SM10 New Features Guide
Contents
1. Studio Manager 10 New Features Guide 24 CD SSD1004 JD SSD1003 P Yecember 28 2009 lt Last Week Next Week gt This aa Dec 30 Dec 28 Dec 29 WEDNESDAY MONDAY TUESDAY JO SSD1003 Prepare for Kickoff CD SD1004 Kickoff Meeting one nas Prepare for JO SSD1004 Present Comps AA SS Janet Tokerud amp Scout Tomyris December 1 2009 Studio Manager 10 Studio Manager 10 is the most recent upgrade of the FileMaker Pro template from Tokerud Consulting Group designed to support you in the management of your creative services business It follows people jobs time and expenses so that with only a little data entry you can produce everything from estimates to invoices quickly easily and all in one place Our intention is to keep improving Studio Manager Your intention we hope is to apply your considerable creative skills to your projects while at the same time using Studio Manager to take the mystery out of making a profit Virtually everything you need to know to be able to take advantage of all of the features of Studio Manager are contained in the Studio Manager 9 User Manual If you are new to Studio Manager or upgrading from a previous version you will need that PDF For your convenience we are providing you with a specially annotated version of the manual that refers to this guide The purpose of this guide is to instruct you in the use of new features only Ultimately these instructio2. They were surfing the net over the weekend and saw a site that has a similar feel to what they want to project 12 21 09 2 42 3 Monday Date Completed 12 14 09 Job Active job Completed Task Done Joan s Website Joan s Website If make this really long l m pretty sure that will drive the client and contact info off the edge of this screen So may need to allocate a fixed amount of space for SQ Suzie Q Designer AN Alfred E Newman AE GB Greg Baker Web Geek SM Steve McQueen Programmer Close Go to Full Tasks Entry Screen Go to Job Browse Our approach is what is called Decision Support It respects the power of the human brain In the early days of computing the machine was glorified and humans were handmaidens to the machine When computers cost astronomical sums that made some sense But the tables have turned and humans are back on top The machine is here to serve us to augment our ultra powerful human capabilities Studio Manager doesn t try to figure out the best scheduling It just provides all the visual Support responsiveness and ease of use we can think of so that you can use your street smarts and sense of who is overworked and what can wait to problem solve Click on a task in the calendar to bring up a compact window that you can edit When you are done editing buttons along the bottom of the window allow you to 1 Close to save changes and return to the Calendar 2
3. We appreciate your choice to purchase or upgrade to Studio Manager 10 before we have had the chance to integrate the new features and screenshots into our manuals Tooltips More tooltips have been added to Studio Manager 10 To see a tooltip essentially instructions for use or additional information about using a field or button simply place the point of the arrow cursor over the field label or button If it has a tooltip then in less than a second a yellow box will appear with the explanation If it disappears before you can read it all just move the cursor away a little and then move it back to reopen the tooltip There are only a few tooltips on most screens We are really counting on you reading the User Manual along with this New Features guide in order to learn all the ins and outs of Studio Manager 10 Reminder When creating new records in Contacts it is important that you use the New Prospect New Client new Vendor and New Employee buttons located on the corresponding tabs Failure to do so will result in what appears to be bizarre behavior as Studio Manager quickly refreshes the screen you see a blink and then takes you to the first record in the existing category This will confuse you to no end so we cannot emphasize enough using the buttons we provide rather than the keyboard shortcut or FileMaker Pro menu choice for new record Page 3 Studio Manager 10 New Features New Features in Contacts Widescreen User Interface
4. SD1004 100 ag P Browse Job Title New Marketing Paint it Black Full Paint it Black Full Paint it Black Full SSD Logo SSD Logo Task Requirements Interviews Kickoff meeting Meeting Prep Design Concept Kickoff Meeting Present Concept Due 12 29 09 12 29 09 12 29 09 12 30 09 12 31 09 Done Hrs Remaining Task Notes Tasks due today 3 00 1 00 isssssss ae gt t 0 00 ae 2 00 tial ne at ad A PLACES Contacts Estimates Invoices Jobs Timesheets More Places Also new to this screen is the round green button actually a tiny clock at the right end of each row of outstanding tasks Click the button once and the job default billing code and task gets entered into today s timesheet All you have to type in are the hours and an optional description If need be you can also change the Billing Code By taking advantage of the features on the Employee Dashboard data entry can be reduced to a few seconds per line Page 6 Studio Manager 10 New Features The mini timesheet As you can see the mini timesheet on the employee dashboard is called mini for a reason there isn t room for a lot of detail Today s Timesheet Summary Edit Job ID Billing Code Job Title Task Description Hours 5SD1006 DESCN New Requirem 3 00 Marketing ents PIB1007 DESCN Paint it Black Meeting 1 00 Full Service Prep PIB1007 MEETS Paint it Black Kickoff 2 00 Full Servic
5. chosen Since most folks are 1 SSD1003 Prepare for CD 55D1004 Kickoff CD SSD 1k A SSD1002 Prepare for JD 801004 Present AA SSD 1 accustomed to using a wall calendar or software that offers you month and Prepare for Kickoll week views we added this using only ____ SSD 1002 SSD Naming the scripting and layout tools within Alan Aaron Designer John Doe Production Artist FileMaker The result is a calendar that works fast and that can be customized Hover over a task to see the task name in full along with the Job who is assigned and their roles The yellow info box is an example of a Tooltip Page 9 Studio Manager 10 New Features The calendar screen for job deadlines shows you what you want to see in a format that your brain has been trained to like An interactive screen lets you view what you want without running a report It helps you think and problem solve while browsing through the relevant data You can click into a task to move dates around to optimize work distribution and scheduling Unlike fancy dedicated calendar programs you cannot just drag tasks from one day to another you change the due date on the Task Detail screen Click on the little icon to the right of the date and choose a new one AOO Task Detail Task Name Task Desc Task Notes Due Date Start Date Job ID JC 1002 Job Title Job Desc Who Design Complete roughs of design Refer to email just sent over by the client
6. method creates a true found set for you without your having to to bother with running an official find In order to view your found set just click on the Entry Screen button lower left and choose the appropriate entry screen or list view These features are brand new so you won t read any reference to them in the user manual User Admin sessssssssssssssssssssssssssssssssypssssssy Category Fesssssesedbosssess bessssssssssss Assesse Contact No Fesssssssssossssesssssssossossssssssssssss Contact Setan ke Mark m Marketing E Most of us have come to expect that a contacts database will allow us to insert a photo into the contact record Because Studio Manager is based on FileMaker Pro you can place images in almost any graphics format into a container field Since doing so is quite optional we added this picture box on the Admin subtab of the main Contacts tab Click into the picture field and choose Picture from the Insert menu A low resolution graphic is preferable Why junk up your database with huge hi res photos You may also copy and paste You might place a logo for a vendor get creative Images will be reduced to fit while maintaining aspect ratio To remove a picture just click on it and delete using the keyboard Inserting a new image will replace a previous one Remove Format from Contact Info Page 5 Studio Manager 10 New Features Employee Dashboard When you launch SM10 you choose your
7. name from a list of all current staff User Manual p5 Opening By doing this you are telling Studio Manager your identity Immediately after this you are taken to your record in Contacts where you can see at a glance Today s Timesheet and Today s Tasks Think of this as your Employee Dashboard The average creative employee may only need to update the data on this screen You can enter your time here if you like rather than opening the Timesheets module See Studio Manager 9 User Manual pages 18 19 for more especially instructions for using the Tasks subtabs 4 4 12 r m p BS m Ed ce Q gt Records Show All New Record Delete Record Find Sort Layout Contacts x view as EJ EB Preview aa Edit Layout Employee CJ Dolson Contacts Contacts Marketing Clients Vendors Employees Batch Mail Google Map s Today s Timesheet Summary Edit User Admin Email Signature List Screen Table View Job ID Billing Code Job Title Task Description Hours Show All Find Q Help Category Employee EMPLOYEES Empty mini oie sco ot see Duplicate Record Copy Address t e S h e et Alan Aaron Joe Salesman Print Employees List John Doe Print Tasks O Thursday December 31 2009 wy Tasks Jobs Timesheets Contacts Marketing ll Today s Timesheet seeeses jssessss Today Overdue 3 Day All HEERA Tsk Job Job ID gt e SSD1006 gt PIB1007 gt gt PIB1007 gt gt PIB1007 fm SD1004 gt S
8. particular day but may not be dependent upon other tasks If this is the case do not mark the dependent checkbox All Tasks for this Job ID JC 1002 Slip Dependent Tasks Task Whol Who2 Who3 Who4 Due Date Dependent gt Initial Meeting sQ Sat 1 30 10 i gt Copy sQ GB Wed 2 3 10 J D gt Design SQ AN GB SM Thu 2 4 10 5 gt Production AN GB Wed 2 10 1 E gt Programming Analysis Tue 2 16 10 a slip Task DUE paes marked es d psequent pa che specified To slip just those tasks that are ted task an ar or back The selectel in slip FOW3 S ends dependent enter the number of days n nning W i jonnen of days Skipp ard in the first field labeled Days in the nu ork to go ack igno slip All q lt a Sat 1 30 10 _ Fri 2 5 10 a Mon 2 8 10 Fri 2 12 10 Tue 2 16 10 a dialog box Click OK and all incomplete tasks that are marked as dependent will slide the number of days you request skipping weekends and holidays The list of holidays can be edited on the Holiday List tab in Billing Codes To slip all tasks even those not marked as dependent enter just the letter y into the Slip All field then click OK You may want to do this when an entire project is postponed or morphed into a rush job This is a brand new feature in Studio Manager 10 Page 12 Studio Manager 10 New Features Job Assignments When you set up a new job take the time to assign the people you need to perform that jo
9. Go to the full Tasks entry screen or 3 Go to the Job that the task is for Page 10 Studio Manager 10 New Features Sometimes you need to focus in on a certain week When that happens just click the thin sidebar on the left of December 2009 a week to drill down into that week for a closer look with lots of room to view more tasks per day with longer task Calendar datas Calendar Weeks Tasks SUNDAY The Week View Now you ve got room to see at a glance two lines of text for each task You can still hover over a task to see more information This Tooltip can be modified to show additional or fewer fields like task description or task notes Week Button Just like with the calendar month view you can click a task to pop up a compact edit window to make adjustments to deadlines or task assignments Monday December 28 2009 Weeks Weeks Calendar lt Last Week Next Week gt This Week Table View Dec 27 Dec 28 Dec 29 Dec 30 Dec 31 Jan 1 Jan 2 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SS ee JD SSD1003 Prepare for Kickoff CD SSD1004 Kickoff Meeting CD SD1004 Present Concept AA SSD1002 Prepare for Kickoff JD SSD1004 Present Comps AA SSD 1003 Kickoff Meeting S w we Kickoff Meeting SSD1003 SSD Identity Statement Alan Aaron Designer Tasks Activities Get Month Days Calendar Ld SS Contacts Estimates Invoices Jobs Timesheets We ve put in 12
10. If you have used a previous version of Studio Manager you will immediately notice that our screens are now wider and less deep than previously This basic change in the graphical user interface was done for two reasons 1 FileMaker Pro 10 the underlying software application on which Studio Manager runs changed the look of the database by moving the Status Bar from the left to the top of the window The aspect ratio used in older versions no longer fit completely on the screen of our laptops We made Studio Manager screens about an inch less deep to accommodate 2 The current trend is toward the use of larger monitors with higher resolution Given that we widened the screens even more than an inch so there is more horizontal width than ever while at the same time remaining narrow enough so that the whole screen will fit on a 13 display like what you might have on a laptop or what an administrative employee might have on their desktop Contact Address Summary Each entry screen in Contacts features both Summary and Edit tabs that work in a similar fashion to our inspiration Apple s Summary Edit Alfred E Newman Address Book Only the contact data that has been Programmer entered appears on the Hollywood Design Summary Your view of each Hollywood Boulevard contact s basic info is clean Hollywood CA and uncluttered When it is necessary to enter or edit Direct Phone 203 123 4567 x89 data simply click on the Edit bu
11. b By doing so you save time for everyone working on the job as now Studio Manager can shorten job lists to only those relevant to the current user when entering time or to the traffic manager assigning people to tasks Assigning people to jobs and tasks is a brand new feature in Studio Manager 10 How to Assign People to a Job We didn t implement job assignments until we could think of a way to make it dead simple First we ll describe what it is like to assign people to a job then we will cover the brief one time set up you ll need to do to get Job Assignments going and flowing SSD1006 New Marketing Information System Jobs Job Specs Tasks Job Brief Estimates POs Job Costs Invoices Notes l Job Edit Job Description Admin 0 a Name SSD1006 New Marketing Information System Susan Sarandon Unlimited Tim Robbins 231 345 0987 x2 dir Once the job is created you ll see a blank tab in the upper right quadrant of your Jobs screen where people go Click the plus sign to go to the assignment screen for a minute We created a dedicated screen to make the process as easy as possible This is a brand new feature so there is no page to reference in the Studio Manager 9 User Manual Page 13 Studio Manager 10 New Features The Job Assignment Screen Click the right pointing arrow in the Assign column in the portal on the left side People Available to assign someone to this job As you assign people they move from left to rig
12. e meeting Tuesday December 29 2009 6 00 For more options click the underlined link button Today s Timesheet in the menu bar on the right This will open Timesheets the original full width view with all pertinent options Regardless of where the data is entered or changed it appears in both places See the section on Timesheets beginning on p56 of the user manual Prior to Studio Manager 10 you had to use the full Timesheets form for all time entry The mini timesheet was added to make entering time easier and faster Note that the mini timesheet displays today s entries only Enter a new line in the mini timesheet by clicking the green clock icon in today s tasks if tasks have been assigned If you prefer you can also make a new timesheet entry manually by clicking on the round plus button in the mini timesheet Be aware however that this means you have to select and enter a Job ID along with Billing Code Description and Hours See the section on Job Assignments for more about assigning tasks Another way to enter a new line in today s timesheet from the Jobs portal in Contacts Click on the Jobs tab next to the Tasks tab and you will see the green clock button This works just like using the green clock icon on the Tasks tab as described above with the exception that no task is assigned If you don t use the job assignments feature then you might prefer this method See What s That on page 21 below f
13. eone else s computer and Studio Manager is already open Re Login command 0 on a Mac Re login as yourself When setting up Studio Manager we recommend sending to an E Mail Client like Apple Mail rather than using the SMTP option in FileMaker or FileMaker Server The set up for this is done in via the Manage Scripts function Refer to page 31 of the Installation and Setup Manual for more information on using ScriptMaker called Manage Scripts in the Scripts menu in FileMaker Pro 10 Email Signature Each employee can enter a default Signature that will appear on each email sent From the Employee User Admin Email Signature Dashboard just click on the Email Signature tab This Edit works just like defining a signature in your email program Account Executive Hollywood Design In order to edit the text click once on the signature to select the field then click the Edit label As with all underscored labels in Studio Manager this label doubles as a button If you click it accidentally you are given a way to back out n What Me worry Don t woory Be happy Page 20 Studio Manager 10 New Features What s that There is an arrow icon floating on each line on the Jobs tab for Employees The line must contain data in order for the arrow to show It s in the Job Status column It s an orphan button that returns an error message if you click on it Rather than do that you might just want to go into Layout mode and de
14. eviations that are familiar to everyone Click OK to close the edit window and OK again to close Manage Value Lists 2 On the Employee tab in Contacts on the Admin tab in the upper right quadrant of the screen select the default role you want for each regular employee or freelancer Remember you can always change their role on a job by job basis so this is just their primary role Page 14 Studio Manager 10 New Features Tracking Time by Task We ve added time tracking by task on a custom basis for some of our customers This version of Studio Manager is heavy on the task management side of creative services operations Yes creative services groups need to deliver great design have wonderful people and provide brilliant marketing strategy But they also need to execute That means all this great stuff is delivered on time and on budget And that s where Studio Manager 10 will help you out so you can do more and better of the fun stuff That is what information infrastructure is for to make life easier and better While you are assigning people to tasks you have the opportunity to put in a duration for how long you expect Hrs Budgeted a task to take you being traffic manager or slave driver whichever title fits best That s called the budgeted hours column on the tasks tab If you fill that in the employee will see remaining hours on his or her task list Hrs Spent Hrs Remaining 3 00 2 00 1 00 The remaining hours
15. from several of our customers Sometimes it is prudent for you to invoice a client for some but not all time and expenses In Studio Manager 10 you can specify which items to exclude before creating the invoice Temporarily put items on hold or designate them as unbillable before you throw the switch and have Studio Manager create a still editable bill for you from actual time and expenses As usual time is billed at your billing rates and expenses are marked up to cover the risk you take when buying things on behalf of your client Items that have already been invoiced are automatically marked as Billed and show up in green Items with a billing status of Hold turn orange and Unbillable items turn Billable Billing Status red Items that have yet to be billed are black 450 00 TTTTTTTTT Start by reviewing the services time and expenses for the 300 00 lt job you wish to bill from the Job Costs tab in Jobs You only aag lo need to adjust the Billing Status to mark a line as Hold or Unbillable When that status changes and you want to bill it 120 90 just delete the status so that it becomes blank Simple as 82 50 Billed that Easy as pie 37 50 Hold Unbillable Page 18 Studio Manager 10 New Features Job related Communications In Studio Manager 10 it s easy to produce and capture as data the email communications that you send to other staff and to your customers No more searching through your email program for messa
16. g them via the Layout mode Now for the first time you are able to quickly add custom logo logotype and text without needing the skill to adjust layouts Here s how it works Sometimes you want to produce a PDF of an invoice that contains graphic images like your logo to send via email or for in house purposes Sometimes you want to print an invoice onto your letterhead so that you can mail or give it to your client on paper Each time you go to print an invoice Studio Manager gives you the option to print to Paper or to PDF or to Edit When you select Paper no graphics are printed and it is expected that you will print onto your letterhead Edit takes you to a screen where you can see the invoice with or without graphics and where you can edit the wording should you choose When you select PDF the graphics appear In the print dialog box you can Y choose to save the PDF or to mail the Tw nn PDF If you choose Mail PDF then your Daina PDF is sent directly to your email application and attached with a generic name We recommend that you choose to save the PDF so that you can give it a meaningful name and store it where you like to store invoice PDFs Once this is done you can send the PDF via email by creating a new email and attaching the PDF just created or you can choose Print Invoice again only this time go directly to email Both methods work to attach the PDF to an email but you will have a more useful document if you save and na
17. ges about a particular job Just use the mail button on your Employee Dashboard or on the Summary subtab of any entry screen in Contacts The capacity to send email is built into FileMaker Pro 10 and Server 10 This makes it easier than ever for you to create and send email right from Studio Manager Having a record of all correspondence about a particular job person or company enables you or a manager to quickly group and review those messages right along with any notes that you may have entered P Look for this button s Recall that once you have logged in Studio Manager remembers who you are Any email you send is marked as coming from you Email to another Employee On the Employee Dashboard in the User subtab you will see the names of other employees Studio Manager 10 comes with places for up to 9 names this can be customized to add more if needed Click on the name of the employee to whom you wish to send a message Then click the blue mail button Up pops a modal window that is dated today and addressed to them Enter a Subject that summarizes the content of your message Choose a JobID from either list The list on the left only shows those JobIDs to which they have been assigned This is usually a much shorter list than all active jobs which is what you get on the right This step is key to linking this email to a particular job Add the JoblD to the Subject line from OOO NewEmail sone of the buttons at the top of the a
18. ht If you make a mistake and assign someone you don t want use the left pointing arrow on the right side People Assigned to remove them from this job Employee Assignments for SSD1006 New Marketing Information System v TA Back to Entry Screen People Available People Assigned Person Role for this Job Person Role for this J Alan Aaron Designer q Joe Salesman AE J CJ Dolson Director John Doe Production Al While you are having fun select the role you want each person to play on this job That s pretty easy because in the set up we describe below you ll assign each employee or freelancer a default role which will come in automatically All you have to do is make exceptions as needed In the example above we have a very small shop and we ve already assigned three people by clicking the Assign arrow for the people we wanted When done just click the Back to Entry Screen button Making job assignments takes a few seconds in most cases The power of this step however is huge This enables Studio Manager to show a custom list of jobs for each employee How do you set this up on day one 1 Go to File menu chose Manage and then Value Lists Locate CT Job Roles you may have to scroll down Double click or highlight the line and click the Edit button Change the list of job roles to match the roles in your shop Make sure that each role is on a separate line Cut and paste to put them in alphabetical order Only use abbr
19. lete it Tasks Jobs Timesheets Contacts Marketing Job ID Job Title Next Task Due Date Role gt SP 1003 Sarandon Productions Website Designer gt SP 1004 SP Posterous Site Production gt SP 1005 Tim s Twitter Presence AE In the next update there will be buttons in this portal to take you to Job Assignments and to Jobs For now the arrow button on the left end of each line takes you to Job Assignments From there click on the JobID link label to open that Job record Page 21 Studio Manager 10 New Features
20. me the PDF first Either way it is up to you to fill in the standard email fields like To and Subject Page 16 Studio Manager 10 New Features Here s what you do These instructions apply if would like to insert your own graphics into your invoice using this quick and easy method Please note that using this method is optional and not very flexible Graphics automatically fit in the upper left corner of the field and crop to fit if they are too tall or wide Although lacking the control that a Address Job Costs Reports More Info graphic designer might want these fields offer an easy way ContactNo 1011 Invoice No 1005 invoice Date 5 30 09 Cont lack Full Service Website with more detail right here in this part This appears on Compi for the folks who do the billing to personalize invoices ce and starts out as the estimate description but can be edited there as you like PO ferences Month Year Find Fields Invoice Graphics Backend fields Open the Invoices module and click on the More Info tab 2g_Invoice_Logo Then click on the Invoice Graphics subtab Here you see 2 different container fields You cannot type into either field The larger one zg_Invoice_Logo appears in the upper left area of the invoice and is intended for your logo Since this is for a a eee PDF please use a low 122 Marinero Circle resolution version of your logo M3 7805219 perhaps one that has been optimized for the web Prepare by sizi
21. mp window You can append the JobID to WS ae either the beginning of the subject or Subject E tl at the end Note Create a company JobID SSD1002 7 Jobs by Client ID SSD1002 i7 standard like at the start of the subject Job Title SSD Naming so that you can sort and locate all Body Have you nailed down the outside consultant for this yet or email for a job easily is that something you want me to do Get back to me before lunch today Thanks CJ Email to a Prospect In Contacts click on the Marketing tab and find the Prospect to whom you EE wish to send an email Click the blue mail icon on the Summary tab Cancel Continue 100 sa Browse Page 19 Studio Manager 10 New Features Email to a Client Works just like email to a Prospect only this one is going to someone who Is already a customer and who has been given the Category of Client so use that tab Email to a Vendor Works the same If there is not an appropriate JobID then just leave that blank The message will still be linked to you and to the vendor Email to any Contact Use the round blue mail icon button to send an email to anyone in Contacts who has an email address Important things to keep in mind Studio Manager knows who you are and will allow you to send an email to anyone in Contacts and keep track of it all But the software does not know which computer you are using yours or someone else s If for some reason you sit down at som
22. ng this graphic to the nepali nooo Ah hla a Ta physical dimensions you desire and by cropping it so that the graphic does not contain margins You will have the best results if the background is white or transparent Although you can paste in a graphic it works better if you choose Picture from the Insert menu The 2nd container field is labeled zg_Invoice_Footer_Graphic and is intended for a graphic of your company name address email phone etc Again you will have best results if you create this block of type colorize and size it as you wish and crop it tight before placing it using the Insert Picture menu Page 17 Studio Manager 10 New Features Enhanced Billing Control SP 1004 SP Posterous Site Due 11 13 09 Status Active Jobs Job Specs Tasks job Brief Estimates POs Job Costs Invoices Notes Mail Log 1004 CAOT active 3 Job Class Billable Jobs Started 9 29 09 Date Due 11 13 09 Designer ID om Services Expenses Archived Date Employee Billing Description Description Hours Rate Billable Billing Status invoice D gt 11 15 09 i McQueen Steve 120 480 00 Billed POTE 11 15 09 1 Q Suzie 150 37 50 eee gt il 4 Q Suzie 150 150 00 11 15 09 _ McQueen Steve 120 360 00 gt il McQueen Steve 120 360 00 D gt 11 23 09 _ McQueen Steve 120 360 00 Hold ff i 13 8 09 Daanan iai Te 150 00 henge T S This applies to you if you bill based on actual job costs This is a feature request
23. ns will be merged with the manual We figured you d rather get started using Studio Manager 10 than wait for that to happen What s new Here s a reference list to the newest features in Studio Manager 10 Widescreen User Interface takes advantage of the new FileMaker Pro tool bar New Features in Contacts Contact Address Summary streamlined view with easy access to edit Contacts Quick Find locate contacts by name or company as you type Contact Picture place a photo or graphic in a contact record Employee Dashboard today s tasks and timesheet at a glance Other New Features Calendar monthly or weekly view of jobs and task deadlines Slip Task Due Dates move groups of tasks forward and backward in time Assignments links jobs and tasks to multiple people Tracking Time by Task supplements tracking time by job and billing code Easy Invoice Graphics quickly personal your invoice PDFs without customized the layout Enhanced Billing Control temporary hold to choose items not to bill Communications Related to Jobs create and store email in Studio Manager Page 2 Studio Manager 10 New Features Using this guide This New Features guide includes page references to the Studio Manager 9 User Manual when that is relevant If you have the Studio Manager 9 manual that has been annotated for use with Studio Manager 10 then on the pages referenced by this manual you will find notations that cross reference with this guide
24. number is accurate if your employee s time entries include what task they were working on in addition to the billing code Now we don t want to add work to your hard working employees and freelancers unless we can take work away elsewhere to make up for it Tasks Jobs Timesheets Contacts Marketing Today Overdue 3 Day All ne Job Title Task Due Done Hrs Remaining gt e PIB1007 Paint it Black Full Kickoff meeting 12 29 09 1 00 So we decided to let employees click on their task and job lists to auto fill in the drudge part of their time entries so all that is left is description and time This happens when they use the Mini Timesheet on the Employee Dashboard We wanted to allow for individual differences and preferences so we did not junk up the tried and true timesheets table and full sized entry screen There you will find a little pop down list of tasks for the person and the job they ve just selected So it s not hard at all to select the proper task for the time used Page 15 Studio Manager 10 New Features Invoice Graphics One of the most important reports that you generate from Studio Manager is the invoice This is the document that requests payment from your clients and specifies when you are to be paid Producing invoices promptly accurately and personalized to your business is critical to maintaining a profitable cash flow You have always been able to add custom graphics to Studio Manager forms by insertin
25. or additional information Page 7 Studio Manager 10 New Features Why so many options Studio Manager 10 tracks multiple users working on multiple jobs at different billing rates based on type of work Each line in a timesheet needs to include the Job ID to identify the job a Billing Code to set the rate and optionally a Task number to identify the task This way management can track hours by job employee billing code and task Reports and screens summarize and itemize this data Accurate and timely billing helps cash flow Management and coordination of jobs in progress improves More accurate estimates lead to more profitable jobs This infrastructure underneath your creative work keeps business details routine and orderly Less time is spent improvising like digging up lost information at the last minute Setting Some Employee Defaults Assign a unique Employee ID their initials and a Default Billing Code for each person whose time will be tracked For consistency make the code 2 or 3 letters Do this on the Admin User Email Signature Category Employee User Accounts Scrn Contact No 1010 Confidential Employee ID CD Mark Active Mailing Marketing Designer Acct Exec Default Role for Jobs Designer Sales Exec Default Billing Code DESCN tab on the Employee Dashboard It is actually quite common for one person to use one Billing Code more than any other on their timesheet That s the one to set as a defaul
26. rows for up to twelve deadlines for any given weekday including weekends in thinner columns for special situations The buttons at the top left let you return to the month view with a single click or look at last week next week or go directly to this week You ll be able to zip around to your heart s content This is not an idle luxury or entertainment Being able to move as fast as you think is vital to take full advantage of your brainpower Page 11 Studio Manager 10 New Features Slip Task Due Dates In the dynamic world of creative services things change all the time This feature allows you to move the Due Date deadline of dependent groups of tasks for a particular job forward or backward in time to allow for some creative project planning On the Tasks tab in Jobs start by clicking on the task where you want the slipping to begin Then click on the yellow button with the obvious name Slip Dependent Tasks Up pops a dialog box with a couple of fields that are way to wide because all you are going to do is to enter a number To push tasks farther into the future enter a positive number If you would like to have these tasks completed sooner than originally specified then make it a negative number by simply typing a minus before the digit Most tasks must be complete prior to the beginning of subsequent tasks In most cases you will have marked these tasks as dependent Sometimes a task like a client meeting will be scheduled for a
27. t Do this to save on the time required for data entry The default can be changed at any time See page 18 in the User Manual for Studio Manager 9 for more about entering data for employees Page 8 Studio Manager 10 New Features The Deadlines Calendar Studio Manager 10 has a calendar view now Task deadlines are displayed on a calendar for each month as well as in a week view You can filter that calendar by person responsible job or client The square for today s date has a blue tint Late tasks turn red automatically To see tasks on a calendar all you need to do is assign due dates and then view the calendar To get to the Calendar just click on the icon button that looks like a little calendar from your Employee Dashboard from a client record in Contacts or from Jobs E To filter the calendar view by person job or client select the Employee ID Who Job ID or Client ID from the pop down lists at the top right on the calendar There is a convenient Print Calendar option in the button bar Calendar Who CD clear Job clear Client ID clear __COMMANDS Table View THURSDAY FRIDAY SATURDAY Print Calendar The Job Schedule found in previous versions of Studio Manager is still there See page 35 in the User Manual Compare that to this calendar to see which you prefer While the 2 and 4 week schedules can be started on the week of your choice the calendar view is always for the month or week you 2g 30 31 have
28. tton to access all of the Email alfrede whatmeworry art fully editable fields Prior to Studio Manager 10 only the edit view appeared in this portion of the window and there were no tabs When viewing screenshots of Contacts and the main Jobs entry screen in the Studio Manager 9 manuals please keep this in mind Page 4 Studio Manager 10 New Features Contacts Quick Find Table View Filter by Name Filter by Company L _ FulName fm CY reef COUNTY Category rn GUSTY en Joan Rivers Productions Joan Rivers Brooklyn USA Client Entertainment Your Company Inc Joe Salesman San Francisco USA Employee Graphic Design Your Company Inc John Doe San Francisco USA Employee Graphic Design Paint it Black Enterprises George Jones Berkeley USA Client Entertainment FileMaker 10 has script triggers that have allowed us to make Studio Manager 10 more responsive A great example is found in Contacts on the Table View screen where you are able to filter your Contacts by company or name As in the above example if you type jo into the Filter by Name field instantly the list shrinks to show only those people whose names begin with that letter combination Works the same way for Company Only works for these two fields The more letters you type the fewer names or companies you find To get there click on Table View under Commands in the button bar This quick and easy
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