Manage asset templates

 

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.

Media Asset Templates can help you setup Media Assets more quickly and consistently. Create Asset Templates for the different ads that are available. For example, if you have 1/4 page, 1/2 page and Full Page ads in your magazine's rate card, setup an Asset Template for each one. For example if you publish 12 issues of the magazine, you could create Asset Templates for each ad size and then use the Template to create the Ad for each issue. If you have a hero banner on every landing page of your web site's home page, setup an Asset Template to represent it.

Use Assets Templates to:

  • Setup Assets quickly using templates and wizards to build your inventory.

  • Build inventory as far in the future as you want to.

  • Organize Assets by type, market, channel, genre, section, issue, volume, date, location, type, category etc.

  • Create 'custom' Assets quickly on the fly from preset Templates.

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 setup a Template for a circular that has multiple units on each page. Or, you could setup a Template for the welcome banner for your event that could have spaces for the logo's of 6 sponsors.

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 work with asset templates, you must have Edit/View Asset Templates privileges. More information: Work with user accounts and staff contacts.

To work with your asset templates, go to Settings > Templates > Asset Templates. This brings you to the Asset Templates list page, which provides many of the standard controls for searching, sorting, filtering, adding, removing and viewing items in the list, plus other common features. See Learn how to work and get around in Microsoft Dynamics Marketing for details about how to use these common controls.

  1. Go to Settings > Templates > Asset Templates.

  2. Choose the New New button  button.

  3. Enter the information:

Field

Description

Active

Check the box to activate the Template. Inactive Templates cannot be used.

Code

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

Name

Enter a unique name for the Asset Template. Required.

Media

Select the Media Outlet the Asset Template 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. (Optional)

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).

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.

The Units/Rates tab displays all the Units and their rates.

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 New button  button on the Unit/Rates tab.

  2. Enter the information:

    Field

    Description

    Active

    Check the box to activate the Template. Inactive Templates cannot be used.

    Name

    Enter a unique name for the Asset Template. Required.

    Description

    Enter a description of the Asset. (Optional)

    # of Units

    Enter the number of Units of the Asset that are available, or leave blank if there are an unlimited number of Units available.

    The number of Units field enables you to specify the number of 'instances' of the Unit that are available. For example:

    • A circular might include several locations on each of its pages where an ad could be placed; each location is a Unit.

    • The home page of a web site might have a 'hero' banner. The banner can accommodate up to 6 rotating ads; each 'slot' is a Unit.

    • The welcome banner for an event might have spaces for the logos of 6 sponsors. Each space is a Unit.

    Back Order OK

    Click the Back Order OK to indicate that users can book Units, even if they are all booked.

    Restrict To Company

    Microsoft Dynamics Marketing enables you to restrict booking of specific Units to a single Company. (Optional) 

    Market

    Select the Market the Asset relates to. (Optional). More information: Markets

    Demo

    Select the Demographic of the Unit. (Optional). More information: Create custom drop-down values and folders

    Specifications

    Click the button to enter the specifications of the Unit. Specifications can include the size, file format and duration of the Unit. (Optional).

The Rates tab displays all the rates for the Unit. Rates are the prices Clients pay or the cost of the Assets. An Asset can have multiple rates in multiple currencies (requires the Enterprise Edition).

  1. On the Asset Unit dashboard click the New New button  button on the Rates tab.

  2. Enter the information.

    Field

    Description

    Description

    Enter the name or description of the Rate. (Optional)

    Currency

    Select the Currency of the Rate. Required.

    Price

    Enter the price of the Unit that will be charged to Clients. Required.

    Cost

    Enter the cost of the Unit. Required.

    Margin

    Microsoft Dynamics Marketing calculates the margin. The margin is the difference between the price and the cost.

    Margin %

    Microsoft Dynamics Marketing calculates the margin %. The margin % is the price divided by the cost, expressed as a percentage.

  3. Click Save to save your changes and keep viewing the page or click Submit to save your changes and return to the previous page.  

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