Help

Help

This is where you find guides and tutorials for you to have a smooth experience with Marcombox.

If you don’t find the answers to your problems here you can always write your question to our support.

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1. Getting started

To get a user account in an existing Marcombox you will need to be invited by an Administrator. If you know the URL you can go to the log in page click the Request account link at the bottom: 1.2 How to sign up in an existing Marcombox You will be asked to provide your name, e-mail address (corporate) and company name. Your request will be automatically routed to the site administrator for review and approval. 1.2 How to sign up in an existing Marcombox
Please send your name and email to support@marcombox.com and you will receive a sign up link and code.

2. General features

Default Start page start-page-01 Edit tile 2.1 Start Page Start page 2.1 Start Page Start page right-side tiles 2.1 Start Page

3. Log in

In Marcombox there are three login options
  • Create Marcombox account – create a password for your Marcombox account
  • Log in with social account – use your Google (gmail)/Facebook account for one click login
  • Log in using [corporate AD account] – use your corporate email and password for log in validation
All options can be turned on/off in the Manage Settings section.
Click the Manage button in the header menu to go to the Manage section. 3.2 Manage settings Select Settings in the horizontal navigation menu and you will see the signup/login options listed in the top of the page. 3.2 Manage settings The signup/login options will be available to users in the signup and login pages. 3.2 Manage settings Signup page 3.2 Manage settings Login page
Marcombox Account lets users create a password upon sign up. Afterwards the user’s email address (same one as the invitation was sent to) and passwords are required for login authentication.
You can set up Marcombox to authenticate with Google and Facebook and let users log in with a single click.
Add email domains if you want to restrict the emails used for user invites such as your corporation’s domain. 3.5 Allowed email domains
If your company uses Active Directory for user access control and user maintenance you can set up Marcombox to authenticate with your Active Directory. log-in-06 With this setup your Marcombox users will upon login be validated against your AD to ensure that the user has a valid account. This means that user credentials are maintained in one place only – the company AD. log-in-07 To integrate Marcombox and your AD an ADFS (A Microsoft Web frontend for an Active Directory) is required. Download ADFS Setup Guide pdf

4. Account and profile

To update your account settings click My settings in the top right corner. 4.1 My settings
Personalize your Marcombox profile by adding a user photo in “My settings”. If you have signed up using a Google or Facebook account you can import your profile photo directly by clicking the Import button:4.2 Profile photo Otherwise click the Upload button to select an image from a folder and crop it to your liking: 4.2 Profile photo Click Clear to remove the photo and reset to default user icon: 4.2 Profile photo Your profile photo will be displayed in several places throughout Marcombox: Profile photo in header Task responsible Activity Stream User selector field  
Your Notification Email is for receiving task and workflow notifications. 4.3 Notification email
Select the city closest to your location to set your timezone: 4.4 Timezone
Choose between dd/mm/yyyy and mm/dd/yyyy formats for date presentation throughout Marcombox: [4.5 Date format

5. Apps and lists

Apps and Lists are the core building blocks in Marcombox. Apps work as separate spaces for a varying number of lists and lists are where you store your data and files.
Marcombox comes with a wide variety of apps to meet your needs. With a single click you can install apps for Projects, Products, Channels, Co-marketing, Planning, Media, Assets, etc. There are two ways of creating a new app:
  • Install an app from the App gallery
  • Build a new app from scratch
You can change any of the app settings in the app configurations area.
  1. Click the “Install app” button in the top right corner to open the App gallery pop-up: 5.3 App gallery 
  2. Click the Install button and the app along with lists and views are ready for use. 5.3 App galleryTip: To view other app template settings, install the app from the App Gallery and click around. It’s easy to remove apps and lists again in the configuration area.
If you are up for tailoring your own app, then
  1. Click “Build new app” and name your new app. Click “Create app” to continue. 5.4 Build new app5.4 Build new app
  2. Add app details, set up user permissions, and create lists in the configuration area. 5.4 Build new app
  1. Click the right-hand side cogwheel to go to the configuration area of an existing app or create a new app and click the New list button: apps-and-lists-07 App configuration area
  2. Fill out the list form (see details below) apps-and-lists-08 Create new list
    • Name – Give your new list a name e.g. Projects
    • Item name – Name the individual item e.g. Project
    • Type of list – Select normal list unless your list should work as a file repository only. List type cannot be changed later.
    • Document area – Area for uploading multiple files to an item. Can be changed later.
  3. Click Create list and the new list appears in the bottom of the page. Close the configuration area by clicking the cross in the top navigation or in the top right corner. apps-and-lists-09 App configuration area
  4. Your new list has been created and you can start adding items by clicking the “New [item name]” button in the top left corner. apps-and-lists-10 New List
  5. A new list item consists of a base form with a Title field – learn more about editing the base form here. apps-and-lists-11 New item
Import spreadsheets to create data filled lists automatically – each row will become a list item.
  1. Go to an existing app and click the cogwheel button in the far right side – select Configure [app name] – to go to the configuration page.
  2. Click the “Import from Excel” button and upload an .xls, .xlsx, or .csv file to the app. Please note: Make sure to have the data you want to import in the first sheet of your Excel document. apps-and-lists-12 Go to an existing app and upload an .xls, .xlsx, or .csv file.
  3. Check the imported field types when the file has been uploaded. You can change the field type by dragging another field from left to right. apps-and-lists-13 Check imported fields
  4. Click Save and all spreadsheet rows will appear as items in your new list in Marcombox.
  1. To edit an existing list click the cogwheel in the top right corner and select “Configure [list name]” apps-and-lists-14 Configure [list name]
  2. Add list details, set up Document area, Workflow, User permissions, edit the base form and create additional forms and list views in the configuration area. apps-and-lists-15 List configuration
    • Name – Give your new list a name e.g. Projects
    • Item name – Name the individual item e.g. Project
    • Identifier – The identifier field is displayed as header in the item page
The Document Area for uploading multiple files to an item consists of a file list and has its own tab in the item page: apps-and-lists-16 Document area To edit the Document area settings click the Configure button in the list configuration page. apps-and-lists-17 List configuration The Document Area configurations work very similar to the list configuration and you can fill out Details, set up User Permissions, Edit the base form fields and create views just as you would in the item list. apps-and-lists-18 Document Area configuration
All Marcombox lists can be customized to suit your needs, work style and process. You can choose between 11 different form fields for metadata and add as many as you like. Simply drag and drop the fields from left to right. If you want to remove a field from the form click the “x” in the top right corner. You can rename all fields as you please and set them as mandatory or optional for item creation. See individual field descriptions below. apps-and-lists-19

Single-line Text

This field is often used for item name/title and, as the name reveals, the content is presented in one line. apps-and-lists-20

Multi-line Text

Add this field if you need a place to hold larger amounts of text such as descriptions, comments, and specifications. apps-and-lists-21

Number

The number field is useful when you need to add prices, hours or other numeric values. apps-and-lists-22

 Date Time

Add a Date Time field whenever you need to set dates and time of day for an item such as a deliverable deadline, project duration, release date, etc. Date Time is required when you wish to set up a Calendar or Timeline view. Add 2 fields if you need both start and end date/time. apps-and-lists-23

Checkbox

For anything that requires a yes/no position add a checkbox. apps-and-lists-24

Divider

The divider field does not hold any data but works as a separator with a headline and a line inside your form. It’s convenient if you have a lot of fields and would like to ease the overview. apps-and-lists-25

File upload

The file field allows single file attachments and can be used for thumbnail and card view. apps-and-lists-26

Category

Use the Category field for pre-defined options such as workflow steps, regions, media types etc. It’s only possible to make one selection per category. If you need to enable multiple selections add a Tags field.   You can use the categories for setting up card views which allows you to change category option by drag/drop. Categories are automatically added to filters as well which.   Select “Spawn Task” to automatically generate a task when a user changes the category option. Learn more about tasks here. apps-and-lists-27   apps-and-lists-28   Select “Visual sorting” if you would like to add colors and/or icons to your category options. The icons will be visible on list level for easy identification. apps-and-lists-29   In the example below 2 category fields have been added – one for the three Project Managers (Michael Simpson, Michelle Gordon, Theresa Sanchez) apps-and-lists-30

Tags

With the tags field you can assign one or more labels to your items like keywords, products, market segment, etc. Tags are automatically added to filters as well which. apps-and-lists-31  

Relation

Use the relation field to link items in a list to other items in the same list or in a different list within the same app. As an example, you can link a Campaigns list to a Deliverables list and thereby assign multiple deliverables to a specific campaign. Choose a parent list in the dropdown – i.e. the list you are pointing towards (in the example above it would be the Campaigns list). A new tab will appear in the parent list which displays all the assigned items from the child list (the Deliverables in our example). Select from the available views how the related items list should be displayed. apps-and-lists-32   A new tab will appear in the parent list item page. Here the related items are displayed. apps-and-lists-33

User Selector

The user field enables you to select from the Marcombox user list. Please note that user permission settings may limit the available user group. apps-and-lists-34  
It is possible to create an additional form with data fields similar to the base form, for instance if you want to keep briefings or budgets in a separate area. A new tab will appear in the item page and you can add and edit form fields just like the base form. Please note that additional forms are not searchable. apps-and-lists-35
An item can either refer to an uploaded file in a file list or an item form in a normal list. In the example below, the Projects app has been installed along with the Projects list (a normal list).
  1. Click the “New Project” button and the item base form appears in the right hand side. Fill in all the information you need and click Save. apps-and-lists-36
  2. The newly created item is now visible in the list. Click the list item to open it and for editing, adding files to the Document Area, fill out additional forms, edit workflow teams, or add a task. apps-and-lists-37
  3. The base form is visible in the first tab. Click the pencil icon in the top of the page to open the form for editing. apps-and-lists-38
  4. Click the Save button to save any changes to the form and close the item page by clicking the “x” in the top right corner or next to the item title in the horizontal navigation menu and you will return to the list page. apps-and-lists-39
Use the checkbox to select and delete multiple items in any of the list views.
  1. Click the select box(es) and a Delete button appears
  2. Click Delete to remove the selected items.
Please be aware that deleted items can’t be restored! 5.12-bulk-delete
We have created a new way for easy file sharing between Marcombox users and for sharing externally. You will find the Share button in Lists views, Base Forms, and Document Areas: apps-and-lists-41 Click the Share button to open the dialogue box and either click the link field to copy/paste the URL manually: apps-and-lists-42 - Or add one or more Marcombox users to the user field and send an auto generated email containing the URL: apps-and-lists-43 Click the file download URL in the email to start downloading directly. The file download URL will be valid for 24 hours from the time the link was generated and sent. apps-and-lists-44 Please note: File sharing is focused on the file selected as “Download field” in the Thumbnail/Card view settings: apps-and-lists-45
You can extract your item data from Marcombox by using the Export to Excel feature.
  1. Click the button in the top of the list and then click “OK” in the dialogue box. The Excel file is automatically generated and you will receive an email with a link for file download shortly after. apps-and-lists-46
  2. Click the download link and the file will be downloaded straight away. apps-and-lists-47
There are two levels of controlling user access in Marcombox: App level for creating separate work spaces for a group of users and Category level for making limited access areas within a list. Category level permissions can be applied for baseforms as well as Document Areas. Please note: Admin users will always have full access across all apps thus overruling any group access settings.

App level access control

You can manage user access to your apps by creating user groups and granting them access to the app. Learn how to create User groups here You assign app permission to user groups in the app configuration page.
  1. Go to an existing app and click the cogwheel button in the far right side – select Configure [app name] – to go to the configuration page. apps-and-lists-49
  2. Click the Open Permission Settings button in the configuration page. apps-and-lists-50
  3. Switch permissions on and click the appearing input field to select one or more groups. Click save and the permissions will be applied. apps-and-lists-51
  4. The app will only be visible to group members.

Category access control

To set up user permissions on category level you need to make sure that a category field has been added to the base form. Category level permissions are assigned to individual users.  
  1. Go to your list of choice, click the cogwheel in the top right corner and select “Configure [list name]” apps-and-lists-52
  2. Click Open Permission Settings. apps-and-lists-53
  3. Switch permissions on in the top of the following page and select a category from the dropdown. Each category option will appear underneath and you can start selecting users from the right-hand side dropdown. Start typing a user name to search within the user name. apps-and-lists-54
  4. When users have been added the category is no longer visible to others. This enables hiding restricted categories in card views for example.
 

Document area permissions

Permissions in Document Areas are based on categories and work the exact same way as list permissions and requires a category field to be added to the Document Area form.
All Category and Date Time fields in the base form can be used for filtering. Click the Filter dropdown in the top of the list to show the saved filters. You have the options to:
  • Choose a saved filter.
  • Edit a saved filter.
  • Make a new filter.
  • Clear an active filter.
filter-dropdown It can be handy to save filtersets for easy filtering at a later stage.     Please note: If category level permissions have been applied, only users who have been granted access to view all filter options contained in the filterset can see the filterset.
List based free text search is available in Marcombox on Single and Multi-line Text fields, and File (name) field. Add a word or phrase and hit keyboard Enter or click the search icon: apps-and-lists-58 If you add several worlds and want to find exact matches, you should add double quotes around the phrase e.g. “Blueberry muffin” or else you may get hits that contain either word. Search within categories can be applied by adding filters. Search and Filter work in combination – e.g. type “marketing” to the search box without hitting the search button, then add a filter, and your list will return items which meet both criteria. The Excel Export feature respects the keyword search, meaning what you see in the list is what is included in the generated Excel File. Word stemming is also part of the search functionality. The root form of your search keyword will be compared to the database. For example if you search with “viewer” then the system will reduce it to the root form “view” and return all items containing view, viewer, viewing, preview, review, etc.

6. Files and storage

Marcombox gives you flexibility to upload as many files as you need. There is no limit on file count or total file size.

We understand that the enrichment of visualization and media demands bigger and bigger files every day. So, we don't impose any maximum limit on a single file size, it can be as big as you need.

7. Views

  In Marcombox you can create as many views as you like for displaying different data sets and/or image thumbnails. There are four different view types, List, Thumbnail, Card, Calendar, and Timeline view. You can edit or add new views as you wish from the View dropdown menu in the toolbar and they will be available for all users. view-dropdown-hover     view-overlay-ADD-NEW
The list view is a classic table based view type with rows (items) and columns (form fields). It is automatically added to each new list and shows the default Title field.
  1. To add a new view (or edit an existing one) go to your list of choice and click the cogwheel button in the far right side – select Configure [list name]. image007 
  2. Click “Add a view” in the bottom right side of the page. image009 
  3. Name the view and use drag/drop to add fields from left to right column. The left side column holds the fields that are available in your Base form. Click Save & close when you are done and close the list configuration page by clicking the “x” in the top of the page. image011
  4. The list view is now available in the right side dropdown. image013
Thumbnail view is ideal for image and file sharing as it gives you a visual overview of your list content. To set up a thumbnail view you need to make sure that your have at least one File upload field in your Base form. image015    

Add File upload field to the Base form

  1. Go to your list of choice and click the cogwheel icon in the far right side – select Configure [list name] image017
  2. Click to open the Base form. image019
  3. Use drag/drop to move a File upload field from left to right column – when you are done click Save & close to go back to the list configuration page. image021
 

Create Thumbnail view

  1. Click “Add a view” in the bottom right side of the list configuration page. image023
  2. Name the view and select the view type Thumbnail.  Check the view settings and click Save & close when you are done. Close the list configuration page to return to the List page. image025
  3. The thumbnail view is now available in the right side dropdown.image027

Select alternative file for download

By changing the Thumbnail view settings you can select one file for display and another file for download. Below is an example of four product line presentations – 3 PowerPoints and 1 PDF file. By adding thumbnail images to each item you can avoid displaying the generic file type icons. image029 Thumbnail view Make sure that you have 2 File Upload fields  - one is used for the display file and the other holds the download file. Screen Shot 2014-11-12 at 15.24.27  
  1. Go to the view settings and set the Thumbnail field and Download field accordingly.Screen Shot 2014-11-12 at 15.25.20
 
The card view visually divides your items into category columns and lets you use drag & drop to move them from column to column, thus chaging the items category. reorganizing-category  

Setup a card view

  1. Click “Add a view” in the view dropdown. add_new_view
  2. Name the view and select the view type Card.  Screen Shot 2015-04-13 at 16.08.37
  3. Select any available Category field as “Board organizer” and the the displayed title under the image as "Title field". Click "Save view" when you are done. Screen Shot 2015-04-13 at 16.08.55
  4. The card view is now available in the View dropdown. select_Cardview
To use the Timeline view you need to make sure that you have at least one Date & Time field in your Base form: image048

Add Date & Time fields to the Base form

  1. Go to your list of choice and click the cogwheel icon in the far right side – select Configure [list name] image050
  2. Click to open the Base form. image052
  3. Add one or more Date & Time fields – click ”Save & Close” when you are done. image054

Create Timeline view

  1. Go to the View dropdown and click “Add new view”. add_new_view
  2. Select Timline Screen Shot 2015-04-15 at 10.31.59
Please note: The Timeline view can only display items which relevant dates have been added. image068

Adding Y-axis sections: Group timeline view by category

If you have a Category field in your Base form you can use it for grouping your items along the Y-axis. The example below is showing projects grouped by Project Manager. image070 Grouped timeline view
      1. Go to the Configure [List name] page and click the timeline view you want to edit7.7-edit-timeline Configure list page
      2. Select a Category to group by in the Group Category dropdown at the bottom of the page.7.7-group-category Edit timeline view

8. Tasks and notifications

Marcombox offers a task feature to be used for activities such as assigning quick tasks to team members, for reviews, for breaking down projects into deliverables, etc.
  1. Click the right-hand side button: image002
  2. Fill out the task form image004
    1. Task name (mandatory) – Give your task a short title
    2. Description (optional) – Fill out descriptive details for the receiver
    3. Responsible (mandatory)– Add a user from the list; only 1 user can be added per task and will receive notification emails
    4. Notifications (optional) – Add as many subscribers as you need, they will receive notifications as well
    5. Due (optional) – Set due date and time if you wish
  3. Click Save – the task will appear in the right-hand side: Screen Shot 2015-04-15 at 13.56.43 The task changes color according to the due date: Green (more than 24 hours left), yellow (less than 24 hours left), and red (overdue) Screen Shot 2015-04-15 at 13.50.22Click the right check mark to close the task and it will be moved to the bottom of the list. Screen Shot 2015-04-15 at 13.56.43Active tasks are displayed in lists as small images or as user’s initials if profile photo isn’t available. Mouse-over to view full user name. user_task
Responsible users and subscribers will receive notification emails when a task is created, modified, and closed: image015 Email – Task created image017 Email – Task modified   image019 Email – Task closed    
To view all tasks, go to Tasks in the header. Screen Shot 2015-04-15 at 13.57.59 My tasks is tasks assigned to you. My delegated tasks is tasks you have assigned. Click the list item to go to the item page and view the task: Screen Shot 2015-04-15 at 13.50.22    
1. Go to any list and click the cogwheel icon in the far right side – select Configure [list name] image025 Configure list link   2. Click the “Enable Workflow” button – and “OK” in the pop-up. image027 Configure list area   Workflow is now enabled and the following changes have been made to the list.   3. A new secondary form (i.e. new tab in the Item page) has been added – it is not editable later you will see what it is for. image029 New secondary form   4. Click to open the Base form where a Category Field (”Workflow step”) has been added – you will need to define your own workflow steps here (e.g. Briefing, In progress, Done, Cancelled, etc.) image031 Workflow step in Base form   5. When you are done, click Save & Close to close the Base form and close the configure area. Now, open an item or create a new item and save it if your list is empty. 6. Go to the Workflow tab in the left-hand side of the Item page image033 Workflow tab   7. Click the pen in the top of the page to open the fields for editing. You are now able to add users to each step of your workflow. They will receive a notification email when the item changes to the step they are responsible for. image035 Workflow tab   Team members will receive a notification when the item changes status: image037 Email    
1. Create a card view for an easy overview of the item status and progress. Go to Configure [list name] and click “Add a view” in the bottom right of the page. image039 Configure list 2. Select the view type “Card” and adjust the settings – click ”Save & close” when you are done and close the Configuration tab. image041 Create view   3. The view is now available in the right-hand side dropdown. Use the horizontal scroll to see all your workflow steps and drag/drop items to change the status. Remember that emails will be sent out automatically if you have added users to the individual steps in the Workflow tab. image043 Select view

9. User management

Administrators can add new users, edit user details, create user groups in the designated Manage section. Click the Manage button in the header menu to go to the Manage section image001
The User list provides an overview of users who have access to Marcombox. Click New User to add a user to the list, fill out user details and click Create. The new user has now been added and will receive an automatically generated email invitation. image003 image005 To accept the Marcombox invitation click the button/link in the email to go to the sign up page. image007
The sign up page contains up to 4 different login options:
  • Create Marcombox account – create a password for your Marcombox account
  • Log in with Google – use your Google account (gmail) for one click login
  • Log in with Facebook – use your Facebook account for one click login
  • Log in using [corporate AD account] – use your corporate email and password for log in validation
image009 Click the option to continue and you will be guided through the setup flow and taken to Marcombox. On first time log in you will be prompted to edit your profile information in My Settings: image011

10. System

Marcombox is a cloud-based marketing project management tool. Its core functionalities include asset/content management, planning, and workflow project overview.

Marcombox is optimized for desktop/laptop computers.

For the best experience, please use one of the following recommended browsers:

• Internet Explorer 10 or 11 (ensure that “Compatibility View” is turned off)

• Firefox (latest version)

• Chrome (latest version)

• Safari for Mac (latest version)

Using any other browsers or older versions of the ones listed above is not recommended as parts of the functionality might not work as expected. Update your browser here http://outdatedbrowser.com

Marcombox application and database is hosted within the Amazon Web Services (AWS) cloud, which is regarded as a world-class infrastructure and one of the most advanced and flexible platforms available today. All the files are stored in Amazon Simple Storage Services (S3) which is highly secure, durable and scalable object storage.

Marcombox offers you to choose from data centers near you to maximize access speed and address regulatory requirements if needed.

Moreover, high durability of data is ensured by real time data replication over multiple containers paired with regular backups in multiple locations.

We take data security very seriously and continuously try to ensure it from all perspectives. As a result we have highly emphasized on coding best practices against security threats, top grade hosting and data center, secure data transfer and durable data storage.

By hosting the data in Amazon cloud services we automatically inherit their state of the art security measures:

“With the AWS cloud, not only are infrastructure headaches removed, but so are many of the security issues that come with them. AWS’s world-class, highly secure data centers utilize state-of-the art electronic surveillance and multi-factor access control systems. Data centers are staffed 24x7 by trained security guards, and access is authorized strictly on a least privileged basis. Environmental systems are designed to minimize the impact of disruptions to operations. And multiple geographic regions and Availability Zones allow you to remain resilient in the face of most failure modes, including natural disasters or system failures.”

On top of that, to ensure that no one can intentionally or unintentionally tap into your data, it is transferred through Secure Sockets Layer (SSL) tunnel. We configured the firewalls to allow minimum possible services to be publicly available. Our application architecture ensures that your Marcombox tenant is accessible to authorized users only. Also, high durability of data is guaranteed by having redundant storage mechanism on multiple facilities and real time replication. Regular data backup routine is in action with offsite shelving to handle any technological or natural disasters.



About Us

Marcombox is a simple and flexible marketing management tool, with all the core features you need, without over-complicating things.

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Address

Wunderman Thompson
206 E 9th St, 16th Floor,
Austin TX 78615, USA
Email: info@marcombox.com