Importing media insertions from a xls file

Follow these steps to create media insertions from an existing xls file.

Imports can become tricky. Don't hesitate to contact our support center if you need help !

Step 1: Download a template

Starting from a xls template ensures that you have all the columns to properly import your media insertions.

Step 1: Go to the "Planning" module.

Step 2: Select your media plan and/or campaign in your filters.  This is necessary to inform the system which custom fields to use in the template.

Step 3: Click on the import/export button.  Select the import from Excel option.  This will display the import xls form.

Step 4: Click on the template button:

• "Empty xls template" will download the empty xls template.
• "Current media plan xls template" will download an xls template with the media insertions of your current search and filters. 

Step 2: Fill the xls with the media insertion information

All the columns in the template are required for the import to work properly.

All referenced entities must already exist in your account and must use the exact name.

For example, to reference a media, you must use the exact media name that already exists in your account.

Here are the columns:

Column Name	Description	Required	Example
LINE NUMBER	The media insertion line number.  This is a sequential number used by the PARENT LINE NUMBER.  It must be left empty when a PARENT LINE NUMBER is defined.	Yes	1
PARENT LINE NUMBER	Used to define multiple flights for a media insertion. It must reference an existing LINE NUMBER. Only required for subsequent flights.	Yes	1
MEDIA PLAN	The name of the media plan as defined in the "Media plans" module.	Yes	FY 2019
CAMPAIGN	The name of the campaign as defined in the "Media plans" module. The campaign must be part of the media plan defined above.	No	Black Friday
ORGANIZATIONS	A comma-separated list of the organization names as defined in the "Organizations" module. The organization must be part of the media plan defined above.	Yes	GDX Montréal,GDX Québec
INSERTION NAME	The name of the insertion. Depending on your custom field template, this name may be optional or mandatory.	Depends	Promotion week: Save 25%
MEDIA CATEGORY	The name of the media category of the media as defined in the "Medias" module. Only used to create new media.	Yes	Newspaper
MEDIA VENDOR	The name of the media vendor of the media as defined in the "Medias" module. Only used when creating new media.	No
MEDIA	The name of the media as defined in the "Medias" module. Not found media will be added with the defined media category and media vendor.	Yes	Journal de Montréal
MEDIA FORMAT	The name of the media format as defined in the "Medias" module.  Not found media format will be added to the media.	No	1/8 OF A PAGE W 5.04” X H 3.14”
MARKETS	A comma-separated list of the market names as defined in the "Administration > Markets" module.	No	Montréal,Québec
GENDERS	A comma-separated list of the gender names.	No	Men,Woman,Dual
AGE	Age range.		<99 9-99 >99
INCOME	Income range		<$ 9999 $ 9-$ 9999 >$ 9999
INSERTION STATUS	The name of the media insertion status as defined in the "Administration > Media insertion statuses".	Yes	Booked
INSERTION ORDER NUMBER	The insertion order number.  Depending on your account configuration, this number may be self defined or auto-generated.	Depends	0017-4
*** Start of Flight Date & Cost Columns *** Repeat these columns in additional rows to define additional flights. The parent line number column links the flights with the parent media insertion.
START DATE	The start date. The date format depends on your account configuration.	Yes	1/1/2019
END DATE	The end date. The date format depends on your account configuration.	No	1/23/2019
APPLICABLE DAYS	The applicable days within the start and end date.  The first day of the week depends on your account configuration. Use an em dash "—" for non applicable days. (https://www.thepunctuationguide.com/em-dash.html)	No	Su — Tu We Th Fr Sa
APPLICABLE HOURS	The applicable hours.	No	4A-6A
UNIT COSTS	The unit cost.	Yes	1000
COST TYPE	The cost type. Supported values are: CPA, CPM, CPC, CPL, CPP, CPV, FLAT, /Item, /Hour, /Day, /Week, /Month, /4Week	Yes	FLAT
QUANTITY	The quantity	Yes	1
PLANNED NET COST	The planned net cost	Yes	1000
*** End of Flight Date & Cost Columns ***
PLANNED TOTAL NET COST	The planned total net cost	Yes	1000
<TAX> PLANNED COST	The tax amount for a given tax as defined in the "Administration > Taxes" module.	No	150
PLANNED TOTAL VENDOR COST	The planned total vendor cost.	Yes	1150
PLANNED COMMISSION RATE	The planned commission rate. Put 0 if you are an advertiser not charging a commission.	Yes	0
PLANNED TOTAL COMMISSION COST	The planned total commission cost Put 0 if you are an advertiser not charging a commission	Yes	0
PLANNED TOTAL CLIENT COST	The planned total client cost. The planned total client cost is equal to the planned total vendor cost for advertiser not charging a commission	Yes	1150
NEED CREATIVE PROJECT	Whether this media insertion requires a creative project.	Yes	TRUE/FALSE
SPECIFICATION	The specification for the creative project. Only required if the "Need creative project" is TRUE.	-
PRODUCTION DATE	The production date for the creative project. Only required if the "Need creative project" is TRUE.  The date format depends on your account configuration.	-	1/1/2019
DELIVERY DATE	The delivery date for the creative project. Only required if the "Need creative project" is TRUE.  The date format depends on your account configuration.	-	1/2/2019
PRIORITY	The priority for the creative project. Only required if the "Need creative project" is TRUE.	-	High
PROJECT STATUS	The status of the creative project as defined in the "Administration > Creative project statuses". Only required if the "Need creative project" is TRUE.	-	To do
NOTES	The notes.	No
<ORGANIZATION> PLANNED COST	The planned cost split for each organization name listed in the ORGANIZATIONS column	Yes	500
<ROLE> ASSIGNMENT	The assignment user name for each role as defined in the "Administration > Roles" module.	No	John Doe
<ROLE> EFFORT	The effort for each role as defined in the "Administration > Roles" module.	No	12
<FIELD>	The value for each custom field defined by the field template used by the media plan. The format and required nature depends on the configuration of the field.	-

Step 3: Upload the xls

Now that your xls is ready, follow these steps to import it into your account.

Step 1: Go to the "Planning" module.

Step 2: Click on the import/export button.  Select the import from Excel option.  This will display the import xls form.

Step 3: Click the "Choose file" button and select your xls file. 

Step 4: Click the "Import" button.  This will upload the xls file and validate its content to create the media insertions.

If the xls file contains errors, they will be listed in a "Step 5" section.

You'll need to fix the errors either in the xls file directly or in your account.  All errors need to be fixed to successfully import your xls file.

The possible errors are:

Columns with empty header names

All header column name must be defined.

Column <Column Name> contains unknown values

This highlight references to entities that are not found in your account.  For example, a typo in a project status or a project status that does not exist in your account.

LINE NUMBER <Row Number> contains validation errors

These are the same validation errors you would get when creating your media insertion through the portal.