Re-Adding and Re-Sending Earlier Art Proofs

If you've worked in the Art Queue or handled revisions, you've likely encountered situations like these:

• A customer marks Version 2 (V2) as Not Approved and requests that a thread color be changed to match a PMS color, but after review you determine the thread shown is already the closest available match.
• A customer requests that artwork be made larger, but it is already at the maximum production size.

In cases like these, the existing proof may still be the correct production recommendation. However, simply resending the same version will not work.

Once a dealer uses an approval link to mark a proof as Approved or Not Approved, that response is tied to that specific version. If you resend the existing V2, the customer will continue to see their previous response and will not be able to submit a new approval decision.

Fortunately, recent enhancements to the Copy From function make it easy to re-add a previous proof as a new version.

1. Open Copy From and enter the current order number.
2. Select the version you would like to re-add.
3. Click Copy Fields.
   • This will create a new proof using the selected version and assign it the next consecutive version number (for example, V2 becomes V3).
4. Repeat this process for any additional parts on the order that require the proof to be re-added.
5. Add an EWO note documenting:
   • Which version was re-added (for example, "Re-added V2 as V3")
   • A brief summary of the customer's request and your findings

Once all applicable parts have had the proof re-added:

1. Send the newly created version(s) to the customer.
2. Include a preview note explaining why the proof appears unchanged.
   • Example: "We reviewed your request and determined that the thread color shown is already the closest available match. We have resent the proof as a new version so that you can review and submit a new response."
3. If a more detailed explanation or supporting attachments are needed:
   • Keep the preview note brief.
   • Advise the customer that additional information will be sent via email.
4. Respond to the Not Approved Art ticket with the additional details if needed.
5. Inform the customer that a new proof has been sent and include the approval links.
   • You can also copy the approval links from EWO History and paste them into your email to make it as easy as possible for the customer to approve the proof.
6. Add an EWO note documenting the information provided to the customer.

Whenever resending unchanged artwork, clearly explain why the proof has been resent. This helps prevent confusion and increases the likelihood of receiving a timely approval.