This guide provides an overview of how WideOrbit and vProMedia work together in daily workflows, offering a clear starting point to help your team operate smoothly from day one.
Order Integration
The Order Integration feature in vProMedia enables the creation of a draft Production Order (PO) from a contract that has been entered, processed, and approved in WideOrbit Traffic (WOT).
When a traffic/broadcast order is processed and approved in WideOrbit, key information from the contract will be sent to vProMedia to create a draft PO. This functionality speeds up the entry process by eliminating the need to start a PO from scratch. However, it's important to note that the draft PO will require your review. You'll need to add or adjust the necessary information based on your copy instructions before submitting the PO to move it into the workflow.
Default Settings for the Draft
Each draft will be created using a predefined set of criteria for certain fields.
- vProMedia will create one PO for each WOT broadcast order, with each spot length having its own spot line on the PO.
- The ad type will default to Commercial and is the only ad type used with the order integration.
- For multi-station orders, there will be only one PO draft for all stations.
- The start and end dates on the draft PO will be the earliest and latest dates from the contract. You can adjust these dates when you are ready to finalize the PO and submit it.
- The status of the draft PO will be marked as "waiting on spot" by default. When you are ready to submit the PO, you should change the status to the appropriate one for that PO.
NOTE: Please note that the synchronization from WideOrbit to vProMedia occurs at each 10-minute mark (:10, :20, :30, :40, :60).
To process WideOrbit drafts
Step 1 - Once the order has been processed and approved in WideOrbit Traffic pertinent information from the order will be sent to vProMedia where a draft PO will be created. This draft will be located in your WideOrbit Draft (WO Drafts) folder.
Step 2 - To process the PO, open the draft and make updates as needed and click submit. Don’t forget to update the status from “waiting on spot” to the appropriate status for each order.
Advertiser Integration
The WideOrbit Traffic Advertiser Integration feature enables advertisers from WideOrbit to synchronize with vProMedia. WideOrbit will act as the primary system for all advertisers. This means that when you choose an advertiser in vProMedia, all WideOrbit clients will appear in the dropdown menu, and you simply need to select the correct advertiser. This feature ensures a streamlined record-keeping system for your advertiser list.
Advertiser Sync
This setup allows for your advertiser list to be managed within your WideOrbit System.
Step 1 - To initiate an Advertiser Sync, click on the WO icon located on the list view screen.
NOTE: The time it takes to sync the data does depend on which version of WideOrbit you are on. The time can range from 20 seconds up to 2 mins.
NOTE: If you have a new fully processed WO advertiser that needs to be added to vProMedia prior to the nightly sync, it is possible to do an Ad Hoc sync. This can be done by designated parties in your market by clicking on the WO button from the list view screen in vProMedia.
NOTE: It’s important to note that a given individual can only request the sync once an hour. If an additional sync is needed before the hour expires, a different user can click the WideOrbit button.
Selecting the Advertiser on the Production Order
Step 1 - When entering a PO under the Client list you will first select the option WideOrbit Client List.
Step 2 - In the WideOrbit Client list drop down you can either begin to type in the name of the advertiser to select or you can scroll to locate.
Advertisers are Station Specific
Another feature of the Advertiser Integration is that only the stations associated with a given advertiser in WO can be chosen on the PO. For instance, if Advertiser John’s Pizza is associated only with one given station in WO, then that is the only station that can be selected on the PO in vProMedia. All other stations will be marked as “Not Enabled” to indicate they are not available for use with this advertiser.
NOTE: If you need a station to be available to this advertiser, the change will need to be made in WideOrbit, and then an ad hoc sync will need to be done to update the record in vProMedia.
Material Group Integration
With the Material Group Integration, users can send Electronic Material information from vProMedia to WideOrbit and in addition request a house number/cart number from WideOrbit to be imported into vProMedia.
Step 1 - On the list view screen in the cart ID column, there is a field labeled Material Groups. To send the request from vProMedia to WideOrbit, click on the drop-down button in the material group field and select the appropriate material group for this spot. The codes you see below are for a demo account. Your selections will be reflective of the Material Groups for the stations on the order.
NOTE: Prior to this step, make sure you have entered the AI id./ISCI code data as this will be needed in order to process the Electronic Material group in WO.
Step 2 - Once selected, click on the Get Cart Id button. This action will send the request and electronic materials to Wide Orbit for processing.
Step 3 - Your next step is to access the Electronic Materials option on the WideOrbit toolbar. Click search and any request waiting to be approved will be listed in the search results section.
NOTE: If you do not see your request, select refresh to populate the search results area.
Step 4 - Once your Electronic Materials are on the screen, double-click to open. Review the materials information and click apply if you have made any changes, then click OK to finalize. After you select OK, Wide Orbit will send the house number/cart number back to vProMedia.
Step 5 - You can then return to the list view in vProMedia to see that the cart number has been populated on the PO. The final step in this process is when you are ready select scheduled on the PO to indicate traffic has completed their steps for the workflow.