Importing Media Plans

Importing Media Plans

Importing Media Plans allows users with media buying rights to save time by importing large amounts of data from a source file into MarketingPilot.  The media plan import does not create new entities, it maps to existing data that has already been created in the application.  For example, if your media outlet, vendor, or rate has not already been created in the application, you cannot create them by putting them on the import source file. 

Imported media plans cannot be hard deleted.  They can be edited them or soft deleted after the import, but they cannot be hard deleted.  Try importing small single line item plans first in order to get familiar with the process and results of the field mapping. 

Before preparing your source file, open up a Media Plan and view the columns available to see what values are pulled in and compare those to what is entered on your source file for accuracy.

The import will not overwrite or update an existing media plan.  It is for creating new plans only.

Below are some guidelines to help with the process and best practice tips. 

Media Plan Outlets, Vendors, and Rates

The entries in the source file must be an exact match of what is stored in the application for all media outlet names in order for the import to be successful.  If any are not a direct match, such as extra or missing spaces or punctuation not included or varied in any way between the two, the import will fail. 

Examples:

In addition to media outlets, other fields that you are mapping must also be an exact match or they will not be imported.  If the Media Outlets match, the import will succeed but other values can fail to import if they are not an identical match.

Examples of commonly used fields that require an exact match are Vendor Contact, Rates, Expense and Revenue Accounts (when importing accounts make sure you use the account name only – not the number), Advertisement, Market, etc. 

Note – Vendor Contact pulls from the Display As name so must appear on your source file in that format.  The Display As name can be seen on the contact details tab

Screenshot of Contact page for display as name:

Examples:

Below is a basic example of a source file for import:

If you have rates defined on your media outlet, you can use Rates on the import and do not need to enter the cost, price, commission values – they will pull from the imported rate.  

Below is a basic example of source file for import with a rate:

Example of rate in MarketingPilot for Fox 47 media outlet:

The values defined on the rate will pull into the line item when the rate is imported:

Media Plan Dates and Times

Media plans have a start and end date parameter for the plan, and the line items also have start and end dates as well as start and end times.  The line items within the plan must fall in between the start and end date parameters of the plan.  This is easily identifiable when manually entering a media plan, however, when doing an import there are some tips to keep in mind. 

On your import you can identify a Run Date, Start Date, and End Date.  While only the Run Date is required, it may be easier for more complex plans if your source file has all three date fields (Run, Start, and End) defined. 

However, if all the orders on the plan are for specific date, then you only need to identify a Run Date on your source file for each line item.  If you only identify a Run Date on your plan, this will define the Start and End date parameters of the plan and the start and end dates for each order. 

Source file example Run Date import only:

The start and end date of the plan uses the earliest date (6/01) and the latest date (6/07) from the Run Date field to define the plan parameters:

And the start and end date for each order are also taken from what is identified for that line item:

If your individual orders will span over a date range, then you will want to add Start Date and End Date fields to your source file.  

Tip – notice the run date columns in the source file above.  When you have a Start and End dates defined they will drive the line item start and end dates.  Use your Run Date field to define the start and end parameters for the plan.  In this example, the line items go from 6/01 thru 6/30, so the Run Date fields must encompass the full span of all line item dates. 

NoteYou could also set a Run Date of 5/01/2011 and 7/01/2011, as long as the date values allow the full date range of all line items your plan will import correctly. 

The imported plan header results:

And the line items results:

If your line items require start and end times, you can add those to your source file within the Start Date and End Date fields as shown in the example below:

Result of import header:

And the line items with start and end dates and times:

Example of a slightly more complex import source file:

Screenshot of result of import:

For more information on MediaPlans please visit the MarketingPilot online help.

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Contact Import Field Mapping Guide

Contact Import Field Mapping Guide

The screen shot below shows the fields in MarketingPilot that your source file records can be imported to when using the Contact Import function.  Please note you cannot update existing contact records by using the contact import.  Contacts that already exist in MarketingPilot will not be imported. Also, please be aware that this is a contact import, not a company import.  It is important to be aware that all fields imported will be applied to the contact page, not the company page.

Additional fields on the contact record that can be imported to are located on the Details tab of the contact (see below).

Performing the Contact Import

When performing the import, the first step is to select the type of contacts that you are importing and the company the contacts will belong to. 

There are 4 types available to choose from: CRM, Client, Staff, or Vendor.  For more information on determining contact type and belongs to, please review the Contacts section in the MarketingPilot online help.  Contacts imported as Client, Staff, or Vendor will appear in the corresponding sections.     

Primarily all contacts that are imported should belong to your site company as they are your company’s contacts, so they belong to you.  The contacts can be associated to their own company by defining that on the source file under Company, this is not the same as the “Belongs To” company.  If you are not sure, select your site company as the default company.  This will be the case on the majority of contact imports performed.  The only exception would be if the import being done is for CRM contacts. 

To import to category fields, such as Primary Business Address, Phone 2, Phone 3, Email 2, and Email 3, the source file must have a column to define the value that is to be displayed in the drop down box identified. Please Note – In order for the import to successfully map to a category field, the data in the source file must be identical to the values in MarketingPilot.

For example: in the sample source file screen shot below, the column labeled Phone 2 Type is Fax, which is a valid category for the Phone 2 field as defined in the Site Categories. 

The source file columns (left side) are mapped to the MarketingPilot fields (right side). In this example, we are mapping the value in the Phone 2 Type column to the Phone 2 category dropdown, and the Fax number is to the Phone 2 – Phone field.  

Once the import is successfully completed, the Contact record displays Fax in the Phone 2 field and the Fax number in the Phone 2 – Phone field.  Phone value from the source file was imported to Primary Phone.

The same mapping rules apply to the additional category fields that can be imported to.  To place a check in one of the available checkboxes in the Details section, use a “1” (selected) or “0” (blank) on your source file.

BEST PRACTICES TIP!

Once your source file is prepared, we would suggest performing an import using a single record as a test to verify the fields you have mapped the data to are displayed as you want once the import is completed.  When the import completes, a confirmation email is sent to the email address of the user who performed the import.  This email provides a count of the new and skipped records that were imported from the source file, and a URL that you can click on to hard delete the imported records.  This link only works if no additional changes have been made in MarketingPilot to the contact records that were imported, which includes using the contact for an expense, invoice, time slip, etc.  Prior to making changes it is best to review the imported records for accuracy.  If anything is incorrect, click on the link in the confirmation email to delete the import and make the changes to the source file and try again.  Please be aware that this is an all or none delete, you cannot specify which records to delete.