Embedded Files
Congratulations! You are so close to the finish line! There are just a few steps to go to officially finalize your project and get it somewhere everyone can access in future. We know this part of this process can seem nitpicky, but hang in there with us and we'll help you every step of the way.
Collecting Final Files
Collecting Final Files
Once your product is complete, it’s time to collect all the final files for archiving. These will be uploaded to HopeGallery for access by the whole team. You will be responsible for collecting the following from your vendor and adding it to your project folder. If you have any questions about what files you need to collect, talk to your QA Designer:
For reference, here is what should be included in final packaged art files from your vendor. INDD stands for InDesign and an IDML file is just another version of an InDesign document. Don't worry if you can't open these files, we'll help you check them before archiving. Any designer or illustrator should know what you mean when you request "packaged files."
Completing Your Project Folder
Completing Your Project Folder
In addition to collecting art files, you will need to complete and add the following documents to the project folder:
Where can I get the PIS?
Where can I get the PIS?
PIS stands for Product Information Sheet. This handy dandy Excel doc is needed for any completed product to facilitate future translations and modifications. You only need to fill out the tab for "Base File" and this information will automatically populate into the other tabs (pretty nifty right!). All fields do need to be filled out, and a separate PIS is needed for each product (for example a Student Book and a Leader's Guide).
Access the template PIS:
Where can I get the Word Count doc?
Where can I get the Word Count doc?
View and download the Blank Word Count doc here. Fill out the tab that matches the page count of your book, as well as the Scripture References tab. Bible Story selection can be completed by QAD during your manuscript and art match.
How do I finalize my manuscript?
How do I finalize my manuscript?
We're glad you asked! A final manuscript should fully match the final PDF with all comments resolved and word counts updated. If you have been working in Google Docs, please download a copy to Microsoft Word and put it in your project folder for archiving. Ensure the date on the manuscript matches the date of the final PDF approved by QAD.
Finalizing Your Project Folder
Finalizing Your Project Folder
You're doing so well! Congrats on getting to this point! Let's have a quick review of where are in the archiving process so far:
STEP 1: Collect art files from your vendor and add to project folder.
STEP 2: Complete PIS, Word Count doc, and Manuscript and add to project folder.
STEP 3: Move the entire project folder to "Completed Projects" in Dropbox.
Moving the folder to Completed Projects allows QAD to access it and help you organize for upload to HopeGallery. Please move the folder, rather than copying it. We don't want multiple versions of files floating around.
Your QA Designer will work closely with you to complete the project folder review. It's important that all folders be standardized so they can be properly uploaded. We know this step can be complicated, so don’t worry about memorizing it all. We will collaborate with you to get your final folder in shape. Just let us know in Freshdesk that it is ready for review once you have moved it to Completed Projects.
The guide below shows what a cleaned up project folder should look like. Most of your existing folders will be moved to a new "Process" folder, which contains files that do not need to be uploaded to HopeGallery. Check in Dropbox for the "Read Me" PDFs that tell you what each folder should contain.
Archiving FAQs
Archiving FAQs
I worked with QAD on final edits to my art files. Is the archiving process the same?
I worked with QAD on final edits to my art files. Is the archiving process the same?
Great question! If QAD was the last to work on the files, they can add the final art files to your project folder. This makes things simpler all around. You should still clean up your project folder and move it to Completed Projects in Dropbox, then let us know it is ready for review.
Download the archiving guide for working with an in-house designer.
Where should I put extra files like past design samples?
Where should I put extra files like past design samples?
For archiving, we only need the final version of the art files. However, if you think it is helpful to keep some of the past versions and design samples for the sake of project history, you can add it to the Documentation folder within the Process folder. Nothing in the Process folder is uploaded to HopeGallery–it exists only for reference in the archives.
I'm confused! How should my project folder look?
I'm confused! How should my project folder look?
Don't worry! We are here to help. We know this is a lot of information. Reach out to your QA Designer and they will guide you through how to organize your folder. We are all in this together!
Where can I see my project when it's done?
Where can I see my project when it's done?
Glad you asked! Once your files have been moved to archives, you will no longer be able to see them in Dropbox. But you will find them on HopeGallery. You can search for your product by name, region, or even find it based on Bible story or theme! You can find everything you need on HopeGallery - and if for some reason you can't locate something, just put in a FreshDesk request and we can assist.
What if we need to change a product already in archive?
What if we need to change a product already in archive?
If an official product modification is being planned, be sure to loop QAD in so they can plan to assist. Contact Elimir Garcia to have an intake conversation. From there, you can work with your assigned QA Designer to get any needed files from the archive for your vendor to work with.
If a mistake has been found in a product and it needs to be corrected, please put a request in Freshdesk. We will see about the best way to make the revision and update the archives. Remember that products often have multiple translations, so any change would need to be checked and made in the corresponding translations!
Remember, you can always access PDFs and packaged art files in HopeGallery if you just need them for reference. But if any changes are being planned, get QAD involved so we can help and update the archives at the end of the process.
Questions about the archiving process? Don't worry! The QA Designer assigned to your project will help you with all these steps.
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