New Features and Improvements

Resources to help users

This is the largest update to vPromotions since its release. Next month we'll be releasing a new series of web training videos so existing users can brush up and new users can start off faster than ever.

Additionally, with all the new options, never hesitate to reach out to your vPromotions Affiliate Relations contact. If you aren't sure who that contact is for your station, just call the vPromotions Help Desk at 1.800.605.9889 ext. 2.

Campaigns

You can now submit and group multiple promotional items to create a Campaign that contains all of those promotions. A vPromotions Campaign can include Events, Contests, and Content at multiple times on multiple stations, and can provide a recap of everything in the Campaign when it has concluded.

To enable Campaigns in your market:

1. There is now a PRF category called “Campaign” under its own PRF group. By giving the PRF category that name, the system will automatically treat that as the campaign container. campaign fields can be edited by your Promotions Director to ensure the desired information is there.
2. A Firm Administrator can adjust the campaign colors so that campaigns are easily distinguished from other single element promotions.

To create a New Campaign

1. Click the green "+New PRF" button to create a new PRF.
2. Choose Campaign as the first selection on your PRF.  After that, all PRF categories that you add will be within the campaign.
3. Once you have clicked "Save" to submit the request, you can find your campaign on the calendar as well as by clicking on the Campaigns tab at the top of the Calendar screen.
1. To open your Campaign on the calendar, click the Campaign calendar item, and then click “Open Campaign.” That will take you to a calendar containing only those items that are within the Campaign. To return to the Calendar, click "Exit Campaign" in the blue banner at the top of the Calendar.
2. To open your Campaign from the Campaigns tab, click the "+" symbol to the left of the campaign name. This will expand the campaign listing all promotions within it.
4. You can add additional PRFs to the campaign from either of these screens to complete the campaign.
5. Each “SubPRF” within a campaign must be approved individually.
6. To access the details of the overall campaign, including the recap, editing dates, etc, you should view or edit the details of the Campaign from the calendar item or from the Campaigns tab.

Sponsored Promotions

Sponsored Events and Promotions are now super simple in vPromotions. Multiple sponsorships can now be added to a PRF by any Promotions Director, Program Director, or General Manager via the green “+Add New” button, giving each sponsorship a name, sale price, and description.

As the sponsorships are purchased, the seller claims them by clicking “Sold It” from the Sponsorships tab on the main calendar page, or from a promotion’s Details page. Then, they can simply enter the amount of the purchase and the client name.

This super simple solution is just the beginning of sponsorship handling in vPromotions. We welcome your input.

vPPO Integration

We have taken our first steps towards tying vPPO and vPromotions together with vPPO Packages in vPromotions for those stations that subscribe to both systems!
To enable vPPO Packages in vPromotions, your Firm Administrator must make the following changes:

1. In Firm Options, check the box to Enable vPPO Integration
2. Associate station web sites to terrestrial stations in Settings > Firm > Stations by clicking the globe icon and selecting a web/digital station from the list of vPPO stations.
3. In Settings > Firm > People, assign the two new abilities to anyone who should have them:
1. Can Create vPPO Production Orders - For people who need to be able to create the vPPO Orders from a package in a PRF.
2. Can View vPPO Production Orders - For people who need to see the status of each vPPO Order submitted on a PRF.
4. In Manage vPPO Packages, create one or more vPPO Production Order Packages, each consisting of one or more audio orders, digital orders, or any combination of both. Each ad in the vPPO Package will be submitted for production in vPPO when the PRF to which they are attached is approved.
1. Firm Administrators can click +New Package to begin creating a Package
2. Choose a Firm if necessary
3. If the stations in vPromotions are link with the web stations in vPPO (See 2. above), clicking Enable PRF Station Association will automatically link the station(s) selected on the PRF to the web/digital station in vPPO.  Alternatively, a web site can also be selected when creating the package if the site is not associated with a station.

NOTE: The fields in the vPPO Packages are imported from vPPO. Your Creative Services Director or Digital Director can help if needed.

Promotions Directors or Program Directors should then Enable vPPO Integration in the PRF Builder (Settings > Promo) for any PRF Form that should include the option to submit vPPO Orders on approval.

When enabled, anyone filling out a PRF will see a field called “vPPO Packages” when any PRF Category that include vPPO Packages is selected. This is a dropdown menu of available vPPO Packages that will be submitted through vPPO upon approval of the PRF.

After a PRF is submitted, people who have the abilities assigned (See 3. above) can view the status of and or add to the audio or digital items ordered from the PRF Details page by clicking the “vPPO” tab.

Time Saving PRF Fields

When PRF Fields are labeled with these specific names, your Promotions or Program Directors can create fields that automatically transfer information into the Copy or Notes fields when setting up a promotion.

Liner Copy - Auto-populates information into the Liner Copy field when scheduling Liners

Liner Notes - Auto-populates information into the Liner Notes field when scheduling Liners

Play Copy - Auto-populates information into the Copy field when scheduling Contest Plays

Play Notes - Auto-populates information into the Notes field when scheduling Contest Plays

NOTE: Naturally, Promotions and Programming people will still be able to edit, delete, and rewrite any of the copy in those fields as needed.

Real Time On Air Screen

Now, when changes are made to existing Liners or Plays, or New Liners or Plays are scheduled, the On Air Screen updates immediately, without having to refresh. This will ensure last minute changes or same-day scheduling of liners and plays are not missed by on air talent.

Custom Approval Processes

vCreative Affiliate Representatives can now make adjustments to your approval process in ways that we could not before. We can change the order, the titles, and even the type of promotions that are approved by each person in the process. As with any customizations, reach out to your stations' vPromotions Affiliate Relations contact. If you aren't sure who the contact is for your station, just call the vPromotions Help Desk at 1.800.605.9889 ext. 2.

Shared Files Folder

There is now a Shared Files folder listed in the Main Menu dropdown (below your name). This allows for Sales Packages and other firm-wide documents to be accessible by everyone no matter where they are.

Other Improvements

• Tweaks to speed up the system
• Improved loading of Details screen
• Added ability for Promotions Director to sign up for Events as Promotions Assistants do
• Improved functionality in Internet Explorer 11
• More accurate history
• Improved Feature Request format
• Winner form enhancements
• PA Need field now optional
• More responsive contest creation
• More information optional in reports

New Features and Improvements

Board Op Added to Event Jobs Now, when setting up an event, Promotions and Programming Directors can schedule an Air Talent, Promotions Assistant, Sales Person, and Board Op! The board operators than run shows will be notified like any other person assigned a job on the PRF. Need other jobs to be assigned? See the next feature down.

Board Op is now a default Job available on events.

Custom Jobs Added to All PRFs

Firm Admins can create new Jobs for their Firm so that specialized tasks can be added to the system and the appropriate people assigned to them. Assigned staff will get a Task in the Task List and can click on “Got It” to verify that the task is done. Your admins can add these by going to Settings > Firm > Jobs > Add New.

Create any task you need to be a Job at events!

Notes Visible in Winner History

When the On Air staff executes a play and assigns the winner, they can easily enter in some notes about the winner. This improvement to the Front Desk view makes sure that those specific comments are now visible from the Front Desk Winner History at a glance.

Know what the On Air staff has made note of.

Default Rules Auto Assigned

If you have rules that generally apply to all contests, Firm Admins can assign default rules from the Settings > Firm > Stations > Default Rules (lock) Icon. Once chosen, these rules will appear automatically in the Contest Wizard for Promotions and Programming Directors and are editable for each contest from there.

Default rules can save time, every time.

Winner Fulfillment Info Emails

When a Promotions or Programming Director sets up a contest, under Prizes, they can now add winner email copy. This will automatically send winners with email addresses in the system a message with details about about what they have won and how to claim their prize.

Provided copy is sent via email to the winner.

Prizes-on the-Fly Inside Packages-on-the-Fly

Finally, all prize assignment can be completed from the Contest Wizard. Promotions and Programming Directors can create a new Prize Package from the Contest Wizard and add new Prizes to the Package right there in the Wizard. Previously, adding new Prizes to a newly created Package could only be done from the Prize Closet.

Prize Information Editable from the Winner History Information

This change allows Information about Prizes to be corrected, when needed, directly from the Winner History screen. This will make it more simple to make changes or updates to Prizes. Changes can be made from the PRF Details’ Plays section as well as under Settings > Promo > Winners. Of course, once a prize is claimed its information can no longer be changed.

Past Winner Information Entry It is now possible to enter past Winners to make sure all Winner History is up to date. Promotions and Program Directors can add new winner History from Settings > Promo > Winners and then from a Winner’s Information click on the Add Previous Win Button.

Approval Order Customization Need to adjust your approval process? vPromotions staff can now make those adjustments for you. Just contact the Help Desk at 1.800.605.9889 ext. 2. New Winner Reports Now you can pull up Winner Reports by Stations, Contest, and Prize. The Year End Prize Report is also now available. Find all of the latest Winner Reports in Reports from the main menu.

Bug Fixes

• Available Liner Slots tool improved.
• Start/End Times made more consistent
• Winner History Report fixed

New Features and Improvements

Features for Everyone

My PRFs View

This new tab at the top of the Home Calendar will show you a list of all of the active PRFs to which you submitted or are assigned to on one clear, easy-to-read list!

PRF Subscriptions

This feature allows you to Subscribe or Unsubscribe to PRFs from the Actions menu. Subscribing means that you will get notifications for that PRF regardless of any other settings that you have chosen. Or, if you aren't the creator or point of contact on that PRF, you can subscribe to get notifications you otherwise would not get. Unsubscribing will cancel the subscription.

Add to My Calendar Choices

Quickly add PRFs to your personal calendar (such as an Event to which you are assigned) with the Add to My Calendar option in the Actions dropdown. This allows you to get your usual calendar reminders about events and promotions in vPromotions.

Sales Cancel Ability

Salespeople can now request a cancellation from the Actions menu of the Details view of the PRF. This will alert Promotions and Programming to cancel the item.

Features for Promotions and Programming Managers

Stations Based Notifications

Now you can choose which stations you will see in your Task List (and any subsequent notifications) and which stations you will see in your Blog List (and any subsequent notifications). Set these up at Settings>User>General by removing stations for which you do not want notifications and adding stations for which you do.

Liner Frequency: Once Per Selected Daypart

When scheduling liners, there is a new frequency choice that allows you to schedule a liner once randomly within each select daypart. You will need: 

• Liner dayparts set up in Settings>Firm>Stations>Liner Dayparts
• Daypart(s) selected in the appropriate field in the Schedule Liners form 

The total number of new liners scheduled cannot exceed the number of eligible dayparts that occur during the dates for those liners.

Static Liners, PSAs and Billboards

In addition to Scheduled Liners and Contest Plays in the On Air view, the option to view, read, and click Mark as Read/Tracked on liners, PSAs, and billboards from a static list is now available. Adding to this list can be done two ways:

1. Clicking the green +Add New button on the Details>Liners tab 

2. Program Liners/Station PSAs button on the Liners grid

In the Method field, choose Static Liner or Static Billboard. Static content will appear in the list on their start date/time and disappear when they have surpassed the maximum number needed or on their end date/time.

Recurring Events Editable Across All Occurrences

Now, you can edit all PRFs in a chain of recurring PRFs at once. When saving edits you will be asked whether you are editing one, all future, or all recurring events in the chain.

Will Call Report and Door List Report

New Will Call and Door List reports are now accessible for prizes that involve this type of prize fulfillment and can be accessed through the Reports Menu.

Unshipped Prizes List

This will show all prizes that have not yet been shipped (from a list of all prizes that have mail/ship as their fulfillment method) as well as names and addresses of the recipients. When mailed, each item has a “Mark as Shipped” button to denote when the item was shipped. Manager can find the Unshipped Prizes button in the upper right of the Prize Closet screen.

First and Last Name Check

The on-air view's winner form will now look for both a first and last name when creating new winners. This will make sure that single name entries will not be allowed by the staff giving away the prize.

Off Air Plays

It is now possible to schedule contest plays that do not appear in the On Air view. Just check “Off Air Plays” when scheduling Plays.

On Air Staff Vacation Calendar

On Air Talent can activate Vacation Days on their Settings>Vacation Days screen. This will prevent them from being assigned to an Event when they are not available. Click the green +Add Vacation button to set the dates of your vacation. The calendar will also show other staff's vacations.

Prize Expiration Date Change

Prize expiration dates can now be adjusted, and will apply to any packages in which the prize may be included.

Features for Local Admins

Mutually Exclusive Abilities

Some Abilities do not play well with others in light of the way the approval process works. These abilities will now automatically prevent Admins from assigning inappropriate combinations of abilities (such as Promotions Director and General Manager). This will keep the approval process operating properly.

Recent Bug Fixes

• Fixed response when pasting copy into liners
• Calendar date labels advancing properly when changing months on calendar view
• Corrected "Prompt Sales for Promo Info" to "Prompt Sales for Event Info" in settings
• Fixed and added more cell carriers for SMS notifications
• Improved duplicate user/name checks during account signup process
• Multi-market orders properly filter station selection options based on Category selected
• Made sure manager submitted PRFs start as approved if they are the final approval
• Made sure Program Managers can see Tasks properly using Firefox
• Prevent special characters (UTF-8) in email addresses
• Fixed release forms sometimes not loading instantly for Front Desk interface

New Features and Improvements

Features

Zip Code Auto-fill City & State

When entering winner information, entering the Zip Code will now automatically fill in the City and State.

Enter the Zip Code and the City/State will auto-fill for you

Program Liners

Promotions Directors, Program Directors and Manager can schedule liners that are not associated with items on the vPromotions Calendar. From the Main Liners tab (the Liners Grid), clicking on the green +Program Liners button opens the wizard for creating liners without an associated PRF.

Quick non-PRF Liner Scheduling

Copy Liner to New Location on Liner Grid

From the main Liners tab (the Liner Grid), clicking on a scheduled liner and then clicking the new Copy icon and then clicking on an available slot on the grid will place a copy of the liner there.

Create Multiple Versions of Liners

On the +Add Liners wizard, checking the Create Multiple Versions box as a Promotions Director, Program Director or Manager allows you to create as many versions of a liner as you need. Furthermore, those liners will rotate sequentially and evenly within the run dates provided. You can attach multiple clients to each version to track mentions of each client in the liner.

1. Check Off Option
2. Provide Copy
3. Add Another Version

Topaz Signature Pad Release Signing

Now you can have winners sign the release electronically with a Topaz Signature Pad.

1. Download the SigWeb Browser API from this site: http://www.topazsystems.com/sigweb.html
2. Make sure your pad works properly here:  http://www.sigplusweb.com/sigwebtablet_demo.htm
3. Then from the Release, click “Sign” and instruct the winner to sign on the Pad.

Model T-S460-HSB-R tested

Schedule Multiple Plays at One Time

When setting up plays for a contest, you may need to schedule more than one play at a time to get multiple winners at one go. Check the Multiple Plays box on the Add Play screen and you can schedule as many plays as needed all on one date at the same time. Examples of this would be taking three callers to win at 5 p.m. or taking the first thirty text-2-win listeners.

1. Check off Multiple Plays

2. State how many Plays at one time

3. Set the Day/Time of the play

Vacation Stand-Ins for PRF Approvers

When a Sales Manager, Promotions Director or anyone in the approval chain is going to be off work (illness, vacation, etc.) a stand-in can be designated until they get back. Go to Settings > User > Vacation Stand In for this new option. You can set who is the stand-in, and the date range they'll be filling in. That person will be notified they are standing in for you and they'll have the stations and approval options you have until you return.

Granting approval authority to your back up while you are away

Blog History and Task History Items Link to Details

The Blog History and Task History drop-downs have been enhanced with simple links to the Details of the PRFs they reference. Just click on the PRF title and you pull up the full details on that request.

Approval and Blog history links to the PRF's Details

Calendar Click and Live PRF Notification Options

If you have a habit of accidentally clicking on the Calendar and opening a new PRF, you can now choose the option to opt out of this behavior. Go to Settings > User > General Settings and uncheck Open New PRF on Day Click. That will make the green +New PRF button the only way to start a new PRF.

Managers can now be notified on the Task List when a PRF goes live. Go to Settings > User > General Settings and check the box for Live PRF Notification in Tasks to receive this notification each time a PRF is fully approved and "Live from any of the stations you see in your account.

New General Settings

Liner Copy Field Auto-fills Text Field in Create Liners

If your PRF is setup to include a field for Liner Copy, the process of creating the liners from the manager's side just got much faster. When creating liners, the Liner Copy field will now auto-fill using what was provided by the submitter of the PRF.

Bug Fixes

• Removing a station from a person’s account properly removes all Blog Messages and Tasks for those stations
• Liners no longer require a refresh before moving them on the main Liners grid
• Adding/Changing categories no longer clears the PRF fields
• Liner Avails tool now includes all of the options that creating new liners contain
• Liner Grid Dates and Days now appear consistently
• Multi-Market managers can now change PRF Categories on any of their firms’ forms

New Features and Improvements

Features

Task List Item History

When viewing items in the Task List, each item includes a history icon that, when clicked, will give you the task history for that item.

Liner List and Liner Avails Buttons

From the Liner Grid, you can click on the Liner List button and see a list of all currently running liners with run dates, number scheduled within the current week, and the total number scheduled.

Also from the Liner Grid, click on the Liner Availability button, choose the criteria that you would like, and click Get. The tool will get the total number of avails based on the dates and criteria that you enter.

Date Claimed on Winner History

The date and time on which the winner claimed the prize is now listed in the winner's history.

Multiple Liner Selection

Multiple liners can now be selected on the On Air screen and marked as tracked via the Mark all as Tracked button.

Live PRF and Assignment Options

Users can now get an email notification every time a PRF goes live on their station. Stay informed and know what promotions are starting up!

Also, when someone assigns a user as Sales, Talent or Promotions for a PRF, they can receive an instant email notification.

New General Settings

Broadcast Calendar

Some users like a calendar to be displayed "broadcast style", with Monday through Sunday formatting. Some also like the default Sunday through Saturday layout. A new user option lets you choose which way to display the Calendar in your account.

Details from Blog

This new option makes it so when you click on the notification for a new message in the Blog Badge drop down, you load up the full details of the PRF in addition to seeing the tool to enter a new blog message.

Auto Advance On Air Option

Each on air talent can set their On Air view to auto advance. After click Mark as Read or Mark as Tracked, the screen will auto-advance to the next item in the list.

Sales Assignments

Sales people can now be assigned to a PRF once the PRF is submitted. You can do this from the People tab on the Details page for each PRF.

Station-Based vs Firm-Based Rules

Promotion Directors can now choose from Days Between Wins (Station) and Days Between Wins (Firm) to allow rules to check against either wins specific to one station or across all stations in your group.

Password Reset Clarification

When a vPromotions user changes their password through the Forgot Password link on the login page, they receive an email with a link that allows them to change their password for vPromotions and vPPO simultaneously. We've also added a notation on the page to remind users from both systems of this connection.

Fixes

• Fixed PRF Category creation form fields issue
• Fixed Abilities renaming issue
• Fixed Winner assignment from the Detail > Plays screen
• Minor vCreative product branding updates
• Adjusted contest release to include imported winners/prizes
• Promotions Assistants’ abilities adjusted
• Fixed Blog Message order in email notifications
• Added ability for Promotions Director to cancel any PRF
• Adjusted default run dates on new PRFs to the run dates of that PRF
• Fix for system banners that include links to blogs/images
• Fix to Task List History to properly reflect all actions
• Fixed same day cancellations of PRF to allow cancellation until the end of the promotion.
• Fixed ability for users to change their email address