LASer USER MANUAL HOW TO UPLOAD ARTWORK ON BEHALF OF LICENSEES

LASer User Manual April 2010

CONTENTS Quick start checklist

Accessing LASer Submit Artwork

Introduction to Fairtrade LASer basics

Web browser Session length Error messages LASer support LASer feedback



Accessing LASer Logging in Forgotten password Changing your password Locked account

Submitting Artwork

Cotton only: Fairtrade Foundation Pre-Approved Labels Responding to a Request for More Information

LASer User Manual How to upload artwork

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QUICK START CHECKLIST

1. Access LASer

Navigate to http://laser.fairtrade.org.uk Enter your User Name and password Click You will then be directed to the Licensee Homepage.

2. Submit Artwork Before creating and uploading your artwork, ensure the artwork complies with the relevant Fairtrade Foundation Packaging Materials Manual. Contact [email protected] for a copy of the relevant manual, stating the product type you are submitting artwork for. The task that opens shows a page from the Product Application that has been submitted by the Licensee. Click the button to access the Artwork Application form.

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INTRODUCTION TO FAIRTRADE

The Fairtrade Foundation is the independent non-profit organisation that licenses use of the FAIRTRADE Mark on products in the UK in accordance with internationally agreed Fairtrade standards. Established in 1992, the Fairtrade Foundation is the UK member of Fairtrade Labelling Organisations International (FLO), which unites 22 labelling initiatives across Europe, Japan, North America, Mexico and Australia/New Zealand as well as networks of producer organisations from Asia, Africa, Latin America and the Caribbean. Due to the continued growth in the market for Fairtrade goods in the UK and the increased volume of both Licence Applications and Product Applications, the Fairtrade Foundation undertook a business process assessment. This resulted in the implementation of a new system, the Licensee Application Service (LASer) to handle many of these routine processes, including:

This manual is designed to assist you in working with the Fairtrade Foundation using LASer. It provides step-by-step guidance for using LASer to support you in carrying out your day to day business activities. Use the navigation or browse the document to support yourself as you use LASer. NB Although you will be able to see the full Licensee homepage, for example their Licence Agreement and full list of certified products, you will only be able to access tasks which have been assigned to you. All information on the Licensee’s site should be treated as strictly confidential.

• Product Applications • Artwork Submission in relation to Product Applications • Amending Product Details • Submitting Flow of Goods reports • Viewing Physical Audit reports •A  utomated prompts and reminders for tasks relating to applications in progress

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LASer BASICS

Web browser LASer works best with Internet Explorer (6 & 7) in Windows XP. Although basic usability has been tested with other web browsers, some functionality may be lost if the preferred browser, Internet Explorer, is not used. To navigate between different screens you must use the on-screen buttons (e.g. , ) – you cannot use the Forward / Back web browser navigation buttons. Please note that for optimum readability of LASer, your browser text size should be set to medium at minimum. This setting can be changed in the Page menu of Internet Explorer.

Session length Once you have logged in to LASer, if you are inactive (eg. do not make any Clicks in the system, for example navigating to new product applications or tasks) for 15 minutes you will be automatically logged out. Please make sure if you are going to stop working within LASer you save any changes you have made so you do not lose them. • If you know you are going to do something else, use the button • When returning to LASer, if you are not sure if you have been logged out or not (the screen will be as you left it, but if you have been logged out you will not be able to move between pages, submit information or save) use the , or options to check if you are still logged in. This will prevent you from entering more data only to find it cannot be saved because you have been logged out • If you try to navigate in LASer and are faced with a blank screen, simply navigate back to the log in page (http://laser.fairtrade.org.uk) and log in.

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Error messages Occasionally an error message will show when you try to submit an application – this is usually due to one or more fields being left incomplete or filled in incorrectly. To find out more about the error, and to help identify where further information is required, click Show error details.

This will explain why the error has been shown and direct you to a field that needs to be completed. Please note: only one field will appear even if several fields in the form are incomplete. If you receive an error message the best approach is to review your whole application.

LASer support If, despite referencing this manual and the on-screen help, you are unable to progress with an application, please take a screenshot where you are stuck, email it to your Product Certification Officer and call them to discuss next steps. If you do not have the number of your Product Certification Officer to hand, please call the LASer support line on 020 3301 5020.This will help them establish what the problem is and resolve your problem swiftly. If you are unsure of how to take a screenshot, please consult the Help function on your computer.

LASer User Manual How to upload artwork

LASer feedback If you have any general comments on LASer or on the support materials provided, please send an email to [email protected] . All comments will be reviewed and considered for future implementation.

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ACCESSING LASer

Logging In

Navigate to http://laser.fairtrade.org.uk Enter your User Name and password Click You will then be directed to the Licensee Homepage (see below).

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Forgotten password If you have forgotten your password • • •

Click Enter your User Name Click

This will email your password to the email address associated with your account. If you have forgotten both your user name and password, please contact your Commercial Development Officer.

Changing your password To change your password: • • •

Click Complete the fields Click

A confirmation message will display and you can click straight into the LASer Landing Page. Please make a note of your new password.

Locked account Each time you try to log in unsuccessfully this error message will display. If you have attempted to log in to your account unsuccessfully three times you will be locked out – to reset your account contact your Commercial Development Officer.

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SUBMITTING ARTWORK ON BEHALF OF A FAIRTRADE FOUNDATION LICEnSEE Before creating and uploading your artwork, ensure the artwork complies with the relevant Fairtrade Foundation Packaging Materials Manual. Contact [email protected] for a copy. When the Licensee is submitting their Product Application, they will identify you as the Artwork Submitter. This will generate an email notification and task in your LASer account to upload the required artwork.

Having logged in to LASer using your username and password, select the Licensee you need to submit artwork for from the Licensee Site list. From the Licensee Site you will find the artwork application tasks assigned to you in the Licensee Tasks list. Click to access the task.

The task that opens shows a page from the Product Application that has been submitted by the Licensee. Click the button to access the Artwork Application form.

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Some fields on the form will be auto-populated on the basis of information already supplied by the Licensee – these fields will be read-only. Complete all mandatory fields on the form: • Purpose of Artwork Application Submission (choose from drop down) • Description of each submitted artwork and summary of changes, if applicable (free text field) • Artwork Approval Deadline Date • Artwork files

PDF files are the preferred way to submit artwork, although other file formats are acceptable. If you usually submit your artwork by providing a link to a website, please save this link in a text document and upload this on the Artwork Application Form. Please note: the name of the artwork file, including its extension, must be the same from its first to final submission. This also includes links to websites.

button: Use after you completed your artwork submissions for this pack size, to navigate back to the Packaging and Distribution details page. Before you associate any artwork files to the pack size, you must confirm that the artwork you are about to associate/upload has been checked against the relevant use of the FAIRTRADE Mark Manual, by ticking the checkbox.

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Attach a new artwork file When the radio button ‘Attach a new artwork file is selected’, a blue workspace is displayed with three steps. STEP 1: Click the button to select a file from your computer. When you have selected a file, its filename is displayed. Note: The maximum file size for each file is 15 MB. If you have accidentally selected the wrong file, click next to the filename to delete the file, and use the button to select another file.

Please ensure that the File Description relevant to the file name is correct before clicking , because you will not be able to change the File Description afterwards. STEP 3: Click the button to associate the uploaded file to the pack size. After clicking , the artwork file is associated to this pack size and is displayed under Associated Artwork. You can associate more artwork files by repeating the steps. Multipacks

STEP 2: Enter a file description. Any information added to the File Description field on will be displayed next to each artwork filename, when the Licensee reuses a provisionally accepted or approved artwork file. Use this field to add information about a file which is not obvious from the file name (to be able to identify the file at a later stage).

When submitting artwork, enter details of which multipack size the artwork relates to in the Description of Each Artwork Submitted field (for example: Artwork 1 = Multipack: 6 x 50g bars; Artwork 2 = Multipack 10 x 100g bars).



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Cotton Only: Fairtrade Foundation Pre-Approved Labels If you have purchased Pre-Approved Labels for use on your product, please upload a blank file on your Artwork Application form using the file name(s) provided below as appropriate. • Cotton Product Category A Swing Tickets – File Name: Category A Swing Tickets.jpeg • Cotton Product Category B Swing Tickets – File Name: Category B Swing Tickets.jpeg •C  otton Product generic woven label – File Name: Woven Label.jpeg • Cotton Product generic heat seal label – File Name: Heat Seal Label.jpeg • Cotton Product generic printed label – File Name: Printed Label.jpeg • Cotton Product branded generic woven label – File Name: Branded generic woven label.jpeg • Cotton Product branded generic heat seal label – File Name: Branded generic heat seal label.jpeg • Cotton Product branded generic printed label – File Name: Branded generic printed label.jpeg

The FAIRTRADE Mark Officer dealing with your product application will then attach the appropriate artwork and, once approved, you will be able to select the artwork for future submissions from your My Artwork Uploads folder. : No further artwork files can be added to an application after is clicked, so if you do not have all the artwork files ready but have already entered information into the Artwork Application Form, click . You will be redirected to the Licensee Site. The task will remain in your Licensee Tasks list and you can return to the artwork application form at a later date to add the outstanding files. will discard any changes made on the Artwork Application form. The task will remain in your Licensee Tasks list and you can return to the artwork application form at a later date to add the outstanding files. will mark your Artwork Application complete and return you to the Product Application. Click and then to complete the Artwork submission.

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Responding to a Request for More Information If your FAIRTRADE Mark Officer needs more information having reviewed your artwork application, you will receive a Request for More Information Task.

Click to This will take you back to your Artwork Application and at the bottom of the screen you will see the comments from your FAIRTRADE Mark Officer (FMO) requesting more information. Make the updates, and in the field labelled , provide a summary of the changes you have made. You will also be able to see the comments from the FMO – if there are several Requests for More Information a history of your and the FMO’s comments will be captured here. For an Artwork Application Request More Information task that requires new or revised artwork to be submitted, the name of the file being uploaded must be identical to the original file name. When complete, press – this will send your comments back to your FMO for review.

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Fairtrade Foundation, 3rd Floor, Ibex House, 42-47 Minories, London, EC3N 1DY Tel: 020 7405 5942 Fax: 020 7977 0101 The Fairtrade Foundation Registered Charity Number: 1043886. VAT Reg No: 672 5453 23. Company Reg. in England & Wales No. 2733136

April 2010