- Duration: 38 min
- Platform: teams
- Source: Read.ai 01K0SMB0X8JDTEP768DG1A3A48 (https://app.read.ai/analytics/meetings/01K0SMB0X8JDTEP768DG1A3A48)
Transcript
[UNKNOWN_SPEAKER]: There’s like three note takers in here. [Andrew Ho]: Yeah, I don’t know why there’s so many. [Andrew Ho]: We can cancel one of them. I just I know the red note taker, but there’s 2 other ones. Read AI fireflies. I think maybe that’s theirs, but OK. I think it’s possible. Hey, how’s it going? Thanks for joining. [UNKNOWN_SPEAKER]: Yeah, yeah, thank you. [Andrew Ho]: Hi, how’s it going? [Andrew Cheng]: Give it a look. [Andrew Ho]: Another minute or so later. [UNKNOWN_SPEAKER]: All right, I guess we have most everyone here. [Andrew Ho]: Before we get started, my name is Andrew and I’m going to be basically the admin and I’m also a Read Oak reviewer on our side for all marketing materials submitted. So any questions that you’ll have about any materials you submit or how the system works, I’d be kind of the point person that you go to. I also have a backup that would be help reviewing any materials if I’m out. But sorry, I got a note here, chat here. Oh, we have like three AI note takers in here, so it’s kind of confusing. But I’m glad everything’s getting recorded. But anyways. Information on me. I’ve been at Read Oak for a couple years now. I’m a consultant, so I typically help firms with their compliance programs, and that includes ad review. And so now we’re also introducing this ad review software, which the consultants help with as well. So does anyone have any questions before we start or anything you’d like to know about Read Oak or anything like that? [UNKNOWN_SPEAKER]: Andrew, can you hear me okay? [Andrew Ho]: Yes, hi. [Jameson]: Hi, my name is Jameson. So I manage the marketing team here at Augment. So excited to meet you. Excited to move over to Read Oak from our current solution. And I’ve tried to gather representatives from the teams that manage all the various channels. So social, blog, the website, different parts of the website here on the call so that they can all get the benefit of this training. [Jameson]: Yeah, I know. [Andrew Ho]: Yeah. [Jameson]: I think we’re all here and we’re excited to learn more. Yeah, cool. [Andrew Ho]: Yeah, so I’ve worked with Dietra in the past and Lance on the call here. We’ve worked for years in the past, kind of in this business as well. I have, I don’t know how many, like three, four jobs ago, I was in a private equity crowdfunding startup. So I’m a little bit familiar. I need a lot to brush up on, but And a lot of this is not too new to me. So I’m really excited to work with you guys. And also, this meeting is going to be pretty quick. With you guys only doing ad review through our software, there’s really only one workflow that we have to deal with. There’s only one workflow diagram that we kind of have to know. So it’s not going to be too much. So it’s just going to be a high-level overview. Yeah, let me get started and share my screen. [UNKNOWN_SPEAKER]: All right, so can everyone see my screen? [UNKNOWN_SPEAKER]: Cool. [Andrew Ho]: So this is the Read Oak software. So I put your logo here. We can always update this if you guys have anything more recent. But this is how it’s going to look like when you log in. And what I’ll be doing, after this call is having everyone’s being sent an activation email. So you’ll receive an email to activate your login. And so you’ll be able to access this today. So the main thing with Eureka’s workflow is you’ll see this submissions page. This is where all submissions that you submit, any marketing materials, either website posts, social media posts, even videos, you can see here. And these are going to be the all, ones so these might not be particular to your assigned cases and then we can get down into that to that later but you’ll see them all here and then there’s nothing in here now there’s no submissions yet but we’ll do a test one here shortly but for here you can edit the way you organize these a lot of these you might not need you can make it look a little bit cleaner for what you want. When you have a few tabs up here, so you’ll have everything from submissions, search, reports, library, and your profile. I’ll have this admin one, but you won’t. But if you have any other questions about administrative stuff, you can always just reach out to me. But we’ll get started with submissions. Click a new submission to submit any marketing material. And so for you guys, you guys only have one workflow to choose from Easy. Click next there. [UNKNOWN_SPEAKER]: Oops. And then we’ll do a submission name. [Andrew Ho]: So whatever it could be, it could be a video, it could be a blog, but we’ll just do test here. Maybe like a blog test. You have a few options here. You have a need by date. It’s defaulted to three days, but you can also make it shorter, longer, whatever you need it to be. It’s not required. On the right side here, your username. Is going to be on the left side here on behalf of There’s going to be situations where you might want to send in for someone else or for additional people. Once the users get populated and activated, you’ll see other users on your team on this right side here. For now, it’s just me. And I have access to pretty much the submitters, me as a Read Hat reviewer, and then also compliance review. So we’ll be able to see the whole process. So depending on what kind of user you are, either submitter or compliance reviewer, you’ll see things that you have access to. So next. On this next page here, you can upload or drop your files in and whatever you want to submit. I have a test one that Dietrich sent me. This is a website that I think has already kind of gone through the pre-review, and so we’ll use that as a test example. So once you drop your file in here, you’ll be able to edit some things, kind of put in the details of what you want to show in the submission, document name, type of piece. I changed these types of pieces to kind of fit what you guys are trying to submit, and so if, David, if you see anything here that maybe doesn’t apply or if we want to add another type of piece, just let me know. But I think this might cover most of it. So I think that’s good. [UNKNOWN_SPEAKER]: Yeah. [UNKNOWN_SPEAKER]: Cool. [UNKNOWN_SPEAKER]: All right. [Jameson]: I put blog test as a file name, but I think this is a website. [Andrew Ho]: So we’re going to go with website. You can put number of pages and minutes. It’s not required, but it might be helpful, say, if you’re doing a long video or or a website with multiple pages, you might want to put that out there so people know if they’re claiming a case or if a reviewer is claiming a case, they might know what to expect clicking onto it and starting it. So, I can only just put one here. It’s not going to be an internal. In some material, this is for when you want to add something to an already existing submission. So, this is not it. This is going to be a new case. And you’ll rarely use any of these two over here. So, I’ll upload all documents. Okay. To note, so the only files that you can upload and make annotations on are going to be PDFs, video, and audio files. You can upload other files, but you can’t make any edits on those. So say, for example, Word documents or any other, or PowerPoints, you can upload those, but we can’t make any revisions to those in the system, which I’ll show you here. So once you get past that upload page, you’ll see the details, so some of the details of the submission itself. [UNKNOWN_SPEAKER]: You can see where in the process it’s at. [Andrew Ho]: There’s no questions or anything for this type of workflow. There’s no, like, forms that you have to fill out. It’s just going to be the marketing material itself, which will be in the documents tab here. So I would say you’re going to be mostly And you can view it here. All right, so this page, it’s already been edited. It kind of went through a pre-review with my colleague David. And so you can see a lot of the notes. So if you upload this directly from your PDF saved files, It’ll pull over all the annotations, comments, highlights, whatever it is. So, you can take a look at it here in the way it was uploaded. So, let me show you. Say I add a text here as a reviewer, or in this case, I’m actually the first submitter. So, if you have something in here that you want to revise before even sending it off to me or the reviewer, you can put a text here. So let’s say text. I’m going to exit out there. And then if I open it again, you can see that that note stayed there. And so it’s always going to track your revisions, and you don’t really have to save or anything like that. But you basically have all the tools that you would have in Adobe. So this is the first revision, or this is the first original upload. So you’ll see that this is just number of revisions. This is going to be the only one for now. But once we get to the next stage and I re-upload this again, you’ll see that that number changes. Other tabs on the screen. There’s status history. You can see which transitions it’s gone through already. So this has only been through the submission transition. And then activity logs. You can see how many times I’ve viewed this or how many times other people have viewed it. So it tracks everything in it here. OK. So this is the workflow diagram. You can always see this. Anyone can see this. It’s just for this workflow. This is how it’s going to flow. So where we just are now is this submission. And so you can make any edits to the PDF here. And then so once we’re all good to go and ready to submit, it’s going to go to me as the Reddit reviewer. And then I’ll do my review. I’ll see if everything looks good compliance-wise. And then either I can submit it back for any revisions or any updates from the submitter, or I can send it over to compliance review where they can sign off on it and then publish it and approve it. So that’s basically how the workflow is very simple. Just three steps. Submitter, Read Oak does kind of the majority of the review, and then compliance review if everything looks good on my end. [Mark]: And then we can always kick it back to each step before. Hey Andrew, this is Mark. I’m also the compliance reviewer here. I guess I’m I’m not understanding why we have a Read Oak reviewer on part of our workflow. Is it for all workflow is going to be through you? Were you guys first and then goes to compliance? I’m trying to understand. That’s as far as I know. [Andrew Ho]: I’m going to be here along with my my colleague David. We’re going to be the main reviewers for any ad or marketing materials that. That is submitted so. [Mark]: I’m not sure if that’s what he agreed to. That’s fine if that’s. So yeah Mark good question. [Lance Huntley]: So we are here as an additional resource for as needed and if Andrew if you can go back to the workflow diagram for a moment. As we get into this we wanted to be sort of a relief point for volume. So if it turns out that Dietrich can’t get to it, or we are here to sort of back her up, and I’d appreciate it if you could just verify that with her, that that was our understanding going in. But if something’s changed recently, we can easily pivot. So not a problem for us. [Mark]: OK, so so basically there’s a as it stands now it has to go through Read Oak. For review and then and once Read Oak reviews compliance reviews. [Andrew Ho]: We either review it. We can make revisions to it where we can just make this a two step process where it’s. Um? Submitted and then Read Oak and then augment can. [Lance Huntley]: kind of review uh side by side as yeah so we can do that we can always if you have a different understanding we can and we we can iron that out very easily in this workflow this is not locked in by any stretch so the beauty of the software is is it’s it’s future proof as things change as business demands change we can readjust this workflow so that it makes sense on a go-forward basis are you guys reviewing for compliance as well, or what are you guys reviewing? [Mark]: Is it also compliance purposes? Yes, for compliance purposes. [Andrew Ho]: Go ahead, Lance. [Lance Huntley]: No, no, I was going to say we can do that. That is part of the service we can provide. [Mark]: OK, so right now, as it stands with the workflow diagram, are you guys reviewing for compliance and accuracy, right? [UNKNOWN_SPEAKER]: Yes. [Mark]: Okay. Okay, we’ll talk through this offline. [Lance Huntley]: Yeah, we can start to take it offline, but whatever the final decision is, we can bake it into this workflow. Right. [Andrew Ho]: Yeah, because as of right now, looking at the diagram, it is a hard stop after the Read Oak Reviewer, and so there is three steps. And so if that’s something that you want to do and review alongside with Read Oak, or we’re just working as a review team versus three distinct steps. Yeah, that’s an easy fix. So we’ll get back to that. But anyways, yeah, still a very simple workflow, submission, review, and then approve or withdraw. So let’s go back to the documents. You’ve uploaded, everything looks good on the submitter’s end. You can still upload documents if you have to, if you forgot something. We’ll submit it for review. You can leave a comment here, so. [UNKNOWN_SPEAKER]: We’ll put something like, oh, we’ll just put like test website. [Andrew Ho]: Because I’m also the rhetoric reviewer, It now comes into me, and then if you go back into the overview, you can see that the current owner is still me, and now it’s Read Oak Review. And so if we go back to the submission listing, you can now see that in the submissions, there’s this blog test. You can see the status of it. It’s now pending compliance. [Mark]: Current activity is Read Oak Review. I have a question. I didn’t see when you guys are submitting before submitting the material for review. The options of like fields regarding is it going to be for an institutional audience or retail audience? Is it so the context right context matters? Is it going to be for internal purposes only? Are those? Going to be part of the submission or is that something we have to customize? We can we can. [Andrew Ho]: We can add that into the workflow, so let’s go back here and I can show you where we can add that too. So right now it’s it’s. It’s pretty basic in terms of it’s just submit submitting the documents and then there’s those few fields that you can update in the Upload process, but we can add questions and answers to each workflow or submission. So while we’re uploading those, or while the submitter uploads those, before they can submit it to the next part, to the reviewer, they’d have to answer those questions, like what type of audience, stuff like that. So we can boil those down as well, too, along with the workflow diagram. Just a quick question on that, Mark. [Lance Huntley]: Do you have an intake form that you all are collecting that type of data? Wire that into this. [Mark]: Yeah, we’ll give you guys an intake form, like a date of first use, for example, when do you need it by, those types of questions, especially audience would be a good one. Yep. [Andrew Ho]: Okay, yeah, I’ll reach out to you after this and we can boil that down. [UNKNOWN_SPEAKER]: Very good question. [Lance Huntley]: And if you could indicate which of those are required and which are optional because we can we can customize it that way as well. [UNKNOWN_SPEAKER]: Sure. [Lance Huntley]: And just while we’re on this, great questions by the way. These early days for everyone on the call it’s going to be important that if you see things like Mark is saying to give us that feedback so that we can dial this in so that it works for everyone. [UNKNOWN_SPEAKER]: Right. [Mark]: The other thing is that you said documents, certain documents can only be annotated. You said only PDFs. And so what about a Word document? Because I know a lot of people work off of Word docs. [Andrew Ho]: Yeah, so as of now, it’s only going to be PDFs, video files and audio files. And so video files, if you make a note on it, you can make notes on certain timestamps. But yeah, only PDF. [Lance Huntley]: We do have the ability to do annotations on Microsoft-based documents, but that is an additional licensing fee, and that just wasn’t part of the original scope. [Andrew Ho]: And I did talk to Deetra on Friday about this, and she said she’s okay with the PDS for now, but she said that could be an additional discussion if that becomes a roadblock. That’s good to know that that might be something that. [Mark]: We can add down the road, but just so that all the for all the submitters you have to convert it to a PDF, right? So please remember that. That will be a maybe an issue, but for now that’s the only way to for us to annotate exactly. [Andrew Ho]: So now as a retro reviewer, I can see the document that was uploaded, and so I can see this homepage. I can see here in this view button where there’s this one in parentheses, that that’s one revision that’s on it. So one additional revision that we made in the system so that it doesn’t count the stuff that you uploaded from before. Like, so all of David’s comments from the original PDF, it doesn’t count that, but it does count my test as one revision. So you can see that. And so what I want to do here is I want to upload a new document so I can show You can track all the revisions. Okay, so I added a new one. This will show my additional document and revisions in the next page once I submit it or return it back, but it hasn’t showed in just yet. So now you can see that this new one has been uploaded in here. Then you can view this one as well. [Lance Huntley]: Yeah, when you move it to the next stage, it’ll create the next revision, the next version. [Andrew Ho]: And so something cool here, you can see the comments. You can see the activity log again. It’s been uploaded or updated to show how many times I’ve been viewing it now. You can see emails, too. So the cool thing about the system is it’ll send you, depending on your view capabilities or your permissions, you’ll get an email depending if you’re assigned the case or not. So everything looks good on my end. Now I’m going to send it over to Compliance Review. And so now it takes me back to the submissions. Everything’s updated and the current activity now is Compliance Review. So now it’s Compliance Reviewer. I can go in here. I can see all the documents here. It’s weird. I think it should be saying that there’s multiple revisions. I’ll have to take a look into that. I’m not sure why it’s not showing the number of revisions here, but it should show you how many times it’s been uploaded and changed under the number of revisions. And again, so now this is the I will claim this as a compliance reviewer, and so if everything looks good as a compliance reviewer, I can approve it or return to submitter, and then you can always go in here. [Lance Huntley]: Go ahead and approve it. Okay. Because I know that once, I think because you’re still in sort of the working stage, once you get approved, it’s going to create an approved stamped version. [Andrew Ho]: Oh. OK, so I think one of the quirks is I’m the only user in the system as of right now. And it’s saying that because I’m also a submitter, I can’t approve it. You’re wearing too many hats. You’re wearing too many hats right now. Yeah, I’m wearing too many hats. Yeah. But eventually, or as a compliance reviewer only, you can approve it, and then it’ll move into the completed, and then it’ll send emails out to everyone that has been approved. So that’s pretty much the workflow progress or the workflow diagram. It’s pretty simple. It might even get smaller than that if we’re going to take out a step. But does anyone have questions on that kind of overall workflow submission process? [UNKNOWN_SPEAKER]: Go ahead, Sammy. Go ahead, Sammy. [UNKNOWN_SPEAKER]: You first. [Andrew Cheng]: All right. [Andrew Ho]: So hi, Andrew. I’m also Andrew. To handle the socials for Augment. My question is around just the workflow timeline, like how long, what’s your typical turnaround time or is it based off of what we submit as a date? [Andrew Ho]: So typically the need by date is set at three days. I mean, we’ll try to get it done within 24 hours. That’s on my side. But yeah, that’s kind of my turnaround time. And you can always email me, you can always shoot me a message and let me know if something needs to be urgently reviewed. [Lance Huntley]: That could actually be an intake question, Andrew. Is this market sensitive? Obviously, things are moving. If it’s something that needs to be same day or even within a few hours, we can flag those and move those up to the top of the review list. Yep. Perfect. [Andrew Cheng]: That was going to be my follow-up question. [UNKNOWN_SPEAKER]: That actually was my exact question. [Andrew Ho]: Yeah. [Andrew Ho]: I have a question on the workflow diagrams. [Jameson]: I’m wondering, Mark, I’m wondering if maybe it’s some things will make sense for this three-step, but this might be overkill for most things. I know the website example you’ve got there, Andrew, I think that that’s something that needs sent to y’all first for review, right? And that’s pretty heavy, deliverable, you know, the homepage of the firm’s website, right? So, whereas, like, Andrew from the social team will just have posts, you know, multiple times a week that this type of workflow might not make sense for him. I’m wondering if, you know, that’s a possibility we could see. [Andrew Ho]: Yeah, I think I know what you mean. So, right now, the only workflow is just one single line straight through, and it covers all advertising, basically, all marketing materials. There could be cases where there’s maybe more complex type of reviews or less complex types of reviews, and maybe we can make a workflow that fit those needs a little bit better, too. So, again, that’s something we can kind of discuss to maybe add an additional complex review type workflow. [Jameson]: On this website example, I know even Deitra likes to look at those herself, for sure, right? If I’m changing the homepage of the website, whereas, you know, that would be overkill to bring Deitra in on maybe a single social post, you know, so yeah, that might be something we can work out. [Andrew Ho]: Yeah, so more complex reviews, we can always add kind of like a workflow where there’s going to be two, like maybe a compliance reviewer that’s kind of has to sign off before So two people have to review it or two people can review it. There’s always that option as well. And so again, this is probably the most basic ad review workflow that we have. We just wanted to kind of get you guys into the system to see what it can do. But yeah, for complex reviews, we can look at making it a little bit more, a little bit better for you guys. [UNKNOWN_SPEAKER]: Great. [Jameson]: And my last question is, what’s our target go live? When should we switch to using in this platform? Is it right when you send those invites? Or do you guys have a timeline around it? [Andrew Ho]: So it’s pretty much ready to go after I send out those user activations. I think we’re going to have to kind of get that intake form kind of dialed out. So at least even in this workflow, we can have some defining questions. So we know what the audience is, what the need by date is, or if it’s a rush. I think we’ll get that in there first. Get this done pretty much by tomorrow if we can have the discussion maybe right after this call or this this afternoon, Mark? [Mark]: Yeah, maybe we shoot for like Thursday. Yeah, let’s say and if we don’t do it by then, maybe like just start of the week on Monday. But yeah, Thursday would be could be reasonable. Yeah. [Andrew Ho]: To get this going. OK, well, yeah, yeah, I think. [Jameson]: Yeah, Andrew and Mark, could let Sammy know and Sammy can blast it to the whole content team channel when they should switch over the missions. Sounds great. [Lance Huntley]: Something to keep in mind for everyone as we wrap up is that this recording will be in the library there on the tab at the top of the screen so anyone that missed this session or someone that wants to take another look at it can go back and play it back. [Andrew Ho]: Yep, and yeah I know we’re coming up time. It was just when we’re close I didn’t want to and a whole hour going through everything. There’s not too much, but if you guys have any questions, just let me know. We’re going to go back and try to make this a little bit more user-friendly with the intake form. And so, yeah, look out for anything once it’s ready to go. So any other questions before we get here. [UNKNOWN_SPEAKER]: All right, thanks guys. [Andrew Ho]: Yeah, I’ll keep you an email, Mark, after this and we can get that figured out. Yep, sounds good. All right, thanks guys. [Andrew Ho]: Thanks everybody. [UNKNOWN_SPEAKER]: Thanks so much. [Andrew Ho]: Great to meet you guys. [UNKNOWN_SPEAKER]: You too, bye.