Campaign Import / Import Monitor

Users can import digital campaigns into the Ad system. The campaigns may have been created in another system and can be imported into the system for further tracking and management.

The import screen contains two import templates, one for digital and one for print orders import.

Digital Campaign Import

Users can import campaigns into the system by navigating to the menu Setup in the advertising module -> Admin -> Campaign Import. (Import Campaign node) User then clicks to download the template to get the most current version of the import template.

Note that there are fields on the import screen which control the import.

1. The option to use legacy advertiser and agency ids if set to “Yes”, they will match to what is in The ad system "Legacy ID" field and assign the imported campaigns to the matching advertiser or agency id. If set to “No”, then they will not be matched against the Legacy IDs.

2. The option to create missing brands - Click “Yes” so the system will create the brand if they do not exist in the Ad system. The Brand ID can be no longer than 6 characters and may not contain spaces or asterisks. Lower case characters will be converted to uppercase. If no Brand Name is passed in, then the Brand Name will be set to the Advertiser Name.

3. Billed through Cut Off date: Amounts entered through this Month/Year cut-off will be flagged as already billed (in another system before being imported). These amounts will be considered Actuals. Amounts after this Month/Year will be considered Estimates. This allows for the partial billing of flexible campaigns up to the month/year.

4. Auto Create Material: If set to yes, the system will automatically create a material ID for the imported order.

Note that the system will validate:

1. G/L type entered in the template.

2. Position entered in the template before importing to ensure data accuracy.

Digital Import Template

Click the button “Download Template”.

This will open the excel spreadsheet for you to fill out. The fields are as follows:

Field Name	Sample	Source	Optional/ Mandatory
External ID	123	External ID is the Campaign ID from your old system. It is required so as to match lines to the campaigns on this import. A new AD system ID will be assigned to each campaign and campaign line.	Mandatory
Campaign Description	Missoula campaign	Free entry alphanumeric	Optional
Advertiser ID	244534	The system advertiser	Mandatory
Brand ID	A1	The system brand	Mandatory
Brand Name	Artifacts	The system description	Optional
Agency ID	244567	The system agency ID	Optional
Agency Percent	50	Free entry numeric	Optional
PO Number	123	Free entry alphanumeric number for the purchase order number	Optional
Production Controller ID	SHIGH	The system production controller ID	Optional
Sales Rep 1 ID	SHIGH	The system Sales Rep ID	Mandatory
Sales Rep 1 Percent	50	Free entry numeric	Optional
Sales Rep 2 ID	NK	The system Sales Rep ID	Optional
Sales Rep 2 Percent	50	Free entry numeric	Optional
Sales Rep 3 ID	NK	The system Sales Rep ID	Optional
Sales Rep 3 Percent	50	Free entry numeric	Optional
Sales Rep 4 ID	NK	The system Sales Rep ID	Optional
Sales Rep 4 Percent	50	Free entry numeric	Optional
Product Group	NATS	The system Webgroup ID (Digital Product Group ID)	Mandatory
Category ID	ART	The system Category ID. If left blank, Category IDs are read from the Brand record. If creating a new brand, using the Create Missing Brands option, Category ID is required.	Optional
Campaign Start Date	1/2/2016	Free entry date	Mandatory
Campaign End Date	5/1/2016	Free entry date	Mandatory
Currency ID	EU	Foreign currency only. Leave blank if this campaign is in your local currency. Code must match currency code setup in the system.	Optional
Exchange Rate	2.34	Free form numeric value for the exchange rate of foreign currency	Optional
Tracking Currency IDs	USD or EU	The currency ID as per the currency setup menu in The system.	Optional
Tracking Currency Rates	6.78	Numeric value free form entry representing the conversion rate to local currency	Optional
Confirmed Date	1/1/2017	Free entry date. If a confirmed date is entered, the order is imported as CO status. If the confirmed date is left blank, the order is imported as a Q3 status.	Optional
Order Contact ID	244523	Value must match the ID number of the order contact as per the client setup.	Mandatory
Production Contact ID	344344	Value must match the ID number of the production contact as per the client setup.	Mandatory
Production Contact Email	[email protected]	This is the email address of the production contact.	Optional
Entry Date	04/01/2020	Date on which the campaign was entered	Optional
Is Flexible	Y	Y for yes: the campaign is flexible and N for no: the campaign is performance	Optional
Bill to Date Amount	200	Numeric value amount which has been billed to the import date.	Optional
External Line ID	123-1	External system campaign line ID	Optional
Product	BF	The system website ID	Mandatory
Size ID	1	The system AD Size ID which must match the ones in the menu Setup -> Digital Setup -> AD Size. Multiple IDs can be comma separated. You can also use the dimension height and width format such as 210x300	Optional
Size Description	Medium Rectangle	The system description of the ad size	Mandatory
Ad Server Line Description	ABC	Free format alphanumeric description of the line in the AD Server if used.	Optional
Ad Type ID	FR	The system Ad Type ID	Mandatory
GL Type	CPM	The system GL Type	Mandatory
Ratecard ID	78	Value must match The system ratecard ID.	Optional
Ratecard Line ID	333	This value is the Ratecard Line ID which must match the ID in Naviga for the Product in the Product Setup menu.	This applies in case of date-based products: Optional only if the Product is setup to have an optional Ratecard entry in an order. But it’s Mandatory if the Product is marked to have a mandatory Ratecard entry in order entry.
Section	CUL	The system section for this website	Optional
Position	Misc.	The system position for this website	Optional
Price Per Unit	35	Free entry numeric	Optional
Line Start Date	4/1/2016	Free entry start date of campaign line	Mandatory
Line End Date	4/7/2016	Free entry end date of campaign line	Mandatory
Material Status ID	1	This is the material status ID and must match the previously ID values setup in the system under the production workflow setup for a digital product.	Optional
Notes	This is a campaign from 2016	Free entry alphanumeric values	Optional
Qty Month 1	120	Free entry numeric value of the first month’s quantity. For example, if the campaign runs from February to May, this field is the quantity offered in February.	Optional
Qty Month 2……24	120	Free entry numeric value of the first month’s quantity. For example, if the campaign runs from February to May, this field is the quantity offered in March.	Optional
Actual Amount Month 1	120	Free entry numeric value of the first month’s actual amount. For example, if the campaign runs from February to May, this field is the actual amount offered in February.	Optional
Actual Amount Month 2…. 24	120	Free entry numeric value	Optional
Line Text UDF 1	Bob Smith	Free alpha entry to the first text UDF field as defined in Setup -> Advertising Setup -> Campaign User Defined Fields menu -> Text Integer Field defined for the ID field number 1	Optional
Line Numeric UDF 1		Free numeric entry to the first Money Decimal UDF field as defined in Setup -> Advertising Setup -> Campaign User Defined Fields menu -> Money Decimal Field defined for the ID field number 1	Optional
Production Form ID	SH	Same value of form ID in the menu Setup -> Production Form Setup.	Optional
External Project URL	https://www.allaboutbirds.org	The external URL which displays as a field in the Line Item.	Optional
Line Item PO Number	45678	The PO Number on the Order Line	Optional
This is a Spaceholder Ad	Y	This is the flag on the campaign header indicating that this is a spaceholder ad. Enter a Y if "Yes" otherwise leave blank	Optional
Marketing Campaign	DEMO1	This will be the ID from Marketing Campaign Setup (CRM Module -> Setup -> Marketing Campaign Setup)	Optional

IMPORTANT:

1. If ratecard and ratecard line ID is provided and rate is left blank, the ratecard rate will be used.

2. If ratecard and ratecard line ID provided and rate is populated, the provided rate will be used as overwrite rate.

Once you enter the data, save the excel template to your desktop and note the path.

Click the “Select” button in the import pop up screen and browse to find the saved excel. Choose the file to upload it into the system.

You must click the button “Test Import File” before performing the import to correct any errors.

If you have errors, you will receive a message indicating this and when you click OK, you will be given the location and reason for the error.

Click close and return to the pop up import screen on The system. Click the “Remove” x button.

Correct the indicated errors in the template. Resave the template to your desktop. Then repeat the process of uploading the file till all errors have been corrected.

Once all the data is correct, click the button “Import File”. You will receive a warning that only valid rows will be imported. Click OK, and then you will receive a success message of the import.

Note the import ID. Click OK.

List of Imported Campaigns

Click the node List of Imported Campaigns and choose the import id from the drop-down menu. Click Get campaigns and the campaigns imported will be listed with a hyperlink to a new campaign id.

You can now click the hyperlink to the campaign and proceed to view as well as generate an invoice for the unbilled part of the campaign and get payments for the campaign.

Import Issue Orders (Print Campaigns)

This node is for the purposes of importing campaigns in print products. It follows the exact procedures as above except for the template and one additional option on the Import header. This one allows the option to create any missing issues with the import.

Click Download template and fill out the template according to the instructions below.

Print Import Template

Field Name	Sample	Source	Optional/ Mandatory
External ID	123	External ID is the Campaign ID from your old system. It is required so as to match lines to the campaigns on this import. A new AD system ID will be assigned to each campaign and campaign line.	Mandatory
Campaign Description	Missoula campaign	Free entry alphanumeric	Optional
Advertiser ID	244534	The system advertiser	Mandatory
Brand ID	A1	The system brand	Mandatory
Brand Name	Artifacts	The system description	Optional
Agency ID	244567	The system agency ID	Optional
Agency Percent	50	Free entry numeric	Optional
PO Number	123	Free entry alphanumeric number for the purchase order number	Optional
Production Controller ID	SHIGH	The system production controller ID	Optional
Sales Rep 1 ID	SHIGH	The system Sales Rep ID	Mandatory
Sales Rep 1 Percent	50	Free entry numeric	Optional
Sales Rep 2 ID	NK	The system Sales Rep ID	Optional
Sales Rep 2 Percent	50	Free entry numeric	Optional
Sales Rep 3 ID	NK	The system Sales Rep ID	Optional
Sales Rep 3 Percent	50	Free entry numeric	Optional
Sales Rep 4 ID	NK	The system Sales Rep ID	Optional
Sales Rep 4 Percent	50	Free entry numeric	Optional
Campaign Start Date	1/2/2016	Free entry date	Mandatory
Campaign End Date	5/1/2016	Free entry date	Mandatory
Product Group	NATS	The system Product Group ID	Mandatory
Category ID	ART	The system Category ID. If left blank, Category IDs are read from the Brand record. If creating a new brand, using the Create Missing Brands option, Category ID is required.	Optional
Issue Date	05/31/2020	This is the value of the Issue Date in the system under Issue Configuration tab in Product Setup and must match the entry in the template.	Mandatory
Currency ID	EU	Foreign currency only. Leave blank if this campaign is in your local currency. Code must match currency code setup in the system.	Optional
Exchange Rate	2.34	Free form numeric value for the exchange rate of foreign currency	Optional
Tracking Currency IDs	USD or EU	The currency ID as per the currency setup menu in the system.	Optional
Tracking Currency Rates	6.78	Numeric value free form entry representing the conversion rate to local currency	Optional
Confirmed Date	1/1/2017	Free entry date	Optional
Order Contact ID	244523	Value must match the ID number of the order contact as per the client setup.	Optional
Production Contact ID	344344	Value must match the ID number of the production contact as per the client setup.	Optional
Production Contact Email	[email protected]	This is the email address of the production contact.	Optional
External Line ID	123-1	External system campaign line ID	Optional
Product	BF	This is the print product ID in which the order ran and must match the system’s product ID	Mandatory
Size Description	Medium Rectangle	The system description of the ad size	Mandatory
Ad Type ID	FR	The system Ad Type ID	Mandatory
GL Type	CPM	The system GL Type	Mandatory
Line Eq.	210	Number of lines in a publication taken up by the Ad. So, if the publication is setup with 420 lines for a page, the number entered here is a portion of this page. After import this calculates the page equivalency of the Ad. This value displays in the line item as the Page Eq.	Optional
Ratecard ID	78	Value must match the system’s Ratecard ID.	Optional
Ratecard Line ID	441	Ratecard line ID as when you enter a line item and the ID is displayed in the drop-down of the Ratecard Line in the line entry screen.	Mandatory only in case the product is marked as Ratecard Entry is Mandatory in the Product Setup screen.
Size ID	26	Value must match the ID in the menu Setup -> Advertising Setup -> Size Setup, ID column corresponding to the size.	Optional
Section	CUL	The system section for this website	Optional
Position	Misc	The system position for this website	Optional
Rate	35	Free entry numeric	Optional
Material Status ID	1	This is the material status ID and must match the previously ID values setup in the system under the production workflow setup for a digital product.	Optional
Notes	This is a campaign from 2016	Free entry alphanumeric values. Once imported, this will be displayed on the "Other Options" tab in the Internal Comment Field.	Optional
Columns	2	Number of columns this ad takes if applicable.	Optional
Cm/Inches	4	Number in the unit of measurement of cm or inches of the ad.	Optional
Color ID	1	Color ID matching the Color ID in the system under the menu Setup -> Advertising Setup -> Print Color Setup.	Optional
Classified Category Tree ID	SHD	This must match the value in the Naviga AD system of the classified category Tree ID in the menu Setup -> Classified Order Setup -> Classified Category Tree Setup.	Optional
Zone ID	NW	This must match the Naviga AD value in the Zone Setup screen.	Optional
Zone Quantity	10000	Free numeric entry to the number associated with the Zone. Note that if this is a CPM line, the Zone Quantity is copied to the Billing Quantity and the line will calculate Billing amount. If this is the flat fee line, the Billing Quantity is not updated and rate on import is the billing rate on line.	Optional
Billing Quantity	2	Free numeric entry of the quantity to be billed. This is multiplied by the amount per quantity to produce the total amount to be billed	Optional
Entry Date	02/01/2019	This is a date format entry of when the order was entered in the original system. The format is according to the date setup in user’s system.	Optional
Line Item PO Number	45678	The PO Number on the Order Line	Optional
This is a Space Holder Ad	Y	This is the flag on the campaign header indicating that this is a spaceholder ad. Enter a Y if "Yes" otherwise leave blank	Optional

IMPORTANT:

1. If ratecard and ratecard line ID is provided and rate is left blank, the ratecard rate will be used.

2. If ratecard and ratecard line ID provided and rate is populated, the provided rate will be used as overwrite rate.

3. Note that print CPM ads can either be imported using the price x zone quantity or the price x billing quantity if they are not using zones for the imported ads.

Import Monitor

See A/R Module -> Invoices -> Import Monitor documentation for info.