Home Buyer Buyer - Traffic Complete Guide: Posting Instructions

Complete Guide: Posting Instructions

Introduction

Posting Instructions within DOmedia allow for seamless communication between advertising agencies and vendors regarding the implementation of advertising campaigns. This process enhances accountability, streamlines approvals, and creates a documented record of campaign execution.

This guide provides a complete overview of the Posting Instructions (PIs) feature within DOmedia, and will cover:



Getting Started

Navigating the Traffic PI Dashboard

First, navigate to Traffic > Post Instructions from the sidebar menu.



This will take you to the PI dashboard where you can view, edit, delete, or export any existing Posting Instruction.





The PI Dashboard offers several key features:

  • Filter: The buttons at the top allow you to filter your PIs by their current status
  • Entries Displayed: Adjust the number of PIs shown (10, 25, 50, or All) using the dropdown menu
  • Create Posting Instructions: Start creating new Posting Instructions
  • Search: Quickly locate specific Posting Instructions
  • Sort: Sort the listed PIs by clicking on any column header except Action



Creating Posting Instructions

There are multiple ways to create PIs:

  • Navigation Bar - Under the Traffic menu, select “Create Post Instructions” 
  • Traffic Campaigns Dashboard - You can create a PI directly from the Traffic Campaigns Dashboard by using the Action column
  • PI Dashboard - Select “Create Posting Instructions” next to the search bar on the PI Dashboard



The fastest method is usually to use the Navigation Bar method. 

  1. Start by selecting “Create Post Instructions” under the Traffic Menu
  2. Select the Campaign to create the PIs for
  3. On the following page, you can view all contracts associated with the selected campaign. From here,  check the checkboxes for the contracts you want to create Posting Instructions for. Click "Next" to continue.
  4. Select your desired contacts, add Standard Terms, and any additional attachments.
  5. Click "Create Posting Instructions"
  6. Once created, all Posting Instructions can be found in your Posting Instructions Dashboard.

Note: upon creation, all PIs start in a Draft status and will need to be edited and issued to continue the process



Editing and Issuing Posting Instructions

  1. From the Posting Instruction Dashboard, click "Edit" on the Posting Instruction you wish to modify
  2. You can add Internal Notes, Design Images, and Design Names to the inventory. Multiple Design Images are accepted. Note: The PI Edit page also allows you to modify the name,  contacts, recipients, terms, and attachments.
  3. After completing the Posting Instructions, click "Save and Preview"
  4. Review your Posting Instructions for accuracy
  5. Click "Issue Posting Instructions" in the upper-right corner to send them to vendors





Reviewing and Approving POP (Proof of Performance)

Once vendors complete installations and submit POP, you'll need to review and approve their submissions:

  1. Navigate to your Posting Instructions dashboard (Traffic > Post Instructions)
  2. Find the posting instruction that needs reviewed, then click "View"
  3. When viewing the Inventory Summary grid, there are "Proof of Install Photo," “Completion Photo,” and “Completion Report” columns that indicate what files have been uploaded for which units. Use the scroll bar and scroll to the right to see Actual Post and Actual Take Down dates.
  4. To approve POP individually by row, use the far-left checkboxes. To do this, select the rows you want to approve, and then click “Assign Accepted Date” beneath Inventory Summary.
  5. To approve the POP for an entire PI, click on “Actions” at the top of the page and then click “Approve Proof of Performance.” This will change the PI’s status to “POP Approved”

Uploading POP on the Seller's Behalf

As a buyer, you have the ability to upload and associate POP photos for sellers.

  1. Within the Inventory Summary section, you can upload multiple files and auto-associate them by clicking on “Upload Completion Photos.”
    1. Auto-Associate - If you select "Auto-Associate", the system will find the matching row to associate the image or file with (if the inventory number or Geopath ID is in the filename)
  2. If you did not Auto-Associate some or all of the uploaded files, you’ll then need to associate them manually by clicking on “Associate Photos.”
  3. From here, you can drag and drop the Un-associated photos to either the ‘Proof of Install Photo’ or ‘Completion Photo’ column for the designated rows.
  4. Once complete, the changes are automatically saved and you can click ‘Back’ at the bottom left of the screen.





Managing Affidavits (Optional, Usage Varies by Agency)

Under the Inventory and Affidavits section, you can view the submitted Installation Date as well as download the affidavits attached to the PI.



Once reviewed, you have the ability to Reject or Approve the affidavit.  Select the desired rows using the checkbox column and click the appropriate button below the grid.



Campaign POP Exports



Campaign POP Export Dashboard

By navigating to Traffic > Campaign POP Export, you’ll be able to access the POP Export Dashboard. From there, you’ll be able to create, edit, and archive these exports.



Creating Campaign POP Export

  1. Click "Campaign POP Export" under the Traffic menu
  2. On the Campaign POP Export page, you'll see all previously created POP Exports as well as an option to create a new one
  3. Click the button at the top to create a new POP Export
  4. From the Create Campaign POP Export page:
    • Enter an Export Name
    • Select the Campaign from which you want to export POP data
    • Choose the Client 
      1. Tip: selecting a client first will filter the campaign dropdown menu by the selected client
    • Select Content Options and Export Type
    • Make selections for POP Dates and Markets
  5. Click ‘Save’ to save your export for later or click ‘Save and Export’ to save your export for later and immediately download the report



Campaign POP Tracking



Campaign POP Tracking Dashboard

For an overview of all POP statuses, you can use the Campaign POP Tracking feature. 

From the dashboard, you can:

  • View a list of all currently active Campaigns
  • See the completion percentages for each Campaign regarding POP Images, Install Date entries, and Take Down Date entries
  • Send Reminders to Vendors
  • View POP for Campaigns on an individual basis
  • Filter results by:
    1. Client
    2. Only Campaigns with POP Overdue
    3. Completed Campaigns

Viewing an Individual Campaign for POP Tracking

To view POP Tracking for a Campaign, start by clicking “View” under the Action column.

The View page provides a visual overview that breaks down each Campaign by Contract. You can also see exactly how many PIs (by Contract) have POP posted, Images uploaded, and Install Dates entered.



Creating Posting Instruction Terms (Optional, Usage Varies by Agency)

Posting Instruction Terms are reusable templates containing standard terms and conditions that can be applied to multiple posting instructions.

  1. Click "Settings" from the left-hand menu then select "PI Terms"
  2. On the Posting Instruction Standard Terms dashboard, click "Create New Posting Instruction Standard Term"
  3. Enter a name for your term in the "Name" field
  4. Add your terms and conditions in the content editor
  5. Set the "Selectability" option (Required, Optional - Selected by Default, or Optional - Not Selected by Default)
  6. Click either "Save (Enabled)" or "Save (Disabled)" depending on whether you want to use these terms immediately



Tips and Best Practices

  • Standardize terms: Use Posting Instruction Terms for consistency across campaigns and to save time during creation.
  • Regular monitoring: Check the Traffic PI Dashboard frequently to stay updated on the status of all your Posting Instructions.
  • Organized design assets: Name design files clearly and consistently to avoid confusion when attaching them to Posting Instructions.
  • Send reminders: Use the "Send Reminders" feature to follow up with vendors about pending POP submissions.
  • Comprehensive documentation: Include all relevant details in your Posting Instructions to minimize back-and-forth communication with vendors.



Troubleshooting Common Issues

  • Missing design images: If design images aren't displaying properly, check that they're in a supported format (JPG, PNG) and try re-uploading them.
  • Vendor can't see issued Posting Instructions: Verify the vendor has been properly associated with the contract and that the Posting Instructions have been issued, not just saved.
  • Unable to approve POP: Ensure you're viewing the Posting Instruction in the "Inventory Summary" grid and that proofs have been properly submitted by the vendor.
  • Cannot issue Posting Instructions: Make sure all required fields are completed before attempting to issue instructions.
  • POP export not showing all data: Check your selection filters to ensure you haven't inadvertently limited the data range or campaigns included.



Frequently Asked Questions (FAQs)

Q: Can I create multiple Posting Instructions at once? A: Yes, you can create Posting Instructions for multiple contracts associated with a campaign simultaneously by selecting them on the contract selection page. (Requires additional account feature. Reach out to DOmedia Support for more information.)

Q: How do I know when a vendor has submitted proof of performance? A: The status of the Posting Instruction will change to "POP Issued by Seller.” You will also typically receive a notification.

Q: Can I edit a Posting Instruction after it has been issued? A: Once issued, you can directly edit the Posting Instruction by using the "Revise" option to make changes and reissue it.

Q: What's the difference between "Save" and "Issue" when creating Posting Instructions? A: "Save" stores your work but doesn't send it to vendors. "Issue" finalizes and sends the Posting Instructions to vendors for action.

Q: Can vendors upload multiple images for a single item? A: Yes, vendors can upload multiple images for each line item in the Posting Instruction.

Q: How do I handle a situation where a vendor installed the wrong design? A: You can reject the submitted affidavit using the checkbox column under the Inventory Summary section. If you don’t use affidavits in your workflow, you can contact the vendor directly.





Disclaimer

This guide provides general instructions for using the Posting Instructions feature within the DOmedia platform. The actual functionality and appearance may vary slightly depending on your specific account permissions and any system updates that may occur after the publication of this guide. Users are encouraged to contact DOmedia Support at agencysupport@domedia.com (for agencies) or oohsupport@domedia.com (for vendors) if they encounter any discrepancies or require additional assistance.