Portal Setup Menu
This document is a guide to the Advertiser Portal, which is designed for the use by the your clients. The clients can view their own invoices and manage their data directly.
The portal is mobile device friendly, so all screens will fit on the cell phones and iPad screens.
The setup menus below can be accessed from the System Settings Module -> Client Access menu. It can also be accessed from the Advertising module -> Setup -> Admin -> Portal Setup. There are slight differences in what is available in the different menus. Only the System Settings module allows for Portal User Import. Only the Ad Module allows for Emailing portal Users, Setting up Individual Access to multiple Portal Clients, and Setting up the Display templates for Print orders. The remaining items are available in both menus.
These menus, like all menus in Naviga Ad are controlled by Menu Security, so you may have access to some, none, or all of the items below.
Prerequisites
System Parameters Setup
In the Systems Settings module, navigate to the menu Setup -> Advertising -> System Parameters. In the A/R Portal Settings, under the A/R Portal Server Address enter the portal address. This is typically set up by your Implementation Specialist when setting up the system, but if you are seeing any strange behavior, check here to ensure the URL is what is expected.
Typically you will see the below, with your site code in place of the xxx
Click on the “Save” button to store the settings.
Portal Messages
The Portal Messages screen captures all the messages coming in from the Portal, regardless of who the message gets routed to. This is typically a place for system admins to see all the messages. The End Users see messages in either the Credit and Collections Module on the collector home page, in the Advertising Module on the Rep Home Page or the Production Home Page, or in the CRM Module, in the Alerts section. Messages are also displayed on the client overview screen.
Email Promotional Items to Your Clients
You as a Naviga user can setup your clients with access to the portal to receive promotional emails regarding new announcements or package promotions. The system provides an email HTML template which you can setup. The template also includes an unsubscribe field so that clients can unsubscribe from these emails if they wish. You can also unsubscribe your clients from the emails through Naviga Ad.
Email Templates Setup
Navigate to the menu Setup -> Admin -> Portal Setup -> Portal Email Templates.
Click the button “View Merge Field Documentation” to view all HTML fields available to use in your email. To create the template, you must know HTML.
Click the “Create New” button and design your HTML template. Save the template. Here is some simple sample code to get you started
<!DOCTYPE html>
<html>
<head>
<title>Demo Portal Email</title>
<style type="text/css">
body, p, td
{
font-family: arial;
font-size: 1em;
line-height: 150%;
}
#page
{
margin: 10px auto;
width: 85%;
max-width: 800px;
min-width: 600px;
}
</style>
</head>
<body>
<div id="page">
<div>#USER_FULLNAME#:</div>
If you have not checked recently - we have added more buying options for you on the portal.
<a href="https://xxx.navigahub.com/Portal/Client/xxx/packages/available" target="_blank">Login today</a> and check it out.
<br />
<br />
<div>Account ID: #ACCOUNT_ID#</div>
<div>Account Name: #ACCOUNT_NAME#</div>
<div>Your Full Name: #USER_FULLNAME#</div>
<div>Uour Email Address: #USER_EMAIL#</div>
<div>Comment: #COMMENT#</div>
<br />
<br />
You are receiving this email because you are a client who is setup with access to our online client portal.
If you would like to unsubscribe from all future emails like this <a href="#UNSUBSCRIBE#">click here</a>
</div>
</body>
</html>Navigate to the menu Setup -> Admin -> Portal Setup -> Send Emails to Portal Users.
Choose by Client Type in the drop-down by checking the box for each client type or leave blank for all clients to receive the emails. The Client Type is the field setup on the Advertiser/ Agency Maintenance screen in the Advertising Setup node. This is meant to classify your clients in groups for organizational purposes.
Once you’ve checked the box(es) for clients, click on “Email Selected Users”.
The pop-up screen produces your choice of email template to use. You can enter a subject line and enter comments in the Comment Merge Tag, which also allows for use of the HTML fields available in the template.
Click “Send Email” and the system sends out the promotional emails to your clients. The messages appear from you and contain the template fields and your message.
The message also includes a link to unsubscribe from these emails if your client wishes to do so. This removes them from the email list on the system and they can no longer receive the messages you send.
Navigate back to the screen to email portal users.
If you choose all clients and select data, you will see when and who was sent the last email, and which template this user sent.
Unsubscribe Clients from Emails
You can unsubscribe the clients by navigating to the menu Setup -> Admin -> Portal Setup -> Client Access Setup. Retrieve the client from the drop-down menu and scroll to the section “Employee Access”.
Check the box “Remove from Email Lists” and click Save.
Navigate back to the menu Setup -> Admin -> Portal Setup -> Email Portal Users. Select Data and note that this client has been removed from your list of email recipients.
Client Access Setup
Allowed users can setup clients with access to the portal by navigating to the menu “Client Access Setup”.
Choose the customer ID from the drop-down menu and click the button “get data”.
To allow remnant orders, click “Yes.” These are packages setup on the Ad system side to appear in the portal for customers to buy ad space (generally at a discount). In the Portal, these packages show up under the "Specials" section. Click no, and the available packages will not be shown to this advertiser.
This is a Creative Agency: If client is setup as a creative agency, he can see the orders and manage materials for the orders but not view the amounts nor invoices.
Show Performance on Digital Orders: This will display (or not display) the gauge for fulfillment on a digital order line for the customer to see. Options are Use System Default, Yes, or No. The System Default is set up in Portal Setup, Order View Template, option #5.
Note, the Single Copy Sales Settings are used in conjunction with our Newsstand module, which was more commonly used in the Classic Naviga Ad system. Most new clients can disregard this section. This section allows you to setup the single copy sales, for example, to allow draws, returns, short shipments, miscellaneous orders and transactions, and to set the minimum and maximum amounts to the respective invoices which would be available for your clients to manage.
Scroll to the section “Employee Access”, and add a username (their email address), enter a password for the user, which they can then change later, enter their title, and phone number, and click the + sign to add a user. Enter more users for this customer ID as needed.
Clients with Portal Access
To view a list of your clients who have access to the portal, navigate to the menu “clients with portal access”, and you can also see and manage which ones are allowed remnant orders.
Note that when a client who has access to the Portal is marked as a “Do Not Use” in the account maintenance screen in Naviga Ad, the client’s Portal login will be disabled as well, and the system will prevent the client from accessing the Portal.
Setup Individual Portal Access
An individual can now access multiple client Portal accounts to facilitate the approval of proposals or payment of invoices for these clients.
Navigate to Setup -> Admin -> Portal setup -> Setup Individual Portal Access.
Enter the name or individual ID which is created in the menu Customers -> Advertiser Agency Maintenance screen or through the Customer Account Screen, New Contact.
Check the flag “Active” to change its value to “Yes”.
Add the advertisers in the drop-down menu under Linked Portal Accounts. This the list of advertisers which this individual can now access on the Portal. Enter a password which this individual will use to login to the Portal. They can change the password later. Save the settings.
Navigate to login to the Portal using this individual’s email address and password. In the Proposals tab, this individual can see all the proposals from all various clients who are sent proposals from Naviga Ad. Note the advertiser filter just above the date in the below screenshot. The user can use that to filter the orders/invoices to a single account.
Click the Invoices tab.
IMPORTANT - if you are using the "Individuals with Portal Access" functionality (set up via Setup -> Portal Setup -> Individuals with Portal Access) - we have temporarily turned off the ability to pay in the portal. This functionality will be brought back in a future release, but it needs to be re-worked to support all the new payment features and wasn't working as expected, so it is disabled for the time being to avoid customer confusion. They will still be able to see their invoices and download copies, but they will not be able to pay in the portal.
This individual can now manage the invoices for all the various clients.
Once you have linked an individual to an account through this screen, this person will also be listed in the "Employee Access" list when viewing the account settings on the Setup -> Admin -> Portal Setup -> Client Access Setup screen. If you remove access from either screen, it will be updated in both places.
If you have added access from the Client Access Setup screen, it will NOT automatically be added to the Setup Individual Portal Access screen though. This is because on the Client Access Setup screen you are simply adding an email address that is allowed to access - that email address doesn't necessarily need to correspond to a contact person in the system, where as on the individual setup you ARE selecting a contact person.
Client Login Report
You can view who has logged in when they last logged in by navigating to the menu “Client Login Report”. This information can be exported to excel or pdf.
Client Usage Detail Report
This menu allows you to view the usage of the portal by the different clients you have given access to the portal.
Navigate to the menu “client usage detail report" and choose the date range from the menu calendar popups.
You can also filter by function. The functions can be anywhere from login, to viewing orders, to invoices management.
You can also type partial characters to narrow down the list of results, in any of the blank boxes under the columns.
Inactive Client Report
You can view a list of clients who have been inactive on the portal and are not using it for the last XX days. Navigate to the menu “inactive client report” and select desired number of days from the top right corner.
Portal User Accounts Import
The system allows system users to import names of their clients who they wish to give access to the Portal. This document explains how you as a user can import clients’ IDs and names in large numbers using a system provided template to give access to your clients to the Advertiser Portal. You can use the same import template to update existing accounts.
Navigate to the System Settings module and click on the menu Client Access -> Portal User Account Import. This process can be performed using the provided template.
Download the template from this screen by clicking on the button “Download Template”, which opens an excel spreadsheet. Fill out the sheet and save to your desktop. For the template details, please see section below titled Template Fields.
Click on the “Select” button to browse for the saved spreadsheet and select it which then uploads it to the portal user import screen.
To flush out all errors in the spreadsheet, click on “Test Import” and then click OK if you get an error. The system displays the line number which has the erroneous data and the cause of error so that you can manually fix the errors in the template spreadsheet.
After error correction, resave the template to your desktop. Click the red x remove button to clear the erroneous upload and then click the select button again and browse for the corrected template, then select it to upload it again to the import screen. Once the system displays the message indicating that the import template data is all accurate and no further errors remain, click the “Import File” button to finalize the import process.
To view the imported names, navigate to the menu Client Access -> Client Access Setup. Enter the client ID and the imported data is reflected in the screen fields. You can complete any missing information or change any field value on this screen.
When finished, click on the “Save” button. Now, the client is ready to login to the Advertiser Portal with their provided login emails and passwords according to the values in the import template.
Template Fields
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 and Format
Optional/ Mandatory
Client ID
14009
This is a numeric value of the client ID which must match the value of the client’s ID in Naviga
Mandatory
Email address of the client in the form of a valid email address. This is the client’s login ID to the Portal.
Mandatory
Password
Blank with no value; or any value to which the same rules of the portal password apply.
For a client ID who is a current Portal user, and this field is left blank, the client’s password will not change. If the client already has access to the portal and you enter a password in this field, this password in the template replaces the existing client password.
For a client ID who is new to the Portal and does not have access to the portal, if left blank, the password is automatically the same as the Client ID. If you enter a value in this field, then the client’s password is this value. The client can later reset their own password. Note that the Auto Account Creation must be activated in Portal Setup for this login to work.
Optional.
Full Name
Susan Constantine
Alphanumeric value of the client name.
Mandatory
Title
Marketing Manager
Alphanumeric value of the client job title.
Optional
Allow Remnants
Y
This is a Y or N field for yes or no which allows the user to purchase remnant orders if available as per the Naviga setup.
This can be left blank if the client already has access to the portal and the remnant orders value is already set. This value if entered in this field, as Y or N, replaces the value in Naviga for this client.
Optional
Creative Agency
N
This is a Y or N field for yes or no which marks this client as a creative agency if applicable.
This can be left blank if the client already has access to the portal and the creative agency value is already set. This value if entered, as Y or N, replaces the value in Naviga for this client.
Optional
Portal Setup
(see Portal Setup in next node)
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