Filtering and Archiving How To

How To Page for Filtering and Archiving.

Adding a View

Ad Manager allows you to use the Find command to select a group of related items for display. This collection can also be saved as a View. The advantage of saving a view is that you can retrieve these items quickly and easily without having to recreate a filter. If you have added items to Ad Manager that meet the conditions of this view after it has been created, Ad Manager automatically will add it to the View. To Create a View, you need to follow the steps in How To Filter . After you have created your filter, select the Save Button() on the Find Window. When you do this, the following screen will appear.

On this screen, you can identify what you want to call this View by typing in the desired Name. You can also select which folder you wish to place your view in. Once you have highlighted the desired folder, select OK. If you do not select a folder, Ad Manager will place this view at the same level as your folders. You can also place Shortcuts to Views in the Shortcuts bar. For more information, see Using the Shortcuts Bar.

Archiving Data

This function allows you to remove old contracts, postings and locations from the system. This will allow Ad Manager to run more efficiently. Typically data which are more than 2 years old should be removed from Ad Manager since there will likely be little need for these data in the future. You should determine how often each year you wish to archive old data. A proper archiving schedule will assist in the efficient operation of the software. When Ad Manager removes the data from the system, it actually archives (stores) it off line. In other words, the data is no longer accessible by the software, but can be retrieved if necessary.

Modifying a Filter

Changing the Filter Criteria

Ad Manager allows users to take an existing saved filter and modify it to produce new results. This is particularly useful when the user has a saved filter that is related to a particular time frame, for example, postings upcoming next week. The user can save the filter with the date range and, the following week, simply update the filter with new dates without having to re-select the other filtering criteria. To modify an existing filter, simply right-click on the filter and select Properties. The current filtering criteria for this filter will be displayed and can be modified. Once you have made the appropriate changes to the filter, click Save (). The saved filter will now display results for the new criteria to any user that has access to the filter.

Changing the Filter Name

Users can also change the name of the filter to reflect the contents better. To change a filter name, right click on the filter and select Rename. Edit the filter name as appropriate and hit the Enter key on your keyboard when finished. If you wish to cancel any changes you made prior to hitting Enter, hit the Esc key on your keyboard.

Changing the Filter Location

Ad Manager allows users to move your filter from its existing location to a different folder, either public or private. To move a filter, right click on the filter and select Move To Folder. Select the desired folder where the filter should be located, and click OK. If the folder does not exist, click New and highlight the location under which the new folder should be found. Type the name of the new folder and click OK. The new folder can now be selected.

Quick Find

If you are looking for a specific Contract, Subcontract, Site, Face or Design, Ad Manager's Quick Find feature will allow you to do this quickly and easily. To use the Quick Find feature, go to the FILE menu and select QUICK FIND. Select the type of data that you are trying to find (a Contract, Subcontract, Site Face or Design) and fill in the desired fields to find the specific item you are looking for. Ad Manager allows you to use wildcards (an asterisk (*) to indicate anything) to aid in searching for a specific text in the field. For example, entering *Main* in the site description will provide you with any sites containing "Main", including Main Street, Tremaine Drive and Maintenance Court. Once you have filled in the fields, hit OK. If there are multiple items that meet the criteria, Ad Manager will display a list of all the matching items. Double click the desired item to see more information about it. If you want to find an item based on a more advanced search, select the MORE button. This will display a detailed find screen where you can select from a number of additional items. Unlike the Find button (), you cannot save the results of a Quick Find in a Filter.

Restoring Your Data

This feature allows you to retrieve any postings and contracts which have been archived but you need to access. Once you have restored your archived data and retrieved the information needed, it is recommended that you re-archive the old data.

Using a Basket

There may be times where you wish to maintain a collection of items (faces, contracts, designs, etc.) to find and use later. However, these items may not have any common feature that you can filter on. This is where you would create a basket. Examples of when you may wish to create a basket include creating a basket for contracts you want to work on this week or a compilation of faces that are part of three distinct markets. Ad Manager allows you to work with baskets throughout the software.

Adding a Basket

To create a new basket, go to FILE-NEW-BASKET. From here, type in the name of the basket, and choose where you want to save the basket. Once you have created a basket, you can highlight any item or group of similar items, and click on the Add to Basket icon (). Ad Manager will add these items to the basket. If you cannot see a basket when trying to add items to it, then you may have already used the basket with a different collection of items (e.g. if you are trying to add contracts to a basket, any baskets containing faces will not appear). If the basket does not exist, then you can add it by clicking the New button on the Add to Basket window.

Deleting a Basket

To delete an item in a basket, go to the basket, highlight the desired item or group of items, and click on the Remove from Basket icon (). If you wish to permanently delete a basket, highlight the basket in the Ad Manager Explorer window, and click on the Delete icon ().