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00:07Welcome Beasley Broadcast Group we're going to do a mini training today specific to order entry
00:13and we're going to cover introductions I'm Tom Green with Be Creative welcome we're going to go
00:19over the nav bar the quick order link entering details then we'll do a list view overview and
00:27we'll have a dedicated Q&A session but that being said you can certainly ask questions as we move
00:33along we're going to change browsers here and go over to Google's Chrome this is what an account
00:39executive's view will look like for login you go to becreative.net again becreative.net probably
00:48want to memorize that in any of your browsers your email address typically is your login Beasley
00:53also has a portal through their infrastructure inside of the company when you are in the creative
01:01the inbox is the list view content that's been submitted that's in the process once it's completed
01:07it drops off of here we're going to concentrate today on order entry which is the the quick order
01:14link in the upper left hand corner of the nav bar again this navigation bar on the left quick order
01:20link in the upper left hand corner we'll also touch on the drafts folder here in a couple of minutes
01:25if I click the quick order link it will open up a brand new blank production order for me
01:32this is the form that you need to fill out and you have to fill it out completely before it
01:37can be
01:37submitted now if you're a seller that has more than one market that you can sell for you'll have an
01:44internal outsource option at the top if you have more than one market you sell that you sell for
01:50and you don't have this you would want to reach out to our help desk you would select the market
01:55where
01:56this spot will air and it will then match the proper radio stations to this production order when you're
02:02selecting stations your client name will auto suggest other clients that have been used in the past so as
02:10you start to type the name it will alpha search and find those names for you ideally you want to
02:18be
02:18able to try to select from this list to keep the client names consistent if by chance this is a
02:25brand
02:25new client you've never been on the air before in your market then you're going to go ahead and type
02:30it completely through the client name and then tab to the next field so we're going to go in here
02:38notice as i type house quite a few names available and as i type a little further into the name
02:43i'm
02:43looking for it the list became smaller and again you simply click on that name and it'll insert it
02:50into the field required fields will always be highlighted in a yellow background with a red
02:58asterisk so you have to put information in those fields in order to submit this order it won't let you
03:05submit an incomplete order you're also reminded of any missing fields over here on the right hand side
03:12in the missing fields box and you'll see this box change as you fill out the remind remainder of the
03:18order your spot title is is typically used as an identifier if it's local direct you want to somehow
03:25make that identifier unique to whatever this happens to be we're going to do a december sales spot
03:32here the isci code is the next field that's available and i can tab right to that or i can
03:39use the mouse to click either or for local direct clients isci code there's a formula that beasley is
03:46using four characters for the client name four characters for the title obviously you're going to
03:53be using some sort of abbreviated format here six characters for the submit date and then two characters
04:00for a version number so in this case i could probably do ho b m house of beer mugs so
04:09that's my client name
04:10then some four characters for the the title um and i'll just do des cs december sale and then the
04:21date that
04:21i am submitting this particular order
04:26so there's my six characters 1204 24 and this will be version one obviously so that would be your
04:34homemade isci for a direct client it's not agency business so we this is basically like a billing code
04:42social security number type thing if you have agency business that they've placed instructions with you
04:48the agency more than likely has given you an isci code that you can copy paste from their instructions
04:54into this field keep in mind that those agency isci codes usually go to the billing invoice
05:02and they need to be exact or otherwise the agency will decline payment um the next section is a the
05:09ability to add a seller if you need to have somebody else on the order you're covering for somebody or
05:14you're sharing a client for whatever reason you simply use the add button the menu bar below that
05:21is for sold and spec the primary difference is the sold content is expected to really go on air
05:28it may need to be approved but it defaults to sold which would be the vast majority of your production
05:33orders if this is a speculative order you don't have a broadcast contract you don't know if it was going
05:40to go to air but you're trying to get a piece of audio to entice the client you can use
05:45the spec option
05:46and we will cover those that in detail in another video but again sold is the is the the typical
05:53use
05:54here the ad types will be specific to beasley and they're um things like is it a commercial just a
06:00standard on-air commercial or is it a sponsorship or is it a commercial plus queue or commercial plus
06:07streaming um so you would select the proper ad type that's going to match up to the workflow that
06:14you're asking for in this particular situation notice with the ad type the order grows i selected
06:21commercial and there were more fields that showed up if i select commercial plus on-air uh streaming or
06:30commercial plus queue ad sync again more lines show up onto the form because it's based on the
06:38information needed for this ad type if you're filling out the order and you accidentally select
06:43the wrong ad type you can change that you can just simply go oh i didn't really want that to
06:48be
06:48a commercial plus queue i just wanted a commercial and as soon as my screen reloads it's back to the
06:55details specific to the commercial the next section is going to be the status and when you select this
07:05this is what helps queue the production team specifically to know what needs to be done here
07:10if you're turning in copy points and asking them to write a script you're using the needs writing status
07:16assuming the creative team does that in your location if you've got a script and you know what needs
07:21to be produced then needs production would be your status that holds true for tagging national or
07:28regional spots if they're adding a market tag to it or if they're piggybacking a couple mcdonald's spots
07:35together those are things that the final audio needs to be produced we also have a section a status
07:42called needs dub and that is a pretty easy one in the sense you have a final piece of audio
07:49you've got the
07:50final spot it's a full 30 or a full 60 all ready to go to air as is nobody has
07:56to edit the message
07:57so you would select that status in that case the statuses also do dictate a little bit of the
08:04remainder of the order for instance if i've got a needs dub status i don't have a place to park
08:09a
08:09script in here because the thought is well there's no reason you would have a script if i do needs
08:15production for instance i will have a script field down below that i can use and if i use
08:23needs writing there will be a creative section where i can add copy points as well the other
08:30details are pretty straightforward pretty standard it's asking for a length it's asking for a rotation
08:36value here's the thing about rotation values it is specific to the spot of this length for instance
08:42you could have 60 running at 100 and you could have a 30 running at 100 because it's specific to
08:49that length but if i have two 60s running in the same flight dates then i'm going to need to
08:56break
08:56that down in some sort of a rotation they both can't be 100 they're either 50 50 or 60 40
09:02whatever
09:03that happens to be so this the rotation value here is going to be based on how many spots are
09:08running at
09:09this length within this flight so we're going to enter this as a 50 rotation then our due date
09:14due dates are typically the business day prior to start but there are some exceptions here
09:20you'll notice that i can't make a due date on a weekend or a holiday because those dates we assume
09:28your support staff is not in building and they're not going to be completing it on that date so it's
09:32limited to business days your individual production teams may have some rules about how much lead time
09:40they require so please keep that in mind um and then you may need a little extra time based on
09:45do
09:46you have to get the client to approve it you want to work in a day or two or more
09:50to make sure that
09:52you've got the time to get it in front of the client and have them sign off on it if
09:56they're asking for
09:57client approval so we're going to select a due date of this friday and then we're going to select
10:03a start date which is the next field of next tuesday i'm giving myself a day to get this thing
10:09approved um notice two things here when i select a date from the calendar it puts it into the field
10:16and advances to the next field also this user's account has the three-month calendar turned on
10:23so it's very easy to look ahead and see which days and dates that i can select from so we've
10:30got our
10:30start date and our end date there's an optional day part field and please know no yellow uh line
10:36no red asterisk it is purely optional i don't have to use it but if i do i could say
10:43six to ten a comma
10:44three to six p so there's an option to put a day part note in there helping traffic know that
10:50hey this
10:50is only running morning drive and afternoon drive or maybe it's only running at night again if you
10:55don't need to specify that it'll just go run of schedule wherever the contract is placed
11:02tag field this is for those regional spots um national spots where there's a local market tag
11:09excuse me when you use that tag check box it adds a a down below a text field for that
11:18regional tag
11:19see your rocky mountain coyote dealers today whatever that that local tag happens to be so
11:25again you would only use that in the case of tagging a pre-produced spot you have a co-op
11:30check box this is
11:31for the billing department it is uh just indicating it's a flag saying this is a co-op spot it
11:37may require
11:38you to add a script to the order um and in more specifically it's a searchable item so that they
11:44can
11:44find out which spots were uh co-op that ran last month the next field we're looking at is email
11:51to now beasley policy allows you to enter your own email address in here and by doing that the
11:59production manager can click on a send email link and that will then send you an email with the link
12:07to
12:08the audio so it is uh again something that you can use with entering your email address here
12:14in this production order the next section are the stations and uh if you have multiple markets you
12:21would see the the the stations split up by market title uh when you select a station you'll be prompted
12:29more than likely to add a contract number you can certainly just enter that or copy paste it from
12:35your missing copy report if you have more than one contract number you want to separate with a comma
12:41and then enter the second number or the third number fourth number etc so always comma space separation
12:48uh makes it easier to read it is possible to designate lines uh if necessary if the same piece
12:55of audio the exact same message is going to run on more than one station you can select those other
13:02stations as well so you can have again if it's the same piece of audio multiple stations you can go
13:10ahead and and select those as we get down to the bottom there's a file section where you can add
13:17attachments part of the beauty of the system is we're trying to put all the messaging all of the
13:22pieces the parts everything else together in in a packet back in my early days of radio we used to
13:29have paper production orders and we'd staple the agency instructions or the flyer from the big event
13:35or whatever we'd put all of this stuff together we'd wrap it around a reel-to-reel tape box yes
13:41that's
13:42how old i am and put a rubber band around it and we were trying to put the production order
13:46all these
13:47details together ppo was doing the same thing here but it's just doing it digitally up on the cloud
13:52if you're adding a file you click the add button and then you select a file type please understand
13:59these are simply labels what are you adding to the order sometimes the labels are much easier to
14:06understand than the actual file name in this case i have maybe agency instructions it's a traffic file
14:14so i go ahead and pick my traffic file it's looking on my computer saying where did you save this
14:22your c drive
14:22your downloads folder where did you happen to put this this traffic full file you may have a folder
14:29for client downloads for instance where you save everything you could default to go see that file
14:35every time you simply select your file and upload it um your upload will be as fast as your internet
14:41connection generally this is a pretty quick thing so again you can attach as many files of whatever file
14:49type that's existing for you as many as you want to the only rule we have in place right now
14:54is a maximum
14:55250 megabytes so you should be able to attach most anything that applies to radio in that case
15:02we do have the ability to attach a script via the ad files so if you had a pdf or
15:09word doc or whatever you
15:10could but better than that we actually have a script window a text field that allows you to type so
15:20this will
15:23time your copy so if you are writing your own copy and hopefully you can type better than i do
15:32try that again this will time your copy if you're writing your own copy note that there is a timer
15:40over
15:40here to the left and it shows you that length as you continue to type more information it will uh
15:47you know keep counting up for you and it's a pretty accurate timer i think the production guys would
15:53certainly agree the other thing you can do is you can copy paste from other documents plain paste works
15:59the the best which i think is a control shift uh p you know for it's it's plain text so
16:07you don't bring
16:08in all sorts of word formatting or whatever format it came in it drops some of that formatting um it
16:16it does have some basic uh word processing capabilities bold italicized underlined um you can get in here
16:25and just use your delete and space bar key to space things around a little bit to make it look
16:30a little
16:30bit prettier notice we're up at 29.6 seconds also be aware that this content right in here that's now
16:37highlighted it is um within parentheses anything you put within parentheses does not count towards
16:47the total length so this is our script field and most talent prefer our script field from their view
16:55on the other side it is very very easy to read so that would be recommended to use this whenever
17:02possible um below the script field we have production traffic and creative note tabs these are for
17:11special instructions or very specific instructions for each department the production tab is going to
17:17talk about um it's a note for the producer it's about the sound of the message how it will be
17:23produced
17:23so think of the person making that piece of audio and a special instruction or instructions for them
17:29the traffic note however is more about the scheduling it's for traffic continuity it is about details like
17:37there's something weird about the contract numbers the the the day part or the rotation percentage is
17:43really odd or there's a cutoff on a particular day so that would be a traffic note creative note is
17:49typically used in the writing of messages if this were a commercial plus stream spot it would also have a
17:57digital note where you could put a note about digital content number of spins it needs on the stream things
18:03like that so the the notes again are department specific and you want to pay attention to that
18:10the production tab has the remainder of the order and a couple things that are probably most important
18:16here if the spot requires approval remember this is a sold spot so it will go to air but you
18:23want to
18:23approve it or the client wants to approve it beforehand spot requires approval is what you need to check
18:29um the other thing that's kind of important here is spot arriving from if you know like the agency
18:36sending a pre-recorded spot you can indicate which service that's coming from if you know that information
18:42and then finally down towards the very bottom of the form is voice recommendation
18:47you've got a generic female or male or you can do a specific person by simply clicking the check box
18:56and then entering their name now please be aware by putting the name of the talent in here
19:03they they don't necessarily see this once it's submitted we're waiting for the production team to
19:11utilize that voice these are the details for one single spot on this order takes typically less than
19:20two minutes to fill this out assuming you have the details the contract information the scripting you
19:25know your run dates it is a fairly quick order entry you can scroll back up and change things if
19:32you need
19:32to now we talked about the fact that this is a a spot that is going to rotate with another
19:39what do we do for the second spot we use the plus sign over here on the right hand side
19:45of the screen
19:45so when i hit the plus sign it will add a second spot to the order so notice as the
19:53screen loads
19:54we have this untitled spot with missing fields the details are over here on the left just above that
20:01we have the december sale which happens to be the spot that we just entered so those are the two
20:07spots on the order and you can use this to toggle back and forth between those details for each
20:13individual spot in the case of adding the spot with the plus sign it copies over the majority of the
20:21information but not everything so it's not going to copy the script because we assume it's going to
20:27be different because it's a second spot and it's not going to copy the title or the iski so that
20:34information needs to be updated so for instance if you had an agency uh buy for menards or somebody like
20:42that and they wanted to run three or four or five spots you fill out all the details for spot
20:48number
20:48one you hit the plus sign on the second spot you change the title the iski maybe the rotation
20:54percentage you hit the plus sign for the third spot change the title iski and the rotation percentage again
21:00so you can do a multi-spot order super fast as long as you have all the detail information now
21:08here's the flip side of that coin yes details fill and that's great it saves time but if the details
21:15are different on the second spot then you do need to make some changes let's say for the example on
21:20the
21:20second spot i don't need this particular voice talent and i don't need approval then i want to uncheck those
21:28those uh notes uh those those requests rather if i had notes or traffic notes that don't match up to
21:35this spot i should remove those because again we don't know which detail is correct or not we assume
21:42that the iski and the title and the script have to be different um so i've removed the fact that
21:47i
21:47need approval and maybe in this case this is a spot i already have on hand i don't need it
21:52produced but i
21:53need it to be dubbed into the automation system so i've changed the the primary details in the order
21:59and now i'm going to go ahead and um add my uh title we're going to do a now hiring
22:06spot in this case
22:11and then we'll go ahead and put in your
22:21order and maybe this spot was recorded six months ago or whatever it happened to be
22:26so we've got that specific iski from that time
22:35so those are the details if i don't submit this order it will end up in my drafts folder if
22:41i do
22:41submit this order it will show in a in a like a a quick view this is the production order
22:49two different
22:50messages two rows of information one row for each each commercial traffic continuity will give each
22:58one of these their individual cart number production team will produce this and attach it production team
23:04will dub this one into the automation system this needs dubbed i should have either attached the audio if
23:10i had it or given them a note saying spot is on hand from last june or whatever the deal
23:16happens to be
23:18when i'm in this view i'm looking specifically at this order a couple of quick things you can go
23:24back to your inbox which will now show you all of the content you have in the system that's in
23:31the
23:31process of being worked on so that gives you that quick idea of hey what's going on here
23:38how you know what what's happening with this content and i can see hey i've got one in spot
23:43review i've got several in needs production and you're waiting for those things to happen you can
23:48see if if uh tasks have been assigned or completed in the poc column by knowing um you know who's
23:56who's
23:56done this or who's been assigned this so you know who's working on the order also in the po call
24:01a couple
24:02of things first there's a number at the top of the po column that tells you how many spots happen
24:08to be
24:08on that order a cool thing you can do click the number to isolate the order so in this case
24:15i've
24:15got four spots on this particular order and when i click it it reloads the page and shows me this
24:22one
24:22production order and the four commercials the reason i'm only seeing two of them is two are done and put
24:29away so they're not in the inbox view and the other two are in the process one being in spot
24:35review one
24:35being in um needs production if i go back to the inbox one more time a couple of other things
24:42you
24:42should note there is a way to communicate within the system and that's called the blog it's that
24:47little cartoon thought bubble and if i click on that i can see messages that have been done in the
24:53past
24:54if it's a multi-spot order there are messages for all spots or you can have a single spot message
25:00if
25:01it only applies to one of the spots this is the best way to communicate you can type in a
25:07question
25:07answer response here and post it anybody who's associated with the order gets an email and then
25:15they can respond by the way for sellers if you're out on the streets all day obviously you are um
25:21if you
25:21have emails coming for your phone you can reply to the blog message via your email and it'll post it
25:29in here and keep everybody informed that is the best way to communicate because there's a record of it
25:34here with the commercial um the next thing is we do have the uh history if you click on the
25:41history it
25:41shows you a date and time stamp everything that's happened with this production order there's no way to
25:46change the history it holds everybody accountable and it keeps the workflow transparent uh the other
25:53quick thing is we do have a drafts folder over here on the left hand side the drafts folder will
25:58hold
25:58any orders that you have started but not completed just like your email account right so if you start to
26:06fill out a production order and you don't get it finished you realize you're late for a client appointment
26:11or something just came up you got to deal with it the order will be sitting here waiting for you
26:17as a
26:18draft if you want to fill out this particular order excuse me you simply come in here and click on
26:25the
26:25client's name to open up the order and finish out the details not a problem as soon as my screen
26:32loads i can
26:33go ahead and finish out all of the missing information if you have a whole bunch of graphs you can
26:39use the
26:39selection box on the left and then you can come over here and use the delete button and it will
26:46change the status and get rid of that that stuff that you don't need anymore um last thing to know
26:53if you're ever running into a problem with how your vppo account is working you have access to the
26:59vcreative help desk monday through friday 8 a.m to 8 p.m eastern time again 8 to 8 eastern
27:06800 number
27:07or a live chat mechanism i would say that was very informative and very helpful i highly recommend
27:14that anybody who is uh who has a bunch of pos use that draft folder to your advantage the best
27:22way to
27:23just sit there and hold on to things that might be coming down the pike or say you have a
27:28contract for
27:29a whole year and you like to just get organized save them there so you have them ready in your
27:34draft
27:34folder so that when the month comes for your stuff to start airing you can go and make changes to
27:38them
27:39without having to do revisions or anything like that to the main pos that have already been through
27:44so excellent point tom you can also have a template in here if you have a client tv sweeps would
27:51be a
27:51great example you know you've got your local channel 7 station plus oprah by where they run a new spot
27:58many days each week um you could have the the skeleton here with the client name the length
28:04the contract numbers the basic information that's always the same and then you can come in and you
28:11can make a copy of that that skeleton and then fill out the specific date information and attach that
28:18specific spot so it does become a time savings mechanism you just have to have um you know
28:24the wherewithal to create the draft and have it there and just go in and copy it each time
28:31and to your point too if you if you know you've got a spot you know something's going to happen
28:36three months from now and you want to get your order together you could fill it out but not submit
28:43it
28:43just simply go back to your inbox or any other folder it will save as the draft and it'll be
28:49sitting
28:49there waiting for you that you can turn it in at a later date and time maybe you know that
28:55this
28:55event's happening and you've got the basic information and they're going to supply the audio
28:59for example but you don't have it yet you don't want to leave it sitting out there for everybody
29:04you can keep it personal to your drafts folder tom thank you very much for this and we really appreciate
29:11it
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