7.2.25 How to set up the Booking Calendar Lightning?

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:

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: 7.2.24 How to set up the Availability Check for exclusive products? (Inventory Forecast) . 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.

• 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: 1.6 How to authenticate/authorize ADvendio Gateway for the use of our Third Party System integrations? Authorize ADvendio message / OAuth

Otherwise please follow the steps on this Wiki page: 7.2.25.1 How to authenticate / authorize ADvendio for OAuth

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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.

Video of Booking Calendar Setting (Lightning)

A video tutorial demonstrating how to use the Booking Calendar settings wizard:

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To access the Booking Calendar Settings, follow these steps:

1. In the App launcher search for Booking Calendar Setting (Lightning)

2. 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.”

3. To proceed with the conversion, press the “Convert old settings” button.
   
   

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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.

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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:

• 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: 7.2.24 How to set up the Availability Check for exclusive products? (Inventory Forecast) .

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In case you are not able to see all lookup results you might need to consider the setting below.

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.

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.

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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.

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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.

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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.

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

1. Go to Setup > and search for “Custom Metadata Types“. Open the menu for Custom Metadata Types.

2. Next to the entry called “Service Configuration” hit the button “Manage Records“

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3. Hit the “Edit” button next to the record from the list called “InventoryForecast (Initial)“

   1. 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“

   2. Fill in the username from your “Read all user” mentioned above and save.

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4. Hit the “Edit” button next to the record from the list called “InventoryForecast (ExclusivityCheck)“

   1. Here you will see a field called “Username”.

   2. Fill in the username from your “Read all user” mentioned above and save.

5. 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

• 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:

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