Web Application Users Guide rev 15

Transcription

1 Web Application Users Guide rev 15 Table of Contents System Requirements...P. 2 Logging in to PRtrak...P. 3 New or Lost Password Procedure...P. 3 Working with Clients, Projects and Publicity Folders Adding...P. 4 Modifying...P. 7 Deleting...P. 7 Viewing Publicity...P. 8 Error Messages...P. 8 Working with Markets/Categories & Custom Media Sources Creating...P. 9 Modifying...P. 9 Deleting...P. 9 PRtrak Default Settings...P. 9 Creating Reports...P. 11 Account Administration...P. 13 Sales & Support Contact Information...P. 14

2 System Requirements PRtrak is a web-based application. There is no need to download or install any software on your system to use it*. * Minimum System Requirements Windows PC Internet connection (cable modem, DSL, T1 are preferable) Microsoft Internet Explorer 5.5 Service Pack 2 or later Minimum monitor resolution of 800 x 600 Adobe Acrobat Viewer (needed to view.pdf reports) Microsoft Excel or equivalent (needed to view or manipulate reports saved as.csv) Acrobat can be downloaded for free from Adobe at: Other Recommended Settings A very few users have experienced difficulty creating and saving PDF & CSV reports as well as slow page loading. We have found that changing these settings does solve most instances of these reported problems. 1. Acrobat Reader Edit -> Preferences -> Options -> Make sure that: 'Auto-Configure Browser' and 'Check Browser Settings' are UNCHECKED. If you are using Acrobat 5.0 Edit -> Preferences -> Options -> Display PDF in browser - UNCHECKED If you are using Acrobat 6.0 Edit -> Preferences -> Internet -> Display PDF in browser - UNCHECKED 2. Internet Explorer This change will allow saving PDF reports to your local disk: Tools -> Internet Options -> Advanced (tab) Under Security (towards the bottom) make sure that "Do not save encrypted pages to disk" is UNCHECKED. Changing your IE settings to cache images has resolved some slow performance issues.. Tools -> Internet Options -> General -> Settings -> Make sure that "Every time you start Internet Explorer" is CHECKED On this same screen... You could also try increasing your cache size (Temporary Internet files folder).

3 Logging-in to PRtrak To access the PRtrak application: 1 Point your web browser to the following URL: 2 To access the application you must enter your valid username and password. Initial access will only be provided for the administrative user in your organization, who will be responsible for adding all additional users. (See Account Administration) New or Lost Password Procedure If you have lost your password or need to pick a new one, contact the administrative user from your organization. He will be able to retrieve your existing password and send it to your address or assist you with creating a new one. Administrative users should contact PRtrak technical (866) or prtrak@burrellesluce.com to retrieve lost/forgotten passwords.

4 Working with Clients, Projects and Publicity 1. Add a Client Click the Add button above the Select Client list box. Enter client s name in the Add Client dialog box. When you click the Add button in the dialog box, it will close and update the Clients list box. 2. Add a Project Select the client to which you are adding the project by clicking on that client, so it is highlighted. Click the Add button above the Select Project list box. Enter the project name in the Add Projects dialog box. When you click the Add button in the dialog box, it will close and update the Projects list box. 3. Add Publicity Highlight the Client and Project to which you d like to add Publicity by clicking on them. Click the Add button above the Publicity list box to open the Add Publicity pop-up window. Here you will specify all of the information related to the publicity you want to enter. A. Select Data Type Select Add to add publicities from the PRtrak database. Or Select Add Custom to add publicities from custom sources that you have created. B. Select Media Type Click on the tab for the source type on which you are reporting: Newspaper, Magazine, Radio, TV, National TV or Internet (and Other if you are using a custom source). C. Select Sources For Newspaper, Magazine, Radio, TV and National TV sources: Select the desired Market or Category by using the first drop down box. The selection you make here will populate the second drop down box with all available choices. Next, select the desired source from the second drop down. You are now ready to enter the source s specifications. Note: When adding a custom publicity, the Market/Category and Source lists will only be populated with the Markets/Categories and Sources you have created. To instructions on creating a new source, see P. 8 - Working with Markets/Categories & Custom Media Sources For Internet sources: The selection process for Internet is slightly different. You can select Internet sources from two pre-sorted groupings Alphabetical and Domain Type. In the Alphabetical sort you will see two drop down boxes. The first selection is the letter of the alphabet the domain begins with. Selecting C, for example will populate the second box with all available domains beginning with C. If you choose a domain that has sub-domains, a third drop down will appear populated with the appropriate list

5 Similarly, in the Domain Type sort you will start w. two drop down boxes. The first is a categorized list of the available domain types. Again, selecting the Type will populate the Domain drop down with all available domains within that choice. From this point the procedure follows the same conventions used in Alphabetical. If you choose a domain that has sub-domains a third drop down will appear populated the available choices. For National TV sources: Begin by selecting the Broadcast type and the date the program aired. Next, select the program by choosing the first letter and then the program name from the dropdown lists. Finally, select the program occurrence. For Network and Cable programs, the occurrence will be indicated in half hour segments (for ex: 1:00PM-1:30PM). Syndicated programs are specified by the half hour as well, however, no time is given. For example an hour-long program would be shown with two occurrences (for ex: First Half Hour & Second Half Hour). D. Set Specifications Choose the date the story was printed or aired by clicking the Select button. A calendar will pop up that you can use to select the date, For Print Media: If your story ran in a printed source (newspaper, magazine), you will need to specify Color status from the drop down box (B/W, 2-Color, 4-Color). Then, enter the Standard Advertising Unit (SAU) Total Column Inches, or word count occupied by that story in the next box, called Inches. Both magazine and newspaper stories must be measured in Total Column Inches or converted from word counts. For Broadcast Media: If this is a Radio or TV story, you will need to enter the exact or estimated Duration of the story, and Time of Day it aired. For Internet: If this is an Internet story, you will need to enter the word count that the story and specify if the publicity is on the Main Page or a Sub Page. For National TV: Enter the duration of the publicity in minutes and seconds. E. Output Metrics Valuation The Media Value and Impression or Circulation numbers are stored in the PRtrak database for each specific source. The only field you can modify here is the Publicity Multiplier*. The Publicity Value is displayed when you click Calculate, and is derived from these values. (If you do not wish to use the Multiplier, simply set it at 1 ). F. Qualitative Evaluation To evaluate your publicity qualitatively, you can use the preset options of Story Position, Slant and Message Point Conveyance and rate stories on a scale from 1-9, with 1 being poor and 9 being excellent. Specific descriptions are included in the drop-down selection boxes for all three of the categories. You can also customize those options in any way you please, to measure the specific qualitative goals set for that particular project or client. Go to the OPTIONS tab to rename these fields.

6 G. Notes This field can be used for headline, author, description of story, or whatever else is needed. A full 225 characters can be utilized. Once you have completed the above steps, and all of your information is correct, click the calculate button (please note that each time you click the calculate button, the results will be saved and it will be counted as a hit ). This will calculate the Media Value, the Circulation/Impression number, and the Publicity Value of your story entry. Any changes made after calculating that do not affect the values must be saved to be retained. Changes that do affect the values must to be re-calculated. *The Publicity Multiplier is set at a default of 3.0 simply because it is the most commonly-used number. PRtrak does not recommend using or not using a Multiplier. This decision must be made by the user based his/her specific project needs.

7 Modifying Clients, Projects and Publicity This section is for information previously entered that you wish to modify. 1. Modifying Clients or Projects Select the client or project you wish to modify by clicking to select the desired item. Click the Modify button to see the Modify dialog box. Enter the new name and click Modify to make the change. The Clients (or Projects) list box will now be updated with your change. If you make a mistake entering the new information, you can clear the input field by clicking Clear. 2. Modifying Publicity Entries To modify a Publicity entry, you must first select the Client and Project to which it belongs. Do this by double-clicking on the desired Client and then Publicity. Select the publicity you wish to modify with a single click, and then click the Modify button. You may also access the Modify function by double-clicking the publicity. You will now be in the Modify Publicity pop-up window. It is virtually identical to the Add Publicity pop-up window, except you will notice that all the values for the selected publicity are already set and the media type Tabs are disabled. You may now make any necessary changes. Changes that affect the values must be re-calculated to be retained. Any changes made after calculating, that do not affect values, must be Saved to be retained. Deleting Clients, Projects and Publicity Deletions need to be performed in the reverse order of the Add process. You must delete all publicity before you can delete a project, and you must delete all projects before you can delete a client. 1. Beginning at the Publicity level To delete a story entry or multiple entries, select the desired items and click Delete. You will be prompted, Are you sure you want to delete these publicity entries? Click OK to delete or Cancel to leave the records untouched. 2. Delete a Project When all of the Publicity in a Project has been deleted, the Project can be deleted using the procedure described above. 3. Delete a Client Finally, when all of the Projects within a Client have been deleted, the Client can be deleted, again, using the procedure described above. Please note that once you delete client, project or publicity information from PRtrak, it cannot be retrieved at a later date.

8 View Publicity 1. Select a Client Click to select a Client whose Publicity you wish to view. When you make a selection from the Clients list box, PRtrak will update that client s Project list. 2. Select a Project Click to select a Project whose Publicity you wish to view. When you make a selection from the list, PRtrak will update that client s Publicity list. 3. Select Publicity Select the Publicity you d like to view by clicking on the desired item. To select multiple entries, you must hold down the control key while making your selections. When you have selected the desired publicity, click View Selected to see the details of each along with a table of totals of the selected data. To view all Publicity, simply click the View All button below the Publicity list box. Error Messages From time to time, you will receive notifications, or error messages from the PRtrak server that a particular story calculation cannot be performed. Despite the fact that PRtrak includes measurement data on more than 100,000 sources nationwide, and at a far more detailed level than any other data supplier, the most common errors occur when data does not exist for certain story specifications. The following are some common reasons for error messages: A Magazine or Newspaper source might not be available in color, only in B&W. In this case, select B&W and recalculate the story. A TV or Radio station may have fewer than 100 viewers or listeners, according to the latest surveys from Nielsen or Arbitron. In this case, the station for that particular time period is designated as below threshold measurement, and returns no Impressions or Media Value from the server. A Radio station may return an Impressions number, but not a Value. This can happen for two reasons: 1. The station could be a Public Broadcasting Station (PBS), which does not sell advertising. 2. The station could be outside the Metropolitan Statistical Area (MSA), which means that industry-established media-buying cost algorithms do not apply. In this case, PRtrak has chosen to provide Impressions figures for these outlying stations to help the user establish his/her own Value estimates. Official Value data has not been established by SQAD for Radio stations from 2-5 a.m., and from 5-6 a.m. In these cases, PRtrak has derived approximate Values from other time periods. The date you have selected has no current data available.

9 Custom Media Sources 1. Working with Markets/Categories Add Click the Add button above the Market/Category list box. Enter new market or category name in the dialog box. When you click the Add button in the dialog box, it will close and update the Market/Category list box. Modify Select the Market/Category you wish to modify by clicking to select the desired item. Click the Modify button to see the Modify dialog box. Enter the new name and click Modify to make the change. The Clients (or Projects) list box will now be updated with your change. Click Clear to clear the entry and start again. Delete The deletion process for Markets/Categories follows the same rules as when deleting Clients, Projects & Publicities. All custom sources within a Market/Category must be deleted before the Market/Category can be deleted. 2. Creating a Custom Source Add Select the Market/Category you d like to add a source to by clicking on it. Click the Add button, above the Sources list box, for the desired type of media you would like to add. A pop-up screen will open enabling you to enter all of the information necessary to calculate Media and Publicity Values for this new source. When you are done click Save to save the new source. Clear clears all fields on the current screen. To add: Newspaper click NP Magazine click MAG Radio click RAD Television click TV National Television click NATLTV Internet click INT Other click OTHER Modify Open the Custom Source you d like to modify by selecting it and clicking the Modify button above the Sources list box. Here, you are able to update previously entered information or add it if necessary. When you are done click Save to save the new source. If you do not click save, no changes will be made and the previous values will be retained. Delete Click to select the source or sources you d like to delete. All custom sources within a Market/Category must be deleted before the Market/Category can be deleted.

10 PRtrak Default Settings To access the Options screen, click the Options link at the top of the screen. Here you can modify PRtrak s default settings for the Publicity Multiplier, and customize the labeling of the Qualitative factors. Setting the Default Publicity Multiplier From the PRtrak Options screen, click the Multiplier tab. Simply select the desired multiplier from the drop down menu. You must click Save Changes for the new default to take effect. If you wish to clear your selection before saving changes, click the Reset button. This will restore the previously saved setting. Customizing the Default Qualitative Titles 1. Select either the Print or Broadcast tab. Internet sources will follow the Print conventions. 2. Click the checkbox for Use Custom Settings. All fields in that column will remain locked until you check this. You may now change the title, column head and qualitative designations to better suit your projects. 3. Click Save Changes for the new default to take effect. If you wish to clear your settings, click the Reset button. This will restore the PRtrak defaults. Note: PRtrak allows one unique qualitative for broadcast media. The other two are shared with print media and can be accessed from the Print tab. All changes will be reflected in the application interface. Only the Column Head field and numeric ratings will be shown on reports.

11 Creating Reports 1. Choose Dataset For Report To create a report using data and results generated using PRtrak Web choose the Reports tab. To create reports using your imported historic data choose the Historic Reports tab. Records within Historic Reports cannot be intermixed with those in Reports. If it is necessary to do so, you can create two.csv reports one from Reports and the other from Historic Reports and combine them using Microsoft Excel, Microsoft Access or other spreadsheet or database applications. 2. Specify Report Title A. Enter the desired title for your report in the Report Title input field. This will appear at the top left of your PRtrak report. B. Enter any additional title information in the Additional Title Information input field. This will appear on the same line as the title, aligned to the right. Note: Your titles will only be included on the PDF version of your report. You can easily add any additional title information to the CSV report when editing it. 3. Specify Output Preference PRtrak reports can be generated in two formats, PDF and CSV. PDF reports require the Acrobat viewer application that is available free from Adobe ( The PDF will not be editable once it is created. If you require additional editing capability once the report is created, you should choose the CSV file. Microsoft Excel and Access, as well as other spreadsheet applications, can interpret a CSV file. 4. Select Report Style There are five different report styles from which to choose, and you can see an example of each by clicking on the link to the right of the report style radio buttons. The default sort for each is alphabetical except for # 5 that is alphabetical by market. You also have the choice of four additional Sort Criteria from which to choose for more detailed analysis. These are optional choices, and not required to generate your report 5. Select Client Select the Client(s) you wish to include in the report by clicking on them in the Select Client list box. To select multiple Clients, you must hold down the control key while making your selections. To display projects in the Select Projects list box, double-click the selected clients, or click the View Selected button. To select all Clients, simply click the View All button. The Projects list box will be updated, and you will not need to double-click the selections. 6. Select Project

12 Select the Project(s) you wish to include in the report by clicking on them in the list. To select multiple Projects, you must hold down the control key while making your selections. To select all Projects, simply click the Select All button. 7. Select Date Range Finally, select a Date Range for the report (the date range refers to all publicity entries in specific projects that have occurred within that time period). To select the Date Range, simply click in the input fields on the Select Date box. You may now select the dates from a calendar that will open in a pop-up window. 8. Create the Report Once you have selected all of the information you want to include in the report, click the Create Report button and your report will be generated in the output style you have chosen. You will be prompted for a location on your PC where you would like to save the report. Double-check all information to be sure it s correct. If you would like to start over, just click the Reset Button. When you click Reset, the Clients and Projects selections are unaffected; however, the Output Preference, Report Style and Date Range are cleared. Selections in the Clients or Projects list boxes must be changed manually. To generate your report, click the Create Report button. If you specified a PDF and have the Acrobat Viewer installed, the report will open as a PDF inside another browser window. If you do not have Acrobat installed, or if you specified a.csv file, you will be prompted as to where you d like to save the report. Once your report has been generated and saved, you cannot open or modify it with PRtrak. The PDF version is a read-only format and cannot be edited. It can be viewed with the Adobe Acrobat. The.CSV option can be opened in a variety of applications, including Microsoft s Excel and Access. You should choose this option if you need to further manipulate or customize the data.

13 Account Administration If you are an administrative user, you will have access to the Account Administration features of PRtrak (found by clicking the ACCT link at the top of the screen). These include the following: 1. Contact Information Here you may view and modify your Administrative Contact information. Click the Modify button or Change Password link to edit your contact information. 2. Billing Information This screen displays your organization s current billing information, including Contact and Credit Card information. Click the Modify button to edit your billing information. 3. Additional Users Here you will be able to see the current list of Users, update their Contact Information, and retrieve and change Passwords. If you have purchased access for Multiple Users, you can add them in. To add a New User, click the Add User button and fill-in the information requested. As the Administrator, you will be able to retrieve lost passwords. Simply click the Send Password button next to the user who needs their password. It will be sent to the address that is stored in their user profile. 4. Account Activity This is a breakdown of all activity on your account. Here you will be able to view the total hits purchased in your contract, total hits used last month, and total used to date. You can also create and print detailed Usage Reports outlining account activity for each client. To create a usage report: A. Select the Client you wish to include in your report from the dropdown list. B. Select a Date Range for the report. You may either enter the date (following the mm/dd/yy convention) or click the Select Date button to use the pop-up calendar feature. C. Click the View Activity button for the selected client. The account activity will be broken down by project. D. Click the Print Page link to print a copy of the resulting activity report.

14 Contact Information Technical Support Technical Support is available Monday Friday, 9 AM TO 5 PM CT Tech Support Phone: (866) Tech Support prtrak@burrellesluce.com PRtrak Sales and General Information Sales and general information is available Monday Friday, 9 AM TO 5 PM CT Phone: (866) us at: prtrak@burrellesluce.com BurrellesLuce Business Office 75 East Northfield Road Livingston, NJ 07974

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