Mastering revisions and extends in vCreative is crucial for seamless broadcast operations! This training dives deep into how to effectively manage changes to your produced spots and those already on air. Learn the best practices for spot review revisions, ensuring client approvals are handled smoothly.
Discover how to update spots currently airing, whether it's a simple end date adjustment or a complete content overhaul. We cover how to clearly communicate changes to traffic, continuity, and production departments through vital blog messages.
This guide will equip you with the knowledge to preserve the integrity of your production records while making necessary updates. Get ready to streamline your workflow and avoid common pitfalls.
#vCreativeTraining #BroadcastOperations #AdAgency #MediaManagement
Discover how to update spots currently airing, whether it's a simple end date adjustment or a complete content overhaul. We cover how to clearly communicate changes to traffic, continuity, and production departments through vital blog messages.
This guide will equip you with the knowledge to preserve the integrity of your production records while making necessary updates. Get ready to streamline your workflow and avoid common pitfalls.
#vCreativeTraining #BroadcastOperations #AdAgency #MediaManagement
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LifestyleTranscript
00:00Welcome to the Be Created Training for Revisions and Extends for the Beasley Broadcast Group.
00:06I'm Tom Green, and I will be walking you through the revision for spot review content, revision
00:13for the spot that's on air, extend dates, and we'll briefly touch on a copy option
00:18at the end of this. So the primary purpose here is changing content that you may have
00:27that's been produced or you've got a spot on air and something needs to change. So how do you do
00:32that and preserve the integrity of the record inside of PPO? We're going to start with spot
00:37review. That's the number one best use for a revision. You've asked for a spot to be produced,
00:44the client needs to approve it before it goes to air, and there's a problem. They don't like
00:49something, something needs to be changed. The way you do this, and we're going to look at this real
00:54deal used cars pre-Christmas sale. It's in spot review. I have played it for the client.
01:00They don't like it. I use the checkbox in the upper left-hand corner, and it gives me some tiles
01:06above. I use the revised tile in this particular case, and it sends me to what we call the to
01:13-do
01:13list, in which it gives you basic instructions at the top of the page. Revising a spot, make your
01:19changes, add a blog message, let everyone know what changed, and then submit. So you see the
01:24outline of the spot here, and we come in, we click the client name. It opens up the details.
01:31You're going to get a couple of things here. First of all, you're going to have a blog message.
01:36This is where you explain to both traffic continuity and production how this is going to change,
01:44how it affects those departments specifically. So if, you know, the spot hadn't been on air,
01:51for example, then you would be saying, hey, client asked for new music bed, traffic no changes.
01:57Or if the spot had been on air, we'd be ending the spot and putting in further instructions.
02:03So for sake of argument, we're going to say this spot hasn't been on air yet,
02:07and I'm going to simply say client asked for new music bed.
02:18No traffic changes. If by chance I had to move the schedule back, then I could go ahead and say
02:25traffic moving the schedule back, whatever it happens to be. But a note, again, that explains
02:30to both traffic and production what happens to be going on here. And then in the body of the order,
02:36you're going to have to give it a new due date. When do I need this particular project done by?
02:43And then you're going to, you may have to in this case, because I have older content, pick out new
02:49start date. Ideally, if it's been on air, you would use the revision to end this. So then you would
02:59make
02:59any other changes on the order that would apply. For instance, if it were a copy change, there was a
03:05mistake in the script, you'd want to update the script. So that would be the process for when it
03:11is in spot review. And you want to put it in a revision process, it'll come back around for traffic
03:19and production as a revision. And the first thing they're going to do is go to the blog message to
03:24find out what's going on. The second use of revision is for a spot that is on air, and has
03:32aired for
03:33one day or many days. And now the client says, hey, we got to end in this and do something
03:39different.
03:40So you can find that in one of two ways. I went to the on air folder for this seller,
03:45or you could use the search menu in the right hand upper corner, search by the client name.
03:51We've got this client bare bones butchering, and they have a deer season spot that's on air,
03:56and deer season's over. Whoops, we must put in the wrong end date for this originally.
04:00So we need to end it earlier than planned. We don't want to wait to 12-8. So we use
04:06the checkbox,
04:07and we use the revised tile, just like we did before. And just like before, we end up in this
04:14to-do screen. We open up the production order. We're going to get the blog message right away.
04:22So in this case, we are ending the spot ASAP. So we know what's going on. Both traffic and
04:39production can understand that particular note. If you do have replacement copy,
04:45adding new spot to start tomorrow.
04:55We've got an explanation in here. So we come down and we give it a due date.
05:01When do I need this done by? Well, I need it done by today. I'm leaving my start date
05:10alone because I want to preserve that record of that piece of history. And now I'm updating my
05:16end date to today. So I've made that particular change. If I were to submit this right now,
05:24they would at least see a spot. And I can go ahead and do this as a revision.
05:31And they'll see in that instruction, what's going on. Now, I could choose to add my new spot that
05:38starts tomorrow to a separate order, if that makes sense. Or I can go ahead and add it to this
05:46existing
05:46order using the add spot plus sign in the upper right hand corner. So if I click the plus sign,
05:55oops, I think I just accidentally clicked the minus sign. If I click the plus sign,
06:01the page reloads. And I'll have a second untitled spot on the order. It copied over the details from
06:09the first spot. So maybe in this particular spot, we're going to have our holiday ham.
06:18You do your Beasley ISC code format that you're used to. And then you would come down to the status
06:25because it copied the details from the original spot. It says it's in a revision status. But this
06:31one's not a revision. It's a new piece of audio that needs to be produced. So we're going to say
06:37it's needs production, got our length. And then we get down to the date information. We're going to make
06:44this due today because it's starting tomorrow. But I do need to update my start date to tomorrow
06:51and then update whatever the accurate end date information. If it's going to follow the same flight
06:57as the original spot that we ended, that was going to end on 12-8. We've got our radio stations.
07:04And once again, we can copy, paste our script in here, whatever new copy content that we happen to have.
07:11So that's the way you deal with a revision for a spot that is on air. You want to go
07:19in to the original spot
07:21that's got a history, it's been on air, and use the revision process to end date that earlier than planned.
07:29Then you can use the plus sign to add a new spot, the replacement piece of audio, but change the
07:37status
07:37of needs production and change any other details that are different on that particular entry.
07:43So it's tied together in this nice, neat little package with two spots on the same production order,
07:49if you will. The original one that ended earlier than planned, revision process, the replacement spot
07:56that happens to be in the needs production status. We're going to talk about extend dates next,
08:04and the easiest way to deal with those. If you have content that happens to be expiring,
08:11it's coming to an end soon. You can find that in a couple of ways. You have an expiring folder,
08:16which looks out 7 to 14 to 21 days, however many days in advance you want to look. The default
08:25happens
08:25to be 14 days. I personally prefer 7 or 8 days, something you can adjust in your My Account settings.
08:32By clicking that folder, I can see this spot for the house of beer mugs and the December sale,
08:37and it's going to be ending coming up here in a few days. The client says, this thing is working
08:43great. Let's keep it on air. No need to stop it. I can choose to extend this. Same check clocks
08:51on
08:51the left-hand column and the extend tile at the top of the page. Now, with extend dates, you get
08:57the same
08:57to-do list, but you get an instruction that's specific. It says, get the spot a new end date
09:02and submit. A couple of things about extend dates. These are best used with spots that are current
09:09and on air. They didn't end six months ago. That's not an extend dates. Current, on air,
09:15and I'm not changing the copy. I might have a new contract number, but beyond that, it's virtually
09:23the same thing. You click the client name to open the order from this screen. When the page loads,
09:30it's going to ask for a new end date. Notice the end date is blank, and it gives you, hey,
09:36the end date's missing. We would suggest you change only the end date. Don't treat this like a new flight
09:43saying, oh, it's going to run 12.9 through 12.15 now. Treat it like you're just moving the date,
09:50the end date out, because if it goes through the auto-do process, for example, it could kill the
09:56audio that's on air for the next few days. So you don't want to mess with that start date. You
10:01simply
10:01want to adjust the end date. So they said they wanted to run an extra week, so we pushed it
10:07out
10:07to 12.15. If you had a new contract with this, you could, with a comma and a space, add
10:16the new
10:17contract information to the order. If you're doing that, I would definitely recommend a traffic note
10:23down below, just flagging the fact that you're adding a new contract to the order. It's just an
10:33extra precaution to make sure traffic continuity is aware that there's an additional contract. Most
10:39likely they are, but that would be very, very helpful for the traffic continuity support staff.
10:45So that's the best use of extend dates. Content is current. It's on air. You have selected that spot.
10:53You've given it a new end date, leaving the other dates alone, adding a new contract number if necessary,
11:00and then submitting. It comes back around for traffic and production so they can adjust the
11:05dates accordingly in the traffic instructions and in the automation system. If you had a spot
11:13that ran six months ago and you wanted to bring it back to life, you probably don't want to use
11:21extend dates. That's the one place where the copy process would make the most sense. You would use
11:27your search menu to go find that particular client. It's very easy to use. Hopefully you found this
11:33tool to be a very friendly tool. You can select from the client dropdown and search. You can use
11:39other factors if you want to, but usually client name works really well. And then you can scroll back
11:45through the history to find older content that you may want to reuse. And once you find that spot,
11:53you can go ahead and use the selection box here, and then you can copy that content. When you copy,
12:03it will ask if you want the original files copied to the new spot. You would typically say yes. There's
12:10no
12:10reason to copy an old production order unless you want to bring the final spot over. The other option
12:17too is if you don't want to go through the process of copying the order, you could simply download that
12:23final spot audio and go ahead and quickly create a new production order for the new flight information.
12:28But again, you do not want to use the extend dates process for content that is many, many months old.
12:35It'll be confusing. You want the ability to go in and look at your client's records and know that
12:42each one of these orders is complete. It's showing realistic run dates. And if I copy a spot that ran
12:48from 10-4 through 10-8 and give it new flight instructions, or if I create a new order with
12:54new
12:54flight instructions, it gives me very precise exact records. If I take this spot and extend the date to
13:02next week, it looks like it ran for two and a half months and it didn't. So that's the reason
13:08why you
13:08want to take those few extra steps. Because if you're looking at this content with there's a billing
13:14dispute in 30, 60, 90 days, it's going to be hard to remember exactly what happened. And by keeping
13:20these records pristine and intact, you'll be able to easily tell what happened.
13:24I'd say that was a pretty concise and informative session on the copy, extend, and revise feature
13:33in vCreative.com. Thank you very much for that.
13:37The one thing I did forget to mention, if you had to do this to multiple spots, it is okay
13:42to select
13:42more than one at the same time. It's just you will have to update the details within each entry.
13:50It will put both of them in that to-do screen.
13:52Excellent. Thank you, Tom.