May 4, 2017 inGuide

Mediatool user guide

Introduction

Everything in Mediatool is based around the media plans that you create for yourself or your clients (if you are a media agency organization). To be able to start and create media plans in Mediatool you need to setup the organization that you want to work with. The setup can either be done by following along in the onboarding process displayed for each new organization (Recommended) or by setting everything up from scratch (Only for advanced users).

There are some key concepts that you should know about before getting started:

  • Data in Mediatool is saved into media entries, which contain information about what media type, media vehicle, start date, end date and all other information that you want to save to your entries.
  • A media type is a media category (TV, Radio, Online display etc.) in which you group your data. Media types also define which columns of data that can be saved onto a media entry in that category. Settings for a media type is global for your organization. This meens that if you change the settings for a media type it will reflect on all media plans in your organization.
  • Each media plan contains four ways to view your data: The Calendar View, Report View, Sheet View, and Material Plan.

Create A Media Plan

  1. Make sure you are on a advertiser organization. (Media Agencies and Corporate Groups cannot create their own media plans).
  2. Create a new media plan by pressing the + Create plan button in the sidebar.
  3. Select a plan-building option; Create a new plan or Copy existing plan

Create a new plan
Select this option and enter all relevant information in the fields provided. Plan name and Plan period are required fields. In the section Plan meta data you can add existing Brands, Products and Markets that you wish to tag all the entries in this plan with. Press the button Create plan in the bottom of the screen to finalize your plan.

Copy existing plan
If you choose to copy an existing plan, first select the plan that you want to copy in the select box drop down. You then also have an option to select a specific version of that plan to create your new plan from. Select a new start date for the plan, all media entries will be moved as many days forward as your new start date differs from the original plan start date. Edit and enter all other relevant information in the fields provided and press the button Copy plan in the bottom of the screen to finalize your plan.

Add Media Data

All data entry in Mediatool is done from the Sheet View.
The Sheet View functions like an excel document with three ways to add data.

1. Add Data Manually
Get started by inputting data into the cells. Each entry must have a name, a start date, and an end date. Make sure that the dates entered fall within the same period as the plan dates. You have the option to tag each entry with the brand, product, event, or market it belongs to. Doing this will make it easier to filter and create custom plans, dashboards, and reports.

2. Multiple Inserts
To insert a large amount of entries at the same time, press the Add multiple entries button. A sidebar will appear allowing you to fill in your data and choose multiple dates. By selecting “Split this value between all entries” you can split the overall price between each of the entries. After you insert this data, you have the option to edit all of the entries you listed before. To do this, simply click on one entry in the group and the group will turn purple and a Edit group button will appear. Clicking this button will open up the sidebar again and from here you can edit and adjust all the entries in the group.

3. Copy & Paste
You can easily copy data from excel sheets or from other spreadsheets and paste that data into your media plan. When copying data from excel sheets please make sure that the number and date formats in excel match your settings in Mediatool.

Media Types

A media type in Mediatool is represented by their own sheet in the media plan sheet view. A media type could for example be Television, Radio, Online display etc. Each media type has a set of fields or columns which define what data can be input into that sheet. These columns can be customized by the user. Note: Changes to a media type affects all media plans in an organization

Add New Media Types & Fields

Add new media types by clicking Settings in the left sidebar menu and then selecting Media Types & Fields. Click on the Add new media type button to create a new media type. Assign the media type a name and a color and save your changes.

Entry Row Fields
The entry row fields are the columns that will show up in each media type sheet in the sheet view. Reference the right sidebar menu to select the fields that you want to add as a column. You can either drag them in to the Entry row fields section or click the + button inside the field to add them to the media type. If you don’t find the field you need you can create a new one. A field can be a number, text, a date, or a calculation. When creating a new field, please fill out the input fields. Most importantly, when creating a number field, indicate if the field should contain any decimals, what kind of format it should be in (general or percentage) and if you want the total to be a sum, an average or nothing. If you create a calculation you can reference other fields by typing @ and selecting the field from the popup drop down.

When you add a new field, that field will be added to the current media type and the right sidebar menu. Change the order of the fields by dragging and dropping them so that they appear in your desired order.
Each field also have an option to be added into the Material Plan view. Check the box in the bottom of each field in the Entry row fields section that you want to add to the Material Plan.
Don’t forget to save when you are done.

Header Fields
A header field will be visible above the media type sheet. This is a text field but can be used to show total budget, target, or other KPIs. This field will be visible within the Calendar View once you click on a plan line. Add header fields by switching to the header fields tab in the right sidebar menu and either drag them in to the Header fields section or click the + button inside the field.

Adjust Media Types & Fields

Adjust an existing media type in one of two ways- The first is to select Settings in the left sidebar menu and then select Media Types & Fields. Select the media type you want to edit from the drop down menu next to Modify media type: And follow the steps above to make updates to this media type. Be sure to save your work when you are done.

The second way is to edit the columns in the sheet view. Press the Edit Columns button in the sheet view to make changes to the currently viewed media type. Cog wheel icons will appear next to each column header in the view and a button Add column will appear. To edit an existing field press the cog wheel icon next to the field you want to edit and follow the steps in the modal that appears. To add a new field press the Add column button and either select from the available fields in the tab Add existing field or create a new one by switching to the tab named Create a new field . When you are done editing your media type press the green Done button.

Viewing your media data

Find & Visit A Media Plan
You can find all of your media plans in the Dashboards view when on an advertiser account. Hover over each plan for a brief summary. While hovering, select “View plan” to see your plan in its full view. Tip: click on the icon in the top right corner of each media plan to add an identifiable image and begin branding your campaigns. Your media plans are also always available to you in the plan menu in the left sidebar menu.

Filter Plan Status
On the Dashboard page hen on an advertiser account you can search your plans or filter your plans by the different plan statuses. In the Media Overview you can see the statuses of all your plans or use the filter button to view a specific status.

Filter data
You can filter your media data either when viewing a specific plan or in the Media overview. To filter your data click on the Media filters button (the one with the funnel icon) at the top of the screen. Here you can adjust the time period, select specific media types or channels to view, filter out media entries tagged with a specific product etc.

Group & time split data
In the calendar view you can group your data by different categories and time. To view your media data split by time, for example per week. Simply select week from the Time split select box . All data will then be calculated on a per week basis. To group your data by for example Plan -> Brand; select Plan from the first Grouping select box and then Brand from the second Grouping select box .

Add Columns in Calendar View
The columns in the Calendar View are based on personal preference, so feel free to add columns that suit you and your campaign best. To do this, click on the blue plus sign in the column to the right of the Add media data label and select what metric number you want to be visualized. You can add multiple columns if you want to.

Please note: Filters, Grouping, and Calendar View columns are personal settings that is only setup for you. Don’t expect others to see the data with these settings unless they select them independently.

Approval

If you are working with approval of your media plans, Mediatool provides functionality to keep the approval flow within the software.

Send Plan For Approval
You can send a plan to your team or client for approval by clicking on the Approved document icon to the left of the VERSION label on the top right side of the screen when viewing a media plan. Select “Send plan for approval”. Create a name for the version of the plan and select one or several “approvers” to send it to. If you send your plan to several people, it will only be considered approved when all recipients have approved it. Each approver will recieve an email with a request for approval and also a notification within Mediatool. An approver needs to have a Mediatool account that is linked to your organization.

Save Versions
You can save versions of your plan by clicking on the Approved document icon to the left of the VERSION label on the top right side of the screen when viewing a media plan. Select “Save as version” from the drop down menu. A version is a copy of the plan at its current state and is saved as read only for later reference.

Change Plan Status
You can manually change the status of your plan by clicking on the Approved document icon to the left of the VERSION label on the top right side of the screen when viewing a media plan. Select “Set plan status” from the drop down menu and select one of the four statuses Working, Pending, Approved or Rejected . When selecting the Pending status an approver must be set.

Approval Notifications
In the top right corner of the screen you can access all of your notifications. When a new notification arrives, the symbol will change to a green box displaying the number of notifications to review. When a plan needs approval from you, you will receive an email notification with a link to that plan. When a plan that you have sent for approval is approved or rejected you will recieve a notification about that as well.

Approve Plan
As the approver, you are able to approve or reject any plan as well as offer commentary. If you choose to approve a plan a version is saved with that status and will never be modified. That means that a history of how the plan evolved will be stored within Mediatool and can be accessed for later reference and control. To set your approval status on a plan, simply visit the media plan that requested your approval. In the approval bar on top of the media plan where it says STATUS: Pending and your name, simply press the APPROVE / REJECT button leave a comment and select your status.

Activity

View Organization & Plan Activity
The moment you log into your account you will be able to view the events and activities that have taken place since your last login. Select a specific plan to review recent activity for that plan by clicking the Activity link in the plan menu.

View Version History
Under each plan you can review its versions, statuses, and learn when plans were approved or saved as a version. Do this by clicking the Versions link in the plan menu.

Files in Mediatool

You can upload all of your media planning related files within Mediatool to keep them collected within the same system.

Storing Files in Mediatool
Files are stored either on an organization level or on a plan level. Store files related to each plan by visiting the Plan files section in the left sidebar menu (Appear after selecting a plan in the plan list). To upload a file, simply press the Upload file(s) button on the plan files page and select the files you want to upload. To download a file, click on the file you want to download in the files list and press the Download file button that appears in the right sidebar menu. While having a file selected it is also possible to add a description and an external link to the file. You may also share a file by selecting it and pressing the Share arrow icon in the top of the right sidebar menu.

Upload Files & Add Creative Files to Specific Entries
Each media plan entry has a file area where you can upload creative material related to the entry. To do this, go to the Calendar View, click on one of the colored lines next to a media entry (You need to be on the media entry level, so you might have to fold out some rows depending on your grouping), and select “Attach preview file” from the pop-up window. You can also upload files to specific entries in the Material Plan. Simply press the Attach preview file button next to each entry in the material plan and select from existing files or upload a new one in the popup modal.

View Creative
Once you have uploaded preview files to media entries you can view the creative material by clicking on one of the colored lines in the Calendar View. Each line will collect all the material of the underlying entries so that you can review the creative that is running for that category. This can be viewed on a plan level, by media type or by media entry.

User management

To manage your users go to Settings in the left sidebar menu and select User management from the submenu.

Adding employee users
To add a new employee user to Mediatool enter their email into the input field in the Add user section on the User management page and press enter. The user will appear in the box below. Repeat this step to invite multiple users at the same time. When you are done press the See price and send invites button . A modal will appear which lets you confirm the new users. Organization employees have a cost associated with them and adding new users as employees will add to the total monthly or yearly cost of the organization subscription.

Adding external users
To add an existing user of Mediatool to your organization. Click the Add existing Mediatool user to organization button on the User management page. A modal will appear letting you choose from users from your connected organizations. Select the users that you want to invite and then click the Add external members button

Roles
In the table displaying all of your organization users you have the possibility to assign different roles to different users. There are three roles available to choose from. Admin, Editor and Viewer . An Admin user can do anything within the tool and is also the default role for users. This includes user management, account settings and media planning settings. A user with the role Editor can add, edit and delete media data and files but can’t edit settings, they may also send plans for approval and set plan status. A user with the role viewer is restricted to viewing data and can’t make any changes to anything except approving or rejecting plans that have been assigned to them.

Tag settings

The tag categories currently available within Mediatool are Brands, Markets, Products & Events. To setup tags within these categories select Settings from the left sidebar menu and then select the tag category you want to review, edit, add, delete tags from in the submenu. Once you’ve added data here, it will be available as an option in sheet view columns that refer to the specific tag category.

Personal settings

To access your personal settings, click on the arrow beside your name in the bottom left hand corner of the screen. Select User Settings and then Preferences to make sure that your preference settings are correct. If not, select your desired date, day, and number formats as this will be how your media data is displayed within Mediatool. From the User settings page you can also update your profile with an image and a name which will be used to display your activities within Mediatool. Do this by clicking the Profile link in the submenu of the User settings.


MORE READING