Create, copy, and delete components

 

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.

Components are the things that you create: brochures, business cards, letters, ads, posters, TV commercials, radio spots, posters, tent cards, promotional items, point of purchase displays, shelf talkers, and more.

Components are different from digital assets (files) because components represent physical items, such as printed brochures. Dynamics Marketing, therefore, provides inventory-management features for components but not for digital assets. However, you can associate a component with the digital assets that produce it. For example, you could associate a printed brochure with a matching digital PDF asset.

Marketing assets are likewise different than components. Marketing assets are materials that are sent for production as part of a third-party media product such as a magazine, newspaper, radio program, or television program. These too might be linked to a digital asset.

To work with components, you must have Edit/View Components privileges. To create component templates, you must be an administrator. After you create templates, the templates are available for use by all users who have Edit/View Components privileges. More information:  Work with user accounts and staff contacts

To work with components, go to Assets & Media > Components > Components. This brings you to the Component 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. For details about how to use these common controls, see Learn how to work and get around in Microsoft Dynamics Marketing.

  • To add a new record to the list, click New New button .

  • To edit a listed record, click its name in the list.

  • To delete one or more records, select the check box for each target record and click Delete Delete button .

Whenever you create or edit a component, the settings that are listed in the following table are provided. When you create a new component and when at least one template is available, you are first asked whether you want to choose a template before continuing to the settings described in the table. Templates can help save time if you often create similar components. For more information, see the Work with component templates section.

Field

Description

Status

Register a status for the component.

Most of the available values are for informational purposes only. You can choose how to incorporate them into your internal processes. However, the cancelled status is special because cancelled components are treated as though they have been deleted and are hidden by default on the list page and elsewhere in Dynamics Marketing. Likewise, if you delete a component by using the toolbar button on the list page, the component is not removed from the database. Instead, the status of the component is updated to cancelled, which hides the component.

You can customize the collection of available options by editing the Component Status category type. Some options, notably cancelled are fixed). More information: Create custom drop-down values and folders.

Code

Enter a code for the component. This is for informational purposes only, so you can adopt it as you like into your organization’s internal processes.

Component

Enter a name for the component.

Replaces

Select the component that you are replacing here if this component replaces an existing one.

Storage Location

Select the physical storage location for this component.

Admins can customize the collection of options shown here by editing the Component Storage Location category type. More information: Create custom drop-down values and folders

Company

Enter a company name here if you want to associate a site-, client-, or vendor- company with the component. This is a Type-ahead field.

Division

If relevant, enter a division of your selected company to associate with the current record (you must select a Company first). The division must already exist in the database. Type-ahead assistance is provided (or enter “%%” as a wildcard to scroll through all divisions). In some (but not all) cases, the current record is only available for use with other relevant entities that are also associated with this same division. See also: Set up divisions and departments to reflect your organization.

Department

If relevant, enter a department of your selected company to associate with the current record. You must select a Company first. If the department is part of a division, then you must also select that Division first). The department must already exist in the database. Type-ahead assistance is provided (or enter “%%” as a wildcard to scroll through all departments). See also: Set up divisions and departments to reflect your organization.

Business Segments

Use this multi-select Type-ahead field to associate one or more business segments with the current record. More information: Set up business segments to reflect your organization.

Description

Enter a description of the component.

Available Quantity

Displays the number of components in inventory, minus those components that are already requested, (A value is shown only when this data is available.)

In Stock

Displays the number of components that are physically available in inventory. (A value is shown only when this data is available.)

In Service

Specify the date that the component was first used, released, or distributed.

Expiration

Specify the date that the component expires or when it should no longer be used.

Type

Select a component type, if any. This setting can help you identify, sort, and find components in the database.

Admins can customize the collection of options shown here by editing the Component Type category type. More information: Create custom drop-down values and folders.

Folder

Displays the name of the folder in which the current component is stored. You can move it to a new folder by making a selection from this drop-down list. The folders themselves are available as icons under the Assets & Media > Components category of the navigator.

Admins can customize the collection of available folders by editing the Component Folder category type. More information: Create custom drop-down values and folders.

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Non-admins can also create new folders by using the Make Folder button New Folder button on the Components list page.

Admins can add user-define fields to records of this type. These can help ensure that Dynamics Marketing is able to support unique requirements and processes in place at your organization. More information: Configure user defined fields.

You can create and use component templates to save time if you often need to create similar components.

To work with component templates, go to Settings > Templates > Component Templates. This opens the Component 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. For details about how to use these common controls, see Learn how to work and get around in Microsoft Dynamics Marketing.

Whenever you create or edit a component template, the settings are the same as those for regular components, as described in the previous section.

When at least one template is available, users are asked to choose a template each time they create a new component.

Because components represent physical, produced items, the ability to manage your physical inventory is an important part of this feature. The component inventory will let you know when to produce more of a given component and to track costs and income associated with them.

Dynamics Marketing provides two options: standard and advanced.

Use standard inventory management to keep track of basic inventory costs and levels. You must use standard inventory if you wish to support multiple currencies. Standard inventory management is slightly more straightforward to work with than the advanced version, but it does not support advanced financial tracking.

To enable standard inventory management, your site administrator must do the following:

  • Go to Settings > Administration > Site settings, and select Standard under the Component Inventory heading. More information: Configure site settings

  • Make sure that each user that needs to view and edit components has Edit/View Components privileges.

  • Make sure that each user that needs to work with component requests and inventory has Edit/View Component Request privileges.

For more information about how to assign privileges, see Work with user accounts and staff contacts.

When you are using standard inventory management, manage your component inventory as follows:

  • To view inventory levels of a given component, go to Assets & Media > Components > Components, open the relevant Component maintenance page, and check the values shown near the top of the form for Available Quantity and In Stock.

  • To view usage and financial statistics for the component, open the relevant Component maintenance page, and then choose Analysis from the drop-down list below the dotted line to view the Analysis related-information tab.

  • To request components from inventory for use, go to Assets & Media > Components > Component Requests. More information: Create and manage component requests

  • To record inventory adjustments (when you add or remove copies from inventory), go to Assets & Media > Components > Component Adjustments. More information: Component adjustments

Use advanced inventory management if you would like to incorporate components more thoroughly into the advanced financial features of Dynamics Marketing. Note, however, that you can only use this option if you do not require support for multiple currencies.

To enable standard inventory management, your site administrator must do the following:

  • Go to Settings > Administration > Site settings and select Advanced (Financial) under the Component Inventory heading. More information: Configure site settings

  • Make sure that each user that needs to view and edit components has Edit/View Components privileges.

  • Make sure that each user that needs to work with component requests and inventory has Edit/View Inventory Manager privileges

For more information about assigning privileges, see Work with user accounts and staff contacts.

When you are using advanced inventory management, manage your component inventory as follows:

  • To view inventory levels of a given component, go to Assets & Media > Components > Components to open the Components list view. Look at the Available Quantity column to view the current inventory level of each listed component for which inventory tracking is enabled.

  • To enable inventory tracking for a component, you must link that component to an Inventory Item record, which will hold the extra financial accounts that are required and make the component available to the advanced inventory system. To do this, open the relevant Component maintenance page, and choose the Track Inventory button Track Inventory button at the top of the page. This takes you to the Add – Inventory Item maintain page. Use this page to set up all of the required accounts and financial details for your component. More information: Track costs of items, media, and services purchased from vendors.

    System_CAPS_noteNote

    Once you have enabled inventory tracking for a component, that component’s name will be appended with (Inventoried) in the title on its maintenance page. In this case, you can choose the Track Inventory button Track Inventory button to go directly to the related Inventory Item record. You can also find the inventory item directly by going to Budgeting > Settings > Items/Services.

  • To record inventory adjustments (when you add or remove copies from inventory), go to Budgeting > Reconciliation > Inventory Adjustments. More information: Manage inventory of promotional materials.

After you have saved your record at least once, you’ll see related-information tabs below the dotted line. Use the drop-down list at the top of this area to change the tab. Each tab shows a specific type of information that’s related to your current record. Usually the tabs are views into other areas of the site, such as jobs, invoices, or leads. The tabs work almost the same way here as they do on the main list and maintenance pages for the relevant features. However, here the tabs are filtered to show only records that are related to the current record.

Tasks

To see all the tasks that are associated with a component, choose the Tasks tab. More information: Manage tasks.

Jobs

To see all the jobs that are associated with a component, choose the Jobs tab. More information: Manage jobs.

Locations

To see all the locations that are associated with a component, choose the Locations tab. More information: Manage regions and locations.

Files

Microsoft Dynamics Marketing users can attach files to components. More information: Manage your digital assets.

Print Specifications

The Print Specifications tab provides a place to store material specifications and instructions for printing and binding.

Field 

Description

Trim Size

Specify the trim size of the component.

Folded Size

Specify the size of the component when it's folded.

Cover Stock

Select the type of paper or material to use for the component's cover.

More information: Create custom drop-down values and folders.

Body Stock

Select the type of paper or material to use for the component's body.

Cover Ink

Specify the ink colors and types to use on the component’s cover.

Body Ink

Specify the ink colors and types to use on the component’s body.

Bindery Specifications

Specify instructions or specifications that are related to the component’s binding.

Packaging

Specify instructions or specifications that are related to the component’s packaging.

Proof Type

Select the type of proof that is desired or required.

More information: Create custom drop-down values and folders.

Instructions

Specify any additional overall instructions or specifications that are related to printing the component.

Notes

Dynamics Marketing users can attach notes to components. More information: Notes.

Finishing Specifications

Specify instructions or specifications that are related to finishing the component.

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