There are three options available to clients who wish to connect WideOrbit products to PromoSuite Production. This article outlines the use cases and defines the set-up needs and steps for each variation.
Option 1: End-to-End integration
In this use case, members of our client's Sales team create an order in WideOrbit Traffic (as they have been doing). WideOrbit Traffic sends order information to PromoSuite Production, where a "Production" order gets created. The Sales person adds additional information and submits the order. The order then follows the station's "production workflow" where other members of the team (Producers, VOs, Writers, etc.), create the audio content per the order instructions. Once the audio is approved, the produced audio file is shared with WideOrbit AFR where it will eventually be scheduled for on-air playout by the radio station.
Requirements
- WideOrbit Traffic
- PromoSuite Production
- WideOrbit AFR
Needs from WideOrbit
- WO provides us with an "API Agreement Key" for the broadcast group
Needs from Customer
- Completed "Production Onboarding Spreadsheet" - file attached and HERE
- Stations & Users
- Material Groups & Source Prefixes for audio content (ex. Commercial = COM)
- WO Traffic upgrade, Client coordinates directly with WO - information here
- WO AFR settings update - information here
- Client completes, contacts WO if needed, provides SFTP info to CSM when done
Client Onboarding and Internal Set-Up process
1. Sales provides Broadcast Group & Station Entities to CSM
2a. CSM sends "[PromoSuite Production w/ Wide Orbit] 1. Onboarding Call Set-up" email template from SELL
- Email includes a link to the "Onboarding" HC post & Onboarding spreadsheet attachment
2b. Onboarding meeting w/ client, discussion includes:
- Overall onboarding process (set-up & training)
- Onboarding spreadsheet (stations, explain user needs, material groups & source prefixes)
- High-level input on WO stuff (Traffic update, AFR Update, creation of SFTP folder)
2c. Client provides CSM with needed information
- Station & Users (required)
- Material Groups (can come later)
- SFTP set-up info (can come later)
3. Mike M. then:
- creates the Broadcast Group and Station Entities
- assigns Stations to Broadcast Group
- activates Production product for Broadcast Group
- activates WideOrbit Traffic and assigns markets/stations ("edit entities")
- activates WideOrbit Auto Dubbing and assigns markets/stations ("edit entities")
- notifies CSM that the "non-technical" set-up is complete
- If no Agreement Key and/or SFTP info is yet available from the client
4a. CSM creates Production Users per Onboarding spreadsheet
4b. Mike E. adds new people into SELL
5. CSM coordinates training Session 1 with power users
Before training 2 takes place...
6a. WO shares API Agreement Key with CSM/Mike E
6b. CSM adds API Agreement Key in WO API Configuration, tests flow of order information
6c. CSM confirms w/ Mike E. that the WO Traffic integration is good to go
7a. CSM adds SFTP host, Subfolder, U & P for each station (provided by client) - info here
7b. CSM confirms w/ Mike E. that the WO AFR integration is good to go
End User Training
Training consists of (3) scheduled sessions that take place over a two to three-week period.
Session 1 is for the "power users" in Production, Traffic, and Sales. This smaller group of users is acclimated to Production before the "entire" team of users who will eventually be onboarded/trained in Session 2. The focus is PromoSuite Production workflow only - no WideOrbit training is involved in this session. Topics include:
- Walk-through of Production workflow and user roles
- Completion of a “Production Needed” order
- Walk-through of Client Management
- Discuss Support content and process, role of local "Production Administrator" (adding users, modifying permissions)
- Q&A
- Assignment: Create (2) "dummy orders" in the station's WO Traffic system
Following this session, the Permissions Admin should add any remaining new users (our discretion) and contact Support with questions.
Session 2 is also for the "power users" in Production, Traffic, and Sales. This smaller group of users is acclimated to the WideOrbit-integrated version of Production before the "entire" set of users so that they may assist with implementation/usage among the other members of their team(s) who will eventually be onboarded/trained in Session 3.
Session 2 topics include:
- Discussion/walk-through of Production + WideOrbit Traffic / WideOrbit AFR workflow
- Completion of a “Production Needed” order
- Test SFTP connection (dub a spot to WO AFR and ensure it shows up in the SFTP folder)
- Q&A
Session 3 is for the remaining end-users on the Sales, Production & Traffic teams. Power Users should also participate and inject their thoughts (where applicable) based on their learnings from Sessions 1 & 2.
Session 3 topics include:
- Discussion/walk-through of Production + WideOrbit Traffic / WideOrbit AFR workflow
- Completion of a “Production Needed” order
- Discussion/walk-through of Client Management
- Discussion of Support (content and process)
- Q&A
Option 2: Auto-Dubbing only
In this use case, members of our client's Sales team create an order inside PromoSuite Production. The order then follows the station's "production workflow" where other members of the team (Producers, VOs, Writers, etc.), create the audio content per the order instructions. Once the audio is approved, the produced audio file is shared with WideOrbit AFR where it will eventually be scheduled for on-air playout by the radio station.
Requirements
- PromoSuite Production
- WideOrbit AFR
Needs from Customer
- Completed "Production Onboarding Spreadsheet" - file attached and HERE
- Stations
- Users
- Material Groups & Source Prefixes for audio content (ex. Commercial = COM)
- WO AFR settings update - information here
- Client completes, contacts WO if needed, provides SFTP info to CSM when done
Client Onboarding and Internal Set-Up process
1. Sales provides Broadcast Group & Station Entities to CSM & Mike M.
2a. CSM sends "[PromoSuite Production w/ Wide Orbit] 1. Onboarding Call Set-up" email template from SELL
- Email includes link to "Onboarding" HC post & Onboarding spreadsheet attachment
2b. Onboarding meeting w/ client, discussion includes:
- Overall onboarding process (set-up & training)
- Onboarding spreadsheet (stations, explain user needs, material groups & source prefixes)
- High-level input on WO stuff (AFR Update, creation of SFTP folder)
2c. Client provides CSM with needed information
- Station & Users
- Material Groups
- SFTP set-up info
3. Mike M. then:
- creates the Broadcast Group and Station Entities
- assigns Stations to Broadcast Group
- activates Production product for Broadcast Group
- activates WideOrbit Auto Dubbing and assigns markets/stations ("edit entities")
- notifies CSM that the "non-technical" set-up is complete
- If no Agreement Key and/or SFTP info is yet available from the client
4a. CSM creates Production Users per Onboarding spreadsheet
4b. Mike E. adds new people into SELL
5a. CSM coordinates Session 1 of training with power users and before training...
5b. CSM adds SFTP host, Subfolder, U & P for each station (provided by client) - info here
End User Training
Training consists of (2) scheduled sessions that take place over a two to week period.
Session 1 is for the "power users" in Production, Traffic and Sales. This smaller group of users is acclimated to Production before the "entire" team of users who will eventually be onboarded/trained in Session 2. Topics include:
- Walk-through of Production + WideOrbit AFR workflow
- Discussion of User roles
- Completion of a “Production Needed” order
- Walk-through of Client Management
- Test SFTP connection (dub a spot to WO AFR and ensure it shows up in the FTP folder)
- Discuss Support content and process, role of local "Production Administrator" (adding users, modifying permissions)
- Q&A
Following this session, the Permissions Admin should add any remaining new users (our discretion) and contact Support with questions.
Session 2 is for the remaining end-users on the Sales, Production & Traffic teams. Power Users should also participate and inject their thoughts (where applicable) based on their learnings from Sessions 1.
Session 2 topics include:
- Discussion/walk-through of Production + WideOrbit AFR workflow
- Discussion of User roles
- Completion of a “Production Needed” order
- Discussion/walk-through of Client Management
- Discussion of Support (content and process)
- Q&A
Option 3: Traffic only
In this use case, members of our client's Sales team create an order in WideOrbit Traffic(as they have been doing). WideOrbit Traffic sends order information to PromoSuite Production, where a "Production" order gets created. The Salesperson adds additional information and submits the order. The order then follows the station's "production workflow" where other members of the team (Producers, VOs, Writers, etc.), create the audio content per the order instructions. Once the audio is approved, the produced audio file can be downloaded and added to the station's playout system
Requirements
- WideOrbit Traffic
- PromoSuite Production
Needs from WideOrbit
- WO provides us with an "Agreement Key" for the broadcast group
Needs from Customer
- Completed "Production Onboarding Spreadsheet" - file attached and HERE
- Stations
- Users
- WO Traffic upgrade, client coordinates directly with WO - information here
Client Onboarding and Internal Set-Up process
1. Sales provides Broadcast Group & Station Entities to CSM & Mike M.
2a. CSM sends "[PromoSuite Production w/ Wide Orbit] 1. Onboarding Call Set-up" email template from SELL
- The email includes a link to the "Onboarding" HC post & Onboarding spreadsheet attachment
2b. Onboarding meeting w/ client, discussion includes:
- Overall onboarding process (set-up & training)
- Onboarding spreadsheet (stations, explain user needs, material groups & source prefixes)
- High-level input on WO stuff (Traffic update)
2c. Client provides CSM with needed information
- Station & Users (required)
3. Mike M. then:
- creates the Broadcast Group and Station Entities
- assigns Stations to Broadcast Group
- activates Production product for Broadcast Group
- activates WideOrbit Traffic and assigns markets/stations ("edit entities")
- notifies CSM that the "non-technical" set-up is complete
4a. CSM creates Production Users per Onboarding spreadsheet
4b. Mike E. adds new people into SELL
5. CSM coordinates training Session 1 with power users
Before training takes place...
6a. WO shares API Agreement Key(s) with CSM/Mike E
6b. CSM adds API Agreement Key in WO API Configuration, tests flow of order information
6c. CSM confirms w/ Mike E. that the WO Traffic integration is good to go
End User Training
Training consists of (3) scheduled sessions that take place over a two to three week period.
Session 1 is for the "power users" in Production, Traffic, and Sales. This smaller group of users is acclimated to Production before the "entire" team of users who will eventually be onboarded/trained in Session 2. The focus isPromoSuite Production workflow only - no WideOrbit training is involved in this session. Topics include:
- Walk-through of Production workflow and user roles
- Completion of a “Production Needed” order
- Walk-through of Client Management
- Discuss Support content and process, role of local "Production Administrator" (adding users, modifying permissions)
- Q&A
- Assignment: Create (2) "dummy orders" in the station's WO Traffic system
Following this session, the Permissions Admin should add any remaining new users (at our discretion) and contact Support with questions.
Session 2 is also for the "power users" in Production, Traffic, and Sales. This smaller group of users is acclimated to the WideOrbit-integrated version of Production before the "entire" set of users so that they may assist with implementation/usage among the other members of their team(s) who will eventually be onboarded/trained in Session 3.
Session 2 topics include:
- Discussion/walk-through of Production + WideOrbit Traffic / WideOrbit AFR workflow
- Completion of a “Production Needed” order
- Q&A
Session 3 is for the remaining end-users on the Sales, Production & Traffic teams. Power Users should also participate and inject their thoughts (where applicable) based on their learnings from Sessions 1 & 2.
Session 3 topics include:
- Discussion/walk-through of Production + WideOrbit Traffic / WideOrbit AFR workflow
- Completion of a “Production Needed” order
- Discussion/walk-through of Client Management
- Discussion of Support (content and process)
- Q&A