Step 2: Entering Estimate Information

Overview: The next step in creating a new estimate in Odyssey involves entering detailed information about the estimate, including the estimate name, product details, and any additional information. This screen allows you to specify the product being estimated and input up top three quantities for the estimate.

Key Features and Components

1. Customer Information

   • Displays the selected customer's name and contact information at the top right of the screen for reference.

2. Estimate Information Section

   • Estimate Name: Enter a name for the estimate (e.g., "Summer Brochures").
   • Estimate Date: Automatically populated with the current date.
   • Estimate Expiration Date: Enter the date when the estimate expires; this can be adjusted if needed.

3. Product Information Section

   • Product: Select the product this estimate is needed for from the drop-down list.
   • Quantity 1, Quantity 2, Quantity 3: Enter different quantities for the estimate (e.g., 500, 1000, 2000).

4. Additional Information Section

   • Notes: Add any additional notes or special instructions related to the estimate.

5. Navigation Controls

   • Previous Step Button: A button to go back to the previous step.
   • Next Step Button: A green button labeled  to proceed to the next step of the estimate creation process.

Steps to Enter Estimate Information

1. Enter Estimate Name

   • Type a descriptive name for the estimate in the Estimate Name field.

2. Specify Estimate Expiration Date

   • Adjust the Estimate Expiration Date (if needed) to specify how long the estimate is valid.

3. Select a Product

   • Click on the drop-down menu under Product and select the appropriate product for the estimate (e.g., Brochures).

4. Enter Quantities

   • Input the desired quantities in the Quantity 1, Quantity 2, and Quantity 3fields.
     • These can be different quantities to provide the customer with options (e.g., 500, 1000, 2000).
     • Only 'Quantity 1' is required.

5. Add Additional Information

   • If there are any special instructions or notes related to the estimate, enter them in the Notes section.

6. Proceed to Next Step

   • After completing all the required fields, click the  button to proceed to the next step in the estimate creation process.

Tips for Efficient Use

• Ensure that all mandatory fields (marked with a red asterisk) are completed before proceeding.
• Use the Notes section to capture any specific requirements or instructions that need to be considered.

Example of choosing 'Brochures' product for an estimate workflow

Step 3: Selecting a Workflow Path

Overview: The third step in creating a new estimate in Odyssey involves selecting an existing product workflow path for the estimate. This step allows you to choose from previously created product workflow paths.

Key Features and Components

1. Customer Information

   • Displays the selected customer's name and contact information at the top right of the screen for reference.

2. Information Section (top of screen)

   • Displays the estimate name and quantities previously entered.

3. Workflow Path Selection

   • Select a workflow from the list or select an option to start: Provides different options to begin the workflow selection process:
     • Filter: Enter keywords in the Search field to locate a workflow quickly.
     • Product drop-down list: Choose a product from the dropdown, such as "Brochures for Ody v2 pricing" or "Custom workflows."
     • Filter by date: Useful for retrieving previous custom workflows. Select a date range to filter workflows based on the date they were created.
     • Sort by: Allows sorting options of the available workflow paths by last updated or by name (ascending or descending)
     • Advanced filters: Allows for searching by customer, process, or resource to further narrow down the list of custom workflows.
   • Start with an Empty Workflow: Option to create a workflow from scratch without using predefined workflow paths.
   • Create a quick estimate: Option to create a quick estimate without a full workflow setup.

4. Workflow Paths and Processes

   • Select a workflow form the list or select an option to start: Lists workflows matching the selected filters, allowing users to pick a specific workflow (e.g., Digital Brochures).
   • Processes in this Workflow Path column: Lists the processes included in the selected workflow.

5. Navigation Controls > Continue Button: A green button labeled  to proceed with the selected workflow path.

Steps to Select a Product Workflow Path

1. Select an Option to Start

   • Choose the product to begin the workflow path selection:
     • [Product Name]: Ensure Odyssey shows the product in the drop-down (e.g. Brochures)

2. Choose a Workflow Path

   • Choose the appropriate workflow path from the list (e.g., Digital Brochures).

3. Review Processes in Workflow Path

   • Review the processes listed under "Processes in this Workflow Path" to ensure it matches the requirements for the estimate.

4. Proceed with Selected Workflow

   • Click the  button to proceed with the selected workflow path.

Example of selecting a 'Digital Brochures' workflow path to be used for a 'Brochures' estimate workflow

Step 4: Filling Out the Order Form

Overview: After selecting an existing workflow path (e.g., Digital Brochures), the next step involves filling out the order form questions to ensure all necessary details are captured accurately for the estimate workflow. This form collects specific information about the product to customize the estimate workflow accordingly.

Steps to Fill Out the Order Form

1. Enter Quantity

   • Type the quantity needed for the product in the Quantity field (e.g., 500).

2. Select Product Specifications (varies per workflow path per product)

   • Size: Choose the size from the available options (e.g., 8.5 in. x 11 in.).
   • Color Options: Select the color configuration (e.g., Full-Color Front - Full-Color Back).
   • Paper Options: Pick the paper type from the drop-down menu (e.g., 100# Gloss Cover).
   • Bleeds: Indicate whether the product has bleeds by selecting the appropriate option (e.g., No).
   • Folding: Choose the folding option if needed (e.g., None).
   • Shrink Wrapping: Specify if shrink wrapping is required (e.g., None).
   • Aqueous Coating: Select the aqueous coating option if applicable (e.g., None).
   • How Soon Is This Needed?: Choose the desired turnaround time (e.g., Economy).

3. Proceed with Order Form

   • After completing all the required fields, click the Continue button to proceed.

Tips for Efficient Use

• Ensure all mandatory fields (marked with a red asterisk) are filled out accurately before proceeding.
• Review each selection carefully to ensure it matches the customer's requirements.

Example of a filled out order form pop-up

Step 5: Reviewing and Editing the Estimate Workflow

Overview: The final step in creating an estimate from an existing product workflow path in Odyssey involves reviewing the generated estimate workflow. At this stage, you can edit the workflow, accept or reject the estimate on behalf of the customer, or send the estimate to the customer for approval.

Key Features and Components

1. Estimate Information Section

   • Displays the estimate name, customer information, and key details such as quantities, selling price, cost, and profit margin.

2. Action Buttons

   • Reject Button: Red button to reject the estimate on behalf of the customer.
   • Accept Button: Green button to accept the estimate on behalf of the customer.
   • Print/Send Button: Option to print the estimate PDF or send the estimate to the customer.

3. Product Information

   • Details the product specifications, including total weight, paper information, product dimensions, and more.

4. Processes Section

   • Lists the processes involved in the workflow path with options to add, remove, or edit each process.

5. Edit Workflow Controls

   • Change View Button: Switch to a 'grid' view of the estimate workflow processes.
   • Enable Edit Button: Allows editing of the estimate workflow details.
   • Add one of more processes button: Option to add additional processes to the estimate workflow.

6. Navigation Controls

   • Review Paper Sizes Button: Option to review and adjust the paper calculator if needed.

Steps to Review and Edit the Estimate Workflow

1. Review Estimate Information (top of screen)

   • Check the details displayed, including quantities, selling price, cost, and profit margin, to ensure accuracy.

2. Review Workflow Information

   • Verify the product details, such as paper type and dimensions.

3. Edit Workflow if Necessary

   • Click the  button to make changes to the estimate workflow.
   • Add, remove, or edit processes as needed by opening each process and/or using the icons to the right of each process.

4. Review Paper Sizes

   • If required, click the  button to adjust the paper calculator.

5. Decide on the Estimate

   • Use the  or  buttons to make a decision on behalf of the customer if needed.
   • Alternatively, proceed to send the estimate to the customer for their review via the Print / Send button.

6. Print/Send the Estimate

   • Click the  button to print the estimate PDF or send it to the customer.

Tips for Efficient Use

• Double-check all details before sending the estimate to ensure accuracy.
• Use the  button to further tailor the estimate workflow to specific customer needs.

Example of an estimate workflow in the 'list' view of processes

Step 6: Sending the Estimate to the Customer

Overview: The 'Estimate ticket' screen is the final step in the estimate creation process where you can review the estimate details, send the estimate to the customer, print the estimate, or perform other actions such as approving or rejecting the estimate on behalf of the customer.

Example of an 'Estimate ticket' screen

Key Features and Components

1. Estimate Summary

   • Displays the estimate name and customer information.
   • Shows different quantity tabs and their respective details.

2. Contact Information

   • Displays the contact name and email address.
   • Shows the company name (if applicable) associated with the contact.

3. Action Buttons

   • Send to Customer Button: Blue button to send the estimate to the customer.
   • Print Ticket Button: Button to print the PDF estimate ticket.
   • Reject Estimate Button: Red button to reject the estimate on behalf of the customer.
   • Approve by Customer Button: Green button to mark the estimate as approved by the customer.

4. Specs

   • Provides detailed specifications of the estimate, including quantity, size, color options, paper options, bleeds, folding, shrink wrapping, aqueous coating - all examples - and more.

5. Cost Breakdown

   • Shows a detailed cost breakdown for the estimate, including processes and resources used.

6. Navigation Controls

   • Return to estimate Button: Button to go back to the previous estimate workflow screen.

Steps to Send the Estimate to the Customer

1. Review Estimate Summary

   • Verify the details displayed, including the estimate name, customer information, and different quantities.

2. Review Contact Information

   • Ensure that the contact information, including the name, email, and company, is correct.

3. Check Estimate Details

   • Review the specifications and cost breakdown to confirm accuracy.

4. Send Estimate to Customer

   • Click the button.
     • This will open the 'Estimates Summary' window to review the quantities and the price for each quantity and send the estimate to the customer via the  button.

Example 'Estimates Summary' pop-up

5. Print Estimate Ticket

• If desired, click the  button to generate an estimate PDF.

Example of the Estimate PDF ticket

6. Approve or Reject Estimate

• Use the  button if the estimate needs to be rejected on behalf of the customer.
• Click the  button to approve the estimate on behalf of the customer.

7. Return to Previous Screen

• Click the  button to go back to the previous estimate review screen if further edits or reviews are necessary.

Tips for Efficient Use

• Double-check all details before sending the estimate to ensure there are no errors.
• Use the  function to provide a hard copy or PDF version of the estimate for record-keeping or for production staff.