October 20, 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 or the Create a plan button on the hub page.

Create a media plan

  1. 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.
Create new

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.
Copy existing

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 tags added to the current media type. 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. All fields can be edited except for the Mediatool standard fields which are ‘Media vehicle’, ‘Start date’, ‘End date’ and ‘Material date’.

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.

Add to 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.

Edit columns

Viewing your media data

General

Find & Visit A Media Plan

You can find all of your media plans in the Hub 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 Hub page when 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, start typing into the field at the top of the screen where it says Filter media data. Select something you want to filter on and repeat the process to filter on multiple items. Clicking the Filter icon will bring up all the available alternatives. The list icon to the left of the filter icon will bring up additional filters for ‘Material date range’ and ‘Plan status’.

Filter data

Additional filters

Calendar view

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 .

Group and filter in media overview

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.

Add columns in calendar view

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.

Dashboard

On the dashboard you can visualise all your media data and marketing activities in a format that is professional, attractive, and easy to understand. On Mediatools media and marketing dashboard you can choose from a variety of chart types and configure them after your needs. Display all of the media KPIs that are important for your business.

Set up your dashboard

To add a chart press the Edit dashboard button on the top of the Reports charts screen. You will then enter the edit mode. (This requires Admin role). Press the Done button when you are done editing.

Edit dashboard

Add a new chart

Press the + Add chart button to bring up the chart creation modal. Select which chart type you want to add. Depending on which chart you choosed a number of options that you need to fill out will be displayed. Add a title to your chart, and select dimension, meassure field and grain where applicable. A preview of the chart will be displayed in the modal. Click the Save button to add the chart to your report. The new chart will be added to the bottom of your report screen so you might have to scroll the window to view it.

Edit the dashboard charts

When in edit mode you can drag and resize your charts to position them as you like them on the dashboard report. You can delete a chart by clicking the red Trashcan icon on the top of each chart. You can edit a chart by clicking the Edit icon on each chart. This will bring up the chart modal where you can make your edits.

Edit report

Please note: Changes to one dashboard will affect all dashboards within an organization

Material plan

A material plan is also generated from all of your media data. Each media entry is displayed as a row on the material plan along with the fields that you set up to show in the media plan on the Media type setup page. The material plan is divided in to three tabs Not delivered, Delivered and Show all A number next to each tab will indicate how many entries are in each category. To mark an entry as delivered simply check the box in the Status column next to each entry you want to set as delivered.

In the material plan view you can also upload a preview file for each entry so that you can see what creative material was used for them.

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 version

Approval

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.

Set status

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.

Notifications

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.

Approve

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.

Activity

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.

View version history

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.

Files

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.

Attach file

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.

View creative

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. Assign each new user a role on the organization and when you are done press the 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.

User management

Adding external users

To add an existing user of Mediatool to your organization. Click the Select users button on the User management page in the Add existing Mediatool user to organization section. A modal will appear letting you choose from users from your connected organizations. Select the users that you want to invite, assign them roles and then click the Submit button

External users

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.

There is also a role called Restricted . Users with the retricted role is not able to see data from Restricted fields (see below). The restricted role can be added to any user, Internal or External.

Roles

Restricted fields

It is possible to control what fields a restricted user should be able to see and update. This makes it possible to restrict access to specific fields that might contain sensitive data. To setup an organizations restricted fields goto the Restricted fields settings page.

On this page you will see all the available fields for your organization. To restrict a field simply check the checkbox in the Restricted column next to the fields you want to restrict. Changes are saved automatically. Data entered into restricted fields will not be available for users with the restricted role when they log in to Mediatool.

Restrict

Tag settings

In Mediatool you can create custom tag categories to tag your data with. This is a powerful way of adding new dimensions to your data. Your data can for example be grouped by your custom tag categories in the Calendar view or used as a dimension in your report charts. Tags can also be used to filter out specific data. The tag categories can for example be Brands, Markets, Products, Events or any other category of your choice.

Create tag categories

To setup tags go to Settings -> Tags. Click the + Create tag category button in the sidebar. This will bring up a page with a form for you. Select the option to Add tag category to all existing media types or add the new tag category field to each media type later on. Fill out the rest of the form and select if the tag category should be of the type Calendar view tag. (Explained below). Then simply press the Create category button to create your new tag category.

Tag category

Adding tags

Your new or old categories will be displayed in the Tag categories sidebar. Click a category to add tags to them or to edit or delete the category. Add a new tag by filling out the Create new tag form on the page. Tags in a category will be displayed in a table on the page, from which you can edit or delete a specific tag. The tags in each category will be availble for you to tag your entries with in the Sheet view under each tag category column.

Tag

Calendar view tags

If you checked the option Calendar view tag when you created your tag category the tags in the category will be displayed as their own bars in the calendar view. You can still tag your data with tags that are of type Calendar view tag, the difference is that when you create new tags in such a category, you will need to enter a date range for the tag. For example if you have a calendar view tag category named Events a tag in this category could be ‘Soccer World Cup’. This will be diplayed in the calendar view so that you have a reference to that events timeline when you do your planning.

Calendar tag

Calendar tags can also be added from within the Calendar view by clicking the green + button in each calendar tag category row.

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.

User settings