Release Guide
This document provides instructions for how to use the new features in the 2025.1 release, grouped by module. Remember to install & test in your test system before Production. Released: 23 Feb 2025
IMPORTANT INFO FOR NYLAS USERS 
- Nylas will soon be deprecating their old API. To use the new Nylas Integration and for Nylas to be functional in 2024.6 and beyond, there will be work for our hosting to do, work for your IT department to do on your email server, and all users will need to re-authenticate and select desired sync folders - so we need to coordinate your upgrade. If you are upgrading to v2025.1 from an earlier version (pre-2024.6) and have not yet gone through this Nylas upgrade, please put in a support ticket before upgrading if you are using email sync with Nylas. See Nylas Email/Calendar Integration for more info.
Nylas plans to shut down the old API at the end of March 2025, so it will be important to plan your upgrade to either 2024.6 or 2025.1 accordingly.
If you are already on the new Nylas - please note that calendar events created in Naviga should NOT later be edited in Outlook/Gmail. The integration is not currently pushing those changes back to Naviga. Will update this note once we have that worked out.There is a rather large G/L mod that was added to this release. While we aren't necessarily expecting many of you who are already live to take advantage of it, it is an important mod for some upcoming go-lives. Please see details below to understand how G/L accounts will be assigned going forward.
New Group Security setting is described below. This relates to the permission to change the advertiser on a campaign Please check it out and determine if you need to adjust settings for any of your user groups.
There are some additional billing reports now available under the Campaigns menu. Please visit Menu security to ensure that the desired groups of users are allowed to see (or prevented from seeing) these reports. Additional details below.
Affidavit Automation is now configurable as far as how often it is sent or what time of day it is sent. Please read below if you are using automation and when you upgrade, let support know when you would like it to run so they can set it up.
Minor / cosmetic change when doing pickups - might be surprising to some users since it is visually different, but the functionality is the same. See below.
Please see below for details regarding a bug-fix to statements which you should be prepared for.
Advertising Module
Campaign Header Security Addition
There is a new permission in Advertising Group Security. Navigate to Setup -> Admin -> Group Security Setup -> Advertising Security -> Campaign Header Security
#6 was already here, giving permission to change the advertiser on a campaign. If this is set to yes for a user group, then the #7 option becomes enabled, allowing admins to fine tune and only allow the user to change the advertiser if the campaign is in a certain status. For example, it may be fine to change the advertiser on a quote, but perhaps it causes problems in downstream systems if it is changed later in the workflow. Now you can control which campaigns can have an advertiser changed based on the status.
Note if no statuses are in the allowed status column and #6 is set to yes, then all statuses are allowed, as long as nothing else is preventing it. (like a prepayment or an invoice already being linked)
Menu Security Change
Billing reports which were previously only accessible to users with access to the billing menu and Prepare Billing permissions have now been added to the Campaigns menu as standalone reports so that other users might be given access without also giving full Prepare Billing permissions.
Please visit the Menu Security screens in System Settings Module -> Security -> Menu Security to ensure that the correct permissions are available to users to show or hide these reports as needed. How you have chosen to implement this setting here in Menu Security will dictate whether you will need to visit these settings to add the new reports to the list to PREVENT users from seeing it upon upgrade, or add these reports to the list to ALLOW desired groups to see it.
In the example below, the setting is set to disallow. So that means upon upgrading, since this user group has access to the Campaigns Menu, - then these new reports will be visible unless I specifically choose to disallow it. If that setting instead said Allow the following, then upon upgrading the user group would not see this new option unless I added the reports to this list.
Orders by Product Report – New Fields
The following fields has been added as optional fields to display and/or download on the Orders by Product report:
Order Line Sales Rep ID
Text Line Count (from Classified Liner type ads) (note - you will only see line counts on ads that are created (or at least re-saved) after the 25.1 upgrade)
Total Distribution Quantity (for Inserts)
Billing Quantity (for Inserts)
If selected, and added to the column “Selected Grid Columns” then it will display on the report screen:
Orders by Entry Date - New Fields
Orders by Entry Date - New FieldsPage Eq has been added as an optional column on both the onscreen columns selection and hte Excel Export columns selection.
To take advantage of adding these new fields to your screen, select the "Configure Output" tab in the bottom section of the screen and move the Page Eq option to the right column either by double clicking it or selecting it and using the single arrow 
to move it to the right.
Client Type filter on Classified Templates
When working with Classified Templates, the price is linked to the template, so that good/better/best templates can be offered at different price points.
It is also desirable to offer special templates (and therefore special prices) to only certain Client types.
To take advantage of this feature, select the allowed client type(s) from the client type dropdown. Please take note - this option can only be used if no clients are listed on the clients tab in the bottom portion of the screen. If the user setting up selects one or more client types, and then goes to the clients tab and selects some specific clients, the client type dropdown will be ignored in favor of the more specific clients list.
If selected, then this template would not be available to ineligible Client types in Booking Wizard or in Full Line Entry:
Default Order Proposal / Confirmation Subject Line by Product Group
In Previous versions of Naviga Ad, the Campaign Proposal / Confirmation was hard coded to default the Email subject line to be "Campaign Order #CAMPAIGN_ID#" (with the actual campaign ID inserted in between the ##):
Now, in Product Group Setup, you may configure that default. If you don't do anything, the system will continue ad it was in the past. If desired, that can be changed similar to what is shown below:
Single value campaign level fields can be inserted. In this case I have included the campaign ID and the Advertiser Name, so it displays like this by default. The user can override this default and put in something else prior to actually sending it, but this will allow admins to set up a desired default.
Client type defaults - New Settings
PIB/Industry Code default
Users can now have a default PIB Code selected based on the Client type selected when creating the account.
In my example here, I selected Private Party for the Client type and the PIB automatically updated to "Private Households" which is the PIB code I typically will use for my Private Party type accounts. Note this only will be set automatically when creating a new advertiser. Since the user could override the PIB now or at any time, once the account is created, changing the client type later will not re-set any of the defaults.
Navigate to Setup -> Client type Defaults Setup in the Advertising Module. Select desired Client type and scroll down to PIB/Industry Code:
When importing new Advertisers & Agencies using the Import Names template, the default PIB from the Client Type Defaults will be used unless specified on the import template.
Invoice Form Details and Delivery Method
Two additional defaults also added to the client type defaults.
The current system defaults are as follows:
This will allow for an override from the default for any new clients. By default, these two settings on the Client type default will be blank and the current settings will be used. If the setting is desired to anything other than the default, those can be set for any client types which will use a different setting.
Import Tearsheet Contacts
Using the Import Brand Tearsheet Contacts allows for updating an existing brand with Tearsheet contacts. There are tearsheet fields already on the Brand import, so this would only be needed to import new information to existing brands and contacts.
To import, Navigate to Customers -> Brands -> Import Brand Tearsheet Contacts in the Advertising Module.
Click the button to download template. This will download a spreadsheet which the user can fill in with relevant fields and then use for the import
Select Import Option
Naviga Customer ID / Contact means that the Advertiser and Contact person ID fields in the template will be the Naviga ID's
Legacy Customer / Contact means that these ID fields in the template will be the legacy ID's from another system.
File to Import - Select the saved excel spreadsheet previously downloaded and completed.
Click Test Import File to test the file and ensure data is entered correctly
If any errors, click the X to remove the file added above.
Open the spreadsheet in Excel and correct any data errors.
repeat steps 3 and 4 until no errors are found in the test
Click Import File to import the file.
Template fields
Advertiser
244535
Alpha-numeric ID of the advertiser
Required
Advertiser Name
Coca-Cola
Alpha-numeric Name of the advertiser
Optional
Brand ID
XX
Alpha-numeric ID of the Brand
Required
Brand Name
Diet Coke
Alpha-numeric Name of the Brand
Optional
Contact ID
244789
Alpha-numeric ID of the contact person
Required
Contact Name
John Doe
Alpha-numeric Name of the Contact.
Optional
Tearsheet Delivery Method
E
The value here must be one of the following: E=Email M=Mail N=None
Required
Number of Tearsheets
3
Enter a numeric number of tearsheets to be delivered
Required
Product IDs
QA1
If the tearsheet contact differs based on the booked product, enter the ID here.
Optional, but if used must match existing Product IDs
Expire Ad Materials
This expire date on materials has been available on here for ages:
This controls which materials are available for pickups and which materials are displayed on the Production tab of the customer overview screen. It does not remove the material from the server, so it will still exist, but just won't be as readily seen from within the UI.
All of that is already existing. The default expiry date was hard coded to be 3 years from creation of the material record. Going forward, the default will remain as 3 years (36 months), but that can now be edited to something different if desired. If you have a high volume of materials, you may wish to set this to a lower number. Any given material can be overwritten from the default manually to expire sooner or expire later than the set default.
The setting is on an Admin screen only accessible to Naviga personnel though, so if you wish to change it, let us know via a support ticket (or your implementation specialist if you are in a project) and we can update it for you. The setting is for number of months - so just let us know how many months you would like. Changing this setting will not affect any existing materials.
Minor Change with pickup materials
In previous versions when attaching existing materials the user was presented with these three options:
Going forward, the same three options are presented, but in a slightly more visual way. Instead of putting the details under the tool top, the options are spelled out for the user:
Add G/L Codes to Billing Report Download
Navigate to Campaigns -> Billing Reports -> Campaign Billing Report.
In the Excel Download portion of this report, the G/L Code(s) for the campaign will be displayed in the last two columns of the report.
Unique Identifier for Page Type Custom Questions
If using the Inserts Wizard for booking, this may be relevant to you. If using Full Line Entry for Inserts, then you can ignore this change. While this is a new feature, it was patched back to 24.6 as well.
When sending out Insert/Preprint orders via API or Interface Link, this field will identify answers given to these specific custom field questions:
Option to download rate changes
When changing a setting on a rate, once saved, the system will prompt if you would like to check for any future orders using that rate. If the user checks yes, then a grid like this will display:
We now also have the option in the top right, to download the data in the grid to either excel or pdf format. This might be desirable to simply have a record of what was changed or it might be desirable to download and manually open one or more orders and update the rate manually rather than having the system do it in bulk.
New field on Advertiser Name Import
When importing Advertisers and Agencies, there is a new field on the import for Miscellaneous Invoice delivery method.
Similar to the other delivery method options in this import, user can enter codes P, B, E or N. Meaning Print (P), Print & Email (B), Email (E), and Do Not Send Invoice (N).
Automatic Affidavit Processing Change
Way back in 2023.5, when Automatic Processing for Affidavits was first released, we set a hard coded every 4-hours interval for running Affidavit Processing. This was quite handy when first starting out and testing so that admins setting up the affidavits and running test orders wouldn't have to wait until the next day to see if they set it up correctly and test out the affidavits that were sent out.
Now that more folks are using this feature in live environments, getting emailed notifications that the affidavits have started and then completed successfully 6x per day was getting a little tiresome for those admins. So - that is now configurable in the Windows Service. Good News is that it is now configurable, BUT, because it is set up in the windows service, it is something that you will need to put in a support ticket to have us change for you.
When adding the request for support, you will have the option to provide either the number of minutes that the system waits between polling for affidavits to process. OR a specific time at which the service should be run daily. Just be sure that the time you pick isn't during your nightly processes when the system is rebooting.
If you are already doing automatic affidavits, please let us know when you plan to upgrade so that we can get this setup for you so there is no interruption in sending out the affidavits.
Affidavit Change - additional option in setup
In Prior releases, the Classified category option related to Affidavits was a simple flag. Set it to "Yes," and an affidavit would print, as long as affidavit details were placed on the line. (quantity and a person's name for print affidavit, and also an email address for an emailed one would trigger it to print). If a parent category on the category tree was set to "yes" then any child of that parent would also print affidavits, even if they were set to "no". This was to allow for easier setup for those sites with a whole lot of legal notice subcategories.
Upon upgrading, there will be a new option, so that yes/no checkbox will now be a dropdown. We heard from some users that they were forgetting to add in affidavit information on the campaigns and so those affidavits were not printing. So there is now a "required" option available.
If no changes are made to setup - things should continue to work as they already did in 2024.6. If a category is "yes" then all that is needed is affidavit details on the campaign line and the affidavit will print. If there are sub-categories on the tree, the child category will still print an affidavit if it is set to 'no' provided the parent category is "yes" and there are affidavit details on the campaign line.
If "Required" is selected, then affidavit details MUST be entered on the line in order to confirm the campaign. If the campaign is already in a confirmed status, then the affidavit details will be required to save the line.
There is also a new option called "Inherit from Parent" which should be used on any children if you want it to behave like the parent when the parent is required.
To setup, Navigate to Setup -> Classified Order Setup -> Classified Category Tree Setup
Then on a Quote campaign, if there is missing required affidavit information, the user will be prevented from confirming the campaign:
And on a campaign which has already been confirmed, the user would be prevented from saving the line if they do not have affidavit information
If you do not require an affidavit for every order in certain categories, you can leave the affidavit setting as "yes" and in those cases, the system will behave like it used to and affidavits will only print when the details are there, and the user will not be stopped during order entry if the details are missing.
Update Affidavit across campaign lines
This item was able to be patched back to 2024.5, so you may see this one already. Wanted to call it out here as well in case you hadn't noticed it. If you have entered several line items and then realized that you forgot to enter the affidavit details, then you can select one or more lines and select the option to Update Affidavit Information, as shown below:
If there is no affidavit info on any of the lines, the popup will open up blank where you can enter the details:
If there is already affidavit info there, it will display and can be edited:
If there is information there, but the lines do not all display the same information, the first line's details will be displayed, and a warning will be given that there is a mismatch between the lines and on save, the details will be overwritten with what is entered now:
New option for Territory in G/L Mapping
There is a lot of detail to this one, and it is more relevant to new clients than those already using Naviga Ad, so I gave it it's own sub-page to the release guide.
Advertiser Portal
Statements Now available on the Portal
The "Invoices" tab on the portal has been renamed as "Accounting" and there is a new sub-menu under it for Statements.
Similar to invoices, the users can self-serve with downloading their statements by clicking on the pdf icon.
Customize forgot Password Email
The Advertiser Portal was sending out a generic email for resetting their password that was really meant for internal users of the system. So, there is now a setting in client Portal Setup where you can set these fields (Navigate to Setup -> Admin -> Portal Setup -> Portal Setup in the Ad Module):
Below the body text the system will automatically include the link to reset, so you don't need any merge tag in there.
The reset email will be common across all portal profiles, so you will notice that the portal setup screen looks a little different with the Portal Setup navigation along the left. Reset Password info is at the top and the profile-specific settings are below it.
Classified Self-Service Portal
Support HTML code in the Terms and Conditions
In prior versions the Terms and conditions was a text box where simple terms could be defined:
For cases where the T&C’s are more complex, it might be desirable to include a link to online T&C’s page elsewhere on your website rather than being verbose here. So now the editor box allows for HTML, similar to the email text in the Self Service Confirmations.
Here is an example from our test system:
Looks like this online:
Customize From email address
Customize the “From” email address to have the portal emails to your clients branded per profile.
When clients receive their order confirmation, Approval, and/or Rejection notification it will appear from a familiar email address rather than “noreply” at navigahub.com
Send a bcc on new ads coming from the classified portal
It may be desirable to have an internal person notified via email when a new order has come in from the classified portal. If there are a large volume of orders, this may not be desirable, but when there is a lower volume, the user may not be in the habit of checking the queue regularly. This is set per profile, so if there are multiple profiles, different people can be added. Multiple emails can be added here, separated by semi-colons.
Inactive Flag
This is new, though we were able to patch it back to 2024.5, so for those of you already live and using the portal, you will see that option available after the first weekend patch in March.
There is a flag available now in Classified Portal Setup for marking a profile as inactive. Set this as inactive and save the profile. If a user attempts to access the old portal, they will be redirected to the first profile found on the list. So in the above example, if someone tried to use the "SH" profile, they would be redirected to DEMO because that is the first active profile on the dropdown.
Accounts Receivable
Flag to receive statements "bug"
In Name Maintenance, there is a flag to indicate if an advertiser should receive statements:
Depending on how and when a customer was created, if this flag was not checked, in the database it might be a "No" or it might actually be a "Null" - either would look the same to an end user. It has come to our attention that the "null" accounts and the "yes" accounts were both receiving statements and only those that actually said "no" in the database were being excluded when running statements. Since an end user can't really tell if it is null or no, this could be confusing and unexpected statements may be printed.
To keep things behaving as they always have been, upon upgrading to 2025.1, a routine will run and all null's will be set to 'yes' so that visually you will be able to see and understand that this client will receive a statement. And going forward, if there are any null statement flags, they will NOT get statements, meaning the nulls will behave like no's going forward.
For anyone still on earlier versions (2024.4, 2024.5, and 2024.6) - if you do not wish for the null's to receive statements, we can manually run a conversion program to convert any null's to "No." This will need to be done before upgrading, since remaining nulls will become yes's during the upgrade process. Please put in a support ticket if you would like for us to run that for you. We can do it on your test database first of course if you would like to compare before and after statement runs.
New Branding options for Statements
New Branding options for Statements In A/R Setup, previous versions already had system defaults for emailing statements:
Here you could set the statement forms as well as things like the Subject and body text for the statement, as well as overrides for the From and To. Then at the company setup, the forms could be overwritten, and an alternate logo assigned for the company. We have now added many other options at the company-level to override what is on the A/R Setup.
(remember that Statement Form and Logo can also further be overwritten at the customer level)
In 2025.1, the following additional settings are available at the company level so that your corporate brands can be better reflected in not only the forms, but also in the email that is sent out.
Override Statement Form for Agencies - This will allow the form sent to agencies to be different from the form sent to advertisers/regular customers.
Statement Form for Parent Companies - If the company selected at the top of the screen is a parent company of another system company, and if you send statements with the parameter set to "Consolidate Statements to Parent Company" then the statement selected here will be used instead of the default. This should only be used if the selected company IS the PARENT. This should be blank for the child companies.
Email Statement Subject Line - This allows you to customize the subject line of the email to be different for this company
Email Statement Body - This allows you to customize the body of the email to be different for this company
Override Email From Address - This allows you to set the from email address for this company to be a different email than what is set up on the A/R Setup screen or other companies within your system.
Override Email To Address - typically only used in the test database or while testing something for a short time in the prod database, this will override who the statement is sent to. So instead of sending the statement to the email address for the customer the statement will go to someone else (typically an internal user who is testing something out or reviewing batch of statements before sending to clients.)
New Flag on Import Open A/R Invoices
There are two Misc. invoice imports in Naviga Ad.
Import A/R Invoices and Import Open A/R Invoices.
Import Open A/R Invoices is typically used to import a batch of new invoices where Naviga Ad will be the system that sends these invoices out, so Invoices using this method will also create a PDF of the invoice.
Import A/R Invoices is typically used to bring in invoices for collection purposes, but that were already created and sent in another system. This method of importing invoices does not create the pdf of the invoice for sending out.
The change in 2025.1 adds the option to Flag Invoices as Posted to G/L to the Import Open A/R Invoices process.
Previously, this import always assumed that the invoices were new invoices and the user would be expected to print and post the invoice after importing. Now the user can still print the batch of invoices, but it will be flagged as already posted and will not be available for posting in Naviga.
List of Transferred Transactions
An additional column has been added to the List of Transferred Transactions. The transaction amount is now displayed:
Small mod to BIG A/R Aging Report
For some of our largest clients with a lot of invoices, we needed a little extra room on the "Custom" report detail Big Aging report.
Previous releases would be able to show $10M but not $100M
Previously there was also not an excel download option for this detail level and now there is.
This is the affected report: (select "Custom" in the dropdown)
New Tag for statements
There is now a new merge tag for statement templates. In the Sub-Valued Repeating Area: Open Invoices section, you will now find #TEARSHEET_URL# as an optional data to display.
If used on a statement with an invoice covering multiple dates, like shown above, it will give the link for the first tearsheet it finds for the order (typically will be the first issue date). Here is a snip of the HTML I used in the above statement:
Don't try to turn it into a hyperlink - the pdf will automatically recognize it as a url and it will be clickable to those who receive an emailed statement, and if you attempt to try and make it into a "Click here" type link, anyone who might get a printed copy won't know what the URL is. It will also display the "click" text on all lines rather than just those with a tearsheet available - so keep it simple as shown in the example.
Campaign ID Added to Standard Payment Import
Navigate to Payments -> Import A/R Payments and click the button to download template. Open the downloaded file and note a new column for Campaign ID is now there
Campaign ID will be used for importing prepayments. If the campaign ID is not valid, if the campaign has already been fully paid, or if the campaign is still in a quote status, the payment will not error, but rather be applied as COA on the customer.
General / System Settings
User Security Audit Report
Similar to an audit report on Group Security introduced several releases ago, we also now have a downloadable audit report for User Security settings.
Navigate to Setup -> User Security in Ad module or Security -> User Security in System Settings module. Select Audit Report at the top of the screen.
Select one or more users on the left side and use the arrows to move to the right any users to include in the output. There are about 60 rows of data and each user will be represented in a column as shown below.
The report does run fairy quickly (we have 130 users in our test system and it only took me a few seconds to download during testing), though running for a large volume of users may not be overly easy to read or work with without a lot of scrolling to the right. Please note that not all Nylas fields (like sync folders) can be populated in the report. Some Nylas fields are updated on-screen with a live call to the integration and trying to call that integration in real time for all the selected users could slow down the download, so they have been omitted intentionally.
A couple years ago, we introduced the idea of a Customer Enhancement Portal, where you all get to add feature requests, look at feature requests submitted by others, add comments, and vote on things you would like to see us implement in the system. Items that were voted up in the Enhancement Portal will have this check mark next to the feature in the release guide. To date, over 80 items from the Enhancement Portal were implemented in Naviga Ad. Keep those ideas coming and be sure to vote up good ideas from others!
Click on the Video Icon in the heading to be directed to the release video page. Topics that were included in the release video will display this icon. Use Ctrl-click (Cmd-click on mac) to open in a new tab and not lose your place in the release guide.
In 2023 we introduced a new learning subscription program called NavigaYou. Part of that program are some custom development hours. Any new features that were part of someone's NavigaYou will be highlighted as such with this icon. See WEBINAR for more info on NavigaYou
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