You are finished designing your yearbook! Now its time to send the book to print. Here is how to complete our new easy 6 Step Approval Form to send your book to production!
To access the Approval Form, go to Manage then Manage Ladder. Click the red “Approve For Production” button.
NOTE: Only Admin logins will be able to approve the yearbook for production. Editors and Staff will not have this button available.
When you first access the Approval Screen, you will be brought to an Overview page that will review the 6 Steps. When you’re ready to get started, click “Start Step 1”.
Step 1 – Approve Cover
In this step you will review your cover design, and if applicable, your Endsheet or Inside printing designs as well. This step will show you your front and back cover broken up, to make sure your design is accurately being displayed. There is also a photo of your book’s spine, that is if you have a soft or a hard cover book. Make sure your spine text is centered and not upside down at this time.
Once you are satisfied with the design, check the box confirming your cover design. Then click “Go to Next Step”.
As you complete each step, there will be a green checkbox in the corner to verify that step is complete.
Step 2 – Check Content
In this step, you will review page numbering, student people names/photos, ads (if applicable) and pages with pre-flight warnings.
First, Page Numbering. Entourage offers auto page numbering and you can add it to your book at this point or forgo the option.
Second, People Page Check. This will only be applicable if you used the People Page Flow system. This will compare all the students in your Manage Student Data, to the student photos and name tags that are placed on the pages. If you added a student manually or deleted a student from your yearbook page but not from the index data, this will flag that student as missing. To begin people check, click on the “Start People Page Check” button.
Once it completes, it will give you the number of missing students. Click the “Review Missing” button to see the list of students and click “Ignore This Person” or “Ignore All” to confirm it is okay.
Next, Yearbook Ad Check. If you sold yearbook ads, this check confirms that all the ads that have been PAID for in the yearbook store are placed into the yearbook.
Finally, Pages with Warnings. This section goes over all your pages that have preflight warnings. You can review the types of preflight warnings here.
Click on any of the previews to see the exact warning. You can choose to move forward with the warnings or click “Go to Designer” in the pop up to edit the warnings.
Once you have reviewed all the items and entered your delivery address, click “Go to Next Step”.
Step 3 – Set Delivery
This step will have you confirm where you want the yearbooks delivered too. Please note, that we can not ship to PO Boxes. You will also be selecting your delivery date. The row highlighted in green and pre-selected is the earliest delivery date option with out incurring a rush fee. You can select a date with a rush and the amount will be added to your final invoice.
Once you have reviewed all the items, and entered your delivery address. Then click “Confirm Delivery Information and Go to Next Step”.
Step 4 – Set Quantity and Pay
Here you will confirm the number of books. If you select quantity of less than 50 pcs, there’s a pop up that will notify you for an additional shipping fee.
When adjusting this number, please remember to add in-school sales and online sales. Also, you can always place a re-order for more books at any time after submitting for production.
After you confirm the book quantity, you will submit final payment. This page will show your year account total, any extra fees (such as tax or shipping), any payments you have already made for the account and any online sales you have collected.
If you do have online sales you can apply the amount collected to the account. If you have collected a profit or overage, Entourage can offer you a refund of your extra sales revenue, or you can always roll the extra revenue to the next school year.
If you do not have online sales, you can pay by credit card or check. If you have any questions at this time, please contact our billing department.
Once you have reviewed all the items and entered your payment details, click “Save and Go to Next Step”.
Step 5 – Setup Link Yearbooks
This is NEW for this year. This new website is specifically for digitally viewing and interacting with the yearbook. You can also turn on digital autograph pages. In the year of social distancing, allow students to digitally sign each others yearbooks and share their autographs on social media.
Once you have reviewed all the permissions. Click “Confirm and Go to Next Step”.
Step 6 – Approve
The last step! You will once again review your yearbook specs.
Yearbook Account Completion & File Storage – save your yearbook for next year to use as templates, give us a contact person for next year’s project if it’s not going to be you, and lock in your pricing for the next year (or 5)!
Final Production Approval – confirm all the check boxes, and submit your digital signature.
Click “Approve for Production“…
And CONGRATS, YOU’RE DONE!
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