Revision: When requests need to be changed, the Revision process in vPPO makes sure all parties know what is going on. The Revision status shows up on the To Do list as well as the Inbox views to let everyone know something is being changed on the request.
- An element of this spot needs revised
- Script Change
- Traffic Change
- Production Change
- Requires Request Blog entry with details of change
- Recommended to only be applied through the Revision process
- Only Production Manager and Traffic roles can alter Archived spots directly
View revision tutorial video here.
Replaced: Depending on Firm Settings on how a spot is handled when revised, you may see this status on the "old" spot.
- Applied to spots only through the Extend and Revise process when Firm Options dictate that spots are copied and then Extended or Revised
- Can not be applied manually to any spot
Needs Dubbed: As a starting status this states the the provided spot (or spot location) is ready to go and needs no further production work. This can also be the natural conclusion to an audio spot's workflow after all writing, voicing and production is done.
- A complete spot is attached or the location will be provided and the audio simply needs to be dubbed into the on-air system
- The status is automatically set upon a favorable Spot Review. This tells the producers the spot is approved and ready to be entered into the on-air system
Script Review: If requested during submit, a script that needs to be written can undergo an approval process. When the assigned copy writer is done and provides the final script in vPPO, they change the status of the request to Script Review. If the "Script Approved" check in the Status column is checked off the status will auto-advance to Needs Production.
Archived: The Archived status is only directly available to managers. This is because it is the natural conclusion to workflow for most vPPO users. It occurs on it's own as Production and Traffic work on the spot and track progress in vPPO.
- Not available to all users
- Forces the spot directly to the Archive
- Not used often, mostly only when cleaning up after improper status changing by another user
- Achieved naturally after Cart/Scheduled/Dubbed/Uploaded processes are completed
Needs Writing: This is the perfect starting point for a request when there is no copy or only a partial script. Provided copy points or attached files will assist the copy writing staff in creating the final script.
Waiting on Spot: Starting a new request can sometimes begin before the final spot or its delivery method is in hand. Instead of having Production sit on a "Needs Dubbed" order that they can't handle yet, the Waiting on Spot status has you covered. Keep in mind, you will have to update the order later with the promised audio or delivery location and update the status manually to Needs Dubbed.
Copied: Only spots that just got the Copy process treatment will have this status.
- Spots in this status are the result of a person copying, extending (with copy option), or revising (with copy option) a spot from within the list view (using the check boxes and buttons)
- The spot they copy would have to have been in an active status (anything other than Archived, Canceled, Deleted, or Replaced itself).
- A copy is made, the original is set to Replaced, and both link to each other in the history.
NOTE: Spots in this status will not appear in the list view, except when performing a search.
Canceled: This status is designed to only be used on a Spec Spot that does not get sold. Only sold spots can get carts and run on air, thus becoming archived in vPPO. So, if a Spec isn't going anywhere the Canceled status allows it to still be retained in the system but not be in any Inboxes with active requests.
- Cancels the Spec Spot request
- Moves the spot to the Canceled folder
- The recommended status for unsold Spec Spots, finished Donuts or other various parts that do not need further processing
- Can be reactivated copied to bring back to the Inbox for further work
Needs Production: As a starting status, this states that the request needs some form of editing. That could include a piggyback of existing audio or full production from staff voices.
During the workflow, this status can also come up naturally after a spot has been written and is ready for audio recording and editing.
- Mostly used when a complete and/or approved script is attached and the spot now needs to be voiced and produced
- Also used if full details are provided for production, such as the spots being piggy-backed or tagged with a local voice
Waiting on Copy: Starting a new request can sometimes begin before the copy or script for a spot is in hand. Instead of having Production sit on a "Needs Production" order that they can't produce yet, the Waiting on Copy status has your back. Keep in mind, you will have to update the order later with the promised copy and update the status manually to Needs Production.
Attention: This status is best used to "raise the red flag" and let everyone in the work know something isn't right or needs attention.
- A major issue or question has halted production, details of which should be stated clearly in the Request Blog
- Often means a necessary file or information is missing
- The most urgent status for a request
Extend Dates: The Extend Date process will automatically apply this status. It is not often used directly but users. However, there are occasions were new users to vPPO do have spots on air that were not yet in the system. In this case a new order would be needed with a starting status of Extend Dates to keep the already running spot on the air.
- Informs Traffic & Production that the request has an updated end date
- Typically only set through the Extend process
Needs Announcer: When a spot request primarily needs voice work, this status applies. It may be used as the starting status when the request is submitted or during the workflow.
- A script has been provided which simply needs recorded
- Typically means no further production is needed
- Used often for live reads that are actually being recorded for playback
- A spot has been provided that requires a tag added by an announcer
On Hold: Sometimes there is the need to simply pump the breaks. If a request needs to just sit still for a bit, this status tells everyone that no further action is needed.
Of course, we don't want to let requests sit around "On Hold" for too long. The most common use is for Spec Spots that are pending an approval but clients are slow getting back.
- The spot has no immediate action but is expected to in the near future
- The user setting the On Hold status will typically be responsible for later advancing the status
- Useful for Spec Spots that haven't been denied but are overdue on approval or a buy
Spot Review: If requested during submit, a spot that needs to be produced can undergo an approval process. When the assigned producer is done and provides the final spot in vPPO, they change the status of the request to Spot Review. If the "Spot Approved" check in the Status column is checked off the status will auto-advance to Needs Dubbed.
In Progress: Producers have the option to set this status to let other users know the request is currently being worked on.
Needs Schedule: This status is an option for starting statuses but not often used. Mostly this is the status that automatically appears when a broadcast spot already has the Cart ID applied and has been checked as Dubbed by production. The system knows that production is done but if Traffic or Continuity staff have yet to check if off as "Scheduled" it will auto-set this status to get their attention.
- The spot in question is a non-traditional sale, something that Traffic must track and schedule but Production doesn't need to produce audio for
- NOTE: All entered requests will be seen by traffic if they are Sold spots. The starting statuses for a request directly address Production and their workflow.
Client Recording: States that the client or an outside person on behalf of the client is schedule to record but has not come yet.
Completed: Not used by broadcast stations, this status is however the end of the line for production only set ups of vPPO. Because production houses do not air spots with Carts and automation systems, the Archived status doesn't apply automatically. Instead, they manually set the Completed status when a spot has been through all required approvals.
- Used in production only (prod work-flows to signify that the final spot is done (attached) and the spot is ready for air
- Not used in the traditional radio station workflow
- Production only work-flows do not use Scheduled/Dubbed as full workflow locations do
Deleted:
A deleted request removes it from everyone's view and files it away as no longer needed. It is most often used as the status for spots that were entered by mistake and have not received any work yet.
- Deletes the request, moving the spot to the Deleted folder
- Only delete requests submitted by mistake or as a test/practice
- Deleted requests can not be reactivated, only copied