WorkFlow: Provisioning Your Account

Transcription

1 WorkFlow: Provisioning Your Account Section 1 Account Settings Any changes you make to the Media Content Account Contact Information will also update in the imonitor module (if subscribed) and the Reporting module. At this time to make changes to the Account Contact Information listed in the Outreach module, for Media Contacts and/or Media ContactsPlus, or the Engage121 module, you must first click on the respective tab. Managing Your WorkFlow Account Settings 1. Login to BurrellesLuce WorkFlow using your assigned user name and password. 2. From any screen, on the left sidebar, click on the + sign next to ACCOUNT to expand that section. 3. Click on Settings to view your account contact information options. a. Select Contact Information to confirm the default name and address to be used by the application when sending s and automated reports from Media Content. b. Select Update Password to change your WorkFlow password. c. Select Manage Logos to upload one or more logos for use in s and reports created in Media Content and various other parts of the application. d. Select New Clips to manage your daily New Clip Alert . e. Select Manage List to create and manage distribution lists for your alerts and reports. f. Select Manage Tags to create and manage custom tags that you can use to organize and report on your clips. g. Select Manage View to select the default landing page when you click on the Media Content link in WorkFlow. h. Click on the Media Content link on the top navigation bar to return to your Media Content view. 1

2 WorkFlow Media Content: Comprehensive Guide Section 2 Media Content The Media Content module of BurrellesLuce WorkFlow provides a single, unified application where you can view, search for and work with the verified content from your BurrellesLuce monitoring agreements as well as the articles you choose to save from imonitor and WorkFlow s Social Media applications (by subscription) as well as the articles you choose to upload to your account. Section 2.1 The Basics The left sidebar (navigation bar) in Media Content is divided into three main sections LIBRARY, SEARCH and FOLDERs plus the ACCOUNT section which will appear in all modules of WorkFlow. Section Library All articles are stored in individual libraries under the LIBRARY section of Media Content. Libraries are organized under two links on the left sidebar of WorkFlow: BL CONTENT and CUSTOM CONTENT. BL CONTENT Under this link, you will find all the articles sent by BurrellesLuce from Print, Express Print and Express Web Print feeds based on search instructions. CUSTOM CONTENT imonitor Articles articles saved from imonitor modula (if subscribed). This library will be create automatically at the time you file your first imonitor article in a folder. Social Media content saved from the Social Media module (if subscribed). This library will be created automatically at the time you file your first Social Media article in a folder. Custom Articles articles you ve uploaded. This library will be created automatically at the time you upload your first article to a folder. Specialized Libraries articles from BurrellesLuce specialized or partner services. These libraries will be created by BurrellesLuce under special subscription agreements. Section Search The Search functionality of WorkFlow offers three choices: Search Articles - run an ad hoc search on the articles posted to your Libraries Create Search - create a search and save it Saved Searches - run and manage your saved searches 2

3 Section Folders Folders allow you to organize your articles to make it easy to view them and create reports. You may: File articles from one or more of your libraries in a single folder File the same article into multiple folders. Remove an article from a folder at any time and the master copy of that article will remain in its original library. Copy an article from one folder to another. Create an auto-tagged folder based on media type, keyword, media site, etc., and WorkFlow will automatically copy qualifying articles to that folder as they are delivered to your libraries. Section 2.2 Media Coverage Dashboard When you login to WorkFlow, or click on the Media Content tab on the top navigation bar of WorkFlow, you will be taken to the Media Content landing page where you will see two charts. Top Keyword Word Cloud - this is a graphic representation of the 20 most frequently occurring keywords found in articles posted to your combined libraries in the past 30 days. Top Publications Column Chart - this displays the top 5 publications represented in your media coverage, based on the number of times one of the articles filed in your libraries appeared in each publication. You may: Hide or expand these charts on the Media Content page by clicking on the arrow at the upper right corner of each chart. View and export an expanded version of these charts by clicking on the magnifying glass icon at the upper right corner of each chart. The expanded Top Keyword chart will display up to the 50 most common words in your content and the expanded Top Publications chart will display up to 20 publication names. Section 2.3 Library Working with your Articles in a Library Your articles are stored in libraries according to the source of the content. Verified content from your BurrellesLuce agreements is delivered to one or more libraries designated with the Agreement ID or service name under the BL CONTENT link of the Media Content Library section. Content that you choose to file in libraries is stored under the CUSTOM CONTENT link in libraries specified for imonitor Articles (unverified content from the imonitor Module), Social Media articles (content from the Social Media Module) and Custom Articles (articles that you have opted to upload to your WorkFlow site). imonitor and Social Media are optional add-on features of WorkFlow. For more information on copyright and how your articles may be used, please refer to your BurrellesLuce Contract. 3

4 Section Viewing and Editing an Article in a Library To view or edit individual articles posted to any library in the Media Content module: 1. Working in the Media Content module, open either the BL CONTENT or the CUSTOM CONTENT section of the left sidebar, then click on the library name to open the library. 2. Click on the Headline of an article to preview a.pdf of the article in a separate window. (Note: You will need the latest version of Adobe Acrobat/Reader.) 3. Click on the sliding tool bar to the right of each clip to open the toolbar. Hover over the icons and click to View Text of the article Open the Edit clip screen. You may update article metrics here that are associated with the specific clip (column inches, headline, journalist) or with the source media outlet (like audience, media cost and ad rate). If you update the media outlet metrics, you may elect to have the updated metrics applied to all articles delivered to your libraries in the future from that media outlet. Translate the article You can copy and paste the translated text into a Word or PDF document and upload to your Custom Articles library, should you wish to include both the translated and original language article in your Content libraries. Power Tip: Depending on the type of article and where your content originates, your article can appear as either full-text (BurrellesLuce agreement) or a summary (imonitor). In the case of online articles saved to the imonitor Articles library, you may be directed to the website of the outlet, from which you can print, save, or the full-text article from your web browser. Power Tip: Edits that you make to articles in your library will cascade to that article anywhere it is already filed in a folder. Once the metadata of article in your libraries is changed and saved, those filed instances of the articles cannot be restored to the default settings. If you are unsure of the changes you re about to make to an article saved to your libraries, click Cancel and do not save the changes. Section Managing your Article Display in a Library You may sort your articles ascending or descending by a variety of sort choices, and specify the number of articles you want to view on each page. 1. Working in the Media Content module, click on a library on the left sidebar to open the library. 2. To sort your articles, click on the arrow on the right of the Sort By menu box on the top blue Manage Content toolbar and select your sort option. 3. To reverse the sort order, click on the green (ascending) or red (descending) arrows to the right of the Sort By menu box. 4. By default, WorkFlow displays 25 clips per page. To change this default, click on the arrow in the menu box that displays the number 25 and select your preferred display number. 4

5 Section Taking an Action on an Article in a Library WorkFlow allows you to take two actions on an article in a Library: 1. File checked items. There are two key reasons to file an article from your library into a folder: To organize your articles by keyword, campaign, tone or other meaningful option To prepare a group of articles for a report 2. Delete checked items. There are three key reasons to delete an article from your library: You believe that an article has been delivered to your library in error by BurrellesLuce You wish to discard an article you saved from the imonitor or Social Media modules You wish to discard an article that you uploaded to WorkFlow Section Filing an Article from a Library into a Folder 1. Working in the Media Content module, click on a library on the left sidebar to open the library. 2. Select the articles that you want to file in one or more folders by putting a checkmark in the box to the left of the article. Select ALL the articles on that page by putting checkmark in the box at the top left of the list display. 3. In the Options menu box on the blue Manage Content toolbar at the top of the clip display, select File checked items. 4. In the box that opens, click to select one or more folders into which to file your selected articles. If you have not yet created a folder in which to file your articles, click on the Create Folder link at the end of the list of saved folders and complete the form to create your new folder. (See Section 2.6 for more details on creating a new folder.) After you Save your new folder, it will appear in the list of saved folders in the File checked items box. Select your new folder, then click Save Power Tip: See Creating and using folders in Media Content (Section 2.6) for more details on creating folders for your articles. Section Deleting an Article from a Library 1. Working in the Media Content module, click on a library on the left sidebar to open the library. 2. Select the article that you want to delete by putting a checkmark in the box to the left of the article. 3. In the Options menu box on the blue Manage Content toolbar at the top of the clip display, select Delete checked items. 4. Select the reason for your decision to delete the clip from the list of reasons that display in the Select list 5. Enter any additional comments 6. Click OK Power Tip: If you are deleting a group of clips for the same reason, you may select multiple clips and delete all of them at once. 5

6 Section 2.4 Quick Report - Creating and Using a Quick Report A Quick Report allows you to compile selected articles from your search results into a report that can be ed directly to one or more recipients Power Tip: You may combine articles from a Library, a Folder and/or a search result into a single Quick Report Creating a Quick Report 1. Working in the Media Content module, click on a library on the left sidebar to open the library. 2. Put a check in the box to the left of the articles you wish to add to your Quick Report or click the box at the top of the list to select all the articles on that page. 3. On the top Manage Content blue toolbar, click on the arrow to the right of Quick Reports to open a drop-down menu of options. 4. Select Add Checked from the menu A window will open displaying the current contents of your Quick Report. To continue to add more articles to your report, click on the X in the upper right corner of the pop-up to close the window. The articles in your Quick Report will remain until you remove them or logout of WorkFlow. 5. Continue to select articles from the various libraries, folders and search results to add to your Quick report. 6. In the Quick Reports drop-down, click on View Quick Report at any time during your session to view the current contents of your Quick Report Working with a Quick Report 1. When your Quick Report is complete, click the Export button on the preview window or the Quick Report drop down menu. Save the file as a PDF to your local computer the file to your Quick Report recipients through your client. 2. If you no longer wish to have an article in your Quick Report, simply go to View Quick Report and either delete all of the articles or only the ones you no longer want. Your Quick Report will automatically reset to empty when you logout or your session ends. Power Tip: Quick Reports can be exported as an Adobe PDF file, but they cannot be saved to Media Content. Your Quick Reports will be deleted when you end your session. Also, if your session times out during creation of a Quick Report all checked articles will be lost from the report. 6

7 Section 2.5 Search - Finding Articles in your Libraries There are three options under the SEARCH section of Media Content: Search Articles, Create Search and Saved Searches Section Search Articles Use Search Articles to create and run a one-time search across all of the libraries in your account. 1. Working in the Media Content module, click on SEARCH the left sidebar and select Search Articles to open the search form. 2. Use the text boxes provided to enter your search parameters. The more search terms you enter, the more restrictive your search will be, and the fewer results it will return. All of these words. Enter individual words in the text box. Your search will return articles only if they include all of the words that you enter. This exact phrase. Enter a phrase here no need to use quotes. Your search will return articles that contain that exact phrase. At least one of these words. Enter one or more words here. Your search will return all articles that contain at least one of the words but not necessarily all of the words. One word within X words of another word. This option lets you find compound search terms that contain the types of words that search engines ignore, such as and, or, the. To find Ben and Jerry s, search for Ben within 1 word of Jerry. Power Tip: Don t use apostrophes, commas, or other punctuation in your search terms. For example, search for Ben within 1 word of Jerry (not Jerry s). To search for Church s Chicken use a combination of three search terms to ensure best results: church chicken church s chicken churchs chicken. Note that you should not separate the search terms with a comma or other punctuation. When you use multiple search terms in this manner, WorkFlow will assume the OR operator and return results for any of the search options. Exclude these words. This option allows you to exclude off-target articles, even if the articles contain your required keywords. If you wanted all mentions of Ben & Jerry s except those with mentions of chocolate, you would enter chocolate in this box to exclude articles about Ben & Jerry s that contain a reference to chocolate. 3. Define other Search Filters: a. To include only those articles that appear in specific media outlets in your results: i. Click on ADD to the right of include these media outlets ii. In the text box on the pop-up window, type in the name of a media outlet to include iii. Click on Search iv. Put a check mark in the box to the left of the outlet(s) of your choice. v. Click on Save vi. Repeat steps i-v, if necessary vii. To remove an outlet from your search filter, click on Remove b. To exclude articles from specific media outlets from your search results: i. Click on ADD to the right of exclude these media outlets 7

8 ii. In the text box on the pop-up window, type in the name of the media outlet to exclude iii. Click on Search iv. Put a check mark in the box to the left of the outlet(s) of your choice. v. Click on Save vi. Repeat steps i-v, if necessary vii. To remove an outlet from your search filter, click on Remove c. States: To restrict your search results to segments airing in States (mostly applicable to Broadcast outlets, but may pull in other online sources by state if available in the metadata): i. Click on Add ii. Put a check mark in the box to the left of the state(s) of your choice. iii. Click on Save iv. To remove a state from your search filter, click on Remove 4. Define your Date Type Posted Date the date an article is posted or saved to a library Published Date the published date contained in the clip meta-data 5. Define your search target Library or Folders At this time, WorkFlow supports searches against articles stored in Libraries only. Searches against articles filed in Folders are coming soon. 6. Define your search date range: Select the Specific Period radio button to select a pre-defined search period from the drop down list. Select the Custom radio button to set a custom search period. Use the calendar controls to set a search start and end date. 7. Choose which media types for your search to cover. 8. Run Your Search: When your search terms are complete, click on the Search button at the bottom right of the page. Click Clear All to clear the search form and start again. Click Cancel to cancel your search Section Create Search Use Create Search to create and save a search across all of the libraries in your account so you can run it whenever you need it. 1. Working in the Media Content module, click on SEARCH the left sidebar and select Create Search to open the search form. 2. Follow Steps 2 7 under Search Articles, above. 3. Click Save Section Saved Searches The searches that you create and save under the Create Search link of Media Content can be found and managed here. 1. Working in the Media Content module, click on SEARCH the left sidebar and select Saved Searches to open a list of saved search in your account. 8

9 2. To RUN your search, click on the name of the search. 3. To MANAGE your search, click on the arrow in the blue tab at the far right of the search name to open the sliding tool bar. Click the Pencil icon to Edit your search Click the Trash Can icon to Delete your search Section 2.6 Folders - Manage and Report on your Articles Use Folders to organize your articles and to produce reports on your articles. Filing an article in a folder is the equivalent of tagging that article based on the folder name. Power Tip: Filing an article in a folder does not move that article from its library to the folder. The article can be viewed in the library for 13 months after it is posted to the library unless you decide to delete it from the library. Deleting an article from a library also deletes it from all folders in which you have filed it. Deleting an article from a folder does not delete that article from the library Create Folder WorkFlow allows you to create individual folders ( Parent folders) or a hierarchy of related folders (a Parent folder with sub-folders). You can file article in folders manually or have WorkFlow file them for you automatically with its auto-tagging functionality based on criteria you set. To create a folder: Power Tip: If you have elected to have your articles categorized as they are delivered to your BurrellesLuce libraries, a third option will appear: By Categories. Contact your client service representative for more information on having your articles auto-toned and categorized based on industry. Setting up a Folder for manual filing 1. Working in the Media Content module, click on FOLDERS the left sidebar and select Create Folder to open the Create Folder form. 2. The first folder you create will, by default, be a Parent Folder. Enter the name of your new folder in the Folder Name field. 3. If you want to file clips manually into your folder, you re done. Simply click OK to save your new folder. a. The next time you create a folder this first folder will appear in the Parent Folder dropdown on this form. b. You can create your second folder and any folder after that as either a Parent Folder or a Sub Folder. To create a sub-folder, select the desired parent folder from the Parent Folder drop down, then follow the steps above to create your sub-folder. Power Tip: Clients may also elect to have their articles filed to folders and auto-toned based on industryspecific themes. Contact your client service representative for more information on this powerful option. 9

10 Setting up a Folder with Auto-Tagging Setting up Projects with Auto-Tagging will allow you to more effectively manage and sort the verified print, online, and broadcast content coming into your BurrellesLuce agreement libraries. Auto-tagging also allows for seamless integration with imonitor should you be subscribed this module and wish to have unverified online, social media, and International web content from a saved search that matches your auto-tagging terms flow into a single auto-tagged project. To create an auto-tagged folder: 1. Working in the Media Content module, click on FOLDERS the left sidebar and select Create Folder to open the Create Folder form. 2. Name the folder and select whether it will be a Parent or Child (i.e., a main folder or a sub folder). 3. Decide whether the articles will be auto-tagged to the folder by Keywords or by Libraries. a. By Keywords will search new content coming into the portal and will save relevant articles to the folder based on the search terms you enter in the all of these words, exact phrase, at least one of these words, and/or exclude these words fields. b. By Libraries will file all of the articles delivered to the agreements you select in the folder. 4. To auto-tag a folder by keywords, enter you desired terms in the text boxes provided. a. All of these words. Enter individual words in the text box with a space between each word. Do not use commas or other punctuation. Media Content will select articles to be pushed to your auto-tagged folder only if they include all of the words that you enter. b. This exact phrase. Enter a phrase here no need to use quotes. Media Content will search for articles that contain that exact phrase and will push them to the auto-tagged folder. c. At least one of these words. Enter one or more words here. Media Content will return all articles that contain at least one of the words but not necessarily all of the words and will push them to the auto-tagged folder. d. Exclude these words. This option allows you to exclude off-target articles, even if the articles contain your required keywords. If you wanted all mentions of Ben & Jerry s except those with mentions of chocolate, you would enter chocolate in this box to exclude articles about Ben & Jerry s that contain a reference to chocolate. e. Media Type. Select the types of media you wish to auto-tag into the folder. f. Media Outlets. To include only those articles that appear in specific media outlets in your results: i. Click on ADD to the right of Media Outlets ii. In the text box on the pop-up window, type in the name of a media outlet to include iii. Click on Search iv. Put a check mark in the box to the left of the outlet(s) of your choice. v. Click on Save vi. Repeat steps i-v, if necessary vii. To remove an outlet from your search filter, click on Remove g. Make Auto-tags active. Auto-tags are active by default. If you do not wish to have articles automatically pushed into a folder, simply uncheck the box. 5. To auto-tag a folder by Libraries h. Select the radio button next to By Libraries option i. Select the library or libraries you wish to use. As articles are delivered to your selected libraries, they will also be filed in your folder. 6. To Save, click OK. 10

11 Power Tip: Don t use apostrophes, commas, or other punctuation in your search or auto-tagging terms. To search for Church s Chicken use a combination of three search terms to ensure best results: church chicken church s chicken churchs chicken. Note that you should not separate the search or auto-tag terms with a comma or other punctuation. When you use multiple search or auto-tag terms in this manner, it will assume the OR operator and return results for any of the search options. Power Tip: If your search or auto-tag terms include a hyphenated word, do not include the hyphen in your search terms. Enter the words separately, without the hyphen. Section Edit Folder 1. Working in the Media Content module, click on FOLDERS the left sidebar and locate the folder you want to edit by either: a. Selecting a date range in which that folder was created and clicking on the folder name you want to edit in the pick list that will display b. Entering a keyword in the folder name and clicking on the folder name you want to edit in the pick list that will display 2. Select Edit Project in the left sidebar. Your saved folder settings will display. 3. Edit your folder settings. 4. Click Save to save your changes or click Cancel to cancel your request. Section Delete Folder 1. Working in the Media Content module, click on FOLDERS the left sidebar and locate the folder you want to delete by either: a. Selecting a date range in which that folder was created and clicking on the folder name you want to delete in the pick list that will display b. Entering a keyword in the folder name and clicking on the folder name you want to delete in the pick list that will display 2. Select Delete Project in the left sidebar. 3. You will be asked to confirm that you want to delete your folder. 4. Click OK to delete, or Cancel to cancel this action Section Working with your Articles in a Folder When you file an article in a folder, you are simply making that article s metadata available for reporting and analysis. Each article exists only once in WorkFlow in its library. Folders simply provide you with a flexible way to sort, manage and report on your media coverage. Once you have filed an article in a folder, you can create another instance of that article in a different folder, move that article from one folder to another, or delete that article from a folder. You may also add tags, tone, and prominence to the article metadata; edit the article text; and add details that may not have been captured when the article was delivered to your library. You may also upload articles to your WorkFlow site into a folder. Power Tip: You may file an article in more than one folder, and assign tone, tags and prominence that are specific to each folder. This allows you to analyze your media coverage from different perspectives, in the context of competitive coverage or ongoing campaigns. 11

12 Filing an article from one folder into another folder This operation creates additional instances of your article in one or more additional projects. The article will remain filed in the original folder, and will also be filed in one or more additional folders. 1. Working in the Media Content module, click on FOLDERS on the left sidebar and locate the folder in which your article is currently filed. 2. Click on the folder name to open it. 3. Put a check mark to the left of the article(s) you wish to file in other folders. 4. Select File Checked Items from the Actions drop down. 5. In the pop-up window, put a check mark to the left of the folder(s) in which you want the articles to be filed. a. If you want to create a new folder at this time, click on Add a Folder to open the Create Folder pop-up. b. If desired, select a Parent Folder from the drop-down list of existing folders. c. Name your new folder. d. Click on OK to save your new folder or click on Cancel to cancel your request. e. The Create Folder pop-up will close, returning you to the File Article screen. 6. Click on OK to file your articles or Cancel to cancel this request. Moving an article from one folder to another folder This operation moves an article from one folder to one or more different folders. The article will no longer be filed in the original folder; it will be filed only in the folders to which it was moved. 1. Working in the Media Content module, click on FOLDERS on the left sidebar and locate the folder in which your article is currently filed. 2. Click on the folder name to open it. 3. Put a check mark to the left of the article(s) you wish to move to other folders. 4. Select Move Checked Items from the Actions drop down. 5. In the pop-up window, put a check mark to the left of the folder(s) in which you want the articles to be filed. a. If you want to create a new folder at this time, click on Add a Folder to open the Create Folder pop-up. b. If desired, select a Parent Folder from the drop-down list of existing folders. c. Name your new folder. d. Click on OK to save your new folder or click on Cancel to cancel your request. e. The Create Folder pop-up will close, returning you to the File Article screen. 6. Click on OK to move your articles or Cancel to cancel this request. Deleting an article from a folder This operation allows you to delete one or more articles that have been filed in a folder. (Note: This action will not delete articles from your main libraries or from any other folders in which you have filed them.) 1. Working in the Media Content module, click on FOLDERS on the left sidebar and locate the folder in which your article is currently filed. 2. Click on the folder name to open it. 3. Put a check mark to the left of the article(s) you wish to delete from that folder. 4. Select Delete Checked Items from the Actions drop down. 5. Click on OK to delete your articles or Cancel to cancel this request. 12

13 Section Editing an article in a folder Once articles are filed in a specific folder, you may edit selected metadata on those articles as that metadata pertains to that particular folder. If an article is filed in more than one folder, you will need to go to each individual folder and update the article as it pertains to each folder. 1. Working in the Media Content module, click on FOLDERS on the left sidebar and locate the folder in which your article is currently filed. 2. Click on the folder name to open it. 3. Locate the article you wish to edit, and click on the blue arrow to the right of the article to open the sliding tool bar. 4. Hover over the icons to locate the Edit icon. It looks like a small pencil. 5. Click on the icon to open the edit screen 6. You may edit the following information for an article as it pertains to a particular folder: a. Title: The Headline that appears with the article. b. Tonality: Is this article a positive, negative or neutral mention of the subject? (Note: imonitor saves your articles with a default value of No Tone. ) c. Prominence: Is the intended subject of the article mentioned Very Prominently, Prominently, Mere Mentioned or Not Mentioned at all? d. Abstract: The summary of the article that appears based on keywords. e. Text: You can create a clean copy of the article text. f. Notes: Additional information you may want to include about the article as it pertains to the project. g. Tags: You may add tags to the article, based on the tags you have created for your account under Manage Tags in Settings (See Section 1), or you can create a new tag now by clicking on Add a Tag, entering your tag name, and clicking Save. 7. Click on Save to save your changes or click Cancel to cancel your request. Power Tip: Once you ve edited the metadata of an article saved to a folder you may go back and re-edit it at anytime. Any changes you make will not be retroactive, and will only take effect from the time you click Save and going forward. Some fields in your article (those that are specific to the media outlet and not the individual article) must be edited on the article in its Library. These fields include ad value and audience. Any changes to article metadata made to an article in its Library will cascade to all instances of that article filed in folders. Section Uploading a Custom Article to a Folder WorkFlow allows you to add content to your folders and manage it in conjunction with the verified content delivered to your BurrellesLuce libraries, and the imonitor and/or Social Media Content you choose to save. A Custom Clip may be either a link to a webpage or a file that you upload. 1. Working in the Media Content module, click on FOLDERS on the left sidebar and locate the folder into which you want to upload a custom article. 2. Click on the folder name to open it. 3. From the Actions dropdown menu, select Add a Custom Article. 4. You may upload a file that you have saved on your computer or a link to a webpage. Select the radio button next to your choice and click Next. a. Upload a file 13

14 i. On the form Article Headline, Article Date and Media Type are required. You may enter as much additional information as you want. The more information you provide, the more data you will have available for reporting. ii. Browse on your computer to the file that you want to upload, select it and click Upload. Make sure that your file is in a common file format (Word,.pdf) and is not more than 8MB in size. iii. Click Save to upload your Custom Clip file or Cancel to close the form without saving b. Upload a link i. On the form, Article Headline, Article Date and Media Type are required. You may enter as much additional information as you want. The more information you provide, the more data you will have available for reporting. ii. Enter the URL for your article, making sure to start the URL with either or iii. Click Save to upload your Custom Clip link or Cancel to close the form without saving 14

15 BurrellesLuce imonitor: Comprehensive Guide Section 3 imonitor Unverified Online Media Content imonitor allows you to search for unverified content from thousands of online media outlets including online news, social media, and international coverage for one low, flat monthly rate. Section 3.1 Searches: The Basics Before you can begin reviewing and filing articles from imonitor, you must create a search. imonitor supports ad hoc (one time) searches or saved searches that you can run over and over again. Once you create and save at least one search, imonitor will automatically run the most recent search in your list of saved searches when you open the application. Power Tip: It is advised that you create a Saved Search. (You can always delete it if you turn out not to need it.) You cannot save an Ad hoc Search should you discover that you wish to save it later on you would have to redo the search as a Saved Search. Section Creating an Ad hoc (one time) Search 1. Click on the imonitor tab on the top navigation bar 2. Click on Search on the left hand navigation bar to open the Search menu options 3. Select Search News to open the Create a Search form 4. Use the text boxes provided to search for: a. All of these words. Enter individual words in the text box. imonitor will return articles only if they include all of the words that you enter and will highlight each of the search terms it finds. b. This exact phrase. Enter a phrase here no need to use quotes. imonitor will search for articles that contain that exact phrase and will highlight the phrase in the text of the articles. c. At least one of these words. Enter one or more words here. imonitor will return all articles that contain at least one of the words but not necessarily all of the words and will highlight the search term in the text. d. One word within X words of another word. This option lets you find compound search terms that contain the types of words that search engines ignore, such as and, or, the. To find Ben and Jerry s, search for Ben within 1 word of Jerry. 15

16 Power Tip: Don t use apostrophes, commas, or other punctuation in your search terms. For example, search for Ben within 1 word of Jerry (not Jerry s). To search for Church s Chicken use a combination of three search terms to ensure best results: church chicken church s chicken churchs chicken. Note that you should not separate the search terms with a comma or other punctuation. When you use multiple search terms in this manner, imonitor will assume the OR operator and return results for any of the search options. e. Exclude these words. This option allows you to exclude off-target articles, even if the articles contain your required keywords. If you wanted all mentions of Ben & Jerry s except those with mentions of chocolate, you would enter chocolate in this box to exclude articles about Ben & Jerry s that contain a reference to chocolate. f. Boolean Searches: Once you master basic Boolean Search Techniques, this option is the most accurate way to search for the articles you want and exclude the ones you don t want. Use this option instead of the search text boxes above for a more targeted search. Power Tip: If your search term(s) include a hyphenated word, do not include the hyphen in your search term(s). Enter the words separately, without the hyphen. To highlight the search term in your results, include the hyphenated version of the search term in the Highlight text box. (See next item.) 5. Choose which keywords to highlight in your search results: a. Select the Use words and phrases from my search terms radio button to have imonitor highlight every search term entered in the text boxes or in the Boolean Search box. b. Select the Use only these words and phrases radio button to specify which of your search terms should be highlighted in your search results. Enter one search term or phrase per line in the text box provided. Power Tip: You may ask imonitor to highlight other terms even if they are not included in your original imonitor search. Example you want to run a imonitor search for Ben and Jerry, but you wanted to highlight mentions of strawberry (not part of your original imonitor search criteria) in addition to or instead of Ben and/or Jerry. 6. Define other Search Filters: a. To include only those articles that appear in specific media outlets in your results: v. Click on ADD to the right of include these media outlets vi. In the text box on the pop-up window, type in the name of a media outlet to include vii. Click on Search viii. Put a check mark in the box to the left of the outlet(s) of your choice. ix. Click on Save x. Repeat steps i-v, if necessary xi. To remove an outlet from your search filter, click on Remove b. To exclude articles from specific media outlets from your search results: xii. Click on ADD to the right of exclude these media outlets xiii. In the text box on the pop-up window, type in the name of the media outlet to exclude xiv. Click on Search xv. Put a check mark in the box to the left of the outlet(s) of your choice. 16

17 xvi. Click on Save xvii. Repeat steps i-v, if necessary xviii. To remove an outlet from your search filter, click on Remove 7. Define your search date range: a. Select the Specific Period radio button to select a pre-defined search period from the drop down list. b. Select the Custom radio button to set a custom search period. Use the calendar controls to set a search start and end date. 8. Choose which media types for your imonitor search to cover: a. Include media types in your search results by checking the appropriate box(es). b. Exclude media types from your search results by un-checking the appropriate box(es). Power Tip: imonitor will search for articles going back up to 45 days. Saved searches will automatically pull in new content as it becomes available. 9. Define how your search should handle duplicate articles: a. Select the Show all Results radio button to have imonitor display every article returned to your search, including duplicate postings from wire services and multi-edition publications. b. Select the Group Reprints and Postings to have imonitor display a single instance of each article, with the option to view article duplicates from wire services and multiedition publications. 10. Run Your Search: a. When your search terms are complete, click on the Search button at the bottom right of the page. Section Creating a Saved Search 1. Click on the imonitor tab on the top navigation bar 2. Click on Search on the left hand navigation bar to open the Search menu options 3. Select Create Search to open the Create a Search form 4. Name your Search, then follow steps 4 10 in Section above to create your search terms. 5. To run your saved search, click on Saved Searches on the left-hand navigation bar. 6. Click on the name of your search to run it. Power Tip: When you login to imonitor again, it will automatically show you the most recent active saved search and the most current articles. Section Managing your Saved Searches Modifying a Saved Search: 1. Click on the imonitor tab on the top navigation bar 2. Click on Search on the left hand navigation bar to open the Search menu options 3. Click on Saved Searches 4. Click on the arrow on the blue block to the right of your saved search name to open the sliding tool bar. 5. Click on the Edit Icon (Pencil). a. To save an edited version of an existing search: 17

18 i. Do not update the search name. ii. Edit your search criteria. iii. Click Save to save your edits. iv. Click Cancel to cancel your edits. b. To save an edited version of an existing search as a new search, change the name of your search and then follow steps ii iv. Deleting a Saved Search: 1. Click on the imonitor tab on the top navigation bar 2. Click on Search on the left hand navigation bar to open the Search menu options 3. Click on Saved Searches 4. Click on the arrow on the blue block to the right of your saved search name to open the sliding tool bar. 5. Click on the Delete Icon (Trash Can) 6. On the pop-up notice, click on OK to delete your saved search 7. On the pop-up notice, click on Cancel to keep your saved search. Creating an Alert for a Saved Search: 1. Click on the imonitor tab on the top navigation bar 2. Click on Search on the left hand navigation bar to open the Search menu options 3. Click on Saved Searches 4. Click on the Alert Icon (Envelope) next to the saved search you wish to Select Your Alert Frequency Option a. daily between specific times will send you daily, multiple alerts as new articles enter the content database during the course of the day. This could result in many separate s. b. on specific days and times will send you one summary report (only on the days you request) of all the new articles that have entered the content database since you last received an alert. 6. Additional Recipients: You may copy multiple addresses on your alert. Enter one address per line. 7. Logo: You may brand your alerts with a logo. Select the appropriate logo from the drop down menu. Power Tip: You must upload your logos in advance to use them in alerts, Quick Reports, and other Reports. Click on the Settings link on the left hand navigation bar and select Manage Logos. 8. Click Save to activate your alert. You will receive an confirmation. 9. Click Cancel to cancel your alert. Section 3.2 Working with your imonitor Search Results The toolbar that appears at the top of your saved search results allows you to: 1. Filter your search results by source: online or social media 2. See the number of results your search returned from online and social media sources. 3. Create a Quick Report from your results. (See Section x.x.x for instructions on creating a Quick Report.) 4. Sort your results in Ascending or Descending date order 5. Set the number of results to view on each page. (The default view is 25 results per page.) 6. File selected imonitor results in folders you have created on the Media Content tab. 18

19 Online Search Results 1. The default display (if you have results from the Online Content Database) will be Online. 2. imonitor displays the article headline, posting date, and source. Click on the headline to go to the website where the article is posted. 3. imonitor will automatically map an article source to its outlet and journalist contact information, where that information is available in the Media Content database from the MediaOutreach module of BurrellesLuce WorkFlow. If the MediaOutlet name appears in blue, click on it to access this additional information. Social Media Articles 1. Select Social Media from the dropdown menu to view your social media results. 2. Select blog, forum or wiki from the drop down Select menu to filter your social media results by platform. International Articles 1. Select International to view a global map pinpointing new online coverage for your search terms worldwide. 2. Hover over a red circle on the map to learn the location and number of articles available. 3. Click on a red circle on the map to view the article. Section Working with Individual Articles in your imonitor Search Result imonitor allows you to or printindividual articles directly from the search results screen, and to Power Tip: Your recipients will receive a link to the full article when you them an individual Online, Social Media, or International article from imonitor. ing an individual article 1. Click on the imonitor tab on the top navigation bar. 2. Working with the results of either an Ad Hoc Search (see Section 3.1.1) or a Saved Search (see Section 3.1.2), click on the arrow on the blue box to the right of the article you want to work with to open the Manage Clip toolbar. 3. Hover over the icons to locate the this Article icon and click on it. 4. Enter your name. (optional) 5. Confirm your address. (imonitor populates this field with the address, if any, that you have stored in your Settings.) 6. Enter a subject line for the that will deliver the article to your recipients. (optional) 7. Enter recipient(s) address(es), one per line. 8. Enter a brief note to introduce article. (optional) 9. Click on Send to deliver the clip to your recipients or Cancel to cancel this request. 10. Click on Close Window. Printing an individual article 1. Click on the imonitor tab on the top navigation bar. 2. Working with the results of either an Ad Hoc Search (see Section 3.1.1) or a Saved Search (see Section 3.1.2), click on the arrow on the blue box to the right of the article you want to work with to open the Manage Clip toolbar. 3. Hover over the icons to locate the Print this Article icon and click on it. 4. A Printer Option Window will appear. Select your printer and options. 19

20 Section Filing imonitor Articles in your Media Content Folders imonitor articles can be saved to your folders in Media Content for future reference and reporting. Once you have filed at least one imonitor article to a folder in Media Content, WorkFlow will create an imonitor library for you. The article you file will then appear in both the folder you chose to file it in and your imonitor library. For more information on working with articles in Libraries, see Sections 2.3 and 2.5. For more information on creating and working with Folders, see Section 2.6. Filing an imonitor Article 1. Click on the imonitor tab on the top navigation bar. 2. Working with the results of either an Ad Hoc Search (see Section 3.1.1) or a Saved Search (see Section 3.1.2), select one or more articles to file by putting a checkmark in the box to the left of the article listing. (Select an entire page of articles to save by clicking on the checkbox at the upper left of the page display of articles.) 3. On the far right of the blue top toolbar, click on the envelope and arrow icon (File Clip) to open the File Article form. 4. File your selected articles into one or more of your existing folders, if any, by putting a checkmark next to the folder name. 5. If you have not yet created a folder, or if you want to create an additional folder, click on the Add a Folder link at the bottom of the form. a. To create your new folder as a Sub-folder of an existing folder, begin by selecting the existing folder as the Parent Folder. b. Enter a name for your new folder c. Click on OK to save your new folder d. Click on Cancel to cancel e. Now, click on OK to save the article(s) you selected or click on Cancel to cancel this action. Section Modifying the Metadata in your Filed imonitor Articles Once you have filed an imonitor article in a folder, you may edit the metadata of that article in either the imonitor library or in one or more of the folders where you have filed it. Power Tip: Edits that you make to articles in your library will cascade to that article anywhere it is saved to a folder. Once the metadata of article in your libraries is changed and saved, it cannot be restored to the default settings. If you are unsure of the changes you re about to make to a article saved to your libraries, click Cancel and do not save the changes. See Section for more information on modifying articles in your library or Section 2.7 for more information about working with your articles in folders. Section 3.3 Creating a Quick Report A Quick Report allows you to compile selected articles from your search results into a report that can be ed directly to one or more recipient. Quick Reports can contain articles saved to one or more of the libraries in Media Content module, such as saved articles appearing in the imonitor Articles library, as well as articles from an imonitor search that have not necessarily been saved to a library. The system allows you to toggle back and forth between the modules if necessary. As long as your session is active, your chosen articles will appear in the Quick Report until you ve either removed them or the session has timed out. See Section for more information about creating and working with Quick Reports. 20