Preprints / Inserts

Order Creation with Wizard Worlflow

An end user booking an order with the wizard workflow will begin on the Line Items tab and select a Product and an Ad Type, as they normally would for a full line entry order. The Ad Type, if it is one that is flagged in setup as being for Preprints, will trigger the new workflow rather than traditional full line entry. (See Ad Type Setup for setup info)

The Insert / Preprint Booking workflow window will open and several tabs can be seen across the top, similar to the Booking Wizard for Classified:

Product Selection

Product and Ad Type are filled in based on what was selected in the prior screen, though it can be changed here if desired.

Page Type must be filled in as it is what drives page counts, weights, spoilage, metadata questions and possible the rates on later screens.

Sections and positions are optional, and section could potentially drive rate selection later if setup as such.

First / Primary Issue Date is when the printing and billing will be done, and all pricing will be based on that date.

Additional (perpetual) Issue dates are not going be relevant for all inserts. If it is a flyer for instance where the insert itself changes each week, those would only have a single issue date. If a campaign for flyers needed multiple dates, there can be multiple lines on a campaign, each with their own issue date. You can also copy the original line (with the copy button on the line) and modify the date and zones. The Perpetual Issue dates are used when the printing of the insert is all done up front for the first drop, but then extra copies are saved for future drop dates when the insert will be delivered. The important thing to understand here is that all the printing and billing happens on the first date.

Zone Selection

From there the user clicks "next" to select Zones.

Several different methods are available for selecting Zones

• User Selects Zones from Grid

• User imports the desired Zones.

• User Selects Zones from Map

Selecting Zones from the Grid

This will be familiar if you are already booking inserts using Zones in the other workflow. There is a breadcrumb trail at the top to jump up to higher levels once the user begins drilling down. This is a view from the highest level grouping (Philadelphia Metro in my system)

Based on the blue squares, user can see that some Subscriber routes were selected (these names are configurable in Zone Dimension Setup), some Non-Subscriber routes were selected, and All of the Retail Outlets were selected in the Zone Group "Outer Suburbs," In the Philly City Group, nothing was selected for this order.

Drilling down into Outer Suburbs additional Zones and/or Zone Groups can be seen

Once all selections are made, the user can click apply to save and close the window, or for additional selections in higher groups, user can select desired group in the breadcrumb trail at the top.

To apply a version number to all of the selected Zones, enter a version at the bottom prior to clicking apply. To apply iterative selections with different versions across different Zones, check out this quick video tutorial:

After clicking apply, the user returns to the Zone Selection tab and can see the selected Zones, and their counts for each date selected on the Product Selection tab.

Importing Zones

Using the same grid view from above, instead of selecting zones from the boxes as shown from example 1, the user can also import the selections. Select "Import Selections" button at the bottom of the screen

User can copy and paste from excel, text file, or just manually type in Zone ID's. These can be a list, like shown in the screenshot above, or it could be comma separated. I would use the select, to select only certain zone ID's, and select one or more dimensions to select. To use the deselect, I might select an entire Zone group in the previous screen, but then list just a handful of exceptions in this list to exclude only a few from the overall group.

Click Apply to save the selections and only the selected Zones will be displayed

Click apply again to return to the Zone Selection tab

Use Map to select Zones

The final option is to select zones from a map with a radius of available zones from the customer's address. On the Zone tab, the user selects the button "Use Map to Select Zones" and a google map will appear

The customer's address will be displayed, though user can override that with a different address.

The default radius is 5 miles, but that can also be overridden by the user to have a larger or smaller area.

User selects Get postal codes to get all the postal codes in the radius area. Any postal codes which match a defined Zone in the Product Setup will be pre-selected in the list. (this uses geo-coding, so on product setup one must get lat/long coding for the zones).

Finally, user selects the yes/no flags for the desired Zone Dimensions (HD, SC, and Retail in the sample setup)

User clicks Use Selected Zones to save selection and return to the Zone Selection screen with the selected Zones displayed.

Note the blank Column above in the Zone List. This is the space where a different version number can be added for each Zone. In the example above perhaps Montgomery county zones get version A of the insert and in Bucks County Version B gets delivered.

Forced Zones / Clusters

When booking inserts there Naviga ad is the concept of Zones and Zone Groups, which was described above. Zones are the most granular booking unit. For easier selection, these zones are often grouped together into a hierarchy. If a Zone Group is selected, then all zones within that group will also be selected. Using my demo system as an example, the tree for my demo product is called the Philadelphia metro (as seen in the breadcrumb trail at the top). Then at the highest selectable level, I have two groups: Outer Suburbs and Philly City:

Selecting the Group of "Outer Suburbs" I have Bucks and Montgomery County:

Within the Montgomery County group, there is a mix of zones and a couple more zone groups (Skippack and Norristown are groups, the rest are zones.)

By selecting a group, all selections under it would be made. For example, if I selected the following in Montgomery County:

Then when I drilled into Montgomery County to look at the zones, I would see this:

All that has always been a part of the system. What was added in 2024.4, is the concept of a zone cluster.

Navigate to Product Setup (Setup -> Product Setup), and then select Zone Setup along the left navigation and open your desired product. There is a new field available called a Cluster Code. This is a free-format Alpha-numeric field where you can type in the cluster that a zone belongs to.

The concept really is around delivery trucks and the combination of Zones which might be on a single truck.

In my example of the Zone Group "Skippack" above, three out of the 4 postal codes are actually on the same truck, so if a user selects one of them, they need to select all three.

So if I click on the arrow below, everything in the box will also be selected because they all are in the SKTruck cluster.

For manual selection, the clustered items must be within the same zone group, like my example above.

If I placed the cluster code "SKTruck" in, say, one of the Philly city zones, and I selected the zone with the arrow above, it would NOT auto-select the Philly city zone. For that type of selection the user would need to use the "Import Selections" option in order entry and type or copy/paste the zone in there, and then it will look all throughout the hierarchy.

So using the "import selections" as shown above, by default all dimensions will be selected (user can de-select if desired). Typing in 19473 and clicking Apply will select this:

And also this (19001 - Abington is not part of the Skippack Zone Group, but it was auto-selected when using the Import selection option):

Users CAN manually deselect these auto-selected Zone clusters if necessary, but the auto-selection will help them to understand what zones are together on a truck and *should* be purchased together.

Click next to proceed to the Inset Details

Insert Details

• Pages - select desired number of pages for the insert. Available numbers here will be based on the Page Type setup

• Total Weight - this will default based on the pages selected and the page type setup. Can be overridden by the user

• Spoilage Percent - again will default from the Page Type and # of Pages selected, but can be overridden by the user.

• Total Distribution - not editable - this is the quantity from the Zone selection on the previous step

• Size Code - Default based on the Page Type Setup. Can be overridden by the user to another size code. Only Size Codes flagged as being Insert/Preprint Size codes will be in the dropdown. May be further filtered by Size Codes allowed on the product.

• Spoilage Qty - Calculated field equal to the Total Distribution * Default Spoilage % - can be overridden

• Base Print Qty - Equal to the Total distribution plus the Spoilage

• Optional Metadata fields - if custom fields were configured on the page setup, they will be displayed here, and the user can answer the questions

Click next to continue to overruns

Overruns

This optional tab is used if there are any overruns requested on on the order. These overruns may or may not be charged to the client, but will affect the total quantity needed from the printer

There is no rate setup in the background for overruns. The user simply types in the information based on the agreed upon price with the client. Overruns will create additional line items on the order, so Ad Type is important, to properly charge for it and have it map to the correct G/L. the Ad Type drop down will only display CPM, FF, or CPU line types.

A CPU ad type will calculate the Price by multiplying Qty * Rate

A CPM ad type will calculate the Price as Qty * Rate / 1000

A FF Ad type will disregard the Qty in the price calculation and the Price will equal the rate

Click ok and select next to enter adjustments (if applicable)

Adjustments

Enter one or more adjustment codes as necessary (optional) and click next

Price and Book

Most of the fields on this final screen are read only. Only the Billing Quantity can be edited here. There is a "Price it out" button at the top to re-calculate the price. Generally this isn't needed, but is there in case there is a price change that didn't automatically calculate upon opening this screen. There is a "Show Rate Selection" button as well which will display which rate was chosen and why (See Insert Rating Schedules for info on how we determine what rate to charge). In the Show Rate Selection window, the selected rate will be checked so the user can easily see which rate was chosen.

Note that the billing quantity defaults to not include spoilage quantity. If it is desired to include that, user can manually overwrite the billing quantity to use that number instead.

Click Finish to save the order,

One order line will be created for the Primary Issue and any Perpetual Issue dates set on the Product Selection tab (again with all the revenue being tied to that Primary issue date), and one order line will be created for EACH Overrun line.

Post Billing user experience

Once the line has been invoiced, the user experience will differ slightly. The order will still open up in this wizard-like workflow, but the user will see that the order has already been billed and limited information will be editable at this point. Nothing that affects pricing will be editable.

Product Selection Tab - nothing on this page is editable after billing has started. User can click on the link in the red bar at the top to view the associated invoice. (or it is also available on the campaign Invoices and Payments node, as always)

Zone Selection Tab - nothing on this page is editable after billing has started.

Insert Details Tab - This page allows editing of the weight and the metadata.

Overruns Tab - on the overruns tab, no new overruns can be added and within an overrun, only the description and delivery address can be edited after billing.

Adjustments Tab - Nothing on the adjustments tab can be edited post-billing. If adjustments are needed after billing, Post-Billing adjustment tickets should be the workflow used to request an adjustment.

Price and Book Tab - Nothing on this tab is editable after billing. User can click on the Show Rate Selection button to see what rate was selected (and if there were other possible matching rates that were not selected.)

Inserts order with Full Line Entry

Navigate to the menu Campaigns -> Enter a New Campaign to enter a new one using a product with Preprint Zones setup. In the line item entry screen, after entering all the line details, click the tab “Zones”. From here you can either us the Grid or the map to select Zones.

The highest level Zone groups will display

Click on a sub-group to drill down further or select the whole zone

At any time, click on the breadcrumb trail at the top to jump back to a prior group.

Note that the Zones and Zone Groups display where you can select the zone dimensions such as Subscribers and Retail. The totals automatically are updated as you click the boxes.

Click the button “Use Map to Select Zones” if you would like to do so. The map appears with a suggestion of location based on the advertiser's address. You can enter the location you wish or change the radius as you wish.

Click “Get Postal Codes” and the screen displays a list of all the area’s postal codes. Any postal code that matches a zone configured in Product setup will automatically be checked. (note in the screenshot that the bottom postal code in my area is not a delivery zone with counts supplied in the Subscriber/non-Subscriber/Retail columns.)

Check/uncheck the box(es) for codes you’d like to add/remove and click the no buttons at the top to turn the desired columns to "yes" to include those counts. Then click the button “Use Selected Zones”. This adds the selected zones to the order.

Click “Add Line” to sav the line to the campaign.

The line displays