Each Concept Type has different stages that may need to be confirmed before it can be fully 'Approved' for the Licensee to proceed.
Stages can be skipped but this can only be determined by the Licensor during the approval flow of the Concept.
Stages by concept type below;
Moodboard
- Design
Product
- Design
- Pre-Production
- Production
Packaging and Labels
- Design
- Sample
Marketing
- Design
- Sample
Stages required display on the concept page as Grey until submitted by the Licensee
Once submitted the stage will display as below (Blue)
Once a stage is confirmed it displays as below (Green)
When the Concept is Fully Approved and all stages display (Green) as below
Each time a status of a concept is changed by a Licensee or Licensor an email notification will be sent to the specified users with the new status and any comments recorded. The Concept can then be accessed in Xelacore via the link in the email if required to view or take further actions.
Please Note; Notifications can be switched off however we would suggest keeping this email function turned on so you're automatically aware of any changes to concepts and/or messages that may require your action."
Reminders will be sent to Licensors and Licensees to make sure that any actions against Concepts are taken within agreed timeframes. These are pre-set in Xelacore so if they require changing please use
Actions to betaken by the Licensee
Submit
A Concept created by a Licensee will only display to a Licensor once it has been 'Submitted' for the first time by the Licensee. Until it has been submitted it is in draft status
Once a Concept has been submitted to a Licensor for review the below Actions can be taken.
Withdraw submission
Up until a concept has been 'Approved' a Licensee can 'Withdraw submission'. This means that the concept is still visible to both parties but that the Licensee no longer wishes to proceed with this Concept. No further action can be taken by both parties. If the Licensee wishes to resubmit a new version the 'COPY' functionality will need to be used to create the Concept again with a new Approval code and edit as required before submitting again.
Actions to be taken by the Licensor
Proceed to the next stage is the Licensor agreeing that the Licensee can proceed to the next stage e.g. Pre-Production, Production
The Licensor can then select the next stage that they require the Licensee to submit for review from the pop up box. Pre-Production can be skipped if not required
A warning box will display to alert the Licensor that they are giving permission to the Licensee to skip a stage before they proceed.
Request a Re-submission - This status should be selected by the Licensor if they require Changes to the Concept. Comments are mandatory.
Reject
Once "Submitted' a concept can be 'Rejected' at any time a Licensor. This action will mean that this Concept is locked and no further action can be taken by either party and the licensee should not proceed with this Concept. Comments need to be logged before the Reject action can be applied.
Approve with comments
This status should be selected by the Licensor if they are happy for the Licensee to proceed with the Concept as long as the attached comments are accepted and followed by the Licensee. The comments box needs to be populated to proceed.
This will put the Concept into a 'Conditional Approval' status
Once comments are accepted by the Licensee the Concept will be in an 'Approved with Comments' status
Approve
Only when all prior stages required have been confirmed should the Concept be 'Approved'. Once a Concept has been Approved the Concept is locked and can no longer be edited or comments created by either party.
By approving the Concept the Licensor is giving the Licensee permission to proceed with the Concept as agreed and recorded against the Concept in Xelacore.
