7.2.25 How to set up the Booking Calendar Lightning?
Available with Version: | 2.166 and up |
|---|---|
Role | System Administrator |
We recommend you testing your user flows and use cases in a sandbox first before taking the new Booking Calendar into production. Although we took over many features from the old Booking Calendar it might be that some features you like to use or some solutions you customized do not work (yet). Please give us feedback if there are features you are missing.
Challenge
Setting up the Booking Calendar to give the users a quick overview of exclusive availabilities.
Solution
To use the Booking Calendar (Lightning) feature there are a few steps to follow. Please read more below:
- 1 Difference between new and old Booking Calendar
- 2 Grant OAuth access
- 3 Booking Calendar settings
- 4 Sharing settings (available with version 2.168 and above)
- 5 Checking Availability with Contents
- 6 Working with Publication Dates
- 7 Content Ad Price Assignment
- 8 How to Configure Content Ad Price Assignments
Difference between new and old Booking Calendar
When you are upgrading from our Classic Booking Calendar to our Lightning Booking Calendar please note that the majority of logics was taken over into the new one.
But as always there are a few things that have been adjusted. Therefore as always we recommend that you test all your flows to review your current setup before switching.
Please find the adjustments listed below:
Calculation logics:
This feature requires to you to turn on the Inventory Forecast. Please read the hints on the linked page to prepare your inventory to cover your needs: https://advendio.atlassian.net/wiki/spaces/SO/pages/3282173955 . Please focus also on the changes in the setup of Inventory if you were using our old logic before.
Compared to our former Exclusivity Check/Booking Calendar logic we deprecated the following logic: Constant Quantity field on Content/Content Ad Price Assignment. This field will be deprecated soon and is only used for the old logic anymore.
In addition we deprecated the values “1” and “Guaranteed AI” for Constant Quantity in the new logic.
Settings:
For consistency reasons in the results we removed the previous possibility to apply a Campaign Item or Ad Price SOQL filter in the template (also called “Expert Mode”) that would affect the results display. You can still use the “Exclusive” checkbox on the Campaign item to steer if Campaign Items are shown or not.
Results display:
When multiple Ad Prices are summarized within one row (e.g. by Ad Spec) then the availabilities of all prices will be added up. In the classic version they were summarized with 1 unit available in total.
Grant OAuth access
The new job is running as an external service on our AWS servers. To enable authentication for this service which will calculate the availability results, it is needed to grant OAuth access.
There are two ways to do this.
If you are currently using our Connect module, you can grant access by simply logging into any connection record. For more information on this process, please visit our Wiki page: "1.6 How to authenticate/authorize ADvendio Gateway for the use of our Third Party System integrations? - Authorize ADvendio message/OAuth".
If you are already using our Connect module you can just check login any connection record to grant access. Please find more information on the following Wiki page: https://advendio.atlassian.net/wiki/spaces/SO/pages/2861105153
Otherwise please follow the steps on this Wiki page: https://advendio.atlassian.net/wiki/spaces/SO/pages/3416686593
If you did not enable this you will receive the following error: “Error: Error create JWT access token”.
Booking Calendar settings
Booking Calendar settings wizard
You can use the Booking Calendar Settings wizard. This feature makes the experience of setting up a Booking Calendar much simpler and more user-friendly.
The first time you open the wizard, you will be asked to convert to the new format since New Wizard operates with a different settings format.
It is highly recommended to convert old settings to ensure optimal performance.
Old records will not be deleted.
Video of Booking Calendar Setting (Lightning)
A video tutorial demonstrating how to use the Booking Calendar settings wizard:
To access the Booking Calendar Settings, follow these steps:
In the App launcher search for Booking Calendar Setting (Lightning)
When you open the application for the first time, will see the following message: “Setting conversion required: Please confirm whether you agree to convert the Old Booking Calendar Settings data to our new format to use the Lightning Settings wizard. Your old settings will not be lost.”
To proceed with the conversion, press the “Convert old settings” button.
The Booking Calendar settings wizard will guide you through several steps that you need to perform:
Step 1: Create or Edit Template
To use the Booking Calendar, you have three options: you can either Create your new template or Edit or Clone one of the existing templates. If you choose to create your own template, give it a name and make sure the 'Active' checkbox is a ticket in order for it to be activated in the Booking Calendar.
Step 2: Setup Filters
The second step is to set up your filter fields, where you can define specific filters to search for sites, placements, and ad types. You can choose from a range of filters such as billing categories and price lists. The system comes with several predefined filters that are commonly used, but you can also modify or add additional filters by clicking on the “Add More Fields” button. You can also Add or Remove existing fields/ field types by using the action buttons in the drop-down menu located on the right.
Select Custom Filters: in custom filters, you will see various options such as Site, Placement, Ad Type, Billing Category, and Ad Price.
Operators: number, currency, date and date time fields are displayed with an operator, that can be changed if needed (default is equals). Allowed values: equals, not equals, less than, less than or equal, greater than, greater than or equal
Show content filter: there is a separate content filter checkbox that can be used alongside other filters. If this is selected you will see the Content Filter field and value at the bottom of the page together with Predefined filters. To add fields to the Advanced Search on the tree search tab please follow the following configuration:
Go to the App Launcher and open the link for Feature Settings.
Click on New (if you don’t have this record yet, otherwise just Edit) and enter the following values:
Feature Setting Name | Feature Name | Template Name | Value | (Rules that apply) |
|---|---|---|---|---|
Fields | SelectionTree | Filter | ["ADvendio__ParentContent__c"] | You can add additional fields and also custom fields to the filter section by putting new quotes containing the API names of a Content field comma separated before the closing bracket of the Value field. Please ensure that no blanks are entered in the Feature Setting value. |
Content Filters: with this filter you can select any desired Content for you Booking Template, or also you can be more precise and add Rate Cards with assigned Contents to their Ad Prices. These Rate Cards can be selected dynamically on the Booking Calendar page or, if they’re already linked to your Media Campaign, will be automatically assigned to the Rate Card field and this will filter all the Contents that your Ad Prices had assigned.
If you click on Advance Search, you’ll see in the Content UI that all the Assigned Contents will be displayed and not the total of Contents available in the Org.
Predefine Filters: If you prefer to use predefined filters, you can add them in the Predefine Filters section.
Week Commencing Day: if you use weekly views, you can choose a week commencing day that applies to your selection, with options ranging from Monday to Sunday. Otherwise, the locales default will be taken. Please note that the same setting will need to be applied to your Ad Prices in case you are working with weekly products. The field is called “Starting Day for Availability Units“ and further explained here: https://advendio.atlassian.net/wiki/spaces/SO/pages/3282173955 .
In case you are not able to see all lookup results you might need to consider the setting below.
What will be done? | Feature Setting Name | Feature Name | Template Name | Value (defaults) |
|---|---|---|---|---|
Adjust the Query Limits in the Lookups to make sure all your records are found | QueryLimit | RecordLookup |
| Put the limit you want to use. (The default without the feature setting in place is 10.000). It might be that you are not able to see all records in the Site, Placement, Ad Type lookups etc. This might be caused by a very high number of records in your system. To be able to see all records you would then (once number is confirmed) create the following feature setting. Please keep in mind that this setting especially when being set to more than 10.000 has a direct impact on the performance of the Media Search and Booking Calendar. |
Step 3: Setup Layout
In the third step, you can customize the layout of the table columns for your results in the Booking Calendar. While default options are provided, you can Add or Remove layout columns as required.
PLEASE NOTE: when using the booking calendar, you must indicate whether you intend to work with Contents or not. Based on your selection, you will be able to consider using content in the booking calendar and choose the necessary additional content values from the checkboxes provided.
If you would like to add pictures as a preview of the ad to be booked to your Booking Calendar you can add the Ad Spec Preview field from the Ad Spec to your Layout fields. As soon as the URLs are filled into the fields and trusted URL for the domain in the Setup of your Salesforce org you will be able to see the previews directly in the Booking Calendar to simplify booking.
Setup Layout Extra Settings
At the bottom, you'll find a few extra checkbox settings that you can activate.
Display Content Column: enable the display of the content name as a column in the table.
Consider Content: select which results you would like to see and if the Contents are relevant
No content: Select this if the inventory you expect to see in the view should not be checked for Contents assigned (Default)
Mixed Mode: Select this if you need to see a view where inventory with Contents assigned but also without Contents assigned should be shown
Content Mode: Select this if the inventory you expect to see in the view should be checked for Contents assigned
Show Calendar Weeks for weekly view: enable and show calendar weeks' names in the table if applicable.
Confirm Content: Please enable this option if you would like your users to select which Content to add to the basket when multiple are selected.
Confirm Publication Dates: Please enable this option if you would like your users to select which Publication Date to add to the basket when multiple are selected.
Layout Limitation - Columns can not contain | characters
Please be aware of the following technical limitation, when setting up your booking calendar columns
The Lightning Booking Calendar currently can’t display | characters in it’s columns, as it will render problems within the display.
For Example: Using an Ad Spec Name with | as separator
Will cause the Ad Spec Name to overlap into other columns:
Please omit from adding any fields into the Booking Calendar Lightning Layout, in which you expect values with | as character.
Recommendation: If you are using | characters in your Ad Spec naming convention or similar, you could try to use alternative columns in your layout, like Site, Placement and Ad Type Name or External Product Name or Product Search Name of the Ad Spec.
Step 4: Setup Details
In step four, you can define the columns and fields that will be displayed when you view Contending Items for a particular cell. For example, if you have a Contending Campaign Item that is booked for a specific date and you view the details of the booking calendar cell, you will be able to see the account from which it was booked, the start and end dates, the stage of the campaign, and the amount. You can customize the Setup Details fields by adding or removing cells and columns.
Enabling the Checkbox “Show Campaign Item as link” will decide if the first standard column for the Campaign Item is shown as a link or not.
Once you have completed and selected all the set-up steps, please press the "Finish" button.
Sharing settings (available with version 2.168 and above)
Some clients use the Salesforce sharing settings “Private” to show Media Campaigns and Campaign Items only to owners and team members of Media Campaigns. To make sure that the Booking Calendar and Inventory Forecast work consistently for these processes please update the settings as described below.
When you have the private sharing setting enabled for Media Campaigns and Campaign Items but do not update the setting as described below then the Booking Calendar and Inventory Forecast will only display availability based on the campaigns permitted to be seen by the respective user. This will lead to possible overbooking and intransparent inventory availability.
If you are not sure if this scenario affects you please contact our support team.
Create/Confirm a “Read All user”
To overcome the problem described above we will need to work with a “Read all user”. This user can either be a System Administrator or a specific user only for this use case. The user will need to be able to see all Media Campaigns and Campaign Items in your ADvendio instance. The setting will require the user name so please copy it to your clipboard.
Update Custom Metadata Settings
Go to Setup > and search for “Custom Metadata Types“. Open the menu for Custom Metadata Types.
Next to the entry called “Service Configuration” hit the button “Manage Records“
Hit the “Edit” button next to the record from the list called “InventoryForecast (Initial)“
Here you will see a field called “Username”. If you can not see the field you might need to update the page layout from the Custom Metadata Type called “Service Configuration“
Fill in the username from your “Read all user” mentioned above and save.
Hit the “Edit” button next to the record from the list called “InventoryForecast (ExclusivityCheck)“
Here you will see a field called “Username”.
Fill in the username from your “Read all user” mentioned above and save.
This was all. When reloading your availability check and Booking Calendar results your users should be able to see consistent results now even if the sharing settings of your org are set to private. Please note that contending campaign items might not be shown if the user does not have read permission for them.
Checking Availability with Contents
As described above it is essential to check the “Consider Content” checkbox in the settings.
Working with Publication Dates
When there is at least one publication date on a site defined it is required to always set publication dates.
The Publication Dates view no longer needs to be enabled via settings. It provides a great overview and is always taken into account if applicable. You can see an example here:
Its important to note that the new Booking Calendar checks the inventory for existing Publication Dates based on at least one connected Publication Date to a Site record. If you have Publication Dates in the past and did not configure them for the requested time frame you might see “No results”. Ensure to configure your Publication Dates correctly to avoid any issues.
Content Ad Price Assignment
The Content Ad Price Assignment feature provides a powerful way to control which Content options are available when using specific Ad Prices.
Previously, when a Rate Card was assigned to a Media Campaign, all Content linked to that Rate Card would be available for selection.
With this new feature, you can now link specific Content directly to individual Ad Prices. This ensures that users in the Media Search and Booking Calendar only see the relevant targeting options, streamlining the sales process and preventing errors.
The feature works by creating a direct link between an Ad Price and a Content record. The relationship is as follows:
A Rate Card contains one or more Ad Prices.
Each Ad Price can now be linked to specific Content records via the new Content Ad Price Assignment object.
This creates a precise filter, so that when a Rate Card is used, only the Content explicitly assigned to its Ad Prices will be available.
How to Configure Content Ad Price Assignments
To link Content to a specific Ad Price, follow these steps
1.-Navigate to the Rate Card you wish to configure.
2.-From the related lists, select the desired Ad Price you want to modify.
3.-On the Ad Price record page, find the Content Ad Price Assignment related list.
4.-Click New to create an assignment.
5.-Select the Content record you wish to make available for this specific Ad Price and save.
6.-Repeat for all Content you want to link to this Ad Price.
Important Note on Parent-Child Content: If your Content records use a parent-child hierarchy, you must assign the Parent Content record in the Content Ad Price Assignment as well. If only the child record is assigned, it will not appear correctly in the user interface.
Media Search
By adding this feature to Media Search, first you must create a Media Campaign and add the Rate Card to it.
When the Rate Card has being added, you can check on Media Search that the Rate Card field has being automatically set with the added Rate Card and as Read Only status.
Also, filters like Site, Placement, Ad Types, Contents will show only the components related to his own Ad Price. This is the main functionality of the feature; to automatically assign and filter records and components linked to the Rate Card with the Contents assigned.
Booking Calendar
For Booking Calendar, this feature has been implemented in two ways:
On Booking Calendar Settings (Lightning)
You can create or edit a new Template and Enable the Content Filter section.
Since the Media Campaign has already assigned the Rate Card, once you add the Media Campaign to the Booking Calendar Template, the Rate Card will be also assigned automatically to the Template.
If you click on Advance Search, you’ll see in the Content UI that all the Assigned Contents will be displayed and not the total of Contents available in the Org.
On Booking Calendar (Lightning)
As on Media Search, once you finished creating/editing the Booking Calendar Template with the assigned Media Campaign and Rate Card, if you choose the Template on Booking Calendar (Lightning), the Objects will be automatically added with the same Logic as Media Search: filters like Site, Placement, Ad Type and Contents will be automatically filtered with the Assigned Contents of the Ad Price related to the Rate Card. This also will be shown in the Booking Availability.