The Notes & Files tab provides a way to attach and communicate files, comments, and communications about an order across the different Operative.One modules and through email. For example, if an agency provided a PDF, Excel, or Word file detailing the order, you may wish to attach it. Depending on your busi- ness practices, you may wish to review this tab in case any relevant information was provided.
The Notes & Files tab lets you assign notes to other users within Operative.One, as well as send email to users within and without the system. The tab appears within sales orders, tickets, invoices, payments, and partners:
l Notes added in a sales order appear in all Ad Operations tickets or Finance invoices related to the order.
l Notes added in a ticket appear in the sales order as well as all tickets and invoices for the same sales order.
l Notes added in an invoice appear only in that specific invoice.
l Notes added to a partner or payment appear only in that specific partner or payment. To add, review, or edit notes or files, do the following:
1. Click theNotes & Files tab.
By default, no notes or files appear. When notes or files are attached, they are listed in a grid on the Notes & Files tab.
When notes exist on the tab, you can:
l Use theFilterspane on the left to find notes.
Note:You can also filter for the attachment file type by mousing over the Type column, click- ing the triangle, and using the Filters option that appears.
l Click anAttachmentfile name to download or open an attachment. l Click theSummaryfield to open details.
l If you created the note or the note is assigned to you, you can edit some of its details. Whether you can edit the summary (subject), body, and attachment depends on the read-only setting in the Administration module under Module Settings > Notes and Files > Notes and Files Preferences.
l If you did not create the note and it is not assigned to you, existing notes always open in read-only view.
Note: Notes cannot be removed after they are added to an order. Whether attachments can be removed depends on the read-only setting.
2. ClickAdd Noteto add a new note or click theSummaryof an existing note to open it.
Note fields appear at the bottom of the page. On some screens, you may need to scroll all the way down to see them.
When opening an existing note, if you did not create the note or it is not assigned to you, the Pre- view Note area appears and all fields are read-only.
3. View, edit, or complete the relevant fields as described in the table that follows.
Only theSummaryfield is required, although theCategoryis recommended. If you just want to add an attachment, browse to its location, enter a summary, and save. You can include one attach- ment per note.
Field Description
Select Cat- egory
This specifies a category for the note.
A category can use the Unreviewed Notes functionality if configured in the Admin- istration module, under Module Settings > Notes and Files > Notes and Files Prefer- ences. When a note using an Unreviewed Notes category is added or saved
through Operative.Express or the Sales module, tickets that exist for the order at that time have their Unreviewed Notes field set to Yes. This provides a way for traf- fickers to be aware of which tickets contain notes that require their attention. When a ticket's Unreviewed Notes field is Yes, an Ad Operations module user can use filters to find the ticket and then review the notes. After reviewing the notes, the Mark notes as reviewed option within a ticket can set the Unreviewed Notes field to No, indicating that notes were read.
By default, available categories for sales orders, tickets, and invoices include: l Campaign Reports
l Sales Notes l Finance Notes l Ad Ops Notes
l Internal Approval Notes l Legal Notes
l Optimization Notes l Inventory Notes l Client Approval Notes l Creative Related Notes
l Operative.Express Creative (only with Express) l Operative.Express Traffic (only with Express)
Assign To This specifies the user responsible for the note. Only this user and the user who cre- ates the note can edit it. An email is sent from the system to this user’s email address.
Priority This indicates the importance level of the note. If you set this to high, emails sent for this note indicate the high priority status (e.g., ! In Outlook).
Status This indicates whether the note requires attention (open) or whether it has been resolved (closed). Notes cannot be removed, but their status can be changed to closed. This status has no impact on the Unreviewed Notes feature but can be use- ful when reviewing the tab itself.
Follow-up Date
This sets a date related to the note, for example, when something needs to happen. This is useful when reviewing note content but does not trigger any alerts or noti- fications related to the date.
Field Description
Attachment When adding or replacing an attachment, theBrowsebutton lets you locate the file you wish to upload to the system.
When notes are sent as emails, the email contains a link to download any attach- ment. The attachment itself is not emailed, and the recipient must have a login to Operative.One to access the file.
To protect users from uploading files with potentially dangerous executable code and later downloading the files and compromising their network, Operative.One pre- vents files with the following file name extensions from being attached: .ade, .adp, .bat, .chm, .cmd, .com, .cpl, .exe, .hta, .ins, .isp, .jse, .lib, .lnk, .mde, .msc, .msp, .mst, .pif, .scr, .sct, .shb, .sys, .vb, .vbe, .vbs, .vxd, .wsc, .wsf, .wsh. This black- list is case insensitive.
Note that Operative.One does not prevent archive files (for example, .zip or .tar) that contain files with blacklisted extensions from being uploaded. If you want to avoid this scenario, your company can ask Operative to add archive file extensions to the blacklist. If you would like to customize the extensions blacklist in any way— adding or removing extensions—please contact your Operative account manager.
To This specifies recipients to whom note details and attachment links are sent. You can manually type email addresses or select recipients that the system recom- mends when you begin typing. The system recommends the following types of recipients, starting with those previously entered:
l Contactsbelonging to any account on the Accounts & Contacts tab. The search matches the beginning of the first name, last name, or email address. The contact must be active and have an email address. Contacts display as First Name Last Name - Account Name.
l Usersof Operative.One as defined in the Administrative module. The search matches the beginning of the first name, last name, or email address. The user must be active, but does not need to share a team or be related to the order. Operative.One users appear in a bold font displayingFirst Name Last Name.
l Previously manually typedemail addresses. The search matches the start of any email addresses that you previously manually entered on the Notes & Files tab, in any module. Only addresses you entered appear, not addresses entered by other users; however, the addresses appear across all orders, tickets, and invoices.
Note:If you manually type multiple addresses, hit enter after each address. If you need to cut and paste in a list of manually entered addresses, separate multiple addresses by commas.
Email is sent when a note is first saved and when you clickResend. The email con- tains the following fields associated with the note: Notes Id, Category, Status, Pri- ority, Followup Date, Summary, Memo, and Assignee. The link to the attachment requires the user to have an Operative.One login.
Note: After suggested Contacts or Users are selected, you can mouse over their names to see their email addresses in a popup window.
Field Description
Add CC: This link adds a field to send email using the carbon copy (cc) header. When you type in this field, the system recommends users, contacts, and previously entered addresses just like theTo:field.
Add BCC: This link adds a field to send email using the blind carbon copy (bcc) header. When you type in this field, the system recommends users, contacts, and previously entered addresses just like theTo:field.
Summary (required)
This is a short description for the note or attachment and becomes the subject line of any emails sent for the note. The default depends on the module in which the note was added.
For an order, it is:
$yourCompany Order $orderId: $orderName ($advertiser)
For example:
ACME Order 1234: Summer special ad buy for ACBB (Borders)
For a ticket, it is:
$yourCompany Ticket $ticketId: $ticketName ($advertiserName)
For an invoice, it is:
$yourCompany Order $orderId: $orderName ($billingAccount)
For a partner or payment, it is:
$yourCompany Partner $id: $partnerName
You can edit the text as needed, but new notes use this default unless they are added in Operative.Express.
Body The large text area at the bottom of the page lets you enter details about the note. This text appears in the message body of emails sent by the note. The formatting bar above the text box can add colors, fonts, lists, and other details.
Note:The message body is HTML-based, using the tool bar for formatting. HTML tags manually entered in the summary are not interpreted and saved as HTML. Line breaks will be preserved automatically. If you enter <br>, an email will literallydis- play<br> and notinterpret<br> as a line break.
4. ClickSaveto store the note if you made changes.
If you created the note or it is assigned to you, you can edit it by clicking itsSummaryin the Notes & Files grid. This opens the Edit Note pane on the very bottom of the page. Which fields you can edit depend on the read-only settings in the Administraion module. On the Edit Note pane, you can clickResendto email the note again to its recipients. Depending on your configuration, you can also remove a file attachment by clickingRemove File. Removing a file creates a new note for auditing purposes that says when and by whom the attachment was removed.