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!
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.
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
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
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
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!
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
In the upper-right menu of Odyssey is a ‘HELP’ button. From here, you may select one of the following:
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
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.
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:
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:
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.
The following items will automatically carry-over for you from your existing website from Marketing Ideas For Printers:
This includes your ‘Customers’ and ‘Team Members’
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:
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:
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:
To Add or Edit A Department:
To add a new Department
The ‘Create a New Department’ pop-up window
To edit an existing 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:
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’.
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
The new team member added in the Odyssey shows up after refreshing the screen
Editing a Team Member
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)
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:
‘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:
Adding a new permissions group
Example of five different permissions groups
Example of a team member dragged to the new permissions group
To access your contacts, follow these steps:
Customer window showing ability to search or filter by ‘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
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
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
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
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.
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
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.
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 CMYK Ink
Editing Pantone Matching System (PMS) Ink
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
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.
The short answer is whatever presses you’d like. Below is a list of a few different press options that can be added.
To Add a Press Resource:
Example of press resources added in Odyssey
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:
Example of a digital press resource with two configurations: 180P and Oki Xante
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)
Example of a configuration for a Digital Press
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.
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
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
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.
Example of a multiple configurations within one press
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.
To add Paper Resources:
Example of paper resources being assigned to a department called ‘Paper Inventory’
Color/Size combination toggle
Helpful notes about Paper Resources
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
Paper Cost Table in $ per 1000 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.
Substrates are used in wide format printing and can be rolls, sheets, board or pretty much anything.
They may include materials such as:
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’
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:
Example of ‘Bind’ resource assigned to the ‘Bindery’ department with ‘bindery’ tag
Example of a ‘Bind’ task named ‘Multi-Bind’
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:
Example of a ‘Bundle’ resource with three tasks
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:
Example of adding a Fulfillment Custom Resource
Example of a Custom resource called ‘Collate’ with two tasks: ‘Collate’ and ‘None’. Only one question is needed to fill out in this case.
Different products in which a Custom Resource may be used include the following:
Feel free to contact us for help if you are unsure about setting up a custom resource. We can set it up for you.
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:
A cutting task called ‘Pre-Press Cutting’ within the ‘Pre-Press Cutting’ resource
To add a Drilling resource:
Example of a ‘Drilling’ resource with three tasks
Example of a ‘Drill 3/16″ Holes’ task within a ‘Drilling’ resource
To add a Folding resource:
Example of a Folding resource assigned to a ‘Bindery / Finishing’ department
Example of a ‘Folding’ resource with 9 tasks
Example of a ‘Half fold’ task within a ‘Folding’ resource
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:
Important Note: The quantity that applies to material is always the finished quantity, not the quantity specified in “Based On” above.
Example of ‘Staples’ as a ‘General Purpose Resource’
Example of a task within the ‘Staples’ General Purpose Resource
The Inserting resource is useful to help track inserting tasks such as envelope stuffing.
To add an Inserting Resource:
2 pieces = 450 / hour
3 pieces = 400 / hour
4 pieces = 350 / hour
Example of an ‘Insert’ resource with one task
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:
Example of a ‘Packaging’ resource
To add a task:
Example of a ‘Packaging’ task within a Packing resource called ‘Boxes’
To add an Envelope resource:
Example of envelope resources assigned to the ‘Paper’ department
Example of an envelope resource filled out
To add a Proofing resource:
Example of a ‘Proofing’ resource
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.
Example of tasks within a Proof resource named ‘Proofing’
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:
Example of a ‘Time’ resource with one task
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:
To find the ‘Resource Library’, follow the steps below:
Select ‘Resource Library’
List of resources within the Custom Resource Library
Example: Selecting the Laminate resource from the Custom Resources will allow the following variable data to be adjusted within the ‘Custom Calculation’ tab:
Example of variable data that can be adjusted for the Laminate Custom Resource
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:
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.
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.
The ‘Load a template’ option becomes relevant only after previous estimates have been saved and designated as a template.
Select ‘Component Wizard’ to build an estimate
Step 1: Selecting paper
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
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’
Step 3: Chose ink
Example of other inks that could be selected during Step 3
Step 4: Include a description and up to 3 quantities
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)
Selecting ‘Load Output Devices’ will show eligible presses from lowest to highest cost
Example showing three different quantities and the cost associated with that quantity within Step 4
Example of ‘Post-Press Cutting’ task having been added within the ‘Build Estimate’ window
Details regarding Component #1 of an estimate
Calculated selling price is found at the top next to ‘Calculated Price’
Grand total of all components at very bottom of ‘Estimate Details’
Adjusting the estimate PDF to be sent to your recipient:
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 either ‘View Estimate’ or ‘Information’ to view the Estimate and various details involved
To Modify A Component:
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
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:
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
To Change or Adjust Part of a Component:
Note: Odyssey breaks up estimates with more than one component into two orders when a job is sent from an ‘Estimate’ to an ‘Order’
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.
Example of an estimate with more than one component saved as an order
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:
Example of not being able to place an order due to a company that has not been specified.
Add in a company within ‘Information’ tab
Order information to fill out
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:
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 resources to your estimate will allow you to customize the estimate to your customer’s requirements.
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.
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.
‘Save Template’ at top of the ‘Build Estimate’ window
‘Save Template’ pop-up
The saved ‘Component #1 flyer test’ template will now show up in the ‘Load a Template’ drop-down
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’
Example of moving a website price to an estimate
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.
Identifying what is turned on/off in a component from within ‘Website Prices’
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
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
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.
Select ‘layout calculator’ next to ‘Form Layout’
Fields within the red box can be adjusted; changes will show up on the right side of the window
Changing the ‘Stock Sizes Available’ adjusts numbers where the red arrows point
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
Printable Job Ticket
Special tasks run automatically when using the Component Wizard.
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:
Task added within ‘Pre-Press Cutting’ resource
‘Markups’ are found within the Estimate Builder (or within ‘Edit Job’ if the estimate was turned into an order)
‘Define Categories’ allows you to add a new markup or edit an existing markup
Create a new Markup category
Define various Markup categories
Select a company or start typing in the company name in the text box
Selecting a company on the left side moves the name to the right side
The number next to the Markup category refers to how many customers are within that category
Example of using a flat amount in a Discount
Markups are found within ‘General Information’ when looking up a company
Select a contact
The ‘Commission’ comes from the Sales Rep commission set in the Control Center on the website
Ensure the numbers within the red box match the same numbers as found on the ‘Markups’ page under ‘Estimate Builder’
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
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
Sample Flyer order form with product information filled out
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:
Form Designer on left-hand side of the ‘Build Order Form’ page
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
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.
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.
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 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:
Creating a category while in ‘Build Order Form’
Types of Order Forms
The two different kinds of order forms:
Public and Private Order Forms
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:
Turning on and off Order Forms
To turn on an order form:
To turn off an order 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)
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
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
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
There are two types of Order Forms in Odyssey: Self-serve and Guided.
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:
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’
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.
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.
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
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:
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:
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
Difference between trash can and ‘?’ icon in ‘Global Elements and Questions’
Benefits to using Global Questions:
Example of turning of answers on a Global Question at the order form level
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.
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.
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.
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.
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:
Once the needed resources have been added to Odyssey, ensure the following:
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.
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 Details’ Form Element
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.
‘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.
Color Labels within ‘Color Options (Cover)’
Delete color options you do not offer for booklet covers
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’
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.
Remove ‘Lightweight’ and ‘Heavyweight’ groups from within the Control Center
Select ‘Paper Choices (Cover)’ if the red triangle was still present
Need a Dimensions type question for Size
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.
Customizing the ‘Size’ question to fit your print shop’s needs
Ensure red triangles have been resolved in various ‘General Specifications’ sections
‘Inside Page Details’ Highlighted Text Message
Inside Page Details not part of the Cover Page component
‘Paper Choices (Inside Pages)’ and ‘Number of Pages’ within the ‘Insides Pages’ component
Delete color options not needed
The ‘Inside Paper’ question should look similar to the below:
‘Inside Pages’ question setup
‘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’.
Turn on ‘Use Odyssey to price this form’
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.
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
The process of converting an Estimate into an Order only involves a few mouse clicks.
Ensure various inputs are correct (red arrows) before selecting ‘Order’ at the top
Link to the new order next to ‘View Estimate’
Example of estimate #3178 shown within Order#3834
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:
Example of a new Job Status Type
To edit a job status:
Website Job Statuses
You can add or edit a Website Job Status.
To add a new status:
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:
The Job Status page
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.
A job ticket collects all the tasks required to complete a job. It can be visualized two ways:
On-screen version of a job ticket
To create a Printable Job Ticket, perform the following:
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:
Editing an Estimate
Viewing updated Job Ticket information:
In order to see updated Job Ticket information, an estimate needs to be changed to an order:
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.
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:
The delivery ticket can be printed off if needed. This is found next to ‘Ship Label’.
To create a delivery ticket:
Ability to select which jobs to show on the Delivery Ticket
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:
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):
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
Departments associated with a Component named ‘Postcards’
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:
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:
You may select a single conversation from multiple conversations within the ‘Conversations’ window
Assigning a Task
Completing a Task
If you want to change your paper (or other material) for an order, you would need to do the following:
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.
Within Odyssey, there is the function to reorder an entire order, regardless of the number of components.
To reorder a job, perform the following:
Reorder icon: Basket with a magnifying glass
The reordered job shows up in the main ‘Orders’ window
Create a new estimate from an existing order
The reordered job sent as a new estimate within the ‘Estimates’ window
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:
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.
Paper, press, and size can be changed within a gang order
The press sheet layout
Estimates page showing ganged orders with the word ‘Combined’ in the Description
View of ganged orders in ‘Orders’ main page
Order status = ‘Ganging is Finished’
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.
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:
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:
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.
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 ‘Departments’ button
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:
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’.
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:
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.
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’:
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:
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
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.
Void an invoice by searching for invoice number
Two options to void an invoice: ‘Void & Re-Enter Invoice’ or ‘Void Invoice’
Selecting this option will allow you to turn on and off various functions of an invoice.
Options to customize an invoice
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.
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
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,
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.
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
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:
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.
Finally, in the Invoices screen below, there is a ‘Posted Summary’ showing previously total invoiced amounts (per day).
Invoices Posted summary
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.
Example of the statement below:
The Receive Payments section allows you to enter an invoice that is being paid.
The ‘Receive Payments’ view
From this view, you can either:
‘Company Lookup’ view
Example of entering a payment
The new line entered now shows up below ‘Payments Entered’
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.
Example of entering a line of credit showing up below ‘Credits Entered’
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:
Below this question, you can specify if the vendor is your default vendor for the following:
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:
You will now see the vendor in your ‘Vendors’ list and can edit them, if necessary, from here:
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.
Example of creating a purchase order
A purchase order for all items from the vendor ‘Novatype’
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.
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:
In either view, you can:
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
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:
Example of choosing ‘Plates’ as a new inventory item
Newly added ‘Plates test’ shown up on ‘Inventory Items’ page
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
Within the ‘Reports’ section, there are 7 reports that are part of Accounting. We will go through each one below.
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:
Selecting ‘Create Report’, ‘Export to PDF’, or ‘Export to CSV’ will show output of the report with the constraints provided.
‘Sales Transactions’ 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:
Example of entries in the A/R Aging Analysis 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:
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.
The ‘Transactions by Type Report is helpful when you want to view Accounts Receivable transactions by type. The types are:
You can customize what types of transactions you want to filter on over a specific date range.
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.
This report is helpful to you because it displays commissions based on sales rep or overall sales.
Example of a A/R Commissions 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.
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:
Paper Needed Report
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
Chart of Accounts
‘Advanced Settings’ section
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:
You will be brought to the default window called ‘Chart of Accounts’
Select ‘Add New Account’
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’:
Various ‘Quick Order’ categories listed on left side
Example of various supplies added to the Shopping Cart within ‘Quick Order’
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
To view the available reports in Odyssey, refer to the following steps:
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:
The settings icon will allow you to edit permissions, change system settings or see job status types.
To get to settings:
System Settings Home Page
Adding a new ‘Permissions’ group
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.
Alert Bell in Odyssey
Within ‘Select All’ hovering over an alert allows you to do one of two things:
Dismiss or select the item needing attention
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.
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
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:
Two alerts are triggered at the ‘Alert Bell’ based on different events occurring:
To access the Scheduling component in Odyssey:
‘Production Queue’ homepage
The ‘View Production Queue’ page shows four icons along the top bar:
Top bar within ‘Production Queue’ homepage
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
Example of additional details for a task
In order to view tasks assigned to you:
The default view will show the following:
Tasks assigned to you
Filter for tasks assigned to you
Update, Start, or Finish a task
Add a note and adjust percent complete
Updated percent complete
Pop-up when a task is completed
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.
A note about Tasks
To view a Production Schedule report based on the Schedule component of Odyssey:
Production Schedule homepage
Example output showing all Departments and Employees on the Production Schedule report
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:
To create a successful active Campaign, the following is a high-level overview of the steps to take:
To access the Marketing aspect of Odyssey:
Marketing homepage – Campaigns
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:
Creating an ‘All Contacts’ contact list
‘Recently registered’ contact list selection
Recently registered contact list filled out
Under the ‘Account’s tab, you can connect your social media accounts to automatically send out information on your behalf.
A few things you will notice on the ‘Campaigns’ home page:
‘Campaign’ tab showing 19/47 actions completed within all campaign
Quick stats within the Facebook campaign
Example of selecting ‘In Progress’ campaigns
‘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 area under ‘Scheduled Time’ to start building your new campaign
To add a Facebook Action:
Example of a Facebook action
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.
To add a Twitter Action:
Example of a Twitter action
To add a LinkedIn Action:
Example of a LinkedIn action
Example of a new LinkedIn action
To add a WordPress action:
Example of a new WordPress action
To create an email action:
Example of Automatic Email action set-up with a 1-day delay
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:
Editing a ‘Manual Task’
Example of a campaign with multiple actions
To edit an existing campaign:
Selecting pencil icon to edit a campaign task
Within the editing a campaign task window, you may do the following:
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.
Example showing a removed campaign action on right-hand side of screen
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:
Campaign made inactive after selecting ‘Set Inactive’
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