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  • Naming your client / project folders

     Jeff Rea updated 1 week, 4 days ago 6 Members · 8 Posts
  • Dan Evans

    Member
    June 1, 2021 at 1:29 pm

    Afternoon all

    I’ve just switched to quickbooks and I no longer get a unique 6 digit code when I create a new client like in my old software. It’s not the end of the world but it helped me keep my client folders and project organised so I wondered how you all do it.

    So far I have

    JOBS

    > Client folder i.e. Joe Bloggs Ltd

    > > Project Folder (Nissan Navara 2021 N-Guard)

    > > > Approvals (All approvals get put here)

    > > > Assets (A place to store all the information such as wording the client gives you, images etc)

    > > > Designs (All designs go here)

    > > > Portfolio (Photo of the job once completed)

    > > > Production (All production files go here i.e. PDF being sent to the rip etc)

    First question, what folders do you have?

    What do you call your projects? As it stands, Nissan Navara 2021 isn’t great for organising where as before JOEB01-0005 – Nissan Navara N-Guard worked much better as I knew that was the 5th project I had done for them making it easier to look back. I suppose I could just use 0005 – Nissan Navara but I was interested in what others do.

  • Karen White

    Member
    June 1, 2021 at 3:33 pm

    nice topic. i do this to Dan.

    company name
    vehicle or sign etc.
    photos
    vector files
    Notes

    they vary a little but all in a similar format.

  • Dan Evans

    Member
    June 1, 2021 at 6:48 pm

    Thanks you.

    How do you keep them in order? Do you put a number before Vehicle / Signs etc?

  • Chris Wilson

    Member
    June 1, 2021 at 9:18 pm

    We are not as complicated.. but maybe we should be. If it’s not broke don’t fix it ay.

    But proofs etc.. are all in the emails. We do pay google an extra £0.79 a month as our inbox is booming.

    We then have

    Digital print

    Artwork

    Graphtec

    Embroidery

    Then a-z in each folder.

    Then customers name and that just there folder. Some customers get broken down into signs, vans etc.. when it’s a new or revised van layout we label the folder within the clients folder as van graphics 2021 and move the others to “old van graphics”. Just incase ones comes up. We don’t number them. If there was a failure we have trello/emails and invoices to check. I make we notes on an invoice. Like *passenger side been re-sprayed, paint not bonding on arches, graphic removal may lead to damage” and of course customer has an email to say that’s the crack and of course that’s where the discussion takes places as to what to do if there is a issue of possible issue in the future.

  • Cian Byrne

    Member
    June 1, 2021 at 9:48 pm

    A designer we had working for us brought this system along and it’s worked for us.

    Jobs Folder

    > Customer Name

    >> Date of job in reverse_Name of Job

    >>>Assets

    >>>Working Files

    >>>Print Files

    >>>Everything Else

    The date in reverse is yearmonthdate, so today is 20210701. This allows you to sort by folder name and it organises list by date, if you rely on the folder modified dates they can be a bit off if you’ve linked to a file in a folder and it updated.

    It also allow you to offload old folders to a backup by searching for 202101 to give you all of January’s folders, or 202006 for last years June folders and then you can drag and drop.

    Also helps if you name the job with something you’ll remember rather than “labels’ or “sign”

    Looks a bit complex but it works and we have no problems finding jobs from years back. Once you know who it was for, and roughly when the job was it’s easy to find.

  • Dan Evans

    Member
    June 2, 2021 at 7:34 am

    Thanks everyone

    I need a little more structure than some of you, I need that in my life lol.

    @Cian The date thing may work best rather than using 1001, 1002, 1003 etc so I’ll give that a go. I’ll update the post with my finalised structure if anyone else wants to copy.

  • David Hammond

    Member
    June 2, 2021 at 3:09 pm

    We use Clarity, and it’s main perk is that when we create a quote, it creates a customer & job folder, with sub folders, on our server.

    We have a folder for each year:

    Eg: 2021 -> Customer Name -> REF1234 -> Artwork, Proofs, Print Files, Documents

    Clarity links to the folder, only issue is browsing for jobs on the server, you ideally need to know the job number, although I think if we saved the job sheet to the documents folder we could search by the description. Or created a text file with some searchable text that will help locate what we’re looking for.

  • Jeff Rea

    Member
    June 8, 2021 at 6:24 am

    @DavidHammond

    Thats clever, a shame that doesnt happen with Signlab.

    Downside is like you said though. Number referencing does nothing when your faced with a list of them and all you want is a Tranbsit LWB. well thats what i find with Impact vehcile software library.
    how much better would it be seeing:
    Ford Transit LWB – High Roof Top
    instead we get:
    For12345-L2H3

    🤔

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