Volvo Trucks Marketing Toolbox

Dealer manual
version 1.1
 Dealer manual
Volvo Trucks Marketing Toolbox

Contents

1. Volvo Trucks Marketing Toolbox 3

Key benefits 3
Content 4
Users 4
Security 4

2. Access 5
Login process 5
Quick login 5

3. Work with the Toolbox 6

News 6
My productions 6
Maintenance 7
Toolbox 7
Structure and maintenance of the Toolbox 7
The recommended tree structure contains: 7

4. Work with Maintenance 8

Upload an image 8

5. Navigate the Marketing Toolbox 10

Show content 10
Work with assets 11
The asset preview window 12
Download a single asset 13
Add to Basket 14
Advanced Search 15

6. Online adaption 16
Adaption of an advertisement 16
Add/check the translation of the order 17
Request a proof 18
Adaption of printed matter 19
Leaflet 19
Add/check the translation of the order 20
Request a proof 21

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1. Volvo Trucks Marketing Toolbox

Volvo Trucks Marketing Toolbox is an online tool for Dealers, Market Companies and Head Office to
produce consistent and coherent Volvo Trucks branded communication material. Authorised users can
find all relevant guidelines for producing communication materials as well as downloads and editable
items that can be send to professional printers.
Translations and localization of printed matters like brochures and advertisements and distribution
of a wide range of visual materials are processed and archived through the Volvo Trucks Marketing
Toolbox.

Key benefits
The marketing landscape has changed in recent years, and marketers are taking full advantage of
new media channels, segmentation strategies, and capabilities to produce an ever expanding volume
of work. To keep pace with these escalating demands on time, people, and budgets, the Volvo Trucks
Marketing Toolbox supports the organisation. By automating and streamlining day-to-day operations,
the Volvo Trucks Marketing Toolbox helps marketing departments and/or Volvo Trucks dealers work
smarter and more efficiently.
Other benefits are:
Securing of corporate identity
Reduction of production time
Reduction of production costs
Enhancement of overall quality
Promotion of best practice

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Content
The contents of the Volvo Trucks Marketing Toolbox are:
-- Marketing communication assets (pdf-files, images, texts, logos, illustrations and movies)
for producing printed matters, advertising and other on- or offline communication materials
-- Indesign Toolkits for local adaptation by communication agencies
-- Editable productions (templates) for localisation by dealers or local/regional marketing departments.

Users
The users of the Volvo Trucks Marketing Toolbox can be divided into 4 groups:
1. Central administrators
2. Regional administrators
3. Users
4. Communication agencies

Depending on the organisation and/or region a user belongs to and the rules that are set for that
organisation and/or region there are different types of users with different permissions.
The authorisation of roles and responsibility of the use of Volvo Trucks Marketing Toolbox are
determined and managed by the central and regional communications department of Volvo Trucks
EMEA in cooperation with the central, regional and local Baldo administrators.

Security
The access of Volvo Trucks Marketing Toolbox is protected.
The login user names and passwords of Volvo Trucks Marketing Toolbox are managed by the central,
regional or local Baldo administrator.

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2. Access
Login process

1. Volvo Trucks user logs in to the Volvo Trucks Dealer & Workshop Portal, login.trucks.volvo.com.
2. At the tab Marketing the user clicks on the link Volvo Trucks Marketing Toolbox.
3. The log in process takes place.
4. The landing page of the Volvo Trucks Marketing Toolbox appears.

See Chapter 3 for more information about the different menu options on the left hand side.

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3. Work with the Toolbox

News
System alerts and announcements concerning the Volvo Trucks Marketing
Toolbox are shown in News. A new announcement will also automatically
be shown at the startup of the Marketing Toolbox.

> View rights: All users

> Admin rights: Central and regional administrators and Adnovate.

My productions
In My productions the outstanding adaptations of produced advertisements and printed matters like
brochures are managed.
Within My productions, all items of all users belonging to that organisation are visible. If you only want
your own orders visible please check the My orders only box.
By clicking on the hammer on the right hand side of an adaptation you can either delete the adaptation
or make a copy.

A user is able to view completed adaptations and/or is able to continue or complete an adaptation.
The different options of My productions are:
1. Awaiting action: An overview of work in progress, an adaptation that a user has started but not
finalised yet.
2. In process: An overview of adaptations that are processed by the system or another user. For
example an artwork file that is generated by the system or an administrator that needs to approve
an adaptation of a user.
3. Archive: An overview of archived adaptations.

> User rights: All users

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Maintenance
In this menu option images, logos and texts can be uploaded for use in editable productions.
See for more details page 11, Working with Maintenance.

> User rights: All users

Toolbox
The menu option Toolbox contains all images, artwork, editable productions and other files.
The collection of the Toolbox depends on the different organisations.

> User rights: All users

> Admin rights: Central and regional administrators

Structure and maintenance of the Toolbox

The Marketing Toolbox contains all assets (like images, artwork files etc.) and editable productions.
The content of the folders can differ per region, country or even organisation. The content is choosen
by the regional administrator.
Navigation can be done through the tree folder structure on the left hand side and/or the content page
on the right hand side.
All type of assets can be stored in the Toolbox, thumbnails and previews are automatically created.
For example:
> images (jpg, tiff, eps)
> documents (doc, xls, ppt)
> movies (mov, mpeg, flv)

The recommended tree structure contains:

a) Guidelines
b) Advertising
c) Customer magazine
d) Direct Marketing
e) Event materials
f) Printed matter
g) Presentations
h) Film and digital signage
i) Image galleries

The structure can be adapted per region and/or country by the regional administrator.

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4. Work with Maintenance

At Maintenance the user uploads and maintains images, logos and text such as address details for
use in the editable productions like advertisments and leaflets. Note that the specifications of the
images and text are predefined regarding measurement and size. These specifications can differ per
type of editable productions. However minimum requirements are:
- Image width 600 pixels
- Image height 450 pixels
If an image is uploaded with less quality, an error message will appear. Please contact your Regional
Administrator if youre not sure about the image quality.

Upload an image
All images that a user uploads can also be seen by other users in the same organisation. This means
that if person A at dealer 1 uploads an image person B at dealer 1 will also be able to use this image.
In this example a new portrait image will be uploaded.
1. Click on Images General - Portrait
2. Click on New
3. Type a description of the image
4. Click the Save button

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5. Click the Browse button at Image.

6. The upload window appears.
7. Click Browse and choose the image from your desktop or local server.
8. Click the Send button.
9. After upload a quality check and thumbnail is being processed at the back office,
this process can take up to 15 minutes. We therefore recommend that images are bulk uploaded
prior to creation an adaptation of a template.
10. The Should this option be visible in related accounts option Yes - No:
if Yes is selected all related accounts will be able to use this image in their productions, they will
however not see the image or be able to edit this image in there maintenance screen.

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5. Navigate the Marketing Toolbox

Guidelines, advertising, printed matter and other files such as presentations and films are stored in
the Toolbox. The Toolbox is also the starting point for the localisation of advertisements and printed
matters.

Show content
Navigation of the Marketing Toolbox can be done through the tree structure on the left hand side or the
content page on the right hand side.

Tree structure:
-- Click on the relevant folder
-- The content of this page is shown on the right hand side
-- A folder can also have subfolders where assets are stored.

Content page:
-- Hyper links and folders are used on the content page on the
right hand side for an interactive navigation.

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Work with assets

Once you have selected a folder, thumbnails of all assets in this folder are shown on the right hand side.
1. Roll over the cursor to the magnifier under the thumbnail of the asset to get an enlarged view of the
image or;
2. Click on the thumbnail of the image.
3. The preview of the image will be shown.

4.

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The asset preview window

When you click on a thumbnail:
1. The meta data1 will be shown
under the preview of the asset.
The meta data Segment type,
Material type, Action type
and Language are Volvo
Trucks specific.
See description of the Advanced
Search option for using the meta
data in case of searching assets.
2. Back button;
Click the Back button to return to the folder overview
3. Download button;
Click the Download button to start downloading the asset.
See page 13 Downloading assets for more information.
4. Add to Basket;
Click the Add to Basket button to add the image to a basket.
See page 18 Add to basket for more information.
5. Save preview image;
Click on the link Save preview image to save the preview on your local pc. Please note that this is a
low resolution image and cannot be used for professional printing purposes.

1
Meta data is relevant information related to the file and contains information such as the year,
segment, photographer, if relevant language, etc. Meta data is also used in the search functionality.

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Download a single asset

1. Click the Download button to download the

asset as explained on page 12.
2. A Web Page Dialog window appears.
3. Click the Download button for downloading
the asset immediately to your local
computer, or open it directly.
4. Choose Email download link in case.
You would like to send an email to
yourself with a link so you can download
the asset at a later time.
You would like to send an email with the
download link to somebody who does not
have access to the Marketing Toolbox.
5. Type the requested information of the recipient(s) in the Web Page Dialog window.
To use multiple adresses divide them with a semicolon (;).
6. Click the Send email button.
The email with the link will be send to the requested email address(es).
7. The recipient receives an automatic email alert with the download link.
The download takes place after clicking on the Download asset link.

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Add to Basket
The Basket will be used in case of downloading multiple images and files or printing an overview of the
contents of the basket.
1. Click the Add to basket button in the Preview window of an asset. A popup window will appear.

2. Click the Add to basket button in the popup

window. Repeat step 1 and 2 to add more
assets or continue with step 3.
3. Click on the Basket link (in the top right) of the folder overview to view the contents of the basket.

4. The contents of the basket will be shown in the Basket window.

5. Click Remove to remove an item from the basket.
6. Click the Download all files in basket button to download all files in basket to your computer.
7. Click the Email download link button for sending an email link;

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Advanced Search

An easy way to find assets and files in the Marketing Toolbox is the Advanced Search option.
1. Click the Advanced Search option in the Toolbox menu.
The Search box appears on the right hand screen of the window.
The different search options can be used separately or in combination.
2. Use Search for, in order to search on free text in the Marketing Toolbox.
3. Type the search request in the text field.
For example the name of the product or other meta data.
4. Choose predefined meta data:
- Segment type 1
- Segment type 2
- Material type
- Action type
- Model year
5. Click the Search button.
The Search result appears.

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6. Online adaption

Adaption of an advertisement
On the next pages a description will be given on
how to create an advertisement and a leaflet.
1. Go to Advertising > Create in the Toolbox and choose the ad you would like to adapt.
2. The preview window appears.
3. Click the Create button.
4. The Order window appears
5. Information about the advertisement is shown on the left side of the Order window.
The fields with the red outlined border are mandatory. The other fields are for your own reference:
--Choose Material to client for magazine or Material to client for newspaper at Title. The reason why
you need to make this choice is because the specification for these two media types are different.
--Pick a date at Insertion Date (= date when the advertisement will be published).
--Type at Reference a reference of the advertisement (e.g. your name, name of the magazine and/
or contact person).
--Headline: has the prefixed name of the template, but can be edited by the user.
--Category: template type: automtically inserted by the system.
--Rate type: default in system; not applicable for the Marketing Toolbox.
--Choose Display Ad or Display Ad on editorial page at Rate type. The reason for this is that the
settings for both types are different.
--Type the Width and the Height; the advertisement will automatically be created. Some standard
sizes: A4 portrait (210 x 297 mm), A5 portrait (148 x 210 mm), A5 landscape (210 x 148 mm)
--Colour: if an ad is available in Full Colour, Black and White or Spot Colour, you can select
the colour required. If only one colour is available you will not be able to choose.
--Type comments (this field is optional).

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6. Click the Save Insertion button.

7. The Content window appears.
8. In the Content window the translation of the text takes place. And in some cases if the template
allows it you can select an image via a pull down menu.
Text fields that need translation are shown with a red outlined border; these fields are mandatory.
A proof cannot be requested without a complete translation and/or adaption.

Add/check the translation of the order

9. Select a Translation field for text changes:
a. Type your translation of the original (English) text in the Translation field or;
b. Copy/paste text from a text file into the Translation field.
c. Overwrite the existing text.
Note A: In front of most text boxes a character count shows you how many characters you can use
in that field. If the maximum characters are exceeded the following screen will appear.

Note B: When a bullet is predefined in the text box type an enter. The system will automatically
insert a bullet. The bullet is visible in the PDF, not in the text frame.
10. An image change is possible when a pull down menu is available. Choose an image from the list
or click on Show all and choose a thumbnail. If you would like to use a local image, please go to
chapter 4 for more information about uploading an image.
11. Use the Tab key or the mouse to navigate to the next Translation field.
12. Click on the Save link to save the inserted text.
13. The Editor tool bar appears when you place your cursor in the translation field. The available
options are highlighted in the Editor tool bar. Select the required character(s) and click the button in
the Editor tool bar to add the typesetting (Bold, Italic, Underlined, etc). Special characters can also
be chosen by using the Insert pull-down menu of the Editor tool bar. The special characters are
only available when the template alows it.

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14

15

16

Request a proof
14. Click Request Proof button.
15. A proof of the page is processed.
The Request proof button turns from red to blue during processing.
16. After checking the proof you have to choose one of the following options:
Reject proof: If you want to go back and make changes to the text (or image). You will return to the
Content window.
--Change by Studio: in case you need changes of the layout. A window appears for entering the
change request. Via a pop up window you can insert your changes which will be automatically
sent to Studio department of Adnovate. It usually takes us up to one hour to make the changes if
reasonable.
--Approve proof: Approve the proof in case the translation or editing is ready for printing.
This approval is final. No changes can be made after this stage.
After this final approval an artwork file (Certified PDF) is created and send to your email address
as a download link. This takes approximatily 1 hour if approved during office hours.
--In some organisations/regions a user will not be able to approve the proof, but needs to ask
for approval. In that case the central or regional administrator will receive an automatic email
invitation to approve the proof.
It is possible to close an adaption by clicking on Close Order button on the top left of the screen or by
clicking on Home. The order can be finalised lateron by going to My productions and finish the order
(see page 8).

Depending on the region/organisation a user belongs to and the rules that are set in that organisation/
region a user might not see all different options. The central or regional adminstrator is responsible for
these settings.

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Adaption of printed matter

Leaflet
1. Go to Printed matter > Leaflets > Create.
2. Select the preffered leaflet to create.
3. The preview window appears.
4. Type a text at Title. This is a mandatory field.
5. Insert a title with which its easy to recognise your adaptation. For your own administration you can
also fill out a Reference and Comments. Reference and Comments are not mandatory.
6. Click the Create button.
7. The Content window appears.
8. In the Content window the translation of the text takes place. Text fields that need translation are
shown with a red outlined border, these fields are mandatory.
Please note:
- A proof cannot be requested without a complete translation.
- Make sure that all pages are translated.
- Navigate pages by clicking on the arrow buttons or by clicking on the required page on the left
hand side of the Content window.

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Add/check the translation of the order

9. Select a Translation field for text changes::
a. Type your translation of the original (English) text in the Translation field;
b. Copy/paste text from a text file into the Translation field.
c. Overwrite the existing text.
Note A: In front of most text boxes a character count shows you how many characters you can use
in that field. If the maximum characters are exceeded the following screen will appear.

Note B: When a bullet is predefined in the text box type an enter. The system will automatically
insert a bullet. The bullet is visible in the PDF, not in the text frame.
10. An image change is possible when a pull down menu is available.
Choose an image from the list or click on Show all and choose a thumbnail. If you would like to use
a local image, please go to chapter 4 for more information about uploading an image.
11. Use the Tab key or the mouse to navigate to the next Translation field.
12. Click on the Save button to save the typed text.
13. The Editor tool bar appears when you place your cursor in the translation field. The available
options are highlighted in the Editor tool bar. Select the required character(s) and click the button in
the Editor tool bar to add the typesetting (Bold, Italic, Underlined, etc). Special characters can also
be chosen by using the Insert pull-down menu of the Editor tool bar. The special characters are
only available when the template alows it.

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Request a proof
14. Click the Request Proof button.
15. A proof of the page is processed.
16. The Request Proof button turns from red to blue during processing.
17. Choose one of the options:
--Reject proof: To edit the text; you will return to the Content window.
--Change by Studio: In case you need changes of the layout. A window appears for entering the
change request. Via a pop up window you can insert your changes which will be automatically
sent to the Studio Department of Adnovate. It usually takes us up to one hour to make the
changes if reasonable.
--Approve proof: Approve the proof in case the translation or editing is approved for printing.
This approval is final. No changes can be made after this stage. Please make sure that all English
text is translated and that all translated text is inserted. After this final approval an artwork file
(certified PDF) will be send to your email address as a download link. This takes approximately 2
hours if approved during office hours.
--In some organisations/regions a user will not be able to approve the proof, but needs to ask
for approval. In that case the central or regional administrator will receive an automatic email
invitation to approve the proof.

Depending on the region/organisation a user belongs to and the rules that are set in that organisation/
region a user might not see all different options. The central or regional adminstrator is responsible for
these settings.

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