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   To create a new advertising record:

1. From the Navigator, choose Promotions -> Advertisement to open the Advertisements window.

2. Enter a name for the program, and if not system generated, enter a code for the campaign.

Your system administrator determines if the code is system generated or entered by you.

Attention: If you plan on tracking advertisement responses, you'll need a method for identifying each individual advertisement to which a contact responds. For example, for print advertisements, include the code on the advertisement copy. A contact responding to the advertisement via telephone can read the code to you when calling in. As another example, for broadcast or print media you can use a telephone extension or fictitious person's name. When a contact responds to an advertisement and asks for the extension or name, you enter that as the promotion code.

3. Select a status. There are three choices:

Planned: An advertisement that does not have an assigned run date.

Scheduled: An advertisement that has an assigned run date.

Unscheduled: An advertisement that was previously scheduled but for some reason did not run.

4. If applicable, enter the agency name who is creating and managing the advertisement for you.

5. Select the media type. See description and/or examples of these fields below:

Media Type: Examples include newspaper or television.

Publication Type: Examples include Medical Journal or Children's Television Program.

Publication Name: The name of the publication (for print advertising) or program (for audio/visual advertising) in which your advertisement will run. If your advertisement is to run in multiple publications, you can either leave this blank or create a separate advertisement record for each. Then assign a unique code to each one. This lets you track the effectiveness of various publications.

6. Use the Description field to convey any additional information about the advertisement.

7. Use the Cost to Publish region to record Expected and Actual publication costs.

Currency: The monetary unit.

Expected: The expected cost of the advertisement.

Actual: The actual cost of the advertisement.

8. Use the Responses region to monitor the Expected and Actual number of responses to the advertisement.

Expected: The number of expected responses.

Actual: The Actual Response field automatically increases by one each time the advertisement code is referenced as a promotion in the Find Account and Contact window.

Target Reach: The total amount of coverage you expect the advertisement to have. For example, for a magazine or journal, the target reach would equal the publication's circulation.

9. Use the Run Dates region to record the from and to date of the advertisement.

10. Check the Enabled check box to use this advertisement.

11. Choose Save on the toolbar to add the new advertising record to the database.

   To link a script to the advertisement:

1. Choose the Scripts button to open the Scripts window.

2. Enter the script code or name.

The remaining information: Type and Language automatically displays on the selected line once you tab to the next field or line.

By linking a script to an advertisement, you can ensure a uniform approach to processing advertisement responses.

   To update an existing advertisement:

1. From the Navigator, choose Promotions -> Advertisement to open the Advertisements window.

2. Choose Enter from the Query menu.

3. Enter identifying information of the advertisement you want to update.

You can enter information in any field to locate the advertisement.

4. Choose Run from the Query menu to perform the search.

If an advertisement is located, it is displayed in the Advertisements window. If not, enter less restrictive search criteria and run the query again.

5. Update any information in the Advertisements window as required.

Uncheck the Enabled check box if you no longer want to use this advertisement.

6. Choose the Scripts button to open the Scripts window to update the names of the scripts that are linked to this advertisement.

   To monitor advertisement results:

• Each time a contact responds to an advertisement, use the Promotion Code or Promotion Name field of the Find Account or Contact window to enter the advertisement code or advertisement name, respectively. This increments the Actual Responses field for the advertisement by one, which lets you monitor the effectiveness of the campaign.

In addition, if you link a script to an advertisement, that script automatically opens when you choose the Scripts button from a Contact window. If you link more than one script, a window opens from which you select the appropriate script.