Manage assets

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

Depending upon your business, when you think about media assets you may be thinking about ad unit in a magazine, banners on websites, sponsorship opportunities at an event, banners at a venue, etc. What assets have in common is that a single one can be available in a variety of places, at different times, for different durations, at different prices in different currencies.

To let you handle all of these variations, assets have units and units can have an unlimited number of prices or rates in multiple currencies (For multiple currencies you must use the Enterprise Edition).

Set up media asset each with at least one unit for your current and future ad inventory. If you have many similar assets, use asset templates to standardize and expedite the process of setting up your aad inventory. More information: Manage asset templates

Assets and Bookings

Asset inventory consists of asset units rather than the assets themselves. More information: View inventory, Asset Units Users book units rather than assets; and therefore every asset must have at least one unit. More information: View media bookings

Examples

  • Publications: Set up assets for each ad size in your publication's rate card. You could set up an asset template and use it to quickly create assets for each issue. More information: Manage asset templates

  • Online: Set up assets for each banner position on your website.

  • Sponsorship: Set up assets for each sponsorship opportunity.

  • Events: Set up assets for booths, events, presentations, signage, sponsorships, etc.

Assets, Units, and Rates

Microsoft Dynamics Marketing is designed to handle a broad range of asset types, from simple to complex. For example an asset might have:

  • Multiple prices or rates (depending for example on the specific client or the number of ads purchased by the client.

  • Prices or rates in multiple currencies.

  • 'Sub' units. For example, you could set up an asset for a circular that has multiple units on each page. Or, you could set up an asset for a sign that has space for several sponsor logos.

Important Tabs

  • Bookings Tab: The Bookings tab displays all the bookings for the asset. More information: View media bookings

  • Invoices Tab: The Invoices tab displays all the invoices for the asset. More information: Media invoices

  • Orders Tab: The Orders tab displays all the media orders for the asset. More information: Media orders

To work with media assets, you must have Edit/View Assets privileges. More information: Work with user accounts and staff contacts

  1. Under Assets & Media, choose Asset Management, and then choose Assets.

  2. Click the New button New button .

    Microsoft Dynamics Marketing displays a blank asset page, or - if Manage asset templates  have been set up Microsoft Dynamics Marketing will prompt you to select a template.

  3. Select a template from the pull-down menu or click Submit to display a blank Job page.

    Microsoft Dynamics Marketing displays the list of assets.

  4. Enter the information.

Field

Description

Active

Select the check box to activate the asset. Inactive Asset cannot be used.

Code

Enter a code for the asset. Codes are used to identify assets more quickly. (Optional)

Name

Enter a unique name for the asset. (Required)

Media

Select the Media Outlet the asset is for. (Required)

Time Zone

Select the time zone for the asset. The time zone is used for scheduling. (Required)

Materials Lead Time

Enter the materials lead time in days. (Optional)

Duration

Enter the duration of the asset in days. For example, if the asset template pertains to a week long position, enter 7 days. The duration is used to calculate the start and end dates of assets created using the template. (Optional)

Description

Enter a description of the asset. An entry is not required.

Market

Select the Market the asset relates to. (Optional)

More information: Markets

Reach

Enter the Reach of the asset. The Reach is the estimated number of visitors, viewers, readers, subscribers, etc. of the asset and is used for information purposes. (Optional).

Type

Select a type for the asset. (Optional)

More information: Create custom drop-down values and folders

Category

Select a category for the asset. (Optional)

More information: Create custom drop-down values and folders

Expense Account

Select an Expense Account for the template. The Expense Account you specify is used to track the cost of the asset in Microsoft Dynamics Marketing's Financial area. (Required)

More information: Chart of accounts

Billing Account

Select a Billing Account for the template. The Billing Account you specify is used to track the revenue of the asset in Microsoft Dynamics Marketing's Financial area when clients are billed. (Required)

More information: Chart of accounts

Units/Rates Grid

The Units/Rates tab displays all the units and their rates. If a unit has multiple rates, it is displayed on multiple rows in grid.

Microsoft Dynamics Marketing's asset inventory consists of asset units rather than the assets themselves; users book units rather than assets; and therefore every asset must have at least one unit. To create an asset unit:

  1. On the Asset dashboard, click the New button New button above the Unit/Rates grid.

  2. Enter the details. More information: Manage asset units

The asset wizard enables you to make a number of copies of an asset that occur with a regular frequency with a few clicks. For example, say you allocate a banner on your website on a weekly basis; you could use the asset wizard to quickly create 52 instances of the home page banner unit. To use the asset wizard:

  1. Open the asset you want to use.

  2. Click the Wizard button Wizard button.

  3. Select the scheduling option you want.

  4. Click Submit.

    The wizard may take a moment to make all the assets, especially if you are making lots of assets.

    Microsoft Dynamics Marketing leaves the asset dashboard you were using open. To view all the assets you created, go to the Asset page. Microsoft Dynamics Marketing inserts the incremented Start Date into the name of each asset created by the wizard.

Microsoft Dynamics Marketing enables Administrators to set up User Defined Fields. More information: Configure user defined fields

  1. On the Home tab, click Settings.

  2. Under Administration, choose Languages.

  3. Click the Language, for example, English (United States). Three columns appear.

  4. In the first column, click the area that you’d like to add a UDF to, for example, Lead Management. This will filter the results.

  5. Type user in the Search bar, and then click Go.

    Anything with the word User appears. User Defined Fields typically end with User # (user and then its corresponding number)

  6. Replace the Site Label text with the desired name for the field.

  7. Click Save.  

System_CAPS_noteNote

You can hide an enabled UDF. This will remove the field from the page but will retain the field data. Follow the exact same steps as described above except that you must replace the “Site Label” with the “Default Label” text. Then click Save. More information: Create custom drop-down values and folders

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