From the outside, the publishing business might appear to be simple and straightforward. For the average newspaper subscriber, sending a check in the mail reliably produces a paper on the doorstep every morning. Beyond this apparent ease, however, lies an extensive process involving such diverse things as routers and General Ledger entries, complaints and account invoices, bundle tops, and subscriber renewal notices.

The power of Circulation is that it can manage all of these things within one system. At its most basic level, it links accounting functions (the subscriber’s payment) with distribution functions (delivering the paper every morning), but Circulation can also accommodate the subtle complexities that are unique to the publishing business.

This introduction is a snapshot of Circulation at a very high level.

Like all computer applications, Circulation takes in information, processes it, and winds up with new and useful information. This input/output model is illustrated below. In the case of Circulation, the input information comes from:

• Setup (where routes, carriers, and many other things are set up)

• Customer and Route Services (where subscription starts, stops, complaints, route draw changes, and other transactions are entered)

• Account and subscriber payments, which are entered into the system

• Postal directories, which are used mostly with mail distribution

Output is in the form of printed documents or files. In Circulation, some of the more important output items are:

• Bundle tops, which allow the newspaper bundles to be loaded and distributed correctly, and tell the carrier about changes on the route

• Truck manifests, which tell the truck drivers which bundles to drop off at which routes

• Mail labels, which allow mail subscriptions to be distributed

• Account (i.e., carrier) bills

• Subscriber renewal notices

• Reports that are useful to managers and other newspaper personnel

• General ledger information, which can be interfaced with your general ledger system

Once Circulation has done its job, the output can be used by accounting and distribution personnel to accurately run the circulation of the newspaper.

To better understand Circulation, read the following sections. They are written from the perspective of a single subscriber—what does Circulation do to ensure that the paper arrives every morning on the doorstep?

Setup

Before the subscriber even orders the paper, a number of things must already be set up in Circulation:

• Some address elements, such as cities and dwelling types, must be set up beforehand. Examples of dwelling types include “household,” “apartment,” and “business.” Before shipping, Circulation presets many address items, such as state, Zip code, and country.

• Circulation differentiates between an address and an occupant (a person living at an address). Some occupant elements must be set up, such as the occupant type. For example, you could have three occupant types: “regular,” “student,” and “senior,” and assign rates based on them.

• General ledger accounts must be identified so that Circulation can export information (such as payments and account draw charges) to the GL.

• Business Rules must be set up. These settings help you tailor Circulation to fit your business.

• Publishers belonging to the Alliance for Audited Media (AAM) submit circulation figures every three months for verification by AAM. Advertisers review these circulation statistics. Circulation creates reports that assist in submitting information to the AAM. For this reason, AAM zones must be defined, as do the columns of the AAM reports. For example, if you wanted to report your youth carriers separately from your adult carriers, you would need to set up columns for both.

• Information about your publication must be entered into the system, including publishing calendars and delivery schedules. For example, your publication might deliver seven days a week, but have a Mon-Fri delivery schedule for subscribers who receive the paper only on weekdays.

• Routes and carriers must be defined, as must trucks, truck sequences, departure orders, drop orders, and drop locations. The Route Distribution section below describes how these items function.

• Routers (route boundaries) might be set up so that new subscribers can automatically be assigned a route.

• Mail label groups (discussed below in the Mail Distribution section) must be set up.

• Subscription rates must be set up, based on subscription type, occupant type, location, and payment type. Rates are set up by linking these “rules” with “rate codes” (amounts and payment lengths). See the example below.

• Account rates must also be set up, based on route, delivery schedule, and many other conditions. Like subscription rating, account rating involves linking rules and rate codes.

• Additional account charges and credits, such as a charge for insurance or a credit for mileage, must also be set up.

• Formats must be set up for the various reports, including the distribution documents (bundle tops, truck manifests, etc.).

• Internal settings may be established, such as security codes.

These items are defined in Setup and are documented in the Circulation Setup Manual.

Customer Service

When ordering a subscription, the customer’s address and name will be found in (or added to) the Circulation database, a subscription will be started, and the customer will be assigned to a route or mail label group, if necessary. If you set up route boundaries for your newspaper, subscribers will automatically be assigned to routes or mail label groups based on their address.

If the subscriber later reports a missing paper, address change, or other issue, a Customer Service associate can handle that as well. Customer Service associates often handle carrier calls (draw changes, shortages, etc.) in addition to subscriber calls.

In the case of a shortage or complaint, the publisher may need to dispatch extra papers. Complaints and shortages tagged for dispatch will appear in the Dispatching module. The dispatchers will work from this module.

All of this information is entered into Circulation through the Customer Service and Route Service modules. Circulation then uses the data to create draws, reports, and accounting records. Activities performed in the Customer Service and Route Service modules are summarized in the following table.

Route Distribution

Once the subscriber has been started (either immediately as a “start and bill” or after a payment has been made), the distribution side of Circulation takes over. Distribution activities are performed in the Publishing module.

Circulation looks on each day a newspaper is published as a “publishing day” with its own “publishing run.” First, the date and publication of the publishing run are defined. Then, all subscriber payments that have been entered since the last publishing day are processed using Subscriber Payment Processing (in the Accounting module). The expire dates of subscribers who made payments are adjusted accordingly. Next, Transaction Processing is performed: Circulation processes all of the starts, stops, draw changes, and other transactions entered in Customer and Route Services. Circulation can now determine which subscribers should receive this newspaper on this date.

Once Circulation knows who should receive the publication, documents are produced to co-ordinate the distribution. These documents can be of two kinds: mail and route. Let’s say that our subscriber lives in town, and so the newspaper will be delivered by route. The following actions will occur:

• Bundle tops will be produced for each carrier, dealer, and rack.

• Bundle tops tell the distribution personnel how many papers to stack in a bundle and how many bundles go to each route. Bundle tops also include the truck on which the bundles should be loaded. Circulation determines this information from the truck sequence, which tells which truck will drop off which routes on a given day.

• Bundle tops are printed in truck departure order so that distribution personnel can load the early departing trucks first. Within each truck, bundle tops are printed in drop order, which allows bundles to be placed onto the truck in the order in which they will be dropped off.

• Once the trucks are loaded, the drivers take over. Drivers use a document called a truck manifest that lists the routes they must drop (i.e., supply), in drop order. The manifest also lists the draw and drop location for each route. When the driver reaches a route’s drop location, he or she finds the bundles for that route (by looking at the bundle tops) and either drops them off for the carrier or dealer, or puts them in the rack.

• For dealers and racks, this is the end of the line. Carrier-delivered papers, however, require one more step. The carrier picks up the bundles at the drop location and examines the bottom of the bundle top—this is where any starts, stops, messages, or other pertinent information will be printed.

• On the first day that our subscriber receives the paper, the carrier will be informed of the new start via the bundle top, and the paper will begin appearing every morning on the doorstep.

Mail Distribution

Let’s say our subscriber moves out of town but still wants to get the paper—he would then become a mail subscriber. Mail distribution can be included in the same publishing run as route distribution, or it can be run on its own. Instead of bundle tops and truck manifests, Circulation prints mail labels that can be applied to the papers for mailing and a postal report (which may be required by the post office).

Mail labels are printed in label group order. A label group is a group of mail subscribers whose papers are distributed together. For example, all subscribers in one label group might be sent to a certain post office or use a certain truck. Label groups can also be used to differentiate between 1st and Periodical class subscribers.

Within each label group, you may choose to print labels in Zip code order, user-defined order, or PostWare presort order. To mail Periodical class, you should use PostWare (a software product that is integrated into Circulation).

After the newspaper has been distributed, the publishing run can be officially ended. Draw records for the run can then be used in AAM reporting, and a new publishing run can start.

Subscriber Accounting

A few days after our subscriber calls Customer Service, he may receive an initial renewal notice (known as an invoice) for the subscription. This notice is printed using the Renewal Notices option in Accounting, and the cost of the subscription is calculated using the subscription rates defined in Setup. When our subscriber makes the payment, it will likely be entered in Batch Payments with all of the other payments received that day or week. When these subscriber payments are processed (using Payment Processing) the expire dates of the paying subscribers are extended.

Shortly before the subscription runs out, another renewal notice will be sent. If our subscriber is late in paying for a new subscription, the publisher may elect to continue delivering papers for a certain period of time, known as a grace period. These papers are not yet paid for, but when the payment does arrive, part of it will be deducted to cover the grace amount. If the subscriber does not make another payment, the delivery will eventually be stopped, and the grace amount will be “written off.” On the other hand, if the subscriber discontinues the subscription with a positive balance, he may receive a refund.

Account - Carrier/Dealer Accounting

Meanwhile, our subscriber’s carrier is being paid for the delivery of the paper every morning. Most newspapers view their carriers as independent contractors, who are charged a wholesale value for the papers and then, in turn, receive the retail amount from the subscriber.

In one arrangement called “office pay,” the newspaper receives subscriber payments. Account rating determines how much carriers should be charged for draw and how much they should be credited for delivery. The newspaper will then send the carrier a check for the difference. Account rates are typically independent from subscriber rates; a newspaper could have a promotional “1/2 off” rate for new office pay subscribers, but the carrier would receive the normal amount for delivery.

Another arrangement between carriers and the publisher is the “carrier collect” method, in which the carrier is actually collecting money from subscribers and paying the newspaper. Circulation determines (through account rating) how much these carriers should be charged for draw; it is up to the carrier to collect the retail amount from the subscribers on the route. In this scenario, subscribers do not have expire dates and do not require renewal notices—the carrier sets the amount and duration of the subscription. Carrier collect invoices can, however, be printed to help the carrier.

Dealers and racks are similar to carrier collect accounts, in that they are billed for their draw but collect money from the customers themselves.

Each carrier, dealer, and rack belongs to a bill source, and this controls when the bills are printed. For example, home delivery carriers might belong to bill source A, and be billed on the second Thursday of each month. Dealers might belong to bill source B, and be billed on the last day of each month.

Bills are printed during an account billing run, in which a publication and bill source are selected and processed. during an account billing run:

• Draw charges are calculated for each account.

• Any returned newspapers or draw adjustments are taken into account. Draw adjustments usually occur when dealers order extra papers after a publishing run has been completed.

• Delivery credits are applied, in the case of office pay carriers.

• Non-draw charges and credits (for example, an insurance charge, or a credit for mileage) are calculated.

After the account billing has processed, invoices can be printed. Accounts that have credits exceeding charges (routes with mostly office pay subscribers) can be interfaced with the newspaper’s Accounts Payable system, which will produce the carrier checks.

Some time after the account bills are sent out, payments will arrive from the accounts who owe money. The payments will be entered in a batch and accepted—typically, all of the account payments received during a day will be in the same payment batch.

Account billing, returns, draw adjustments, and payment options are all accessed in the Accounting module.

The General Ledger

The expenses of the publisher are managed through the general ledger. Circulation does not act as the general ledger itself, but you can send Circulation records to your general ledger software via a text (ASCII) file generated by the Export GL option.

The Circulation processes that have the most effect on the GL are subscriber payments (office pay), account draw charges, and account payments. Because subscribers pay in advance for a subscription, the payment is initially treated as unearned revenue. Later, when the Unearned Revenue report is run, the portion of the subscription that has been delivered (the earned revenue) is transferred to a Subscriber Revenue account. From the point of view of the publisher, the subscription money is now in the hands of the office pay carriers.

During account billing, the money is debited from an account called Delivery Expense (which may or may not be the same account as Subscriber Revenue) and credited to Accounts Receivable. Part of this accounts receivable money is credited to Accounts Payable (office pay carriers are issued checks) and part of it is credited to Account Revenue (account draw charges—the newspaper’s cut).

There are, of course, no carrier collect subscriber payments. The carriers make the payments themselves, and the amount is credited to accounts receivable. It then goes into revenue along with the office pay draw charges.

If we look at what has happened to our subscriber’s check to the paper, it has been assigned to his (office pay) carrier. The publisher has then taken a portion of this for its own revenue and issued a check to the carrier for the remainder.

Reports

While our subscriber is at home happily reading the paper, his name and subscription information will be appearing, along with thousands of other subscribers, on a myriad of Circulation reports. Subscribers who owe grace show up on the Grace Due report, subscribers who have incorrect or unusual rates show up on the Subscription Rate report, and so on.

Some reports, such as the Daily Post Office Report and the AAM Paragraph 3 by Town report, play critical roles in the operation of the Circulation departments. Other reports, such as Churn and Market Penetration reporting, are used as tools with which newspaper personnel can plan how to better run and expand their circulation.

Targeted Marketing

One day, our subscriber might open the door to find something else with the paper—a shopper or a free box of cereal. This is the result of Targeted Marketing, where a publisher mails or has its carriers (or an alternate delivery force) deliver non-publication products to targeted subscribers. Already having the information and personnel necessary, many publishers actively seek out targeted marketing opportunities from local businesses, thereby adding an extra source of income.

Let’s say a local pet store wants a flyer distributed to all dog owners, and they ask you to deliver it for them. In the interest of your carriers, you have always asked each new subscriber whether they have a dog (the demographic question would be defined in Setup). To deliver the flyer, you would go to Targeted Marketing, select all subscribers who answered “yes” to the dog demographic, and print bundle tops, route lists, or other documents necessary for distribution.

Companion Applications

Typically, demographics are not kept by the publisher, but are instead imported into Circulation from an outside source. This can be done using List MatchPlus, which is a companion application developed by Newscycle Solutions. Another companion application, InsertPlus, can be used to manage the inserting process.

Circulation can also interface address, occupant, demographic and subscriber data using Newscycle Advertising, MediaPlus Advertising, and AudienceReach. A companion application called Household Management is required for this integration.

The topics covered in this section are as listed below:

1. Circulation Overview

   • The Basic Concept

   • Summary

2. Application Launcher

3. Navigating the Graphical Interfaces

   • Types of Input Fields

   • Field and Window-Level Validation

   • About Help Buttons

   • Sign-On Defaults

   • Save and Find

   • Using Input Parameters

   • Exiting a Graphical Interface

4. Viewing and Printing Reports

   • View/Print Options

   • File name variables

   • The Report Viewer

   • Filtering and Other Options

5. Personalization

   • Creating Personalized Tabs

   • Adding Components to a Personalized Tab

   • Docking and Undocking Tabs

   • Moving Tabs

   • Opening a Table in a New Window

   • Saving and Opening Your Personalized View

   • Custom Labels

6. Mapping

The majority of Circulation modules use graphical interfaces, which can be navigated by using menus and menu options or by clicking buttons at the top of the window. A few accounting and utility options, as well as some setup options, are available only in the older character interface—see the Introduction to the Circulation Setup manual for information on navigating the character interface.

Buttons that are displayed in full color may be selected, while those that are greyed-out are currently inactive. For example, the Stop button in Customer Service will be inactive unless the subscriber displayed in the window has a current subscription.

To select an option, click on the button with your mouse or use the keypress alternative. For example, to initiate a New Start transaction, you could click the New Start button or press Alt-N. You can discover the Alt key combination for each option by placing the mouse pointer over it until the description appears.

The Alt key combinations for Customer Service are shown below.

The Alt key combinations for Route Service are shown below.

After selecting an option, you can begin entering information in the window that appears. You can advance from field to field by pointing and clicking with the mouse or by pressing the Tab key. You can navigate backward through the fields by pressing Shift-Tab. After entering information in the fields, click OK to save the information.

If you just want to view information, click the appropriate tab in the lower part of the window.

Types of Input Fields

You will use five basic types of input fields when working with Graphical Circulation:

1. Checkboxes. These are simple “yes/no” controls. Check the box to answer “yes”; deselect it to answer “no”.

2. Text-entry fields. These fields can be open (you can enter anything), integer (you must enter a whole number), or decimal (you must enter a decimal). When these fields are described in the documentation, the length of the field is also included. For example, Last Name is “open (30)”, because you can enter anything in the field, up to 30 characters.

4. Combo boxes, such as Product. These are similar to lookup fields, except you only need to click on the field to open the list of valid entries. You can either click on the field and choose from the list of valid items that appears, or enter one or more unique characters to identify the item. The latter method is much more economical. For example, when entering a street type, rather than clicking on the combo box and scrolling to “St”, it is easier to just type “st”.

Field and Window-Level Validation

As you move from field to field in Circulation, most of your entries are validated. This means they are checked to ensure they meet certain criteria (for example, that phone numbers conform to the proper format or that new subscriptions start on a future date). If an entry fails validation, you will receive a message when you attempt to navigate out of the field. In some cases, you will be unable continue until you make a valid entry. For example, if you enter an invalid credit card number for an auto-pay subscriber, you will be unable to continue the transaction until you obtain a valid credit card number or select a different means of payment.

When you click OK to submit the information in a window, Circulation validates all of the entries again. If an invalid entry is found, you will again receive a message.

About Help Buttons

Some windows have Help buttons. When you click a Help button, online documentation is displayed in a browser (either the browser you have open, or your computer’s default browser). The online documentation is context-sensitive, which means that if you click the Help button when doing a start, for example, documentation for starts will be displayed in the browser.

You can access general online documentation from the Help menu at the top of the application window.

Sign-On Defaults

You can specify some default settings for your Customer Service or Route Service session by selecting Sign-On Defaults from the File menu. These defaults are good for the current session only. If you log out and then log back in, the defaults will no longer be active.

The following table explains the sign-on fields.

Save and Find

Select Save and Find to save certain field entries for a report, and to saves time during data entry. This is also required if you run several options at once in a batch mode.

To illustrate these options, let’s say we want to save the field values for the Route Delivery List report. We enter the fields as normal, but instead of clicking Continue, we click Save. The Find/Save/Delete dialog box appears, and we enter a file name, such as “Delivery” for these settings.

The next time we run the report, we click Find (rather than Add) and enter the file name. Our previous entries default in the fields. We can override these entries, if we choose, or we just click OK and then Continue to print the report—a much faster process now that the fields are defaulted.

Using Input Parameters

An added feature in Save is the ability to prompt for certain fields. To continue with the example above, let’s say that we want to prompt for the product whenever we run the Route Delivery List report (the rest of the fields should be defaulted). With the Product field active, we press Ctrl-P to display the Input (Parameter Name) dialog box and enter a parameter name for this field, such as “Which product?”.

The next time we select Find and retrieve these parameters, all the fields will default as usual, but we will be prompted for Product. Click Modify, enter a value, and then click OK to populate the field.

Additional Date Parameters

In addition to TODAY +/- x, the following date parameters can also be used:

1. FIRST DAY THIS WEEK +/- X DAY/WEEK +/- Y DAY/WEEK

2. LAST DAY THIS WEEK +/- X DAY/WEEK +/- Y DAY/WEEK

3. FIRST DAY LAST WEEK +/- X DAY/WEEK +/- Y DAY/WEEK

4. LAST DAY LAST WEEK +/- X DAY/WEEK +/- Y DAY/WEEK

5. FIRST DAY THIS MONTH +/- X DAY/WEEK +/- Y DAY/WEEK

6. LAST DAY THIS MONTH +/- X DAY/WEEK +/- Y DAY/WEEK

7. FIRST DAY LAST MONTH +/- X DAY/WEEK +/- Y DAY/WEEK

8. LAST DAY LAST MONTH +/- X DAY/WEEK +/- Y DAY/WEEK

(where X and Y are numbers; both are optional), and

1. FIRST DAY THIS FISCAL PERIOD-<CompanyID>

2. LAST DAY THIS FISCAL PERIOD-<CompanyID>

3. FIRST DAY LAST FISCAL PERIOD-<CompanyID>

4. LAST DAY LAST FISCAL PERIOD-<CompanyID>

(The actual CompanyID is passed in after the dash. CompanyGLCompany setup is used to locate the GL Company.)

Exiting a Graphical Interface

To exit a graphical interface, select Exit from the File menu or click on the “X” in the top-right corner of the window.

The Application Launcher provides quick access to the Newscycle applications. It is database-independent and stored externally in an XML configuration file. You can set up multiple groups of toolbars, each of which can contain multiple toolbars for different database sets. See Circulation FAQ #76 for information on setting up the Application Launcher.

Logging In

Enter your user name and password to log in. When you log in, the Application Launcher will automatically log you into to every toolbar for which you have permission (see the examples below). Also, when you click a toolbar button to start an application, you will be logged in automatically to that application.

A login window will be displayed instead if you do not have permission to use a particular toolbar. You’ll need to enter a valid user name and password to use this toolbar.

If you need to switch to a different group of toolbars (e.g., to a “test” or “production” toolbar), click the menu in the upper-left corner of the window and make a selection.

Multi-Factor Authentication

Multi-Factor Authentication (MFA) is an electronic authentication method in which a user is permitted access to an application or website only after providing two or more verification factors to the authentication system. As it is difficult for users to reliably authenticate themselves using just a username and password, especially if they have numerous accounts, and since many people reuse passwords across accounts and create passwords that lack complexity, MFA is a useful tool for preventing data theft by cybercriminals.

Naviga now supports multi-factor authentication (MFA) to provide increased login security for users connecting to Circulation application. For successful user authentication, users should follow the steps outlined in this section.

Graphical User Interface MFA User Authentication

This section guides the user through the steps for MFA user authentication in the Graphical User Interface (GUI).

The following use case describes user authentication using the MFA service provider, Auth0.

GUI User Authentication with Auth0

1. Set the following Business Rules to the values provided by the MFA service provider, Auth0.

   1. What is the URL of the redirect page that you use? (Login Section)

   2. What is the client ID for Auth0 application? (Login Section)

   3. What is the client secret key for Auth0 application? (Login Section)

   4. What is the domain URL for Auth0 application? (Login Section)

2. Open the latest ‘NCS CIRC Launch JNLP’ file.
3. Enter the user's email address and password registered with Auth0.
4. Click Continue.

5. A push notification is sent to your Auth0 mobile application. When you receive the notification, click “Approve” and you will be logged into Circulation application.
6. Users can also choose to click ‘ Manually Enter Code’ to log in by manually entering a passcode provided by the MFA service provider mobile application.
7. You will be logged into the Circulation application after the authentication is successful.

Character User Interface MFA User Authentication

In CHUI, multiple sessions can be logged in by users bypassing the MFA identity provider (MFA IdP: OKTA and Auth0) after the successful initial login for users through the MFA.

The time duration for which the user would not require MFA authentication for a new session can be specified in the Business Rule— How long is the MFA security bypassed after the initial login for a character-based application? (Login section). When the time limit is reached, the user can only start a new session by reauthenticating with MFA.

This section guides the user through the steps for MFA user authentication in the Character User Interface (CHUI).

The following use cases describes user authentication using the MFA service provider, Auth0.

CHUI User Authentication with Auth0

1. Set the following Business Rules to the values provided by the MFA service provider, Auth0.

   1. Which single sign on service provider do you use for character based application? (Login Section) should be set to “Auth0”

   2. What is the client ID for Auth0 application? (Login Section)

   3. What is the client secret key for Auth0 application? (Login Section)

   4. What is the domain URL for Auth0 application? (Login Section)

2. Open the Character User Interface (CHUI).

3. Enter the option to login to the CM (1) or the CMO (3) application.
4. The user authentication page will be displayed on the screen. Enter the “Password” for the account and then press the Enter button.
5. Once authorized, user can choose “PUSH” to receive a push notification to your MFA provider mobile application.
6. When you receive the push notification in your MFA provider mobile application, click “Approve”.

7. Then, in CHUI, press the Space button to confirm and advance to the application.
8. Users can also choose ‘OTP’ to log in by manually entering a passcode provided by the MFA service provider mobile application.
9. You will be logged into the Circulation application after the authentication is successful.

Minimizing the Application Launcher

To save space on your desktop, the Application Launcher can be minimized to a small toolbar that is always on top of other windows. This way, you can always access the Circulation applications easily.

1. To minimize the application launcher, click on the Naviga logo bar near the top of the window. The minimized Application Launcher looks like this:
2. To switch back to full size, click the Newscycle logo on the left, or click the arrow next to it and select Full Size Toolbar. The options on this menu also allow you to modify the size of the icons.
3. When minimized, the Application Launcher displays only a single toolbar. If you want to switch to a different toolbar, open the Choose Area menu on the right and make a selection.

Saving the Application Launcher Location

You can save the position of the Application Launcher on the screen by clicking the Save Location button at the top right corner of the Application Launcher window. After clicking Save Location, when the Application Launcher is opened again it will display in the saved position.

My Reports or Group Reports

On all of the Report Viewer tabs, you have the option of viewing only the reports that you have generated, or all reports in the security group (such as the “ALL” group used for spool security):

• To view only the reports you have generated, select the My Reports radio button.

• To view all reports generated by everyone in the security group, select the Group Reports radio button.

Sorting Columns

All of the columns in any Report Viewer tab can be sorted in ascending/descending order. To sort or re-sort a column, simply click on the column heading. To reverse the order, click the column heading again. This feature can be useful if, for example, you want to sort by filename or user.

Filtering

The reports listed in any Report Viewer tab can be filtered. To apply a filter to the reports listed:

1. Right-click on the column you want to filter to display the context menu.

2. Select one of the following:

   • Program—To filter only the required Program, choose the desired Program name from the Program list.

   • Date—Choose a date (or dates) to view the reports generated on that day (or days).

   • Time—Select a time (or multiple times) to view the reports that were created at that time.

   • User—Select a user (or users) to view the reports generated by that user (s).

3. Enter the text that the column must match or include in order to be shown. Then, click OK. The tab will then show only those reports that contain the filter text.

The Monofonto Type Face

An optimized, true-type font file, MONOFONT.TTF , is available for use with the Report Viewer. This font minimizes the necessity to scroll horizontally through reports.

This font is loaded into the /dti/Java folder upon installation, from where it can be installed on user PCs by a system administrator or other person. This font must be installed on each PC individually. You can also use your browser’s text size settings to view reports in a smaller or larger type face.

Several options in the graphical Circulation interfaces allow you to personalize your view of the application. You can design your own read-only versions of tabs, rearrange standard tabs, and “dock” often-used tabs for quick reference. You can also change the labels of fields and other components to accommodate a local language or variance in industry terminology. You can save your personalized view and use it, or return to the standard view, any time you want.

The following table lists the personalization topics covered in this introduction.

Creating Personalized Tabs

A personalized tab contains read-only copies of standard tables, fields, and other components. You can add any components you wish to your personalized tabs.

To create a personalized tab:

1. Right-click on the background of any standard tab to display the context menu.

2. Select Add Personalized Tab. The Enter Tab Name dialog box is displayed.

3. Give your personalized tab a unique name.
4. Click OK. A new, empty tab is created.

Adding Components to a Personalized Tab

After creating a personalized tab, you need to add components (tables, fields, etc.) to it individually. Components on a personalized tab are read-only; for example, you cannot change a field entry. They are dynamic, however. If you change an entry in the original field, your personalized copy will be updated to reflect the change.

In the following example, we will add some components from the Subscription tab to our personalized tab.

Adding a Table

You can add a copy of an entire table or selected columns of a table to a personalized tab.

To do so:

1. Locate the table you want to copy.

2. Right-click on any cell of the table cell to show the context menu.

3. Select Add To Personalized Tab if you want a copy of the entire table, or Add Columns to Custom if you want only one or more columns of the table.

• In our example, we need only the Product and Account columns, so we select Add Columns to Custom and then the name of our personalized tab.

• Next, we need to choose the columns from the dialog box that appears and click OK.

• When we go back to view our personalized tab, we can see that the columns have been added.

Adding a Panel

A panel is a collection of related components grouped together under a heading. Individual components must be assigned to a panel on a personalized tab.

To add a panel:

1. Right-click on the background of the personalized tab to show the context menu.

2. Select Add Panel.

3. Enter a name for the panel and click OK. The following example shows a new panel called Publication Info.

Adding Components to a Panel

You can add a read-only copy of any of the following components to a panel on a personalized tab:

1. Text field

2. Text area

3. Date field

4. Check box

5. Combo box

To add a component to a panel:

1. Right-click in the component you want to add (not on the label) to show the context menu. Note: To add a combo box, right-click on the arrow instead of the field. For check boxes, you can click on either the check box or the label.

2. Select Add To Personalized Tab, the name of the personalized tab, and the name of the panel where the component should be placed. You can also choose to add the component to a new panel.

The following example shows that the Publication field has been added to the personalized tab.

The following example shows the tab with even more fields added.

Removing a Component

To remove a component from a personalized tab:

1. Right-click on the component (not the label) to display the context menu.

2. Select Remove to remove the component.

Re-ordering Components in a Panel

To re-order components:

1. Right-click on a component you want to move.

2. Select Move Up or Move Down. The following example shows that the Status and Rate fields have been re-ordered.

Renaming or Removing a Panel

To rename or remove a panel, right click on the panel name and select the appropriate option:

1. To rename the panel, select Change Title and enter a new name.

2. To remove the panel, select Remove Panel and confirm your choice. All of the panel’s components will be removed.

Docking and Undocking Tabs

To “dock” a tab means to move it from its standard location to the side of the application window for easy reference at any time. Unlike a personalized tab, a docked tab is not a copy; it is the actual tab, and can be modified. In this example, we will dock the Complaints sub-tab of the Occupant tab, so that we can reference an occupant’s complaint history quickly.

To dock a tab:

1. Right-click on the tab you want to dock. For main tabs, you can right-click either on the tab name or the background of the tab. For sub-tabs, you must right-click on the tab name.

2. Select Dock Tab from the context menu.
3. The Complaints tab is removed from the Occupant tab and docked on the right side of the window.

Viewing Docked Tabs

To view a docked tab, you can:

1. Click on the docked tab to open it and keep it open. The tab will stay open until you click somewhere on the window besides the open tab.

2. Hover over it with your mouse pointer. The tab contents will appear. When you move the mouse pointer away from the docked tab, its contents will be hidden. Note that in order to use the hover feature, you must select Preferences from the Help menu at the top of the module and check the Auto Show Dockable Frame field.

Options for a Docked Tab

The buttons on the upper-right corner of the docked tab window give you several options for displaying or hiding a docked tab. The following table describes these buttons.

Moving Tabs

You have the ability to move tabs in order to rearrange them. To move a tab:

1. Right-click on the tab you want to move to show the context.
2. Select Move Tab.

3. Right-click on the tab in front of the position where you want to move the tab.
4. Select Paste Tab to paste the tab in its new location.

Opening a Table in a New Window

You have the ability to open a standard table (i.e., not a personalized table) in a new window. To do this, right-click in any cell of the table and select Open in New Window. A copy of the table will appear in a new window that you can resize and place anywhere on your window. To close the window, click the X in the upper-right corner.

Saving and Opening Your Personalized View

Unless you save your personalized view, all of your personal changes (custom tabs, docked tabs, window size and position) will be lost when you exit the system. To save your personalized view, select Personalization | Save View from the Help menu. Then, in the dialog box that appears, enter a name for your view and click OK.

The next time you log in to the application, you can open your personal view by selecting Help | Personalization | Personalized Views and selecting your view.

Custom Labels

You have the option to rename components (fields, check boxes, etc.) in Circulation. This can be useful, for example, if your primary language is not English, or if your newspaper uses a different term (e.g., “product”, “publication”, or “deliverable”).

To change a label:

1. Right-click on a component label and select Personalize. The Change Label dialog box appears.
2. Enter a different term or a translation in the New Value field.

3. Select the user or group of users this change will affect:

4. Current User—This change affects only the current user.

5. Current Group—This change affects only

6. All Users—This change affects all Circulation users.

7. Other User—This change affects only the user selected in the combo box.

8. Select the scope of the change:

9. This Instance Only—This change affects only the current instance of this module.

10. All Instances in Current Module—This change affects all open instances of this module.

11. All Instances, All Modules—This change affects all instances and all Circulation modules.

12. Click OK.

Several features in the graphical applications allow you to view single-copy outlets, routes, and campaign results using internet-based mapping.

Business Rules

The Mapping section of Business Rules controls this feature. See the Setup Manual for descriptions of these Business Rules.

Security

The following Transaction Security items control which users are able to view maps in Circulation:

• MapCSAddress—View the Customer Service address map.

• MapCSSingleCopy—View the Customer Service single copy locator.

• MapRSRouteList—View the Route Service delivery list map.

• MapRSSingleCopy—View the Route Service single copy map.

• MapTMCampaign—View the Targeted Marketing campaign results map.

Mapping Properties

An option in Graphical Setup (Miscellaneous | Mapping Properties) allows you to register the API keys needed to use the various mapping services. See the Setup Manual for details.

Mapping in Customer Service

In Customer Service, you can map a selected delivery address and locate single copy outlets for a subscriber. After finding a subscriber, a Maps button appears on the button bar. Click this button to access the Map Delivery Address or Find Single Copy Locations options.

Map Delivery Address

When you select Map Delivery Address, a map of the subscriber’s delivery address appears in your default browser. Close the browser when you have finished.

Find Single Copy Locations

When you select Find Single Copy Locations, a tab opens for the entry of the product for which you are searching, as well as address information. Also specify the distance from the address within which to locate single copy outlets.

Enter only as much address information as necessary to find single copy locations (e.g., you can enter only the Zip code). Click OK to view the map.

The zoom and navigation tools you can use with the map will vary depending on the system you have set up.

You can view detailed address information (and phone numbers) by hovering the mouse pointer over the single copy locations. In addition, the single copy locations are listed below the map. You can zoom in/out on a single location, as well as center the map on a specific location by clicking the corresponding Marker link.

Mapping in Route Service

In Route Service, you have the option to map selected home-delivery routes and single copy addresses. In addition, the Find Single Copy Locations option is also available (described in the previous section).

After finding a route, a Maps button appears on the button bar. Click this button to access the Map Delivery Addresses, Map Single Copy Address and Find Single Copy Locations options.

Map Delivery Addresses

The Map Delivery Addresses option can be helpful in determining exactly where to find an occupant’s delivery address. In addition to a map of the route, the addresses on the route and the delivery schedules of the subscribers are also shown.

You can view detailed information (address, account number, status, etc.) by hovering the mouse pointer over a delivery address. In addition, each address on the route is listed below the map. You can zoom in/out on a single location, as well as center the map on a specific location by clicking the corresponding Marker link.

Map Single Copy Address

The Map Single Copy Address option will map the address associated with a single copy address.

Mapping in Dispatching

In Dispatching, you have the option of generating a map to show the address for subscription-related or delivery address-related dispatching activity. This can be useful to show the exact location where an item needs to be dispatched.

To generate a map, highlight the dispatch item on the Dispatch tab and click Map. A map of the address will appear in a browser window.

Mapping in Targeted Marketing

In Targeted Marketing, you can view a map of campaign results from the Canvass Board. After retrieving addresses for a campaign and week, click the Map Campaign Results button to view the results in a map.

The Report Viewer is opened automatically when you launch the Reporting module, or any other module that allows you to produce reports (Route Service, Publishing, etc.). By default, the Report Viewer is minimized to the bottom of the window until you click on the tab to view it.

Running Reports Tab

The Running Reports tab shows all reports currently being generated, either by the individual user or by the user group, depending on the option selected.

The user, report title, spool name and status are displayed. The status can be:

1. Started—The report has been initiated.

2. Processing—The report is currently being processed.

3. Completed—The report is complete.

4. Viewing—The report is complete and is being viewed in a browser window.

5. Canceled—The report has been canceled (by highlighting the report and clicking the Cancel Report button).

The other buttons in this window are the Cancel, Clear, and Process Status buttons:

1. Cancel Report—If you click Cancel Report, the Transaction Processing of the selected Report will be cancelled.

2. Clear—If you click Clear, all reports will be removed from this list. You cannot remove selected reports from the list.

3. Process Status—If you click Process Status during Transaction Processing, some information about the process will be displayed, such as what subscription and transaction is currently being processed and when the processing of that transaction started.

Completed Reports Tab

The Completed Reports tab lists reports that have been generated during your current session (i.e., since you launched the application), either by you or by all users in your group.

Options on this tab include:

• Print—Allows you to print a report. Highlight a report to select it and click Print. The Printer Selection dialog box appears. Select a printer and enter the number of copies. Then click OK.

• Rename—Allows you to rename a report or save a copy of the report with a different name. Highlight a report to select it and click Rename. The Rename Selection dialog box appears. Enter a new name for the report and indicate whether the old report should be overwritten. Then click OK.

• Clear—Clears all of the currently displayed reports from the list. Note that you cannot remove individual reports. If you click Clear, all reports will be removed.

Deferred Reports Tab

The Deferred Reports tab shows all reports that have been deferred (by selecting deferred in the When field of the View/Print Options window). To generate a deferred report, double-click it.

Saved Reports Tab

The Saved Reports tab lists all reports that have been saved. Use this tab when you want to view, print, or rename a report that has been saved.

Options on this tab include:

• Refresh—Allows you to regenerate the list of saved reports.

• Print—Allows you to print the reports. Highlight a report to select it and click Print. The Printer Selection dialog box appears. Select a printer and enter the number of copies. Then click OK.

• Rename—Allows you to rename a report or save a copy of the report with a different name. Highlight a report to select it and click Rename. The Rename Selection dialog box appears. Enter a new name for the report and indicate whether the old report should be overwritten. Then click OK.

• PDF—Allows you to export the selected report in PDF format. The exported file will be shown in a browser, and the user will be able to save a copy to their computer.

The View/Print Options and the Report Viewer can both be used to view, print and save reports. They are described in the following sections.

View/Print Options

Viewing, printing, and saving options are displayed in the View & Print Options window.

Access this window by clicking the View/Print button on the report window, before you click Continue to process the report. The fields in the View & Print Options window are described in the following table.

If you have the Print checkbox selected, the report will be sent to the printer identified in the Printer field. If you have the View checkbox selected, the report appears in your default browser window once processing is complete. Use your browser’s controls to modify the text size if desired, and scroll through the report to view it.

File name variables

The following variables can be used in file names. Add variables in brackets (<>). For example, if report settings for bundle tops are set up to name the file “BUNDLE.<C>,” and bundle tops are run on April 1 2022, the resulting file name will be “BUNDLE.040122.”

Before we leave our 1000 foot overview and parachute into the landscape of Circulation, let’s take a final look at the system. The following diagram shows all of the major areas, with arrows indicating where data from one area influences another.