto-populate a title, description, and image for the link preview panel that appears on your post.
      • Facebook does not allow us to override this data. However, if you also include an image, we’ll send the link as part of the message text instead. Facebook will make the link clickable, but no preview panel will appear. The image you include will get added to your photo library or the photo library of whatever page you’re posting to. Clicking on that photo from your post will open it in Facebook’s image viewer.
    • Uploading an image to go along with this post
  • Select how you want your post to be seen by others
    • The default is ‘Post this update as me on my personal Facebook wall’

 

Example of a Facebook action

 

  • Select ‘Save Action’
  • This new action will show up in your newly created campaign under the task ‘Scheduled Time’.

Note: Facebook no longer allows us to post to your personal Facebook account on your behalf. You will still be able to post to any Facebook pages you manage and link Odyssey to those pages. If you attempt to create a post using your personal account, Odyssey will advise you of this.

 

Twitter

To add a Twitter Action:

  • Select ‘Create an automatic Twitter post’ button
  • Add a short description of the post
  • Set the delay for the next task to start after this one completes (hours, day or weeks)
  • Add text to be seen on your Twitter post. You may include up to 280 characters which is Twitter’s limit.
  • You may upload an image to go along with this post
    • Each tweet can include up to four (4) static images ( jpg, png, or gif ) or one (1) animated gif

 

Example of a Twitter action

 

  • Select ‘Save Action’
  • This new action will show up in your newly created campaign under the task ‘Scheduled Time’.

 

LinkedIn

To add a LinkedIn Action:

  • Select ‘Create an automatic LinkedIn post’ button
  • Add a short description of the post
  • Set the delay for the next task to start after this one completes (hours, day or weeks)
  • Add text to be seen on your LinkedIn post
  • Add a full URL of a link to include with your post
    • This is a requirement that LinkedIn has in place that there must be a link due to LinkedIn only allows for ‘sharing links’, not ‘sharing’ or writing posts’.
  • The following are optional:
    • You may add an alternate title for the link you’re including
    • You may upload an image to go along with this post
    • You may add an alternate description for the link you’re including

 

Example of a LinkedIn action

 

 

  • Select ‘Save Action’
  • This new action will show up in your newly created campaign under the task ‘Scheduled Time’.

 

Example of a new LinkedIn action

 

WordPress

To add a WordPress action:

  • Select ‘Create a blog post to publish as part of this campaign’ button
  • Enter a short description of what the blog will be about
  • Set the delay for the next task to start after this one completes (hours, day or weeks)
  • Add a title for your WordPress post
  • Add an excerpt to include with your WordPress post listing
  • Compose the blog post using the white space below the title
  • You may upload an image to go along with this post
    • Select an image position
  • Add a comma-separated list of categories for this WordPress post
  • Add a comma-separated list of keywords for this WordPress post
  • Select the correct WordPress site to post to

 

Example of a new WordPress action

 

  • Select ‘Save Action’
  • This new action will show up in your newly created campaign under the task ‘Scheduled Time’.

 

Email

To create an email action:

  • Select ‘Send an automatic email’ button
  • Enter a short description of what the email will be about
  • Enter a subject
  • Enter an assigned to name
  • “Assigned to” is the “from” address on the emails and is who will be notified when emails are sent.
    • You can include [First_Name] and [Last_Name] to personalize the email to the recipient if you wish.
  • Set the delay for the next task to start after this one completes (hours, day or weeks)
  • Compose the email using the space below ‘Save Action’
  • Within the body of the email, when placing your cursor in the box, a little blue ‘+’  shows up. This is a quick insert function that allows you to insert an image, table, ordered list, or unordered list.

 

Example of Automatic Email action set-up with a 1-day delay

 

  • Select ‘Save Action’
  • This new action will show up in your newly created campaign under the task ‘Scheduled Time’.

 

Manual action

A manual action is important in a campaign workflow because you can assign tasks to employees within your print shop.

To create a manual action:

  • Select ‘Create a manual action to perform’ button
  • Add a short description of the task
  • Set who the action will be assigned to
    • The assignee will perform the task with the contacts passed into this action
    • This assignee will receive an email with a reminder of what the manual task includes along with the expected turnaround time to complete.
  • Set the expected turnaround time
  • Set the delay for the next task to start after this one completes (hours, day or weeks)
    • When there is a manual action, the campaign will pause and wait for the manual action to complete before proceeding. Odyssey will ‘nag’ the user to complete the task until they go in and mark it complete. Once the task has been marked complete, Odyssey will wait for the delay to pass and then proceed with the next action.
  • Fill in a detailed description of the task

 

Editing a ‘Manual Task’

 

  • Select ‘Save Action’
    • Upon selecting ‘Save Action’, the Manual task is set up to send an email to the specified employee after the specified delay of the previous task.
    • A Manual Task will also send a notification to the Alert Bell to remind the person that something must be completed.
  • This new action will show up in your newly created campaign under the task ‘Scheduled Time’.
  • You may continue to add new actions to your campaign at your discretion.
  • Select ‘Save campaign’ if you feel your campaign is complete.
  • You will be taken back to the main campaign page.

 

Example of a campaign with multiple actions

 

To edit an existing campaign:

  • Select the ‘Campaigns’ tab
  • Scroll or filter to desired campaign
  • Select the rocket icon next to the campaign name
  • You may toggle on/off the campaign to be active next to ‘Campaign active’
    • If you forget to toggle the campaign on and the date/time has passed, you may still turn the campaign on and the campaign will start immediately.
  • You may rename an existing campaign
  • You may edit existing scheduled tasks by selecting the pencil icon in the upper-right corner of a desired task

 

Selecting pencil icon to edit a campaign task

 

Within the editing a campaign task window, you may do the following:

  • Rename the action
  • Edit who it is assigned to
  • Edit the Expected Turnaround time in either hours, days, or weeks
  • Edit the delay after the task is completed in either hour, days, or weeks until the next task is started
  • Add or edit a detailed description of the task
  • Select ‘Save Action’ once completed

 

Notes:

  • If any task (manual or automatic) is not completed for one reason or another, the campaign will pause. The campaign will resume when either a manual task is completed or the login is fixed so that an automatic task can be completed.
  • To activate a marketing campaign with an invalid (past) start date, you will be prompted to choose a new start date and time. The default is ‘Now’.
  • If you are logged into a social media account before accessing Marketing, if may carry over into connecting Odyssey to the social media account. However, if you are logged into a social media account via Marketing in Odyssey, this will not carry over the social media account on a web browser.
  • You will not be required to select a contact list for a campaign that is a social-media-only campaign.
  • You may update a marketing campaign that is queued but has not yet been triggered.
  • You may add additional marketing tasks to the end of a campaign that is in progress.

Disabling Marketing Campaigns

You may disable a Marketing Campaign that is currently active. To do so, select the campaign you wish to view and simply toggle ‘Campaign active:’ to ‘No’ or off.

Deleting campaign tasks

  • You may delete a campaign task from the current active campaign by selecting the gray ‘x’ icon next to the pencil icon in the upper-right corner of a desired task.
  • The task will be moved to the right side of your screen in case it is needed for a future task.
  • You may move it back into the campaign by doing the following:
    • Hovering over the task until 4 cross arrows appear
    • Drag with your mouse to the desired location within the timeline of tasks in the middle of the screen
  • The removed campaign task will stay on the right-side of the screen to either be deleted or moved back into the campaign later.

 

Example showing a removed campaign action on right-hand side of screen

 

Alerts: Marketing

If there is a notification in the Alert Bell for a marketing action, select the blue text that says’ marketing action’. Odyssey will take you to to a ‘Campaign Problem’ screen.

 

Alert Bell notifications for a Marketing Campaign

 

 

Campaign Problem screen

 

You will have two options:

  • Set the Campaign inactive
    • Selecting ‘Set Inactive’ will toggle the campaign as inactive
  • View Campaign
    • Selecting ‘View Campaign’ will take you to the campaign

Campaign made inactive after selecting ‘Set Inactive’

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Last updated on March 30, 2019
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24.What's Next? #

YOUR NEXT STEPS

Odyssey has been created for printers like you to bring together the efficiency and accuracy of a Print MIS, the connection of a CRM, and the relationship-building power of a marketing component. Odyssey’s unique combination serves one ultimate purpose: to help you sell more printing.

If you’ve made yourself familiar with the instructions in this user guide, congratulations! You are now well-positioned to reach that goal and start reaping the success of the education you’ve sowed.

As you continue to harvest all of the benefits Odyssey has to offer, remember that you are not alone in this. Reach out to us at [email protected] if you ever encounter a question or need assistance in any way.

Lastly, this user guide is meant to be your constant guide. This fluid, ever-changing document will continue to grow and be updated as Odyssey does, so you can always have an up-to-date resource to reference if you have questions.

 

Enjoy your Odyssey journey,

The Team at Marketing Ideas For Printers

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Last updated on April 5, 2019
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