The AdSaaS Process

The Agency decides the level of access the client and other partners in the process are permitted to have.

Depending on the relationship between the Agency and its clients, the AdSaaS software enables advertisers (the Agency’s clients) to login and create a schedule of adverts, using the media analysis tool if necessary. These adverts are automatically priced using information stored in the database. If the advertisers so wish, they can then decide their own advertising schedule without even speaking to the agency. So instead of waiting a day or so for an agency to get back to them with a schedule, clients can create their own. This means the clients can have complete control over their advertising spend. Obviously this doesn’t mean the advertisers can’t speak to the agency and there will always be times when they will need to get advice and guidance.

In many relationships the clients wouldn’t want to get involved in the mechanics of this and the Agency would not want to give the client this level of control. The Agency could still however permit the client to enjoy online access to their up to date schedules and other reports at all times, thus streamlining communications. This obviates the need for the repeated sending of spreadsheets and the possible confusion as to which is the accurate most up to date version.

If the client/advertiser has entered the information and approved the cost, the bookings automatically appear on the agency login without any re-keying of information. The media buyers in the agency receive an email to alert them that there is a new booking to process. This obviously saves the agency a lot of time as clients are inputting the information themselves. This has the added benefit that if the information is incorrect then the error falls back on the client and not the agency.

Where the agency has input all the data, the client would just be asked to sign-off the completed schedule online before booking.

Now the campaign is in the agency system and approved, all the media buyers at the agency have to do is select which rep at the media to send the bookings to and click ‘email’. It’s that easy, and that quick.

The schedule/booking is then emailed to the media rep(s). The system automatically populates the rep’s own site, enabling them to view schedules of all the bookings they have in place. Obviously reps can only see bookings for the media titles they represent, they can’t see their competitor’s bookings.

PRESS ADS

In the case of press ads the rep will provide the publication’s Unique Reference Number (URN) to the agency. This URN corresponds to the booking in the media system. When the advert is dispatched to the media this URN is attached, ensuring the correct advert appears in the correct media title. Instead of phoning the agency or emailing the URN to them, the rep can enter it directly into the system, again ensuring there is no error in the passing of information.

Now that everything is booked, the advert has to be sent from the studio to the media. As with the media system the information in the studio system is automatically populated when the advert is booked. So the studio know the deadline, size, URN and other relevant information needed to create and dispatch the advert. However, before they dispatch the advert they need approval from the client.

When signed off, the advert can then be sent to the media. Also embedded within the studio system is software from Adfast^[1]. All the designer in the studio has to do is click ‘Upload’, select the correct advert/file from their computer and click ‘Send’. The advert is then dispatched via Adfast to the media. The system automatically records the time and date the advert was sent as well as the Adfast tracking number and the date and time the advert was downloaded by the media. This ensures there is a complete record of the artwork from creation to receipt by the media. A copy of the original artwork is also stored in the system.

The advert then is published by the media.

Also embedded within AdSaaS is a link to ePublisher^[2]. A copy of the newspaper (voucher) is available to view online on their website the day after it is published. The link to the correct page is automatically generated by using the URN, publication name and insert date. The correct advert is also highlighted by a red box on the page. This link is then checked against the copy of the advert stored on the system and the original booking.

Assuming everything has appeared correctly, an invoice is created for each client for a specified time period (usually weekly or monthly). The vouchers also appear within the client’s schedules so they can check that the advert has appeared as booked.

All sales invoice information is exported in to leading accounts packages at the click of a button with no re-keying required.

Nowhere within this process has anyone had to re-key the initial data input, making the process supremely efficient and helping to reduce potentially costly mistakes along the way.

^[1] Adfast – proprietary system developed and run by the Newspaper Society for its members and their advertisers, facilitates the delivery of print ready artwork to most UK local and regional newspapers.

^[2] ePublisher – online vouchering system operated by Ebiquity.