2020 INWK INTRODUCTION TO WORKFLOW

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INWK

INTRODUCTION

TO WORKFLOW

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1. Welcome to Workflow 2. Glossary of terms

3. How to access or request new access / password reset 4. User Guide Locations

5. Logging in to Workflow

6. Program Creation / Edit / Search / Cancel

7. Job Creation / Edit / Search / Add Attachment / Cancel 8. Line Item Creation / Edit / Copy from Previous Job 9. Review job status

10. Review a quote 11. Review an invoice 12. FAQ’s 13. Support 2

T A B L E O F C O N T E N T S

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3 W E L C O M E T O W O R K F L O W

Welcome to Workflow!

Workflow is a one stop location for all TPOS and PPOS projects. In the Workflow system you will be able to:

➢ Enter a new quote request ➢ Enter a new job

➢ Track job or quote status

➢ Find all creative team contact information ➢ Search for quotes and invoices

Coming Soon:

As the Workflow program evolves, new features will be added. Several of the upgrades in the works include:

➢ User dashboard of project status ➢ Custom Filter Search

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4 G L O S S A R Y O F T E R M S

Program - A program is used to link different jobs into a master category.

Example: A new product launch the contains several different jobs including permanent fixtures, signage and marketing collateral.

Job – A job contains all of the line items with a particular project or kit.

Example: IQOS Marketing Kit – contains line items for brochures, sell sheets, coupons and a pocket folder.

Line – The individual components that make up a job.

Quote – The formal quote must be approved prior to a job starting production. Costs that are incurred after a job has been approved for

production and later cancelled will be invoiced.

Purchase Order – Once the formal quote is approved in DocuSign, a purchase order is sent to the vendor from INWK. The vendor invoice

must match the purchase order sent by INWK and be received in full.

Shipments – All shipments must match the requirements in the purchase order provided by INWK. Orders are preferred to go to the Roselle

warehouse. If orders need to ship direct for any reason, please contact your INWK production manager.

Invoice – The formal invoice is completed based on the job delivery. The formal invoice must match the final quote approval. If additional lines

or costed items are added after the quote approval, a new quote must be issued and approved.

POS ordering tool – Online platform for TPOS and PPOS items that are orderable from the Roselle warehouse.

Oasis – The warehouse management system.

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5 H O W T O A C C E S S O R R E Q U E S T N E W A C C E S S

If you are new to the organization or to your role, you will need to request an account for Workflow. Below is a quick link to request a new account.

https://app.smartsheet.com/b/form/365b09a462904a879cc95d197e6a5616

Once an account has been created, your INWK Production team will be in contact with your new username and password. Access Request Form Sample

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6 H O W T O U P D A T E O R R E S E T Y O U R P A S S W O R D

To Change Your Password

If you have received notification that your password will expire soon, you may simply CHANGE your password instead of resetting your password.

1. Open a web browser and navigate to https://myaccount.inwk.com

2. Sign in to MyAccount (do not click “Reset My Password”). Enter your username/current password and click Login. To Reset Your Password

If you have forgotten your password, follow the below steps.

1. Open a web browser and navigate to https://myaccount.inwk.com

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7 U S E R G U I D E L O C A T I O N S

To access the user guides, go to the main portal page at https://altria.inwk.com

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8 L O G G I N G I N T O W O R K F L O W

To access Workflow, go to the main portal page at https://altria.inwk.com

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Select Workflow from your available list of options.

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Enter your unique Workflow username and password.

You will be prompted to the main home screen for Workflow.

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11 C R E A T I N G A P R O G R A M

Navigate to the Find section of the home screen. Select Program from the drop down menu.

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A pop up screen will appear where you will create the program name and complete the options in the drop down menus. Note: the fields are not mandatory so information can be completed at a later date by using the edit feature.

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14 E D I T I N G A N E X I S T I N G P R O G R A M

To open an existing program, select the link next to the Program you are editing.

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15 S E A R C H I N G F O R A P R O G R A M

Helpful hint:

To search on other fields, click the right

hamburger menu option bar and select the field that will narrow your search

If you have the program name, brand, year or start dates, enter this information into the search field at the top menu bar.

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16 C A N C E L L I N G A P R O G R A M

If you need to cancel a program at any time, contact your INWK PM. They will be able to cancel the program on your behalf. The program will remain in the menu but the status will change to inactive.

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17 C R E A T I N G A J O B

Navigate to the Find section of the home screen. Select Job from the drop down menu.

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A pop up screen will appear where you will create the job name and complete the options in the drop down menus. If you have created a program that needs to link to the job, select the program here.

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Complete the menu options and click save to send job notifications to you contact list.

Helpful hint:

If you hover over the field name, a

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22 E D I T I N G A J O B

Select the job you wish to edit from the menu. Note: Only jobs in Open status can be edited.

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23 E D I T I N G A J O B

Any text that is in blue can be edited. Click the “edit” area and select the updated option from the drop down menu. Be sure to click the check box next to the edit to complete the changes.

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24 A D D A N A T T A C H M E N T T O A J O B

On the main job screen, select the attachment tab and the attachment screen will appear.

On this screen you will be able to view all existing attachments as well as add new attachments

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To add a new attachment, click on the Upload attachment box.

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25 A D D A N A T T A C H M E N T T O A J O B

Select your file and the type of file attached. Click Upload when your selection is complete.

The file will now appear on the attachment tab. Files are listed newest to oldest in the upload order. Uploaded files should be under 20MB to avoid errors.

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26 S E A R C H I N G F O R A J O B

If you have the job number, job name or program, enter the information into the search field at the top menu bar.

Helpful hint:

To search on other fields, click the right

hamburger menu option bar and select the field that will narrow your search

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27 C A N C E L L I N G A J O B

If you need to cancel a job at any time, contact your INWK PM. They will be able to cancel the job on your behalf. The job will remain in the menu but the status will change to cancelled.

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28 C R E A T I N G A L I N E I T E M

To create a new line item in a job, first navigate to

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You can select Add to create a new line item or you can copy a line from a previous job.

To add a line, click the add key and a pop up menu will appear. Fill out the attributes and click save.

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Newly added features:

As part of the POS simplification process, please use this drop down to indicate any item exceptions such as special coatings, rush project or a single sided sign.

If the new item on this project is replacing a previous POS on the ordering tool, please indicate the prior POS number.

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31 E D I T I N G A L I N E I T E M

The line will now appear in the job.

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32 C O P Y I N G A L I N E I T E M

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In the pop up menu, select or search for the job you would like to copy the line items from. When you click on the job, a list of available line items will appear below. Select the items you would like to copy by clicking on them.

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The copied line items will appear in the Selected Lines to Copy area. If you need to remove items, select the blue X and the line will be removed. You can select lines from as many jobs as necessary and add to the list.

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The lines are now added to the job. You can select the line item name to edit the line information or select the blue Specs to review the item print specifications.

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36 R E V I E W J O B S T A T U S

On the main landing page for a Job, there is an overview which includes status and job creation dates, the last time the job was edited, who made the edits.

Helpful hint:

You can add comments to the job by typing in the free text space and clicking save. Your INWK PM may also add in general job notes for your review.

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37 R E V I E W A Q U O T E

Navigate to the Find section of the home screen. Select Quote from the drop down menu.

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Select the link for the quote and a PDF of the estimate will appear in a separate browser tab. You can search by quote number, job number and job name.

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40 R E V I E W A N I N V O I C E

Navigate to the Find section of the home screen. Select Invoice from the drop down menu.

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Select the link for the invoice and a PDF of the estimate will appear in a separate browser tab. You can search by invoice number, job number, job name or status.

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43 F A Q ’ S

Can I download a report from Workflow?

Yes! When you are in the program, job, invoice or quote screens – an excel document can be downloaded from the hamburger menu.

How do I report an issue?

If you experience any technology or access issues with Workflow, please contact your INWK PM.

How do I make a solution request?

If you would like to make a Workflow improvement request or have a process change request, please contact your INWK PM.

How do I add a new Brand/Category/Item to Workflow?

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44 S U P P O R T Deb Burns Sr Production Manager Helix, UTP Deborah.a.burns.contract [email protected] p. 804-484-8758 Liz Anderson Sr. Production Manager IQOS + Distribution elizabeth.i.anderson.contr [email protected] p. 804-484-8364 Ben Stover Sr Production Manager PM USA, Nat Sherman, JMC [email protected] p. 804-484-8238 Scott Schoeben Sr Production Manager USSTC, RedWood [email protected] p. 804-484-8393 Jordan Thompson Traffic Manager Coupon Production + Art Approvals [email protected] p. 804-484-8701 Michelle Leitch Sr. Production Manager PPOS Design + Development Michelle.leitch.contractor @altria.com p. 804-484-8518 Kelli D. Downs Sr. Production Manager Inventory Management, AGDC PPOS Orders &

Special Projects

[email protected] p. 804-205-4154