About this documentation

This User Documentation covers the HTML pages for ADPOINT version 7.7.

As ADPOINT can be configured in many ways, some of the features described herein may not be available to some users due to specific configurations and user permissions.

Unless otherwise described, this documentation covers the English language setting of ADPOINT. You can however easily switch between English language and your preferred language through the user menu of ADPOINT. This may help you find out what a specific feature is called in your language.

Finding your way around

Open

Stay organized with tabs

A Tab is a window that is set up to show exactly what you want in ADPOINT. Tabs are automatically saved on your user profile.

Open

Tabs can be used for many purposes, but they are especially handy when used with filters as filters can be applied to tab while you can have other tabs showing other subsets of orders.

The currently active tab is typically marked by a think line under the tab name. Subject to configuration.

Creating, renaming and deleting tabs

To create a new tab, press the + sign at the right end of tab line. You will be prompted to select a tab type:

By default a new tab gets the name of the chosen type but they can be renamed by double clicking the tab name and entering a new name.

To close a tab, click the circle with an x that appears when hovering a tab with the mouse. You will see a warning dialog asking if you really want to close the tab.

Tabs used for campaign view and detail view are maintained by ADPOINT and cannot be renamed or deleted.

Please note: You can set up as many tabs as you like but we recommend you limit the number of tabs to a few essential ones. Not only is it easier to overview, but a lot of tabs can also slow down your browser and reduce general system performance.

The toolbar

The toolbar contains the most used features and commands. Its content depends on the tab type but in general you can use the toolbar to access:

Lists

The list shows all the orders or assets (items) that are currently found.

Column headers

The column headers shows which data is displayed in the list. You can change the column headers by selecting a Column setting in the toolbar.

Column widths can be adjusted by dragging the vertical divider between the columns.

Sorting

To sort on a column header simply click it. To toggle ascending and descending sort order press the same header again. I small arrow will indicate the selected sort order.

Marking order lines

Some lists also have a marking feature. This is useful if you want to mark two or more lines.

Click the checkbox in the marking column for each line that should be marked. To unmark click the checkbox again. If you want to mark or unmark all lines in the current list, click the checkbox in the column header.

When one or more lines are marked, the Actions menu in the toolbar becomes active.

Multiple insertions

Some orders have multiple insertions which can be viewed by clicking the chevron icon in the left side of the order line. The insertion list can be closed again by clicking the same icon.

List footer

If there are more items than what can fit on one page, you can navigate through pages using the forward and backward buttons in the footer.

Here you can also change how many items should be displayed on each page.

Details view

The Details View shows a larger preview and meta data for each order line. Content in the various tabs may vary based on individual configurations.

Tabs

Annotations

Annotations are markers that are applied to a preview of a production ad. They work like real-world sticky notes, highlighters and markers to show desired changes to a creative. Annotations made to the current version of the ad are listed in the tab.

Assets

Assets are individual components that are used in the creation of a production ad. Assets used for the current version of the ad are listed here. Additional assets can be uploaded by drag and drop.

Files

Lists the file(s) uploaded for the current version of the ad. Digital creatives, are often made up from several files, which are listed here.

History

The History tab lists all activities of an ad in all versions available. Activities are listed with the newest at the top and for each activity there is a timestamp and the status generated by the activity. Some activities even have links for additional information making it possible to drill down into emails, preflight reports etc.

Info

Shows a summary of various meta data.

Notes

A note is a general remark to the material or order. Notes can be entered in the Notes tab or through other windows. Some notes are also imported from external systems.
Notes can be set to be visible to internal or external users.

Party info

Contains information about third party tags, pixel trackers, click-through tags etc. related to digital creatives. Subject to individual configuration this information can be entered or changed using the designated fields.

Validation

The validation tab contains the latest preflight or validation report generated for the current version of the ad.

Working with annotations

Adding annotations

Annotations can be added through the details window if an order has status “Customer review”.

There are three different annotation types:

Each annotation type has a text box where descriptive text can be entered. In addition the color of the annotation can be set and a file can be attached. Stickers are automatically labelled with the username and timestamp.

Zoom

The toolbar offers options to zoom, fit in window, and fit to size. Additionally if there are multiple materials on the order, it is possible to go to the previous or next material using the arrows shown in the left and right sides of the preview area.

Finding orders, creatives and assets

ADPOINT 7.7 has powerful search and filtering features that allow you to build both simple and complex filters.

Searching

In the toolbar, searches can be entered directly in the search field. The search field is configured to perform searches within a limited number of columns in the current found set of items.

This means that if you have applied a filter, search will will be performed into the found set. If you want to search all items, you can clear all filters by pressing the Clear button If you let the mouse hover over the search field, you can see which columns will be included in the search.

As you type in the search field, ADPOINT will try to suggest possible matches.

Filtering

Filters are in fact searches that can be saved and reused. In addition, filters can be more complex than searches as a filter can be set up to look for items that match multiple parameters.

Creating a filter

To enter the filter panel, press the pencil icon in the filter button in the toolbar.

Filters consist of one or more line, each defining a specific search. A search is made up by:

Example:

If you want to find all order lines where the Sales rep name begins with John, you will set up a filter like that looks something like:

[Sales rep] [begins with] [John]

Filters can have multiple lines, each defined as above. When a multi-line filter is created, you will also get the option to define how each line works with the other. In the beginning of the second and subsequent filter lines, there will be an And/Or operator.

Example:
[Sales rep] [begins with] "John"
and[Adtype] [equals] "digital"
finds Johns digital items

whereas

[Sales rep] [begins with] "John"
or [Adtype] [equals] "digital
finds items that either belong to John or are digital ads.

Lines in the filter can be removed by clicking the Remove button.

Saving a filter

Filters can be saved and reused later. To save a filter, press the Save button in the filter panel.

In the save dialog you can define other user groups who should be able to use the filter (subject to permission settings) and you can create folders to organize your filters.

Using a saved filter

Saved filters appear in the filter button in the toolbar. Here, they are appear directly in the list, or if they are saved in a folder, in sub-menus of the list.

Filter on value

For some of the values in the items list, it is possible to apply a filter based on one of the values in the list. Simply press shift and click on the value to be filtered. The list is filtered on that exact value showing only items that has the filtered value.

The filtered value is highlighted by a color. The Clear filter button in the toolbar is also highlighted to indicate how to clear the filter again.

Ad Tracking

While for the most part, ADPOINT automatically matches materials and orders, there may be situations where there is a need for manually matching or even splitting already matched materials and orders.

The Ad Tracking tab

In the Ad Tracking tab, ADPOINT shows orders in the top window and materials in the bottom window. By default, the bottom window shows all materials, but through the Show menu in the toolbar, it can be set to show, i.e. unattached materials.

Attaching materials to orders

If, for any reason, ADPOINT has not been able to match, or attach, a material to an order, it will appear in the list of unattached materials.

To find the corresponding order, you can make use of searches and filters.

When you have found the order, simply drag the material from the lower window to the order in the upper window. Upon release of the mouse, the material is attached to the order.

Detaching materials from orders

To unassign a material from an order, find the material in the lower window and select “Unassign” in the Actions menu.

Working with assets

Assets are the components that are used by creative designers to build an ad. Typical examples of assets are images, logos, copy and ss such assets can be any filetype.

Assets and order relations

In ADPOINT, assets are stored as individual items and ADPOINT automatically keeps track of how an asset relates to and orders. And since an order relates to a customer, ADPOINT also knows which assets belong to the customer.

In Dam tabs, the screen is split to show orders on top and assets in the bottom.

When clicking an order in the top window, it is possible to define how it relates to the assets in the bottom window.

The relation between the order and the asset list can be defined by the Match menu in the toolbar above the asset list.

Asset types

Asset types are currently not supported in ADPOINT 7.7. 

Finding and filtering assets

Searches and filters can be applied to the asset window just as for any other list in ADPOINT.

In the toolbar of the asset window,  there is an extra set of built in filters to enable filtering on the asset type (Not supported in ADPOINT 7.7)

Uploading assets to orders

To upload an asset to an order, simply drag the asset from the desktop on to the orderline.

ADPOINT prompts you to decide if the uploaded file(s) are to be uploaded as assets or ad materials.

Assigning assets and orders

To assign an asset to an order, select an order in the order window and then choose “Assign” from the Actions button in the asset line of the asset you want to assign.

You can also do this by dragging one or more assets from the asset window to the order in the order window.

Unassign assets and orders

If you want to unassign an asset from an order, an thus breaking the relation between them, you select an order in the order window then choose “Unassign” from the Actions button in the asset line of the asset you want to unassign.

Working with Campaigns

Campaigns generally refer to orders that contain multiple line items, where each line item represents a creative. As such, campaigns can consist of line items for digital creatives, print creatives or both and there are no technical limits to the number of line items in a campaign.

ADPOINT has a separate Campaign tab where it is easy to manage creatives and schedule lines. Click on the Campaign link in the list to open the Campaign tab.

Tabs

The campaign view may have tabs that limit the number of ordrelines you see, i.e, print vs. digital. Subject to configuration.

Orderlines

The Campaign tab has orderlines for each line item and under each orderline there are one or more lines for creatives.

Orderlines can be opened and closed using the chevron icon to the far left of the orderline.

Adding creatives

There are different ways to add creatives to creative lines:

Drag and drop: You can drag individual files, folders with more files or zip files to the drop zone (Drop files here) on each creative line.

Browse: You can click the dropzone to open a select dialog. Here you can select individual files, folders with more files or zip files.

Third-party tags: Click the </> or “Third party tag” button next to the dropzone to open a dialog box. Here you can enter or paste a third-party tag.

Tag sheets: Tag sheets are files that contain many, often up to hundreds, of third-party tags. Upon upload, ADPOINT will try to recognize third-party tags and other information.

Regardless of the method, ADPOINT will start processing the creative immediately upon upload.

Adding an optional creative

Under the list of creative lines there is a line for optional creatives. which is typically in a lighter color. This is a placeholder for optional creatives which are not part of the original booking. Adding optional creatives is handy if you have more creatives than creative lines, ie. if you are using rotating digital ads. Adding creatives to optional creative lines works exactly as adding creatives to already existing lines. 

Viewing details

Clicking the ID in the orderline to view details and a larger preview.

Download, deliver and approve creatives

You can download all creatives in an order by clicking the Download button in the orderline header.

Delivering creatives applies to the process of sending digital creatives to an ad server. ADPOINT will change the status upon delivery of if delivery fails. You can approve all creatives of an order by clicking the “Approve” button in the orderline header.

Creatives can also be approved individually by clicking the ID and choosing “Approve” in the details window.

Actions

Actions can be applied to one or more items at a time.

Applying actions

To apply an action to a single item, simply press the action button in the item to see a list of available actions.

To apply an action to multiple items, select the items using the marking function, and the click the action button in the toolbar.

Actions

Approve

Approves the currently selected item(s) and thereby initiates the approval workflow. This will cause a change in the status.

Assign production

Opens a dialog where various properties of a production order can be assigned. Subject to configuration.

Campaign

Opens the campaign tab for the currently selected item.

Change status

Manually overrides the status for the currently selected item(s).

Delete

Deletes the currently selected item(s). Please note this cannot be undone.

Detach

Detaches the creatives of the latest version of the currently selected item(s).
Detached creatives will appear in the lower window of the Ad Tracking tab.

Details

Opens a tab with the details window

Download

Downloads the latest version of the production creative for the currently selected item. A dialog is presented to select the destination of the downloaded file(s).

Edit order

Edits the currently selected order. Subject to configuration.

Email

Makes it possible to manually send emails in relation to the selected item(s). You can pick an email template from the library of installed templates and you can override any suggested values for receives, ccs and bccs as well as the content of the message itself.

The email function can also be used for sending SMS or Text messages. Subject to configuration.

Initiate

Makes it possible to edit various properties of a production order. Subject to configuration.

Lift

Makes it possible to copy original files and/or layout documents and assets from other orders. This is handy if you want to use the layout and assets from another order to create a new. 

New order

Makes it possible to create a new order. Useful for spec-ads and other specials. Orders have separate numbering and are therefore easy to find with suitable filters. Please note that information entered here is not sent to the booking system. Subject to configuration.

New note

Opens a dialog to enter a new note on the currently selected item.

Reprocess

Reprocesses the selected item(s) to undergo the same workflow as if it was just uploaded.

Upload Asset

Opens a select box where materials can selected for upload. Once uploaded, ADPOINT will begin processing the materials. 

Opens the campaign tab to allow upload of a new schedule line.

Deletes the currently selected item(s). Please note this cannot be undone.

Upload new

Opens the campaign tab to allow upload of a new schedule line.

Mail sending rules

Mail sending rules

Mail sending rules are a ruleset that defines how mails are automatically sent. A mail sending rule is a set of instructions to determine which conditions should be present, when a mail is sent, what the mail looks like, what status it triggers and if there are any exceptions to be honored.

When all conditions in a mail sending rule are met, the rule fires – that mean that the rule executes the sending of the email and other actions attached to the rule.

Overview

The overview shows all defined mail sending rules. The list indicates if the rule is Active, the name of the rules as well as the production code(s) that apply to the rules.

For each rule it is is possible to:
Edit the rule by pressing the Pencil icon
Duplicate the rule by pressing the duplication icon
Delete the rule by pressing the red X.

To create a new rule press the “Create new rule” in the top right corner.

Edit Mail Sending Rules

For each mail sending rule you can define the following:

Rule name: The name of the rule in free-text form.

Relative to: Select the deadline to which the mail sending rule relate. The availability of deadlines depends on how deadlines are generally maintained in your system. Refer to your system administrator for more details on available deadlines.

Level: The orderlevel to which the mail content should relate. Choose between Lineitem to send emails that contain links to the exact line-item (typically an order) or choose Campaign to send emails that contain links to an entire campaign.

Exclude weekends: The rule should not fire if the weekday is a Saturday or Sunday.

Active: Generally set the rule active or inactive. Inactive rules never fire.

Filter rules

A filter is a limitation to narrow down the situation when a mail sending rule should fire. A filter consists of the following:

Field: A field from the database that contains information about the order. Fields that are available for filtering are subject to configuration.
Operator: Defines a way to compare the value of the Field to the value in the Value field. I.e it could be larger than, equals, does not equal etc.
Value: The actual value to which the content of the Field compares. Depending on the nature of the field, there could be different value presented in the dropdown list of the Value field. In some cases, multiple values can also be applied which enables the filter to look for more than one value to find out if there is a match.

The + and the X signs are used to add multiple filter lines or delete filter lines.

Logical is an operator that connects multiple filter lines. It can be either “And” or “Or”. “And” means that all lines must be true while “Or” indicates that either one or more lines must be true for the rule to fire.

Actions

Actions are the actual actions performed by ADPOINT when a rule fires. You can add as many actions as you wish, but usual 1-3 actions suffice most conditions.

Each Action is defined with the following fields:
Days: How many days before the deadline (defined above) should the action take place. A day is a full day of 24 hours.
Hours: How many days before the deadline (defined above) should the action take place.
Minutes: How many minutes before the deadline (defined above) should the action take place.

Example: If days is set to 2, hours is set to 6 and minutes set to 30, then the action takes place 2×24 + 6 = 54 hours + 30 minutes before the chosen deadline.

Template: A list of email templates that are available.

Set status: The status to set after the action takes place.

To add an action, click the Add Action button.
To edit an action, click the pencil next to the action.
To delete an action, click the red X next to the action.

Exceptions

Exceptions make it possible to prevent a rule from firing even if criteria for firing are met. This is useful if i.e. a single customer should be excluded from a rule. In that case, the customer can be defined an exception allowing the rule to fire for all customers but the one defined as an exception.

Each exception should have a descriptive name.

A filter can be defined, and it works just as for actions but the result of the filter is “subtracted” from the result of the rule filter.

When the exception filter is applied all orders that are found by the exception filter will be handled in accordance with the exception.

Material request: When set, the exception will send a material request in accordance with the settings below. If not set, no material is sent and the exception will simply leave orders found in the exception filter out of the mail sending rule.

Frequency: The time interval for sending mails in accoradance with the exception.

Time: The time of date (according to the timezone of the ADPOINT server) when the mail should be sent.

Template: A list of email templates that are available.

Set status: The status to set after the action takes place.

Look ahead day(s): The number of days the rule should look ahead to include orders. If i.e. the look ahead is set to 7 days, the email (if set) will include orders where the deadline (ad defined for the mail sending rule) lies within 7 days from the day the rule was fired.

To add an exception, click the Add Exception button.
To edit an exception, click the pencil next to the action.
To delete an exception, click the red X next to the action.