Cms Manual Word Version Update

Table Of Contents DN Field ............................................................................................................................................4 Explanation.........................................................................................................................................4 Example .............................................................................................................................................4

CMS – Classified Management System User Manual Version 1.2…

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Chapter 1 Installing and Operating Requirements 1.1. Operating Requirements – The User Side The following hardware and software are required to operate the CMS back-office application successfully.

• • • •

PC computer with 512 MB of RAM or above Operating system: Windows XP (Service Pack 2) Microsoft Internet Explorer 6.029 or greater Java JRE 1.5.0_06-b05 or greater

The Classifieds Website module can be used with any internet browser.

1.2. Pre-installation Requirements – The Server Side DNS entries CMS uses two different entries which correspond to the two main modules:

• •

CMS back-office application - cms.yourserver.com Classified Website - classified.yourserver.com

The hosting of these DNSs is a responsibility of the Newspaper Organization, and they should be informed to the done. The Customer Care Team will inform the to which the DNSs should point to. This step is required so that the CMS software installation on the server side can be started.

SSL certificate CMS requires an r where the application will be installed. This step is carried out by the CMS Customer Care Team, with the information provided by the Newspaper after registering of DNS entries is complete.

CSR (Certificate Signing Request)

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The following data needs to be gathered, and sent to CMS Customer Care, so that a can be created.

DN Field

Explanation

Example

Common Name

The fully qualified domain name for your web If you intend to secure the server. This must be an exact match. URL https://www.geotrust.com, then your CSR's common name must be www.geotrust.com. For CMS it would be: classified.xxxx.com

Organization

The exact legal name of your organization. Do Cronica not abbreviate your organization name.

Organization Unit

Section of the organization

Publishing

City or Locality

The city where your organization is legally located.

Capital Federal

State or Province

The state or province where your organization is Buenos Aires legally located. Can not be abbreviated.

Country

The two-letter ISO abbreviation for your country.

AR

CMS Customer Care will send the CSR file to the News Organization, so that it can be used in the process of requesting the SSL certificate. Once the certificate is issued, it should be provided to CMS Customer Care for proper installation on the server side.

1.3. Additional Operating Requirements for Credit Cards In order to process credit card payments, CMS uses as the credit card processor entity. Thus, the News Organization should create a Linkpoint account. An application form must be completed and submitted to Card Service International. This entity acts as a third party reseller for Linkpoint accounts. (Find an application sample at the end of this chapter.) As soon as Linkpoint processes the information they send a welcome email with instructions for logging in and changing the password on the account.

Linkpoint pem File The welcome email contains (embedded in the email text) the digital certificate, which is your pem file. Follow the instructions given in the email exactly, instructing you to save the digital certificate into a file, and then send the file to the CMS Support Team. If you lose this email, you can download the pem file from the linkpoint website. To do this you will need to log into your Linkpoint account, click on the ‘Support’ tab, and then click on ‘Download Center’ (at the bottom of the left side menu). Once there click on the ‘Download’ option next to 'Store PEM File'. You will be requested to enter your Tax ID. Enter the 9 digit code with no dashes.

Requesting Crediting Ability

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An additional step is required so that credit transactions can be processed (reimbursements on credit cards). The account owner needs to request this permission from Linkpoint. CMS Support Team can help establish the communication and the account owner should be available at the time of doing the call, so that they can be contacted quickly if needed. The phone number to perform this is: 888-477-3611. It belongs to the Product Engineering Support Help Desk. They will ask for the merchant #, after that, press option 3 (Technical or integration assistance for your API product) should be selected. Upon selecting that option, a Help Desk representative will take the call. Once the crediting permission is provided, it will be displayed in the user’s Linkpoint account. The word ‘Credit’ should appear listed under the left side Menu when viewing the POS menu bar. In case of any unexpected issues, use the following Linkpoint Support numbers: Tier 1: 800-456-5989 - Card Service International Select option 3 (Accepting credit cards using Linkpoint) Dial merchant # + pound sign Tier 2: 888-477-3611 - Product Engineering Support Help Desk Dial merchant # Select option 3 (Technical or integration assistance for your product) Linkpoint Website: http://www.linkpoint.com

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Set up and Configuration 2.1. Users CMS allows you to manage system users by creating and editing user records within the working database.

2.1.1. Changing Your Password Log onto CMS with your current password and go to the ifferent fields display. Change your password form

 Current password: This is for verification purposes. Type in the password you just used to access the backend.

 New password: Type in here what you would like your new password to be. Numeric and alphanumeric characters are accepted.

 Repeat new password: For security reasons, re-type the new password. After completing all three fields, click ‘Save’. If all fields were populated correctly, a message will pop up stating your password was changed successfully. If there were any typos or unmatched passwords, a message will prompt you to try again.

2.1.2. Changing Your Style Sheet You have the option to change the way your screen looks. CMS provides pre-configured style sheets for this purpose. To select one, first log onto CMS and go to the l style sheets available. Pos style change screen

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There are different combinations of font styles, colors, and backgrounds. Choose one and click ‘Save Changes’. [Note that you can change your style sheets as often as you would like.]

2.2. Managing Users A user setting defines the login credentials plus some personal settings to identify a person accessing CMS and grant/deny rights. Rights are defined by roles, user privileges and groups. Users with similar n a Group. The group setting is like a "parent" to its assigned users. The purpose is to define settings for one group rather than each individual user.

2.2.1. Adding Users

To add After doing so, a search screen opens: Adding users

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The Tool you will mostly use along this process is the :

From left to right the options available are: New, save update, search, edit, add record, print, undo, help, and hyperlink. To add a user, click on the ‘New Record’

icon in the toolbar.

You can now start filling in the information. Remember that you can move from field to field either by clicking in an empty field or, for faster data entry, by simply pressing the TAB key on the keyboard to move forward and SHIFT+TAB to go back. Some fields are optional; others will be completed by default. Adding users

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Mandatory Fields: name, last name, email, language, stylesheet, start page, username, password and sales representative. Fields filled by default: default franchise, default catalog and I key password. Optional fields: ID, ID type, nationality, gender, status and birthday. Remember that it is very important to specify if the user is a sales representative not only when assigning privileges to the user, but also to make sure he/she is added to the commissionable sellers list every time an ad is taken. After all fields are completed, save the new user’s information by clicking on the toolbar. The information displays on a new screen.

icon in the

2.2.2. Setting User Groups and Privileges To complete the process of adding a user to CMS, you must inform the system which e/he will have. Otherwise, the user will be created but unable to perform any tasks within the system. A privilege can be defined as system permission to perform an action. View also “How to add a privilege” A mandatory group to add is Website e tab labeled ‘Groups’ right next to ‘Users’ by clicking on it. Adding groups

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Once here, click ‘Add Record’ in the toolbar. A drop down menu displays where you select the correct group of privileges. After doing this, click ‘Save’ in the toolbar. A pop up will prompt you to see if you want to post the information; select ‘OK’. Groups of privileges differ from one user to the next. These privileges allow different users to access different menus and options in CMS and are generally defined by managers or administrators. More than one group of privileges as well as more than one privilege can be added per user. do not necessarily have to be a part of or belong to a certain group to be added. You can add administrator privileges to a user that has only a Website backend group added to its account. It is very important to know the different privilege levels available. CMS offers three levels: 0, 1, and 2. In order to make a level 2 privilege available; a level 0 and 1 privilege must be added first. You can view a list of all existing privileges by logging on the backend and going under ‘System’ → ‘Privileges’. Example: This example shows how to add a privilege to a user. Let’s say we need someone to run a st add the group ‘Website backend’ for this user, as discussed at the beginning of this section. You have two options; one is to add the group ‘ments reports (a level 2 privilege). Remember: In order to add a level 2 privilege, you must first add its level 0 and level 1 privileges. Firstly we will add the ROLE_REPORTS (level 0), secondly, the ROLE_ADMINISTRATIVE (level 1), and thirdly the ROLE_CC DEMO PAYMENTS (level 2). By doing this, we’re telling CMS that you want the user to have the menu ‘Reports’ ‘Admin’  available in the backend. The user will view the following in the backend menu:

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Adding a Privilege: Click on the ‘Privileges’ tab located next to ‘Groups’ (1) and click ‘Add record’ in the (2). A dropdown menu will open allowing you to choose the correct (3), after doing so, click ‘Save’ in the toolbar (4).

Adding a privilege

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A pop up will appear to ensure you want to post to this form; click ‘OK’. Afterwards, look under privileges and you will see the role has been added. Repeat this procedure if you need to add more privileges. A helpful thing to do when performing this task is to have two browsers open, one with the list of privileges available and the other one with the user you are editing. You can move back and forth between browsers by pressing ALT+TAB.

2.2.3. System Privileges List As we mentioned before, CMS offers three privilege levels: 0, 1, and 2. You can view the list of all existing privileges by logging into the backend and going under ‘System’ → ‘Privileges’.

Once the window opens you could either see them on screen or download them as a file in your computer. System privilege list

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From left to right the list shows: privilege ID (this is just a number assigned to the privilege in the Data Base), privilege name, menu level, menu label and group menu.

2.3. Parent Organization (P.O.) Once CMS has been installed, the first step you need to carry out is to create a Parent Organization. A Parent Organization can be defined as the information of the company behind the Newspaper’s CMS. [Note that you can only create one Parent Organization.] This function can be found under the ‘Configuration’ menu in the CMS backend.

2.3.1. Create your Parent Organization

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Log on to CMS and once in the ou will find a ‘Create’ link. Click on it to bring up the form.

In the screenshot below, you can see the form and an explanation on how to fill in the information required to create your P.O.

Once all fields are complete, confirm the creation of the P.O. by clicking ‘Save’ or cancel it by clicking ’Cancel’. After creating your Parent Organization, the Print Publications and ted. Once these are complete, you are ready to create your .

2.3.2. Editing a Parent Organization Log on to CMS, go to the Backend. Select ‘Configuration’ → ‘Parent Organization’.

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A screen will display the current To its right you’ll find the ‘Edit’ option, which brings up the Parent Organization form where you can update any of the organization's attributes. Click ’Save’ when you finish to submit the changes or ’Cancel’ to discard them. If you have any questions about how to fill this form please refer to the previous section

2.4. Managing Categories The Category Manager tool enables CMS users to create new categories and group subcategories within them. This tool shows all categories that are available when placing an ad. It also shows the order in which category headers will appear in your print publication.

2.4.1. Category Manager

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This section reviews how to add, modify, and remove categories in the Classified Management System. Log onto CMS and click ‘Publications’ → ‘Category’ → ‘Category Manager'. You will see the list of categories available for your organization

There are two levels of categories; parent and child. Parent is the main category containing one or more child categories. As an example, in the screen shot below we can view that ‘Employment’ is the parent category of two child categories, ‘Help wanted’ and ‘Seeking employment’.

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1. Adding a new category If you wish to add a new e and then right click to display the drop-down menu. Select the ‘Add’ option. A new folder will be created with the default name ‘New item’. Type in the name for the new category and press ‘Enter’ to save it. For adding a child category, the steps are very similar. The difference is that for adding a child category, you first choose the parent category in which you want to create the child category. Right click on the parent category, and select ‘Add’ from the list. Again, a new folder will display with the default name ‘New item’. Type in the new child category name and press ‘Enter’ to save it. Keep in mind that some categories require a special configuration process. These include Real Estate categories describing properties and categories in which you have the ‘Feature Ad’ option available in the Web Ad Composition screen. It is important that when you create either of these types of categories, you inform the the system with the information you provide. [Note: The categories added here are used both in the and the .]

2. Modifying a category If you need to change or correct a spelling error of any of the categories, parent or child, select the category you need to modify and right-clicking on it, by selecting the option ‘Modify’ you will notice that the name box becomes available for editing. After making the necessary changes, press ‘Enter’ to save them.

3. Removing a category If you need to remove a category, use the ‘Remove’ option from the drop-down list you see when right-clicking on any category. You will be prompted for confirmation. Click ‘Yes’ and the category will no longer be displayed in the list.

4. Sorting options You will notice that in addition to the three options ‘Add’, ‘Modify’, and ‘Remove’, the menu displays four sorting options. They allow you to set the order in which the categories will appear in the print version of your newspaper. Note that the child categories can only be moved within the owning parent. If you need to move a child category into a different parent, remove it from the current parent category and create it again in the desired parent category. [Note: All the configuration options mentioned can be carried out as many times as necessary.]

2.4.2. Category Tips Category tips are helpful questions for the user to make sure they include all required information for each type of ad. In order to add category tips, go to ‘Publications’ → ‘Category’ → ‘Category Tips’.

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The first screen displayed is the Tips Search screen. If you want to add a new tip, click on the Blank page icon on the that reads ‘New record’ when you place the mouse over it.

Add category tip

Next, you will get a screen where you enter the new information. Once you’ve done that, you are ready to save it in the database. Click on the toolbar to do this. Save category tip

A pop-up window will appear prompting you for confirmation. Click the ‘OK’ button to proceed and your tip will have been added successfully. If you need to search for a specific tip or you want to confirm that you have created one correctly, simply click the ‘Search icon’ on the toolbar. Type in the information you are looking for in the search field and click ‘Go’. Remember that before clicking ‘Go’ you can limit the number of results by choosing a number from the drop-down menu next to it. You will be taken to the Record screen. Here, you will be able to view and, if necessary, update any tips.

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When you need to do a wider search, click again on ‘Search’ results.

and use a (%) to increase your

When you get multiple results, you can view, update, or delete information by simply clicking on any of the links seen here: ‘View’, ‘Update’, or ‘Delete’.

Search category

Once you have created a tip you need to associate it to a category. This can be done by clicking on ‘Publications’ → ‘Categories’ → ‘Tips per Category’ from the backend.

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You will be taken to a search screen where you can get a list of all tips for a particular category. Simply choose the category from the drop down menu, select the result range, and click ‘Go’. Tips per category search

In order to relate a tip to a category, click on the blank page icon from the . You will get two drop-down menus allowing you to choose the category and the tip. The category we chose in our previous step was “BUILDERS”, so we will continue with that example. Note that under ‘Tip ID’ you will find all tips for all categories, including the one you created in the previous step. Tip created

Once you’ve chosen both the are ready to save the information. Click on from the toolbar. After confirming the adding of that tip to the category, you will get the Tips per Category screen where you will be shown your selection. View tips

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2.5. Publications 2.5.1. Publications (This feature is still in the development process.) 2.5.2. Editions (This feature is still in the development process.) 2.5.3. Changing Deadlines Deadlines are set in hours from the edition date backwards. There are different deadlines for ads placed through the POS verses online. This is because less time is needed for the ads placed online since you have the opportunity to check through the POS all ads placed online. Example: Suppose your deadline for all ads you placed through the POS is Wednesday at 6am, and the hours allowed for placing ads before that deadline is 32. This means that you have until Monday at 10pm to place ads but from that moment on the edition will no longer be available for selection when creating ads. If you need to expand the time two hours to place ads, you will need to shorten the 32 hour timeframe. Simply enter in 30 hours and click ‘Save’. This would allow you to place ads until Monday at midnight instead of 10pm. In order to change a publication’s deadline, click ‘Publications’ → ‘Deadlines’ from the e publication(s) and different for ads placed through the POS or online, as well as deadlines used for purposes. Publication deadlines manager

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In the last column, there is an ‘Edit’ option for each of the publications. When you select this option you need to scroll to the bottom of the page to find the options to change the current values.

Here the deadline was changed from 32 to 30 hours.

The only remaining step once you have expanded or shortened the deadline is click ‘Save’.

2.5.4. Reference prices 2.5.5. Fonts 2.5.6. Categories

2.5.7. Ad Output Format From the CMS backend click ‘Publications’ → ‘Output Format’→ ‘Ad Output Format’.

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The first thing you will find when you access this screen is a brief description of the functionality offered on this page. What you can do on this page is assign different output formats to the ads under each category. There are several output formats and some of them can be chosen based upon the data within the ad. For example, ads under Real Estate have many fields, such as the number of bedrooms and bathrooms, fields not present in regular classified ads. For this reason, Real Estate categories offer specific printing formats that can only be created with the extra information from the Real Estate ads, thus giving you more output format options. In those categories where you have more than one format available, you will be able to choose as many as you want. To view or edit the output formats for a particular category: 1. Select the publication for the category you would like to edit, 2. Type in the full or partial name of the category in the ‘Search Category’ field and 3. Click ‘Search’. You can also get a full list of categories by leaving the ‘Search Category’ field empty. Ad output format

Once you find the desired t side of the screen the output formats currently set for that category. Output formats

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Upon clicking on a category, you are shown the different output formats available for it, where you can select the ones you need. After you’ve selected the desired formats, click ‘Save’, and that will bring you back to the initial search screen. Search screen

An important thing to keep in mind regarding the Real Estate formats for Hot Properties and Line Listings is that they can only be used for ads placed under “Real Estate Agents or Agencies” accounts. This is because these formats use extra pieces of information only available for those customers’ industries.

Below are some RE output formats examples: Hot property

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Line Listings

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2.5.8. Customizing Category Headers This section explains how to manage the printing formats for the category headers. Click ‘Publications’ → ‘Output Format’ → ‘Header Output Format’.

As with the page, the first thing you will see is a brief description of the use of this tool. In this screen you will be able to choose different combinations of colors and styles for the print representation of any category header. Header output format page

[Note: parent and child categories can be configured separately. For that reason you will find two different sections in this screen: a section for the Parent Category headers and below it, a second section for the Child Category headers. Both sections provide you with the same options. These are: the background and font color and shade as well as font size.]

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First, choose the background color and then give it a shade percentage. The shade of a color is the intensity, being 100 the most intense and 0 the softest. Then, choose a color and shade for the font and determine the size of the font. Once you’ve chosen your desired colors, shades and font sizes, click on ‘Update’ for the changes to take effect. Remember that the color of the font and the background should contrast enough so that they can be easily read in the print version. If you want to view the combination of colors chosen, you can generate a List Ads report and then import it in or InDesign. You may need to print it and make adjustments to the setting on this screen because different printers can produce different results. Any change done on this screen will be reflected immediately on the List Ads report.

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2.6. Managing Web Presences (WP) A Web presence (or Web site) is a collection of Web files on a particular subject that includes a beginning file called a home page. The term Web presence refers to having an established existence on the World Wide Web. CMS allows you to publish ads on the Web across one or many Web presences. Within each Web presence the ads are grouped in different according to the category where they were scheduled to be published. The creation of verticals allows you to group similar facilitating your customers to find what they are looking for faster. You could create verticals such as: Automotive, Jobs, Real Estate, and Merchandise. You will be able to create and customize the different Web presences and verticals using the configuration features available on CMS.

2.6.1. Creating a WP: Hosts; Google map key On this page you can define and customize all the necessary items and options for all your Web presences. These are the steps to enable that:

1. Create a Web presence with its main data. 2. Create the verticals to be displayed in the Web presence. 3. 3 Set up the layout for main area of the , which is where all the links to the verticals are displayed.

4. Customize the content of the s (user definable blocks). 5. Customize the website. To create and edit a Web presence, Log on to CMS, place yourself in the backend and select ‘Website’ → ‘Web Presence’.

On this screen you will find the ‘Create Web Presence’ link. Click on it to bring up the Web presence form.

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The screens below show how the WP form looks, as well as how to fill in all the information required when creating your WP.

1. Enter the Web presence name. This is a fantasy name which will be used to reference the Web presence in various areas of the application. It is unique, preventing duplicates from being created.

2. Click on New Host. Creating a WP

A new part of the WP form will appear enabling you to enter in the host’s information. Remember you can add one or more host names. Having multiple host names allows you to create multiple 'doors' to the same website. Note that URLs entered here need to be registered and pointing to the provided by the on this button you’ll hide the host form. 2.2 Host Name: Enter the registered URL pointing to the IP address provided by the CMS Help Desk. 2.3 Key Map: This field is used to enter the Google Map API key used on Real Estate. For every Web presence where Google mapping will be used, you will need to obtain a Google map key, and assign it to CMS. In order to obtain the Google API Key, you must have a Google account and enter the following website: http://www.google.com/apis/maps/ . After supplying Google with the URL of your website, your account information, and agreeing to the terms of use. You will be issued an alphanumeric key that is uniquely associated with your account and the URL. This is not a required field. 2.4 Tinta Analytics URL: This field is no longer in use. 2.5 Google Analytics Account Number: Enter here the account. 2.6 Tinta Analytics Account Number: This field is no longer in use. 2.7 Google Analytics Enabled: By checking this option Google Analytics for the current host is activated. 2.8 Tinta Analytics Enabled: This field is no longer in use. 2.9 Click ‘Add’ to finish adding the host. Your screen now displays the following: Creating a WP

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If need be, you can delete a host by left clicking the mouse on the ‘X’ below ‘actions’. The rest of the form’s fields are defined here, with an image following: 3. Content Layout: The content layout determines the way the verticals and their categories are displayed across the Web presence. In the first release of CMS II, the default layout provided is named "file explorer" and enables you to select six (6) main spots on the home page for your customers to have quick access to the verticals of your choice. 4. Branding Image: This is the graphic that displays at the top left corner of the website in the header area. Click on the ‘browse’ button to find the desired image file in your computer. 5. Publications: You will see a multiple-selection list containing all print publications which have been created for your . 6. Line ad rate and display ad rate: The price of the Web ad is calculated as a flat rate defined by the person or as a percentage of the print publication’s cost. Enter the percentage or flat rate here. For example, if you charge your customers an 10% extra of the total of the print ad, enter 0.1 here, or if you charge a flat rate enter the desired amount, such as $20.00. 7. Web only price: Here you define the price your customers pay for Web only ads, such as $25, and just like all pricing, it is shown in the Reference Price Report in the backend. 8. Top Ads daily fee: In this field, you can define the fee your customers pay for Top Ads. This feature posts an ad in the Top Ads section on the landing page of the classified website. The customer is charged on a daily basis according to the price you set for it. 9. Seller: Simply select a from the drop down menu. By doing so, you select the default one for this Web Presence. This means that all ads purchased through the website on this WP will be attached to the seller you define here. Creating a WP

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10. Email address: By default CMS remembers the email you added when creating the Parent Organization, although you do have the option to change it here. The email address displays at the center of the home page, right above the main spots. 11. Phone number: Just as with email addresses, CMS remembers the one you added when creating the Parent Organization. This can also be changed here. The phone number is displayed at the center of the home page, above the main spots, and next to the email address.

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12. Once you have completed all fields, confirm the creation by clicking ‘Save’, or delete it by clicking ‘Cancel’. Because all fields are required, clicking the ‘Save’ button before completing all fields will generate a prompt for you to enter the missing information. Upon completion of the creation of the Web Presence you will be taken to the WP administration page again where you will see it in the list.

2.6.2. Editing a WP Log on to CMS, go to the backend and select ‘Website’ → ‘Web Presence’.

When you need to edit a , click on the ‘Edit Web Presence’ button on the left of each Web presence listed, and the form will come up. Editing a Web presence

On this form, you can update any of the fields defined when creating the Web Presence, e.g. Web presence name, hosts, branding image, layout, and related print publications. Just as with the creation of the WP, all fields are required. After making the desired changes, click ‘Save’ to update the WP or ‘Cancel’ to withdraw the changes. Both options take you back to the administration page. All changes made on this screen immediately impact the corresponding features on the website.

2.6.3. Creating Verticals

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The term Vertical refers to the navigation menu, the Web site navigation is the skill you apply to a Web site to help visitors move from one page to another. The creation of verticals allows you to group similar categories together within a Web Presence. This section of the manual shows how to insert a vertical name, a vertical type, a description, a URL, and an image. Log on to CMS, and in the backend, select ‘Website’ → ‘Web Presence’. Access the Verticals administration screen by clicking on the ‘Edit Verticals’ button. Editing verticals

Once inside the Verticals administration screen, click ‘Create Vertical’.

As you move along in the process of creating each vertical, a list containing all the verticals set up for your WP, as well as different columns displaying information related to each vertical is shown when accessing the ‘Edit Verticals’ option. Below are the steps for creating and editing Verticals. 1. Vertical name: Only text goes here. This is a fantasy name, e.g. auto. 2. Vertical type: Currently CMS displays two options to choose from, Real Estate and Standard. Real Estate verticals have a specific search tool allowing the search of RE ads, which have fielded data. You should only select this option when creating a Real Estate vertical. For all other verticals, select Standard from the drop down menu. 3. Vertical description (this is not a required field). You can enter a brief description here. 4. Vertical URL: This is the string which completes the URL that can be used to provide access to this vertical either from one of the main spots on the home page, or from other links created in the s, e.g. misc. 5. Vertical header image: The image you upload here will be used at the top of the main content area as a vertical banner on all the pages of the vertical, subcategories, list of ads, and ad detail.

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6. Parent Categories: In this box you can select one or many Parent Categories to be grouped in the vertical. Keep in mind that if the RE Vertical type was selected, only RE categories can be associated with it because of the specific layout with those categories. Click the desired one, if you need to select more than one; do it by moving the mouse over or by pressing CTRL+LEFT CLICK while making your selection. 7. Menu Bar items: Depending on the Vertical type selected (Standard or Real Estate), there are different choices:

•

Standard Verticals have only the choice of the ‘Browse Ads’ menu, which links to the home page for browsing ads.

•

Both vertical types have these options: Place an ad: links to the first step for placing an ad. My account: links to the main page for my account.

•

The RE vertical menu has the following options: For sale: links to the search page of ads for sale. For rent: links to the search page of ads for rent.

8. Upon completion of the Vertical form, confirm the creation of this vertical by clicking ‘Save’ or abandon it with the ‘Cancel’ button. Editing verticals

After finishing with one vertical, move to the others until all are complete. When all verticals are created the screen will look similar to this:

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Vertical administration

2.6.4. Editing Home Page Layout The File Explorer layout determines the way the verticals display across the Web Presence. It allows you to have six main spots on the home page, which gives users quick access to six verticals. Log on to CMS, and from the backend, go to ‘Website’ → ‘Web Presences’.

This takes you to the Web Presence administration page.

Access the Home Page administration screen by clicking the ‘Edit Home Page Layout’ button.

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Once inside, follow these steps. For reference, see the screenshot below: 1. Click the ‘Edit’ button 2. Press the ‘Browse’ button to add a graphic. Here you can upload the image for the spot. The preview is displayed on the manager page after ‘Update’ is clicked. Only valid formats for images can be uploaded (e.g. jpg, gif). 3. Title: This field allows you to enter alphanumeric values and displays approximately 50 characters at a time, although it holds many more. (This field is not required or unique.) 4. Description: You can enter up to 5 lines of text in this text box. (This field is not required or unique.) 5. Link: You can type in two different types of links in this field: External and Internal. For External links, type a complete URL preceded by "HTTP://". For Internal links, complete the field with the same string you entered in the when you created the Vertical to be associated with this spot, e.g., auto.

6. Once this process is complete, click ‘Save’ to update the File Explorer layout configuration or ‘Cancel’ to abandon the changes.

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File explorer layout configuration

[Note that with the first release of CMS II, you only see the image uploaded on the Website. All other fields are used as reference on this page.] Remember that to edit one of the spots, you have to click on the ‘Edit’ button for that given spot, and all the spot fields will be enabled for editing. Once all necessary changes have been completed, click ‘Save’ to submit your changes or ‘Cancel’ to discard them.

2.6.5. UDB (User Definable Blocks)

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A UDB or User Definable Block is a user customizable section of the CMS Web Presence. It allows you to edit the text and links displayed on three different areas: • • •

UDB 1 - displays below the top ads UDB 2 - displays below the Google ads UDB Footer - displays across the bottom of all pages

No new UDBs can be created and none can be removed from the list. Keep in mind that UDBs must be written in HTML language. Here you can place links to your organization’s or other related websites or you can place links to the created in CMS. This particular use of the UDBs allows you to provide access to more than 6 verticals even when using the File Explorer layout which displays 6 spots on the home page. Log on to CMS, go to the backend, and select ‘Website’ → ‘Web Presence UDB’.

This will take you to the Used Definable Block administration page. On this page you can see a list showing the Parent Organization and the Web presences’ UDBs.

For each item in the list there is an ‘Edit’ button you will also find the items’ statuses displayed to the far right. The first UDBs listed are the Parent Organization’s defaults. The possible statuses for them are ‘Defined’ and ‘Undefined’. Below these, you will see the UDBs for each Web presence which has been created. The possible statuses for them are ‘Default’ or ‘Defined’. ‘Default’ status means that nothing has been defined for that particular UDB. In these cases the system will automatically use the default content defined for the Parent Organization’s UDB. If, by any chance, you have a UDB with default status and the Parent Organization's UDB status is

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undefined (nothing was defined for it either), then that area on the web will display an empty space. Defined status, however, means that you have edited the information for that particular UDB. The information you saved for it will be used for display in the web. To update a given UDB from the list, you just need to press the ‘Edit UDB’ button that appears on the left of the Web presence. The system will take you to the ‘Update UDB’ page. Here, you will be able to update the UDB HTML content. Once you’ve finished editing, you can click ‘Update’ to confirm changes or ‘Cancel’ to discard them. UBD set up

Look at the screen shot below, we are viewing the content found in the UDB Footer. The UDB Footer keeps the newspaper reference data that we find at the bottom of the classified website.

• • • •

•

'About us': It displays information about your organization. The text for this page must be provided for the installation of CMS. ‘Contact us’: It shows basic contact information of your newspaper. The text for this page must be provided for the installation. ‘Advertising info’. It provides details on advertising information. The text for this page must be provided for the installation. . Privacy policy: This page will show the Newspaper’s privacy policy with regards to customer’s information. Newspaper home site: CMS includes a link to the Newspaper’s home site. The URL and the label to be displayed need to be provided for the installation.

2.7. Credit Card Processor and Security

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In order to process credit card payments, CMS uses Linkpoint as the credit card processor entity. Thus, the News Organization should create a Linkpoint account. There are three different areas of CMS where credit cards are processed: The , the , and the Website. For security purposes, encryption methods are used for these payments, since credit card information is stored in the system. Credit card payments taken in the POS can be activated or restricted by using a Master Key held by a CMS Security Supervisor or Officer. On the Web, since credit card information is encrypted; users can access their personal accounts with their passwords. For customers’ convenience, the credit cards used online are saved so that they can be reused on subsequent ad purchases. Credit cards used on the Web are not available to make payments in the POS and the reverse of this is true.

2.7.1. The Master Key and How to Create It Generating a Master Key protects online credit card processing from unauthorized use. The Master Key is a secret word or code used to serve as a security measure against unauthorized access to data.

Master key tips: ”Change it frequently” - The longer you use a password, the higher the risk. ”Be creative” - Don't use persons, places or things that can be identified with you. ”Don’t disclose your Master Key” - Your password is as valuable as the information it protects. ”Never leave an active terminal unattended” - Always log off or lock your terminal before leaving it.

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To generate a Master Key, log on to CMS with your username and password, go to the backend and click ‘MyPos’ → ‘CC Encryption Admin’ → ‘Generate Master Key’.

A screen opens prompting you to enter in a password.

Enter a password of 10 digits or longer including numeric or alphanumeric characters. Remember that the password entered will be required to enable or disable the credit card processing feature. Once completed click ‘Submit’.

2.7.2 Change the Master Key In order to perform this task a must have been generated first. To change your Master Key log on to CMS with your username and password and from the backend, click ‘MyPos’ → ‘CC Encryption Admin’ → ‘Change Master Key’.

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A screen welcomes you to the change process. Click ‘Continue’. The following screen appears:

Enter your current and new passwords to change the credit card POS encryption service master key. Once finished; click ‘Submit’. A message will inform you if the change was successful or not. The most common errors are “Current Password invalid”, “New Passwords do not match”, or “Password must have 10 characters minimum”.

2.7.3. Enable/Disable the CC Processor Credit card payments made in the POS can be activated or restricted by using a held by a CMS Security Supervisor or Officer. In order to take payments through the POS, the CC Processor must be enabled. To enable payments log on to CMS with your username and password, go to the backend and click → ‘MyPos’ → ‘CC Processor Status’ → ‘Enable CC Payments’.

A screen opens prompting you to enter in your Master Key.

Type in your Master Key in the blank field and click ‘Submit’. When the password entered matches the existing one this message displays: “POS Credit Card Encryption Service Enabled. You are now ready to enter cc payments on the POS”. Otherwise, an error message will display. The system will inform you if the CC Processor was already enabled.

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It is highly recommended to disable the CC Processor during non-operational hours to avoid potential malicious use of credit cards stored in CMS. To disable the CC Processor, follow the steps above but select ‘Disable CC Payments’ instead of ‘Enable CC Payments’.

2.8. Entering Configuration Data A geographic location serves the same purpose as the address. It indicates the physical location of a party. This section of the manual looks at how to set up geographic locations, including counties, cities, areas, and school districts. Geographic locations are used when entering Web Ads in the RE (real estate) category. They are important required fields for composing Web Ads. If these locations are not properly added, users will not be able to complete RE Web Ads.

2.8.1. Adding Counties, Cities, and Areas During the installation of CMS, states are uploaded into the system; therefore, you do not need to add them as you do with counties and cities. In order to start adding your geographic locations, log on to CMS with your username and password, go to the backend, and select ‘Configuration’ → ‘Geographic Locations’. Once there, three options display: Cities, Counties, and States.

The steps to follow when adding geographic locations are:

• • •

Step 1 Add the county. Step 2 Add the city. Step 3 Add the area or school district.

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Use this toolbar to help you with the process. By placing the mouse over any of the icons, a description of it is shown. From left to right the options are:

New, Save, Update, Search, Edit, Add record, Print, Undo, Help, and Hyperlink. To add a county, follow these steps. Click on ‘Counties’ and a search screen opens. Adding a county

Click on ‘New Record’

in the toolbar. A screen with state and county fields will display.

First, select a state from the drop-down menu and then type in the name of the county you want to add in the County field.

You can save the record either by pressing your ‘Enter’ key or by clicking the ‘Save’ button in the toolbar. A pop up will ask if you want to save the form. Click ‘OK’ to save the data or ‘Cancel’ to disregard it. To add more counties simply repeat these steps.

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The system is now ready for you to add a city. To do so, click ‘Configuration’ → ‘Geographic Locations’ → ‘Cities’.

The first thing that opens is a ‘Search’ screen. Click ‘New Record’

in the toolbar. A screen displays county and city fields.

First, select the county from the drop-down menu. Then type in the name of the city you wish to add in the empty City Name field.

You can save the record either by pressing your ‘Enter’ key or by clicking ‘Save’ in the toolbar. A pop up appears asking if you want to save the form. Click ‘OK’ to save the data or ‘Cancel’ to disregard it. To add more cities, simply repeat these steps. Since a county and a city have been added, you can now add an area. In order to do this you must first perform a search to find the city in which the area is located. Once loaded a new screen opens showing all results. Select the desired one and click on the ‘Areas’ Tab (1). Adding an area

If you’re adding areas for the fist time for a city when you click the ‘Areas’ tab a “No matches found for your search criteria” message will appear, disregard this and click ‘Add Record’ (2) in the toolbar. A new screen will show the city you previously selected and the field ‘Area Name’ will be ready for you to type in the name of the area.

You can save the record either by pressing the ‘Enter’ key once you finish typing or by clicking ‘Save’ in the toolbar. A pop up will appear asking if you want to save the form. Press ‘OK’ to save the data or ‘Cancel’ to disregard it. To add more areas simply repeat these steps. The addition of a School District follows the same steps as Areas, with the only difference being the need to select School Districts instead of Areas.

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2.8.2. Searching For and Updating Geographic Locations To search for a location, log on to CMS with your username and password, go to the backend, and select ‘Configuration’ → ‘Geographic Locations’. Once there, three options display: Cities, Counties, and States. Choose one, keeping in mind that the process will be the same for all, with only the search fields varying from one another. For example, if you are searching for a county, the dropdown menu will read State, and if you’re looking for a city the drop down will read County. Click ‘Search’ in the toolbar. Once you have selected the appropriate item click ‘Go’. You can limit the number of results by choosing a number on the drop down next to it. Searching a geographic location

When searching for a state, you will need to complete the State Code or the State Name fields. Click ‘Go’ and the state will pull up. If you want the entire list of states in the system, simply type in the ‘%’ sign. Once the results display you will be able to view, update, or delete information. When multiple results display, you will be able to perform those tasks by simply clicking on any of the links. If, on the contrary, your search pulls up only one result, you will not be given the three options mentioned above. If that is the case you will have to perform those tasks using the toolbar. If you perform any changes, click

in the toolbar to save them.

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2.9. Forbidden Words CMS has a customizable filter for undesirable words. By entering “forbidden” words into the system, the CMS user or customer will not be permitted to continue from the Compose step if any of them is included in their ad’s text. This applies both to the and the Website. In order to access the tool to handle forbidden words in CMS login and once in the backend, click on ‘Website’→ ‘Forbidden Words’.

A search screen displays where you will find a field to type in the word you are looking for. This field allows you to type in full or partial names, as well as just a which gives the full list of current forbidden words. After having filled in the search field, select the number of results you wish to have by clicking on the drop-down arrow. Finally, click ‘Go’ and then ‘OK’ when prompted to confirm whether you want to post the form. Forbidden words

Once you have the list of all forbidden words, you will be able to view, update, or delete them. Click on any of these three options in order to perform the desired tasks. If you wish to delete a word, click ‘Delete’ then ‘OK’. If you need to update a word, click ‘Update’. Once on the Update screen, you can modify the word. Finally, click on the toolbar and click ‘OK’ to save the changes.

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You can also perform multiple actions, such as deleting or viewing. To do this, go to the results screen and check all the words you need to delete or view. To select all words, simply check the forbidden word box. .Then, click either of these two buttons that appear at the top right corner. You will be prompted to confirm the changes. Forbidden words

To add forbidden words in the system, click in the toolbar. This can be done from any screen you are on, including the search screen shown as soon as you enter the ‘Forbidden Word’ page. By doing so, you will be taken to a screen with a blank field where you type in the word you want to prohibit. Next, save it into the system by clicking in the toolbar. After you have confirmed the post, you will be taken to the main screen. Forbidden words

To see that the word was successfully added, simply go back to the search screen and type in the word you added.

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Chapter 3 The POS The POS or point of sale is the location where a transaction occurs in CMS (Classified Management System). More specifically, point of sale also refers to the CMS software as the equivalent of an electronic cash register.

3.1. Customers Accounts A customer account is the combination of the portion of the Database associated with the Customer's use of the system together with a username and password required to access the Data

3.1.1. Creating and editing This section allows for the creating and editing of your clients’ accounts within POS. 1. To create an account for a customer, log onto CMS with your user name and password. [Note: If you do not have a user name and password please contact your CMS administrator.] 2. Click on ‘My POS’ from the ‘Shortcuts’ box on the far right side of your screen or on the navigation bar at the top of the screen. [Note: If you do not have the menu item ‘My POS’ after logging into the system please contact your CMS administrator to update your account ly taken to the ‘Account’ screen. Click ‘New’ from the top navigation bar. 4. You are presented with several fields to enter your customers’ information. It is recommended you enter as much information here as you have about your customers because each customer’s account can be searched using any of these fields. To quickly jump from field to field as you enter the data, press the ‘Tab’ key on your keyboard. First and Last Name / Company Name: Once you’ve entered the first name, you can then type in your customer’s last name and, if you are creating a business account, you can type in the company’s name in this field. CMS requires that you complete either ‘First Name’ and ‘Last Name’ or ‘Company Name’. If the company has a specific contact you can use the first and last name fields to record it. Address: Enter your customer’s address. CMS requires the street address, city, state, and zip code to be entered. Phone Numbers: There are three (3) fields available for phone numbers to allow for home, work, and cell numbers to be stored. You can identify each number by clicking on the drop down arrow to the right of each phone number field and choosing the correct option from the menu. Click the radio button next to the phone number you wish to display as the default, or preferred number. Entering at least one phone number is required.

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Email: Next you type in the customer’s e-mail address. [Note: This is very important to capture because it will be used as the customer’s username for his/her web account. If no email address is entered in this field then no web account is created for this customer and all ‘My Account’ features cannot be accessed online.] Web Account Status – After all the customer’s information is entered and ‘Save’ has been clicked, the account status reads, ‘Active’. When the first ad for the customer is created and confirmed through POS, two emails are immediately sent to the customer. One provides a link for the customer to use to establish his/her online account and password, while the second email confirms the first ad and gives him/her detailed information about his purchase. Once the emails have been sent, the account status reads ‘Creating Web Account’. Once the customer has set up the account by clicking the emailed link and entering his password, the status will read ‘Active’ once again. From this point on, the status will remain ‘Active’. Industry: The Industry field is used to describe the type of customer you are adding. Clicking on the drop-down menu will display all the available options. Depending on your configuration certain pricing discounts or premiums may be associated with Industry types. Seller: Finally, if there is a seller assigned to this account, select him or her from the drop-down list. Even though a single “Seller” is selected, anyone may enter ads for this account. This field is used to record if the account has a designated sales rep. Outstanding Limit & Self Service Allowed: These functions will be activated in future versions of CMS. 1. Once the customer’s information is entered, click ‘Save’ at the bottom. Your customer’s information is now stored in the database. If any duplicate customers are found, a warning window will pop up. You will need to be sure that you are not creating a duplicate account since no two customers may have the same email address. Duplicate phone numbers, however, are permitted, as more than one person per household/business may have an account. By default, when a new customer is created, CMS will search for duplicate customers using the phone numbers provided as well as the e-mail address. If any duplicate customers are found, a warning window will pop up. Check to see that a duplicate account is not being created. 2. Now you are taken to the customer’s account page where the information you just entered is displayed. If you wish to change any of this information, simply click ‘Update’. You will be taken back to the ‘New Account’ page where changes can be made to the information. Be sure to click ‘Save’ if you make any changes to account information. The new account number is displayed on far right-hand side of the screen. The bottom half of the screen is where the customer’s account activity will display once ads are entered. You can now begin creating ads for this customer.

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3.1.2. Searching Customers’ Accounts This section allows for the searching and accessing of your customers’ accounts within CMS. In order to access a customer log onto CMS with your user name and password. [Note: If you do not have a user name and password please contact your CMS administrator.] The ‘Search Customer’ screen automatically displays after you log in. You will see several search fields that enable you to access customers. All the information that was entered when the customer’s account was created is searchable. Accounts created by website users are also searchable from this screen. You can choose to search by customer’s last name, first name, company name, phone number, address, e-mail address, account number, session number, or even balance due. The more information in the database about the customer, the easier it will be to find. In the correct field, simply type in the information you wish to search by. Search account screen

Searching by Last Name Type the customer’s last name in the ‘Last Name’ field, you can choose to limit the number of search results you want by clicking on the drop-down list and selecting the number you prefer.

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Click ‘Search’ and you will immediately be taken to the ‘Results’ page. Search account screen

Search Results Here, you will find all the customers that match your search criteria. The page will show the number of matches you specified on the previous page (5, 10, 15, 20, 25, 150, etc) or if there are fewer matches than the number you specified, those will display. Selecting the Match You can select an account to view by clicking on the numbers or text highlighted in blue: ID number, first name, last name, or company name.

Search results screen

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Displaying Account Page By clicking on the account you are looking for, you will be taken to the ‘Customer Account’ screen, where you will view the customer’s contact information and account activity. If you wish to go back to the ‘Results’ page, click ‘Results’ from the navigation at the top.

Displaying account screen

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Searching by Telephone number From the ‘Search’ page, type in the phone number of the customer you wish to access into the ‘Phone Number’ field and click ‘Search’. All the phone numbers stored in each account will be searched for a match. [Note: If hyphens were used when creating the customer, then you will need to use hyphens to search it.] If only one match is found, the customer’s screen will load directly. If more than one match is found, a ‘Results’ page listing those matches will display. Using a Wild Card When you do not have precise information about a customer or you are unable to find an account with the information available, you can make use of a wild card to widen your search. The wild card is the % sign. For example, if you have to find a customer whose last name is Phillips and you do not remember if the spelling is with double L, type Phil% in the ‘Last Name’ field. Click ‘Search’ and you will be taken to the ‘Results’ screen, where you will be able to see all customers whose last names begin with “Phil”.

Search account screen

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You can also use the % sign at the beginning and the end of the number or letter sequence so that you can find all the results containing a given sequence. For instance, if you were to type in “%jam%”, you would get all customers whose last name contains the combination “jam”. This way, you would get results such us “Benjamin” or “James”. The wildcard can be used in any of the search fields on this page, including the phone number. A search for “%965%” will result in all customers who have telephone numbers including the combination “965” anywhere in the number. When doing broad searches like these, remember to expand the number of search results you want to see.

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3.1.3. Web Account Activation This section explains how a customer’s web account is activated. Web accounts, are accounts accessible on the internet, they provide customers many conveniences: View saved ads or real estate listings: Here customers can see a record of all ads that were saved under the heading, “View Saved Ads”. If the customer is a real estate agent or agency, a listing of the saved listings will be shown and read, “View saved RE listings”. View web listings: Customers see a list of all past ordering sessions and their current status. It allows editing, canceling, or republishing any listings. Account history: This page shows customers’ entire account history, including invoices and payments. Profile and password: Updating and changing passwords, as well as other relevant personal information are easily updated here. When creating an account for a new customer on the ‘New Account’ page, his/her email address must be entered in order for that customer for have a web account. After all of the customer’s information is entered on this page and ‘Save’ is clicked, a web account is automatically created for this customer, although not activated. The customer must be the one to activate, which is explained further below. New account screen

Now the new customer’s account page displays with the account status reading ‘Active’. As seen below, there are no ads listed for this new account.

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New account screen

Ads can now be created for this customer. After checking out the first ad, the customer receives two emails: one to activate the web account, the other to confirm the newly created ad The account status is now shown as ‘Creating Web Account’. Creating web account screen

The email to confirm the newly placed ad provides relevant information to the order, including the dates the ad will be printed, the dates it will appear on the web, and the order number. It also provides a link for the customer to view the order and the account, as well as explaining the benefits of a web account.

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Confirmation email

The email sent to the customer to set up his/her new password provides a link to be clicked and appears as the following:

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Account activation email

When the customer has followed the links and activated his/her account, the new web account has successfully been established and is immediately accessible.

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3.2. Placing an Ad Log on to the POS and open your ation from the drop down menu and click ‘New Session’. [Note: Each ad you place will have a unique session number attached to it.] You can create two types of print ads: and . Placing a line ad

After clicking ‘New Session’, by default CMS will take you to the Line Ad compose step.

Placing a line ad

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3.2.1. Composing Line Ads Line ads are composed of flowing text within one column width; the total space taken by an ad is measured in .

Select the Category where you need to place the ad from the box located on the upper left side of the screen.

1. Use this field to perform a search for the category (Optional). 2. Use this menu to select the category. If you need to select more than one, hold CTRL key.

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3. Press

to confirm the selected items.

4. The selected category or categories appears here. Also, a list of key questions displays in the box located in Area 1f of the screen to help your customer in placing the ad.

If you need to undo your selection simply mark the desired category and press With the selection process complete, you are now ready to start typing the text of the ad. When you need to insert a carriage return press SHIFT + ENTER keys. This is very important, as the ENTER key by itself does not insert a line break. Always press SHIFT+ENTER.

1. Type the text in the blank box, Area 1c, located on the lower left side of the screen. 2. The tools shown here are used to format the ad helps it stand out. Each is reviewed below:

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Mark the text and press any of the buttons above or use the keyboard shortcuts. Note: You can use more than one enhancement at the same time. A - Bold = CTRL+B B - Italics = CTRL +I C - Underline = CTRL+U D - ..I.. = Reverse Mode (white text on black background). E - Align left = CTRL+L F - Align Center = CTRL+E G - Align Right = CTRL+R H - Justify = CTRL+J To change the font size, highlight the text and choose a size from the drop-down menu.

I - Font size = from 6.0 to 24.0 J - “T” button = adds a tab space where the cursor is positioned

Adding a picture or logo to a standard line ad is a powerful enhancement that can drive results. Pictures can be placed at the top or bottom of the ad and are scaled to fit the column width of the newspaper. To add one, press the ‘browse’ button in Area 1a at the top of the screen and select the file from your computer. Then click ‘Load’. The picture uploaded for the Print Ad will be set as the default picture for the Web Ad.

K - Image = select the image positioning from the drop down menu. By default no image.

L - Border = adds a thin line border to the ad. Select “normal” from the menu. By default, “No border” selected.

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M - Hyphenation = adds a hyphen to the text. By default off

N - Image enhancements = used to add a sale price when using dingbats.

O - S & M buttons = launches a small pallet of dingbats used to give ads a distinctive appearance. Click on the desired one from the list.

The ‘S’ is used to add a single graphic enhancement and the ‘M’ adds an entire line with the chosen graphic (multiple). Be sure to select the number of lines with enhancements added from the ‘Line with Enhancements’ menu, otherwise CMS will not add an extra charge.

P - New Today = adds a special banner on the first day of publication of the ad, identifying it as “New Today” 3. After entering the text and selecting all necessary enhancements, preview the ad. Click the ‘Preview’ ad button located right below the ad’s text box. The preview will appear on the right lower side of the screen.

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If you wish to start over, click ‘Clear’ located right next to ‘Preview Ad’ and you will be able to begin again.

Once you are satisfied with the ad, click ‘Save’ at the bottom of the screen. Placing a line ad

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You will now be taken to the third step of the process, ‘Schedule’.

3.2.2. Composing Display Ads

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After clicking New Session, CMS will take you by default to the Compose step. To compose a , click ‘New Display Ad’ on the top of the compose screen.

The Display ad composition screen will open. Placing a display ad

Select the Category where you wish to place the ad from the box located on Area 1b.

1. Use this field to search for the category (optional). 2. Use this menu to select the category. If you need to select more than one, hold CTRL key while making the selections.

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to confirm the selected items.

4. The selected category/categories appear here. Also, a list of will show on the blank box located right below.. To undo your selection; mark the desired category and press Once the selection process is complete, you are ready to enter in the ad’s title, type, and height, (inches) and width (columns) for the space the ad will take in the newspaper.

When placing Display ads, the Description field is used for internal communication between the staff taking the ad and those in charge of pagination. Remember that when you need to insert a carriage return press SHIFT + ENTER keys. This is very important, as the ENTER key by itself does not insert a line break. Always press SHIFT+ENTER. Adding a picture or logo to a Display ad is a powerful enhancement that can drive results. The picture uploaded on the Print Ad is set as the default picture for the .

Pictures are scaled to fit the column width of the newspaper. To add one, press the ‘browse’ button located at the bottom of the screen, select a file from your computer and click ‘Load’.

When placing display ads, CMS shows a ‘Create Web Ad’ option right below the description field. By default, this option is selected, but it can be unchecked by clicking on it. Web ads from Display ads are priced for the whole period scheduled with a flat rate or percentage per , regardless of the period’s length. Also, the title field from the Print Ads is used to populate the Web

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Ad’s title. Note that oduced in the Web Ad composition form generate a Web ID in print version of the ad. [Note: In the Compose step, ask your customer before clicking Save if he/she would like a web copy of the display ad. This is very important; CMS will not allow you to un-check this option afterwards.] Placing a display ad

Once you are satisfied, simply click ‘Save’ located at the bottom of the screen. This will take you to the third step of this process, ‘Schedule’.

3.2.3. Scheduling Ads

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There are two ways to schedule editions. One is by choosing the available editions from the box located on the Area 1a of the screen. The other is by clicking on the buttons located right in the middle of the screen. Scheduling ads

To schedule the necessary editions, select the available editions in Area 1a. If you need to select more than one, hold the CTRL key while making the selection. By default CMS will display one year of future print publications. Afterwards press to confirm the selected items.

All the selected editions will appear on the right-hand box labeled Selected. To undo your selection; mark the desired edition(s) and press If you use the buttons located in Area 1c of the screen, the system will add a pre-selected amount of editions, such as the next 12.

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Sometimes it is beneficial to publish an ad in more than one Category at a time within the same newspaper. If a customer wants his ad to appear in multiple categories, you can choose them from the selection box located in Area 1b of the screen.

1. Use this field to perform a search for the category (optional). 2. Use this menu to select the categories. If you need to select more than one, hold CTRL key while making your selection. 3. Press

to confirm the selected items.

The selected categories will appear on the right. If you want to undo your selection simply mark the desired category and click To print the ad in multiple publications click on the publication(s) listed in Area 1f of the screen under lly set the ad for the corresponding dates in the publication(s) of your choice. If the other publications’ columns widths differ, the system will automatically resize the ad to fit the column in each publication. Once all the scheduling options are set click ‘Save’ in Area 1d of the screen. All saved information will be stored in the session. Remember that if you need to leave the session at this point, all information saved so far is stored in the system. You can always return to the same session from the main account screen.

3.2.4. Composing Web Ads: Embedded Videos - Web ID - Top Ads After finishing composing the ad, a form will pop up in a new window. Composing web ads

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1. Title: By default, this is populated with the same title you already entered in for your print ad. 2. Text: In the Web ads field, you can write a completely new text than the one you wrote for your Print ad.

3. Copy Print Ad: By default, CMS brings up this information. 4. Embedded Video Links: There is the option of embedding videos in your ad by pasting the video link in this field.

5. Feature Ad: This option is available only for the most common categories, such as Automobile, Services, and Employment, and helps your customers highlight their ads. By clicking this option, the ad appears as ‘TOP’ in the Classified Website. Top Ads is a section easily accessible on the left side of the screen as soon as you open the website, or as soon as you enter a particular category that has a Top Ads section.

6. Upload Your Pictures: Classified Web Ads offer the opportunity to upload a maximum of 5 extra pictures on top of the one loaded in the print ad compose step (default picture’). These pictures (as well as any other text that you might add or change) are available online at no extra cost. To upload the pictures, simply click on the ‘Browse’ button and select your picture. You can repeat this process until you’ve reached the maximum of 5 pictures. Finally, click ‘Load’. Thumbnails of your pictures appear on the right of each picture field. In order to remove pictures, you need to click on ‘Remove’ button that appears next to them. Remember that only .jpg graphic file formats are allowed.

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For Real Estate Ads, the process is very similar. In most RE Ads, you will find extra fields to complete in relation to the property. They are:

1. Property information: In this chart it is necessary to fill in some of the fields, but not all. Required fields are marked with a * sign.

2. Title and Description: Both fields are populated with the information you entered in during the Compose step. More text can be added at no extra cost. Composing RE web ads

3. Property Address: Most of the items seen here are required, except for Unit and Corner.

4. Property Features: From all the items listed here, only bedrooms, floors, full baths, and half baths are required.

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5. Pictures: You can upload pictures here that will then be available on the website. RE Ads allow a maximum of 10 pictures to be uploaded. Click ‘Browse’, select your picture and the file appears in the large box next to Picture 1. Remember that the pictures must have a ‘jpg’ graphic file format.

6. Agency: Select the agent and agency here.

7. Web Display Features, Feature Ad: By clicking this option for classified ads, the ads appear as ‘TOP’ in the website allowing you to highlight it and access it on the left side of the screen as soon as you open the RE Website.

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To finish, click ‘Save’ at the bottom of the form. This will take you to the Check Out screen.

3.2.5. Confirming Ads

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This is the last step in placing ads. CMS will calculate the price of the ad by multiplying the number of units times the unit price. It’s important to keep in mind that each session created will have a price of its own; the session is the sum of all units, enhancements, etc of the ad. There are several options available to satisfy your customers’ needs. Check out screen

To double-check that the ad placed meets your customer’s requirements, click ‘Preview’ at the top of the screen. It will also allow you to print it. 1. Sale information: On this section of the screen you see all information for the ad.

Check out screen

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A) B) C) D) E) F) G) H) I)

Ad type: Line or Display ad. Units: Total number of units. Enhancements: Total number Publication: Price of print and web publications. Insertions: Total number. Editions: starting to ending dates the ad is running. Total Cost: Total cost of the ad. Set this price: If you need to override the total price, do so by typing the new amount in this box and clicking Set this price. Calculated price: This button is used when you need to set the price back to its original amount.

[Note: Keep in mind that most print publications have Web publications attached to them. For that reason, you may want to tell your customers the TOTAL price for all publications instead of each individual component price.]

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2. Invoicing Plan: This section allows creating an invoicing plan to suit your customers’ needs. This step is optional. Check out screen

A) Invoices: Select the number of invoices from the drop down menu and a start date. Note: Remember to check ‘Share remaining among invoices’. B) Monthly and daily frequencies: After choosing the number of invoices and the start date, select the frequency. They can be issued the moment the ad is placed (Now!), or daily Day of Month option allows you to issue an invoice on a certain day of the month. Finally, you can select the invoice to be issued on the First Day or the Last Day of each month. C) Plan: Once steps A and B are complete, click Calculate Plan. The calculations will appear in the white box. Check out screen

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3. Additional services: Check out screen

A) Letter: • • •

Tear sheets Affidavits Billing Fees

[Note: Any of the above mentioned options may have additional charges.]

B) Invoice Type: You can choose to email an invoice to your client by selecting ‘Email’ or have a printed version selecting ‘Printer’. Also, a proof copy can be sent to the customer by email or postal mail. ‘Print Invoice Now’, by default is checked. ‘Invoice Comments’ can be used to insert comments directly to the invoice such as purchase order numbers or file numbers. C) Web Account Creation: Remember when creating a print ad, a Web ad is automatically generated. If the customer does not have a Web account, one will be created the first time an ad is checked out, as long as an email address is provided.

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To confirm your ad, press ‘Click here to confirm transaction’ located at the very bottom of the screen. If ‘Print invoice now is checked’ an invoice will pop up; if not, you’ll be taken back to your re about how CMS calculate ads prices, please refer to section 4.2 Pricing Lists.

3.2.6. Duplicating Ads This option allows you to create a replica of an existing ad. The system stores all sessions on your customer’s account regardless of status or time. By using this feature you can expedite the process when placing existing ads. Although the system creates a duplication of the original ad, it can be edited. [Note: Even though you are duplicating a previous session, CMS creates a new session number for the ad.] Load your customer’s account or session and click the ‘Ads tab’ located between ‘’ and ‘’ tabs. Account screen

The Ads Published screen loads and shows a summary of all existing ads placed on the account (completed and checked out only). Ads created but never purchased will not be displayed.

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Duplicating ads

The Ads list shows the following information and options: 1. Type: Refers to the ad type, or . 2. Date: When the ad was created. 3. View this ad: When you click on a desired ad a file opens showing a preview.

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User Manual 4. Duplicate Session: When you click on the desired session this link takes you to the compose screen. From there, you can add any changes to the ad. If no changes are necessary simply click ‘Save’ and move to the next step.

3.3. Canceling ads CMS offers the possibility to cancel ads when needed. The first thing you need to know regarding cancellations is that you can only cancel an ad that has been checked out, meaning the ad has been invoiced, or pending invoices have been generated for it. Therefore, when you process a cancellation, you will be able to credit the customer for the ads cancelled if need be. CMS allows you to cancel ads with two different statuses: ‘Cancelled ’ or ‘Cancelled ’. To cancel an ad load the corresponding account and click on the session for the ad you want to cancel. By clicking on the session number you will be taken to the ‘Compose’ screen. From this screen, move to the ‘Schedule’ screen by clicking on the ‘Schedule’ button. Schedule Screen

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3.3.1. Non-Commissionable Cancellations Non-Commissionable status should be used for ads where there has been a mistake made in the ad entry or where there will be no revenue associated with the cancelled ad. When canceling ad insertions with this status, the system will automatically apply a credit to the account for the price of all insertions cancelled. Credits applied will appear under the showing a pending transaction status and will be applied on the day of the last insertion to be printed for that session. Note that the ‘Transactions’ screen will provide you with a detailed description of the invoices issued thus far as well as those pending. You can also delete or cancel Non-issued invoices if needed. Example: In this example we have a 1-unit line ad scheduled for four insertions for a total price of $16.18, divided in four invoices of $4.05 each. The customer needs to cancel two (2) of the four (4) insertions.

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Assuming the session has been loaded and the ‘Schedule’ button has been pressed, first we need to choose the insertion dates we need to cancel from the ‘Selected’ box. Next, click on the top arrows for ‘Non-Commissionable’ Keep in mind that as long as you have not clicked ‘Save’, the arrows allow you to move insertions back and forth at your will. Cancel Ads Non-Commissionable

By clicking ‘Save’ you will get a pop-up with all the cancellation information. CMS will generate a credit transaction for the difference between the original price and the new price of the session. In this example, a $8.09 credit will be applied to the session. Click ‘OK’ to approve the cancellations. Non-Commissionable Credit Pop Up window

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After clicking ‘OK’, the ‘Web ad composition’ screen will pop up. This window is only if you need to make changes, if not, click ‘Save’; you will be taken to the ‘Customer’ Tab. A feature available on this screen allows you to decide to cancel any pending invoices for the session. By doing this you will impact the amount of the account adjustment.

Move to ‘’ tab so that you can see how the credit was applied on the account. The credit issued will be found under the ‘Pending’ transactions section and any invoices cancelled will no longer show. Transactions Tab

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3.3.2. Commissionable Cancellations

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‘Canceled Commissionable’ should be used when a customer requests to cancel specific insertions. CMS allows you to decide whether to give a refund or not for the cancelled insertions. CMS allows you to cancel printed ad insertions during a given period of time after they are printed. Note that ad insertions with this status can only be canceled as ‘Non-Commissionable’. In the report, the ‘Commissionable’ status allows you to consider the revenue of a canceled ad for commissions or other purposes by providing you with a different status from the ‘NonCommissionable’ cancellations. Credits applied will appear under the ‘’ tab showing a ‘Pending’ transaction status and will be applied on the day of the last insertion to be printed for that session. Note that the ‘Transactions’ screen will provide you with a detailed description of the non-issued invoices if needed. Load the corresponding account and click on the session for the ad you want to cancel. By clicking on the session number you will be taken to the ‘Compose’ screen. From this screen, you will need to move on to the ‘Schedule’ screen by clicking the ‘Schedule’ button. Example: In this example, we have a 1-unit line ad scheduled for four (4) insertions for a total price of $16.18, divided in four (4) invoices of $4.05 each. We need to cancel one (1) of those insertions. First, choose the insertion date or dates you want to cancel from the ‘Selected’ box and click on the lower arrows for ‘Commissionable’ Remember, as long as you have not clicked ‘Save’, the arrows allow you to move insertions back and forth at your will.

Schedule Tab

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Once the insertion is in the ‘Commissionable’ box, click ‘Save’ and CMS will bring up the ‘Commissionable Cancellation’ pop-up. In this pop-up you will first be asked whether you want to issue a credit or not for the cancellation. Select ‘Yes’ (If you want to issue credit) and click ‘OK’.

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After clicking ‘OK’, CMS will show the original and new totals for the session, according to the number of insertions before and after the cancellation. The amount of the credit will be determined by the difference between the session total before and after the cancellation.

Also, the pop up shows the average price per insertion before and after the cancellation. These two averages could differ because according to the number of insertions there could be different discounts that apply. Thus, when canceling insertions, the total price of a session could go higher.

CMS will calculate the new total price for the session using its own prices and rates, but you can still type in any value you want your customer to pay in the field ‘After Cancellation’. Keep in mind that the value you type in will always have to yield a higher average price per insertion than the original. Otherwise a warning message won’t let you move forward in the process. To see the new average price per insertion, type in the desired total amount, and click outside the field, to see the new calculated average. Also the amount of the transaction will be changed.

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Canceling non-commissionable web page dialog

Note how the price went up when entering $25.14 as shown in above window. Before confirming the cancellation and the credit, you can change the total as many times as desired, or you can go back to the price calculated by CMS by clicking the ‘Calculated Price’ button.

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There is another feature available in this screen. You can decide to cancel any pending invoices for the session, note how doing this also impacts on the amount of the account adjustment. After clicking ‘OK’, the ‘Web Ad Composition’ screen will pop up. Disregard this window unless you need to apply changes. Click ‘Save’; you will be taken to the ‘Customer’ tab. Move to ‘Transactions’ tab so that you can check how the credit was applied on the account. The credit issued will be found under the ices cancelled will no longer show. Transactions Tab

3.3.3. Cancellation Adjustments (credits and debits)

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We will cover how to apply debits and credits to an account. First, let’s review the terminology. A credit is a positive transaction, like a payment, in favor of your customer’s account balance. A debit, on the other hand, is a negative transaction, just like an invoice against the account. These two types of transactions don’t involve any money. They are internal transactions generally used to balance the account or correct billing mistakes. In order to process a credit or debit (see picture below) in an account you will need to check the desired option (1), type in the amount (2), type a comment (3), select a reason from the drop down menu (4), and click the ‘Add’ button (5). The new transaction will appear in the ‘Transactions’ confirmation window (6). Finally, click ‘Process Now’ (7) and the transaction will be added. Note that credits go directly to on the Transactions tab. Adding Credits and Debits

3.4. Managing Customer Accounts

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3.4.1. The ‘Transactions’ Tab Under the ‘Transactions’ tab you will find all the invoicing information for your customers. This includes: pending transactions, finished transactions, and balance. Transactions tab

Pending Transactions In this section there are three (3) types of transactions, s, and invoices. These are all organized per session. [Note: CMS considers invoices as transactions.]  Credits and debits are adjustments calculated by the system and applied to the account after making one or more insertion or canceling an ad. .  Invoices shown here are part of an invoicing plan and are not yet charged to the customer. On the left, you can see the dates when these invoices are scheduled to be issued. Next to each pending transaction, there is a ‘View ad’ link that allows you to preview the ad as it will appear in its printed version. If necessary, you can cancel one or all of the pending transactions (credit, debit, and invoices) for a given session by clicking its check box and then ‘Cancel selected’.

Finished Transactions

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In this part of the screen you are able to view issued invoices, payments made by your customer, and any other transactions, such as credits, debits, and reimbursements. These pieces of information are primarily generated by CMS users, but can also be generated by self-service customers placing ads online. In addition to the date, amount, and type of transaction, the ‘Transactions’ tab gives you access to extra information within each transaction. Click any of the blue links listed under ‘Type’ and you will be able to access the following information:

 Invoice: this shows the invoice selected and gives the option to print or save a copy of it.  Payment/Reimbursement: this provides information about the method of payment used.  Credit/Debit: this gives the same information shown on the main screen; date, amount, and type of transaction.

Balance At the bottom of the screen you will find a calculation of the customer’s balance. This final balance is the result of the total amount of charges minus the total amount of payments or positive transactions. There are 3 types of balances found in an account:

 Negative or debit balance: a negative sign is shown indicating the customer needs to make a payment.

 Positive or credit balance: the customer has a credit on his account.  Zero balance: the customer neither owes nor is owed an amount. [Note that the balance changes with each new transaction added to the system and each time an invoice is issued.]

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3.4.2. Adding Transactions: Types of Transactions & Means of Payments In order to add transactions to your customer’s account, click on the tab labeled ‘Add Transactions’ Once on the screen, you will find four (4) different types of transactions:    

Payment Reimbursement Credit Debit

Payment and Reimbursement Both ‘Payment’ and ‘Reimbursement’ give you the same options to process transactions. There are five (5) main steps you need to follow in order to process them: 1. Click either ‘Payment’ or ‘Reimbursement’. 2. Type in the amount of money involved in the transaction. 3. Select a reason from the drop-down list. It is important to tag the transaction with a reason so it can be tracked more easily later. 4. Select the method of payment. 5. Click ‘Process Now’. Adding transactions

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After step 4, you will notice the ‘Transactions’ box becomes populated with the new information you have just entered in. Note that next to this information, there is a link labeled ‘Remove’ that will allow you to either discard the transaction selected, select a different transaction, or make changes to that same transaction. Adding transactions

Once you have completed all fields and made any necessary changes to your transaction, click ‘Process Now’. A warning message appears prompting you to confirm the transaction. If all is correct, click ‘OK’ to proceed. A final message will appear telling you that the transaction has been processed. You are then automatically taken to the customer’s account screen.

Credit and Debit As discussed in section 3.3.3, these two types of transactions are virtual in that they do not involve any money. They are internal transactions used to balance accounts or to correct billing mistakes. In the case of credits and debits, there are five (5) main steps to follow in order to process the transaction: 1. 2. 3. 4.

Select ‘Credit’ or ‘Debit’ Type in the amount for the transaction. Select a reason from the drop-down list. Click ‘Add’. (Since credit and debit do not involve money, you will not need to choose a method of payment.) 5. Click ‘Process Now’.

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Adding transactions

As is the case with payments and reimbursements, after completing step 4, the ‘Transactions’ box becomes populated with the information you have just entered in. Again you will notice next to this information a link labeled ‘Remove’, which allows you to either discard the transaction selected or select a different one, or to make changes to that same transaction.

Means of Payment When processing a payment or reimbursement, you will find different methods of payments to select from. These methods are:     

Cash Credit card Check Money order Other

If you need to add a credit card, complete all the fields in the credit card window. The required pieces of information are: credit card number, expiration date, credit card type, and billing address. The credit card information that you enter in this window will be stored encrypted by the system for future use. If that’s the case, you will be able to select the card from this box; you will read the card type, its last four digits, and the expiration date. For security reasons, the whole credit card number does not show.

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Adding transactions

Once all fields are completed you are ready to click ‘Add New’. Automatically you will see the transaction in the ‘Transactions’ box. Continue to the next step of the ’Adding Transaction’ process. If you select check or money order as the method of payment, you will have an input field where you will need to complete the check or money order number and its issuer’s name. After completing the fields, click ‘Add Check’ or ’Add Order’ and continue with the ’Adding Transaction’ steps.

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3.4.3. Adding Comments If you need to add a comment to the account, select the tab labeled ‘Comments’. Adding comments

On this ‘Customer Comments’ screen you can record suggestions, complaints, or any other useful information. You may also record comments your customers want you to include in their accounts, which can be a useful means of communication among different agents handling the same customers. To place a comment, click the ‘Add’ button found at the bottom of the screen. The ‘New Comment’ screen will appear where you can complete and select relevant pieces of information. 1. Type of comment: complaints, adjustments, and other. 2. Title: summary of the comment 3. Description: provides explanations of the comments Adding comments

Once you are finished with these three steps, click ‘Save’ to store the information. You are immediately taken to the customer’s screen.

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When you need to view stored comments, click the ‘Comments’ tab and the ‘Customer Comments’ screen will open again. All comments will be listed there with two options: ‘View’ and ‘Update’.

 View: here you can see the type of comment, its title, and the comment itself.  Update: here you can make changes to a previously submitted comment. Remember to click ‘Save’ to record the changes. Placing Comments on Specific Sessions When you need to place comments on specific sessions, a different CMS tool needs to be used. At the bottom of each account screen is the ‘Status Bar’. This can be used only when loading a session and provides you with different pieces of information about the customer, the account, and the session you are working on. This bar is very useful and available regardless of the step you are on in the ad creation process. Status bar

On the right hand side of the status bar, there is an option labeled ‘Comments’. This is used to post comments on each session. Comments can be added during the ad creation process or after having confirmed an ad. In order to include a comment, click ‘Comments’ on the Status Bar. A dialog box will display for you to type in your comment. Then click ‘Accept’ to confirm it or ‘Cancel’ to discard it.

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Chapter 4 Reports, Reference Lists, and Feeds 4.1. Reports Reports are accessible through the backend of CMS. The backend is all of the programs working behind the scenes to make the interface work (i.e. POS and Website). A lot of backend programming done for any Website works like the foundation and structure of a building. You never really see the foundation while you're living in a house or the boards and frames behind the walls, but they are what hold the house up. The purpose of reports is to inform of workplace related statistics and facts. In CMS, There are three (3) main types of reports: Administrator (Admin), Billing, and Sales. Log on to CMS and click ‘Reports’. Backend main screen

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4.1.1. Admin Reports

This section of CMS holds all administrator reports which include: Aging Analysis, CC Demo Payments, Insertions Cube, Late Fee Journal, List Ads, Means of Payment, New Accounts, CC Payments, Payment and Adjustments, and Pricing Exceptions. Most reports allow you to select the start and ending dates. When you click on the ‘Date’ button a calendar pops up for easy selection. Simply select the desired dates. Keep in mind that you can also select hours and minutes.

When running a report it is recommended to select on the calendar a day before and a day after your desired dates. Keep in mind that CMS will run the report starting at 00:00 (Midnight).

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4.1.1.1. Aging Analysis To view this report, log on to CMS and select ‘Reports’. → ‘Admin’ → ‘Aging Analysis’. The Aging Analysis report lists all account receivables as of the date selected. The report shows the aging of the transactions’ amounts broken down in four different periods: current, 30, 60, and 90 days old. It also provides the option to generate the report with FIFO (First In, First Out) or LIFO (Last In, First Out) logic. Depending on which one you select, the amounts for each period could be different. If you generate the report as FIFO, the information is displayed so that the most recent payment entered is applied to the oldest invoice. If you generate the report as LIFO, the information is displayed so that the most recent payment corresponds to the most recent invoice. To generate a report, select a start date (1), seller (2), industry (3), FIFO or LIFO matching (4) and lastly click ‘Submit’ (5). Once this process is complete, the report will display. You can then export it in CSV, Excel®, or XML format by selecting this at the top of the report. Aging Analysis screen

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4.1.1.2. CC Demo Payments This report shows all credit card payments processed using the tool during the selected period of time. The ‘CC Terminal’ allow you to process credit cards for customers who do not have an account created in the POS. To view a CC Demo Payments report simply logon to CMS, select ‘Reports’ → ‘Admin’ → ‘CC Demo Payments’. Select a start date (1), end date (2), and lastly click ‘Run’ (3). Once this process is complete, the report will display. You can also download it in CSV format file by clicking ‘Download in CSV ‘at the top of the report. CC Demo Payments screen

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4.1.1.3. Insertions Cube This report provides detailed information on all ads scheduled within a selected period of time. The requested page allows you to filter the information to be summarized by selecting individual or all publications as well as seller and ad insertions status. When opened in Excel®, this report enables the user to generate different summary revenue reports with various criteria such as ad seller, category, and edition dates. To view an Insertions Cube report, simply log on to CMS, and in the backend, choose ‘Reports’ → ‘Admin’ → ‘Insertions Cube’. Select a start date (1), end date (2), publication (3), insertion status (4), ad taker (5), and lastly click ‘Submit’ (6). Once this process is complete, the report will be available to download as a CSV file. You can do this by clicking the ‘Download’ button. Insertions Cube screen

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4.1.1.4. Late Fee Journal The Late Fee Journal report shows aggregated information for all types of transactions processed within a certain period. It shows totals for quantity of transactions and money involved broken down by transaction type and reason. To view a Late Fee Journal report simply logon to CMS and in the backend choose ‘Reports’→ ‘Admin’ → ‘Late Fee Journal’. Select a start date (1), end date (2), and lastly click Submit (3). Once this process is complete, the report displays. It is also available to download as a CSV Excel® file. This is done by pressing the ‘Download’ button. Late Fee Journal screen

4.1.1.5. List ads Please refer to Section 4.3.1. .

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4.1.1.6. Means of Payment This report shows two (2) tables of summarized information for payments processed during the selected period. The first one shows total quantity and amount of payments grouped by the payment methods (cash, check, credit card). The second table shows the break down of the credit card payments by the card type (Visa, Amex, etc). To view a Means of Payment report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Admin’ → ‘Means of Payment’. Select a start date (1), end date (2), and lastly click on ‘Submit’ (3). Once this process is complete, the report will be displayed. It will also be available for download as a CSV Excel® file; you can do so by pressing the ‘Download’ button. Means of Payment screen

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4.1.1.7. New Accounts Shows all accounts created both through the POS and the Website within the selected period. To view a New Accounts report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Admin’ → ‘New Accounts’. Select a start date (1), end date (2), and lastly click on ‘run’ (3). Once this process is complete, the report will display. You can also download it in Excel® CSV format by pressing on the ‘Download’ button. New Accounts screen

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4.1.1.8. CC Payments Shows a detailed list of all credit card transactions processed within a certain period selected. To view a CC Payments report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Admin’ → ‘CC Payments’. Select a start date (1), end date (2), and lastly click on ‘Run’ (3). Once this process is complete, the report will display. You can also download it in Excel® CSV format by pressing on the ‘Download’ button. CC Payments screen

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4.1.1.9. Payment and Adjustments This report shows a detailed list of payments processed during the selected period. For each payment it shows the customer, the transaction date, amount and payment method used. To view a Payments and Adjustments report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Admin’ → ‘Payments and Adjustments’. Select a start date (1), end date (2), and lastly click on ‘Submit’ (3). Once this process is complete, the report will display. You can also download it in Excel® CSV format by pressing on the ‘Download’ button. Payment and Adjustments screen

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4.1.1.10. Pricing Exceptions Lists all price overwritten sessions within a date range selected. To view a Pricing Exceptions report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Admin’ → ‘Pricing Exceptions’. Select a start date (1), end date (2), publication (3) and lastly click on ‘Submit’ (4). Once this process is complete, the report will display. You can also download it in Excel® CSV format by pressing on the ‘Download’ button. Pricing Exceptions screen

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4.1.2. Billing Reports It shows all Billing reports, including: Account Statements, Print Invoices and Transactions Cube. Most reports have a start date and ending date to choose from, when you click on the date button a Calendar will pop up making the date selection process easier. Keep in mind that you can also select hours and minutes.

4.1.2.1. Account Statements This is a billing document generally used to inform customers of the status and activity of their account(s). The statements are created per customer and it shows all transactions processed during a certain period plus a starting and ending balance. On the request page for statements you can choose to see a list of customers to select from accordingly to different balance situations (customers with a zero balance, debit balance or credit balance). The statements are created in Acrobat Reader (PDF) format, suitable for printing. To view an Account Statement simply logon to CMS, place your self in the backend and choose ‘Reports’, from the Menu select ‘Billing’ → ‘Account Statements’. Select a start date (1), end date (2), from the drop down menu select the criteria for listing customer; these are: customers with credit balance, customer with debit balance, customers with balance zero or all customers (3), do not press ‘Display Account Statements’ button yet. The report will open in a few seconds.

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Account Statements screen

Once the report is displayed, select the desired customer(s) you want to display the account statement for by marking a check mark in the box(s)(4) and lastly click on ‘Display Account Statements’ (5).

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Account Statements

When this process is complete, a PDF file will open in a new browser showing the desired account statement(s).

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4.1.2.2. Print Invoices Using this page the user can print a list of invoices, regardless of the status of those (future invoices on invoicing plans, and past invoices). The request page provides you with a list of all the invoices issued per customer within the date range selected. Invoices are also created in Acrobat Reader format. Using this option from the reports menu allows you to print multiple invoices at once. Also, individual invoices can be obtained from the tab on the POS. To view a Print Invoices report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Billing’ → ‘Print Invoices’ Select a start date (1), end date (2), from the drop down menu select the desired status; there are three available: pending; printed or any (3), click on ‘Submit’ (4). The report will open. Print Invoices screen

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Once the report is displayed, select the desired customer(s) you want to display the print invoices for by marking a check mark in the box(s)(5) and lastly click on ‘Print Selected Invoices’ (6). Print Invoices

When this process is complete, a PDF file will open in a new browser showing the desired print invoice(s).

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4.1.2.3. Transactions Cube Shows a detailed list of all transactions processed for all customers during the selected time period. Some of the pieces of information shown are customer, transaction date, type, amount, and reason of each transaction. To view a Transactions Cube report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Billing’ → ‘Transactions Cube’ Select a start date (1), end date (2), and lastly click on ‘Submit’ (3). Once this process is complete, the report will be available for download as a CSV Excel® file; you can do so by pressing the –‘Download’ button. Transactions Cube screen

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4.1.3. Sales Reports It holds all Sales reports, these include: Display ads Linage, Linage Count, Resolicitation List, Sales by Ad taker, Sales Cube, Sales Summary and Tear Sheets report; Most of them have a start date and ending date to choose from. When you click on the date button a Calendar will pop up making the date selection process easier. Keep in mind that you can also select hours and minutes.

4.1.3.1. Display ads Linage It displays a linage total for display ads for a given edition in column inches. To view a Display ads Linage report simply Logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Sales’ → ‘Display ads Linage’. Select a publication from the drop down menu (1), edition (2); Insertion status: there are six available: any, unconfirmed, confirmed, printed, cancelled and paid and cancelled not paid (3), lastly click on ‘Submit’ (4). Once this process is complete, the report will be displayed showing a total of col/inches for the chosen edition. Display ads Linage screen

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4.1.3.2. Linage Count This report provides aggregated lineage information by category and ad type for a given edition. It also shows linage for other printing items like Web Ids, New Today banners, and pictures. Linage information is expressed in col/inches and quantity of ads. To view a Linage Count report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Sales’ → ‘Linage Count’. Select a publication from the drop down menu (1), edition (2); insertion status: there are six available: any, unconfirmed, confirmed, printed, cancelled and paid and cancelled not paid (3), lastly click on ‘Submit’ (4). Once this process is complete, the report will be displayed, it will also be available for download as a CSV Excel® file; you can do so by pressing the ‘Download’ button. Linage Count

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4.1.3.3. Resolicitation List This report is a good sales tool, which can be used to call customers who have ads which are expiring. For a given edition date it will list all those customers who have expiring ads on that edition, showing the customer’s contact information, and the expiring ad’s text. To view a Resolicitation List report simply logon to CMS; place your self in the backend and choose ‘Reports’, from the menu select ‘Sales’ → ‘Resolicitation list’. Select a start date (1), end date (2), publication (3), insertion status (4); ad taker (5) and lastly click on ‘Submit’ (6). Once this process is complete, the report will display. It will also be available for download as a CSV Excel® file; you can do so by pressing the ‘Download’ button. Resolicitation List screen

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4.1.3.4. Sales by Ad Taker Shows a detailed list of every ad placed in the system during the selected period. The report shows all ads placed both online and on the POS. To view a Sales by Ad Taker report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Sales’ → ‘Sales by Ad Taker’. Select a start date (1), end date (2), publication (3), session status (4); ad taker (5) and lastly click on ‘Submit’ (6). Once this process is complete, the report will display. It will also be available for download as a CSV Excel® file; you can do so by pressing the ‘Download’ button. Sales by Ad taker screen

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4.1.3.5. Sales Cube It provides the user detailed information on all sales within the selected period of time. The request page also allows you to filter the information to be summarized by selecting individual or all publications, as well as web presence and ad taker and account owner. When opened in Excel®, this report enables the user to generate different summary revenue reports with various criteria like Ad seller, category, edition dates, etc. To view a Sales Cube report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Sales’ → ‘Sales Cube’. Select a start date (1), end date (2), publication (3), web presence (4) ad taker (5), account owner (6) and lastly click on ‘Submit’ (7). Once this process is complete, the report will display. It will also be available for export as a CSV, Excel® or XML file; you can do so by pressing on one of the options. Sales Cube screen

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4.1.3.6. Sales Summary It provides a summary of both the number of column inches and revenue for all editions which fall within the selected time period, broken down by category. The request page also allows you to filter the information to be summarized by selecting individual or all publications, as well as seller, and ad insertions status. To view a Sales Summary report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Sales’ → ‘Sales Summary’. Select a start date (1), end date (2), publication (3), insertion status (4) ad taker (5), and lastly click on ‘Submit’ (6). Once this process is complete, the report will display. It will also be available for export as a CSV, Excel® or XML file; you can do so by pressing on one of the options. Sales Summary screen

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4.1.3.7. Tear Sheets Gives a detailed list of all attached documents (tear sheets, affidavits, etc) billed within a certain period. Also, the report shows information related to the ad each document was billed with, like Ad type, category, and edition date. To view a Tear Sheets report simply logon to CMS, place your self in the backend and choose ‘Reports’, from the menu select ‘Sales’ → ‘Tear Sheets’. Select a start date (1), end date (2), and lastly click on ‘Submit’ (3). Once this process is complete, the report will display. It will also be available for export as a CSV, Excel® or XML file; you can do so by pressing on one of the options. Tear Sheets screen

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How to create labels from a Tear Sheet report First of all, request a report, open the Excel® file and make sure to erase the columns on excel which you will not need on the labels. You’ll need to use a feature in Word® called Mail Merge. Before you begin using the Mail Merge wizard, you need to make a small configuration change within Word®. From the Tools menu, click ‘Options’. Select the ‘General tab’ and place a check beside the Confirm conversion at open option. With that step completed, you are ready to create your labels. Wizard

Now you can start the mail merge process in Word®. The process consists of five main steps. From the Tools menu, point to ‘Letters and Mailings’, and click ‘Mail Merge Wizard’. If you are working in Word® 2003, click ‘Mail Merge’.

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1. Select document type Under ‘Select document type’, click ‘Labels’. (it will be on the right side of the screen, see Image below) This option is used for creating address labels.

Click Next: Starting document.

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2. Select starting document Under ‘Select starting document’, select ‘Change document layout’.

Click ‘Label options’.

Select firstly the label product – as specified in the labels package – and then the product number. Click ‘OK’.

Once you’re done, Click ‘Next: ‘Select recipients’.

3. Select recipients

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Under Select recipients, click ‘Use an existing list’. This option assumes that you are using address information stored in another file or database.

Click ‘Browse’ to locate your spreadsheet containing the addresses information from the Tear Sheet report that you previously saved on your computer.

Click ‘Open’. Then, confirm the data source, Click ‘OK’

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Select entire spread sheet.

Place a check beside the recipients you want included in the mail merge, or click the Select all version. Click ‘OK’.

Click Next: ‘Arrange your labels’.

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4. Arrange your labels. Click ‘More items’.

From the ‘Insert Merge Field’ dialog box, select the fields you want to include in the mail merge and insert them by click ‘Insert’ for each one of them. These should be the fields that contain the recipient’s names and addresses. When you are done click ‘Close’.

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The labels will look something like this:

Format the first label as desired by adding line breaks, spaces, or making a field bold, etc. Click ‘Update all labels’.

Now you are ready to do the merge of the formatted page with the addresses data. Click Next: ‘Preview your labels’. You can click Previous: ‘Arrange your labels’, if you need to make any changes to the layout.

Once you’re satisfied with the preview click Next: ‘Complete the merge’.

If you are satisfied with the appearance of the labels, click ‘Print’. Otherwise you can still use the previous option to make further changes, and when you’re ready click ‘Print’.

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4.1.4. Managing Reports Data in Excel; Pivot Table The report provides you with most of the information you access through the POS. This includes: • Publication • Session # • Parent session # • Creation date • Session status • Insertion status • Columns/inch print ad • Columns/inches for New Today • Price per print insertions • Price per web insertions • Total insertion price

• adjustment • category • sub-category • customer ID • customer industry • customer name • company name • ad seller • ad type • edition date • a copy of the print ad

Insertions Cube

When opened in Excel, this report enables the user to generate different summary revenue reports with various types of criteria, such as Ad Seller, Category Type, and Insertion Status. Below are some of the most useful tools that this program offers:

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Excel Tools

 Freeze panes: You can view two areas of a worksheet and lock rows or columns in one area by splitting or freezing panes. When you freeze panes, you'll be able to scroll in both areas of the worksheet, while rows or columns in the non-scrolled area remain visible. In order to lock rows, select the row below where you want the split to appear. In this example with an Insertions Cube report, the first row that appears right below the column labeled Publications is selected. Then from the window menu, click ‘Freeze Panes’. Freezing panes

 Auto Filter: Filtering is a quick and easy way to find and work with a subset of data in a range. It temporarily hides rows you do not want displayed.

Click a cell in the range you want to filter. On the Data menu, point to ‘Filter’, and then click ‘AutoFilter’. In this example, Publication is selected, which is the first cell of the row to be filtered.

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Auto filter

When you use the AutoFilter command, AutoFilter arrows appear to the right of the columns labeled in the filter range. Click the arrow in the column that you want to filter, and select one of the options displayed. For this example, the options are: Sort ascending; Sort descending; All; Top 10 AutoFilter; Custom AutoFilter; and a list containing all the elements within a column Auto filter

You can use Custom AutoFilter to display rows that contain either one value or another. You can also use it to display rows that meet more than one condition for a column. For example, select the arrow

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in the column labeled Insertion Status, and click ‘Custom AutoFilter’. A pop up window will appear. In the box on the left, click ‘Equals’ and in the box on the right, select ‘Printed’. To add another criteria, click ‘And’ or ‘Or’, and repeat the previous step, but for this example, in the box on the right select ‘Cancelled & Paid’. You will see a list of all sessions that meet this criterion. Custom auto filter

 Find text or numbers in the worksheet: Select the range of cells that you want to search. [Note: if you want to search the entire worksheet, click on any cell.] On the Edit menu, click ‘Find’. You can also press CTRL+F key for ‘Find’. Find

In the Find What input box, type the text or numbers that you want to search for. You can use wildcard characters such as an asterisk (*) or a question mark (?) in your search criteria.

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To find text or numbers, click ‘Find All’ or ‘Find Next’. If you click ‘Find All’, every occurrence of the criteria will be listed and you can make a cell active by clicking a specific occurrence in the list. Find all

Pivot Tables

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The volume of information generated by Pivot Tables for the Insertions Cube report is high. By using this Excel tool, you can summarize your data, be it by sum, count, etc., as well as analyze it On the Menu, click ‘Data’ → ‘Pivot Table’ → ‘Pivot Chart’ report and follow the instructions and steps of the wizard. * Step 1: Select the Pivot Table option and then click ‘Next’. Pivot table wizard

* Step 2: Select the data range that you need and click ‘Next’. (To select the entire report, have the cursor placed on the top-left field labeled Publication), Pivot table wizard

* Step 3: Click ‘Layout’ so you can choose the values that will construct your Pivot Table. Pivot table wizard

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In the center of the screen you will see a diagram and next to it a group of fields buttons. Pivot table wizard

Drag the fields that you want into the Row and Column areas of the diagram. Then drag the fields that you want to summarize into the Data area. Finally, drag fields that you want to use as page filters into the page area. With the page area you break the report into separate pages. This Pivot Table will enable you to generate revenue and linage count reports. You can list sales by salesperson, category, sub-category, etc.

Example: In the Data field we will summarize the insertions and column/inches values (1); in the Row area we will list all sub-categories in the Herald publication (2); and in the Page area we will drag the field labeled Ad Seller (3) so that we can filter the display data by salesperson.

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If you need to remove a field, simply drag it out of the diagram. Pivot table wizard

Once you select all the fields that you want to appear on the Pivot Table report, click ‘OK’, and then ‘Finish’. You will get a new sheet containing your Pivot Table report. Excel will automatically create subtotals and grand totals.

Pivot table

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Apart from getting the Pivot Table report, you will notice two other boxes in the worksheet. One is the Pivot Table tool bar, that will help you change your report’s format, and the other is the Pivot Table Field List that allows you to change the layout of the Pivot Table onscreen. You can add or remove fields from the report just by dragging them from the report to the field list or vice versa. To review the Pivot Table report generated: 1. Page Field: Ad Seller – Classified Website (You can change the seller by clicking on the drop-down arrow.) 2. Row Field: Herald Sub-Categories. Only the categories used for placing ads by the selected ad seller are displayed. 3. Data Field: Sum of insertion price and Sum of Column/inches within a sub-category 4. Sum Totals

Creating a graph from the data in the Pivot Table report

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A Pivot Chart report provides a graphical representation of the data in the Pivot Table report. You can choose between making a default chart and creating a customized chart. We recommend the first option. To do this, select the data that you want to see in the graph and click on the ‘Chart Wizard’ icon from the Pivot Table tool bar. All the information from the Pivot Table report will appear by default on the graph. Pivot table graph

[Note: If you would like further information on Pivot Tables, click the Excel ‘Help’ menu]

4.1.5. Web Statistics

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To view the traffic on your Website, CMS uses Google Analytics. Google Analytics lets you measure who comes to your web site, where they come from, and what they do when they get there. To get started, you must first set up a Google Analytics account; the CMS Tech Team will handle this task for you. To sign in to your account, go to: www.google.com/analytics. Once inside you’ll see a list with your Website(s) profile(s). Click on ‘View Reports’ Analytics home

This action will take you to the “Dashboard”. The Dashboard is your customizable collection of report summaries. By pressing ‘View report’ you’ll see the report’s interface, useful options are displayed on the left of the screen as well as help resources You can also find a helpful guide to Google Analytics here: http://www.google.com/support/analytics/ Before reviewing your web statistics, please read some of the following content: Getting started About Google Analytics Google Analytics Guides Account administration User Permissions Common tasks Goals & Funnels Filters Managing Profiles Reports central Reporting basics Report access Controlling report data

4.2. Pricing Lists

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CMS manages two types of print ads, Display Ads and Line Ads. Prices for the ads are by the unit. The value of a unit is different for the two ad types. Display ads are composed of an image with copy and occupy space in the print newspaper. A unit for a display ad is defined as: 1 display ad unit = 1 inch of height + 1 column width

Line ads are composed of flowing text within one column width; the total space taken by an ad is measured in units. A unit for a line ad is defined as: 1 line ad unit = one line of text at determined font size

Cost for display and line ads = the number of units x unit price CMS will calculate the price of the ad by multiplying the number of units times the unit price. It’s important to keep in mind that each session created will have a price of its own; the session is the sum of all units, enhancements, etc of the ad.

Print Ads and Web Ads

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Ads created for print automatically generate a web copy attached. The price of the web ad is by default 10% of the print publication cost; however this value can be adjusted. If a customer places an ad online, he will be given one total amount for both the print and the web ad.

Web Only Ads Web ads hold extra information and pictures at no extra cost; however the POS does not allow Web only ads to be placed through it. Customers must do this through the Website. The price for a Web only ad with no print ad is defined as any other reference price and is shown in the Reference Price report in the backend.

Featured Ads / Top Ads In the Web Composition screen (Schedule step in the POS) you will be able to select the ‘Featured Ad’ option for your customer’s ad. This feature posts the ad in the ‘Top Ads’ section on the landing page of the classified website and is charged on a daily basis according to the price set for ‘Featured Ads’. To check the price set for it, refer to the Reference Price report in the backend.

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4.2.1. Reference Prices Units are defined in the database at the publication level and can be changed at any time according to the pricing strategy defined by your newspaper. To check on the reference prices CMS uses, log on with your credentials, go to the backend and click on ‘Pricing’ → ‘Reference Prices’.

Once there, select the publication(s) (1) and click ‘Submit’ (2). To select more than one publication, hold the CTRL key down while clicking all the publications you need.

Once this process is complete, CMS will show a chart with all reference prices as well as an Excel link to save it as files on your computer. Reference price list

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4.2.2. Fixed Prices Fixed prices can be defined by two possible parameters: customer’s industry and ad’s category. You can apply percentages in favor of or against the price of ads. These can be set as fixed prices or modifiers. To check the fixed prices CMS uses, log on; go to the backend and click ‘Pricing’ → ‘Fixed Prices’.

Once there, select the publication(s) (1) and click ‘Submit’ (2). To select more than one publication, hold the CTRL key down while clicking all the publications you need. When this process is complete, CMS will show a chart with all fixed prices as well as an Excel link to save the file to your computer. Fixed prices list

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4.2.3. Rate List Modifiers affect the final price of an ad and are defined by the following: • • • •

customer’s industry ad category number of insertions bought number of units on the ad

This means you can define your modifiers so that the larger the quantity of insertions and units a customer buys, the larger the discount he receives. This also applies to customers’ industry and category. Keep in mind that modifiers do not nullify each other; therefore a customer can get multiple discounts on an ad. One other important piece of information regarding modifiers is that no modifier will be evaluated if a fixed price was applied to the ad. To check on the rate list CMS uses, log on, go to the backend, and click ‘Pricing’ → ‘Rate List’.

Once there, select the Publication(s) (1) and click ‘Submit’ (2). To select more than one publication, hold the CTRL key down while clicking all the publications you need.

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When this process is complete, CMS will show a chart with all the rate list prices as well as an Excel link to save them as a file in your computer. Rate list

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4.2.4. Bundled Pub Group Discounts Bundling means scheduling an ad for printing in other publications the newspaper might have. The bundling option is carried out in the Schedule step of the ad creation process in the POS. Each of one of the ‘bundled’ ads will be priced as a new ad with a specific discount rate. Bundling price rates are customizable. To check your bundling publications, log on, go to the backend, and click: ‘Pricing’ → ‘Bundled Pub Groups Discounts’.

Once there, select ‘Publication’(s) (1) and click ‘Submit’ (2). Keep in mind that the chart displayed when clicking ‘Submit’ will only show the rate, meaning, the percentage of the discount applied.

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4.3. Pagination Files In this section you will learn how to publish the ads created in CMS.

4.3.1. Generating the File From the CMS backend click ‘Reports’ → ‘Admin’ → ‘List Ads’. This page presents a list of parameters to be defined:

1. Select the publication you want to publish, from the ‘Publication’ drop down list. 2. Select the desired edition date.

3. Select the ordering criteria for the category headers and the ads within them. For the categories the two choices available are alphabetical and hierarchical. The options available for sorting ads are alphabetical and first come. This option lists the ads in the same order they were confirmed either on the POS or on the Web. Hierarchical will list the categories in the way they are arranged in the Category Manager (Publications → Categories → Category Manager).

4.

Output Format allows you to select between two choices: Acrobat Reader PDF or . Acrobat Reader PDF enables you to easily obtain a print-ready version of the edition, without requiring any work from the production department. This format is created only in letter size paper, with no specific formatting for page headers and cannot be used for digital pagination. However, the XTAGS format will produce a file which can be used for pagination and allows the production department to flow the ads and format the pages as necessary.

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List ads report

4.3.2. Saving the File If Acrobat Reader PDF is selected, then ‘Platform’, ‘Import path’, and ‘Application’, are disregarded. Clicking ‘Submit’ will open the PDF proof pages in the same window. Once the pages are displayed, the document can be saved, using the ‘Save’ icon from the Acrobat Reader tool bar within the Internet Explorer window. In the same way, the ‘Print’ icon can be used for printing a copy of the laid out pages. If Xtags is selected, the user must then specify three items. The first to be specified is the platform where the file will be used, either Macintosh or PC. Second, the path must be entered to the import folder or directory where the file will be placed on the pagination computer. For example, if the file will be used on a Macintosh where the hard disk is labeled “Macintosh HD”, and the user name is JSmith, then the file path should be: Macintosh:HD:Users:JSmith:import:. Finally, select the application to be used for pagination. CMS supports Quark 6.x versions both on Macintosh and PC, and InDesignCS and CS2 on both platforms. Once these three parameters are specified, clicking ‘Submit’ will generate a ZIP file with all the necessary files for paginating the selected edition. The Internet browsing application may block the pop-up dialog which opens to allow you to save the file. To avoid this, hold down the CTRL key until the dialog box is displayed. Save the file locally and then send it to the computer where pagination will be done. The file can contain one or many Xtags files, according to the which were previously set up for each category on the selected publication (‘Publication’ → ‘Output Format’ → ‘Ad Output Format’). Also, it will contain all the image files used on the ads and other graphics like the “New Today” banner.

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4.3.3. Extracting the File The Xtags.zip file you generate must be extracted onto the same path you had chosen in the Import path field when pulling the report. For example, if you entered this path on the request page, c:/import/, you must extract it at that exact location and not in a subfolder within c:/import/.

4.3.4. Flowing Classifieds: Using Quark and InDesign To flow your classified ads into Quark or InDesign, first open the application, then create a new document or open an existing file you want to use. As an example we will paginate classifieds for the Cape May County Herald using Quark. When at the ‘New Project’ window, follow these steps: 1. set the page dimensions 2. set the margin guides 3. set the number of columns 4. click ‘OK’

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With the new document open we’ll center the page by choosing ‘View’ from the top menu and ‘Fit in Window’. Flowing ads

Now select the Content tool clicking in it.

from the tool bar and place the cursor in the first column just by

Flowing ads

To now flow the ads on the page, simply click the ‘File’ menu at the top left of the page and find ‘Get Text with Xtags’ at the bottom. If you do not see this link then the ‘Xtags plugin’ has not been successfully installed. Please contact your classified system coordinator or the x opens asking you to browse for the file you want to import. The file will be located where it was saved during the List Ads report process, in this case the C:\import directory.

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1. Select the file, which in this example is named classifieds-win-quark-2007-05-09.xtg. [Note: the Xtag files generated are named after the OS and application for which they were requested. The pattern followed is: outputformat-platform-application-date.xtg. This pattern prevents the user from trying to open a file created for Quark in InDesign, or for one created for Mac in Windows.] 2. Click the option to ‘Report Errors’ which will alert you to any font or other conflicts as the file is imported. 3. Click ‘Open’ to import the ads. It may take several minutes to import the file and create all the pages.

Once all the ads have been imported, check the file for font or other import errors, such as missing graphics. Font errors are reported directly in the file at the point of error. Font errors are caused by missing fonts on the machine which is paginating the classified file. Please make sure that all necessary fonts are installed in the proper location on the pagination computer.

4.3.5. Managing Ads, Styles, and Others

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Users can have control over the paragraph styles and character styles used for the ads at a document level. This means that users can customize the settings defined in the Xtags file from within the InDesign/Quark document at their will. This allows them to perform changes at the document level just by modifying one or multiple styles. For example, change the font name or size for all the ads text, or align the text left, right, or center by just modifying the style definition. This feature allows you to have control of the styles, but it also requires that they be extremely careful on which style definitions they set for a document before importing the Xtags file. There are two primary reasons for this: 1. Modifying any style on a document will alter all the ads using that style in the document. 2. Styles defined in the Xtags file will not override any existing styles which were pre-defined in the document. This is particularly important when using a template document, since templates can have pre-defined styles that users are not taking into account and are nonetheless affecting the document. In order to identify whether a style has been modified, you can click on the style in the Style windows (Swatches window in InDesign) and check for a plus (+) sign on the right. If there is one, this means that the style definition has been modified and upon placing the cursor over it, you can see more information on which parameter was changed.

4.3.6. Paginating Requirements

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Application: QuarkXPress 6.0 / Adobe InDesign CS or CS2 Xtags is a powerful import and export filter supporting the full Quark Xpress and InDesign language plus its own extended tag, for even more document/building power. Install the Xtags plug in. The plug in package can be downloaded from this page http://www.emsoftware.com/products/xtags/download/, once the corresponding license has been bought. Unzip the downloaded file and place the corresponding file in the application extension folder. Once this is done, under the ‘File’ menu in Quark or InDesign, the option “Get text with Xtags” should become available.

Fonts Verify that all necessary fonts for your Operating System and Application are installed according to the list below.

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(*)Postscript font, it requires four different files: .pfb; .pfm; .afm; and .inf

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Chapter 5 Other Backend Features Editions are set up according to your needs; publication dates, column width, pricing, bundling options, website setting, etc. This section of the manual explains how to close an edition or re-open it.

5.1. Editions: Closing and Re-opening Editions Closing an edition is to change the status to ‘Printed’. Once this task is performed, no more ads can be taken for that edition. Log on to CMS with your username and password. Go to the backend and select ‘Publications’ → ‘Editions’ → ‘Close Edition’.

This screen opens.

In order to change the status of an edition to printed, select the desired publication from the drop down menu (1), the edition date (2), and click on ‘Close Edition’ (3) as shown above. Once an edition is closed the status changes to printed and it is no longer available for ad taking in the POS. However, there may be times when re-opening an edition is needed.

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To re-open an edition, go into the backend and select ‘Publications’ → ‘Editions’ → ‘Re-open editions’.

This screen will open:

To change the status, select the publication from the drop down menu (1) and the edition date (2). Then click ‘Re-Open Edition’ (3) as shown in the screen above.

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5.2. CC Terminal The CC Terminal is a tool that allows you to process payments and credits using credit cards and debit cards. Cards placed through this tool do not need to be attached to a particular account in the POS. Thus, payments for ads placed in the POS should not be charged with it. All transactions processed with this tool will be listed under a Terminal, log on to CMS. From the backend, select ‘My POS’ → ‘CC Terminal’.

After doing so, the tool will open: CC Processor

First choose which type of transaction you need to process from the drop down menu at the top of the form. After selecting this, fill in all empty fields, remembering that all fields must be completed with accurate information to successfully process the transaction. For fast data entry, use the TAB key to move forward and SHIFT+TAB to move backward during input. For security reasons, credit cards placed through the CC Terminal will not be stored in CMS’s database; however Linkpoint keeps a record of them. After completing the form, click ‘Process Transaction’. A window will pop up giving you the information and status of the transaction. When a transaction is approved, a pop-up will show the following information:

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Transaction type (debit or credit) Result (approved) Host Authorization Date (moment the transaction was received) Return code Order number

Click ‘Close This Window’ to go back to the CC terminal screen.

If the transaction is rejected, you will be given:

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Type of transaction Result (refused) Error message (reason for rejection) Order number

Click ‘Close This Window‘; to go back to the CC Terminal Screen.

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Chapter 6 The Web The Web presence (or Web site) is a collection of Web files. It’s a key component of CMS. Here customers are able to place ads and browse through posted ads online 24/7, 365 days of the year.

6.1. Browsing Ads You may browse ads by Category by clicking on one of the links located on the Home Page, by selecting from one of the s (located on the left side of the screen) or lastly by typing a or Web ID number in the ‘Search Ads’ tool (see screenshot below). Website Home Page

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When clicking on any of the main spots (ned on CMS’s backend Website Configuration. That is: name, type (Real State or Standard) description, URLs, header image, parent category and menu bar Parent category screen

After clicking on one of the child categories, a list of all placed ads will be displayed. There may be up to 25 ads per page and all will be displayed first. If a picture accompanies the ad, you may access its details by clicking on the picture or the ad description.

Search Results Page

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6.1.1. The Search Tool

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Chapter 6 –The Web

The search tool is available for real estate and non real estate (standard) categories. For standard categories, the search box is located on the . With this tool, searches can be made by typing the Web ID number, a key word or by using a (%) [Note: A Wildcard will bring up all placed ads.] When placing an ad online, the user has an option to enter key words in a field. This key word(s) is later used by browsing customers in finding ads via the ‘Search’ tool. The Web IDs are generated by CMS when a print ad is placed through the POS and changes are applied to it in the ‘Web ad composition’ screen. Changes include adding pictures and modifying or adding information to the print version of the ad. Once the Web Id is generated, it appears in the print edition at no extra cost. Example of Web Id

6.1.1.1. Common Search

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To begin a Web ID search, enter the Web ID number in the ‘Search Ads’ box (top left corner of screen) and click ‘Search’. This will take you directly to the description of the ad. Note that you may also perform a search by category by utilizing the drop down menu located just below the ‘Search Ads’ box. Search Tool Example

6.1.1.2. Real Estate Search

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A ‘Real Estate’ search is similar to other searches but has features unique to this category. Upon clicking ‘Real Estate’, the ‘For Sale’ search page opens. You can also choose to search the ‘For Rent’ page by clicking its tab located in the right hand corner of the screen. A ‘Real Estate’ search can be performed by using any configuration of the following criteria; 1) Web Id, 2) Zip Code, 3) State, 4) County, 5) City, 6) Price, 7) Number of beds 8) Number of baths and 9) Property Type. Real State Page

After selecting your search criteria and clicking ‘Search’, all ads that meet your criteria will be displayed. Each ad will have a attached to assist the user. [Note: All featured ads appear at the bottom of the page.]

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Users may change the ‘Displayed Order’ of the ads according to the way in which they want to view them (i.e. priced lowest to highest). (See screen below). Real Estate Search Results page

6.1.2. Ad Detail Features: Contact Seller, Send to a Friend, and Save Ad CMS also provides the opportunity for the potential buyer to ‘Contact Seller’, ‘Send to a Friend’, or ‘Save the Ad’ to the user’s account. These options are available in all ad categories.

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Ad detail

Send to a Friend This option allows you to forward an ad to an additional email address. Proceed by clicking on ‘Send to a Friend’ while viewing the target ad. A pop up window will follow prompting you to enter your name, your email address, and the email address of the person you wish to forward the target ad to. Note: All three fields are required for forwarding.

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Send to a Friend pop-up

Under ‘Comments” any additional communication may be added for the recipient’s viewing or instruction. After clicking ‘Send’, an email will be sent which invites the recipient to click a link taking him/her directly to the ad.

Contact Seller This feature allows you to contact the person who placed the ad (‘Contact Seller’). Note: ‘Your name’ and ‘your email address’ are both required field which must have entries prior to clicking ‘Send’. Contact Seller pop up

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Save This Ad To utilize this feature, users must first register on the website. If they are already registered users, they must be logged on to their accounts. This feature allows them to save/store ads for future reference.

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Once an ad is saved, a pop up will inform users: “The ad will be saved in your list. Saving an ad

6.2. Placing ads This section details the process of how a customer places a general classified ad and real estate ad on the website.

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On the , the customer will notice three (3) tabs: ‘Browse Ads,’ ‘Place an Ad,’ and ‘My account’. We will review the second tab, ‘Place an Ad’. Placing ads

After clicking ‘Place an Ad,’ the customer will be taken to the first stage of the ad generation process. This stage provides the customer with two options: buy a print ad and corresponding web ad or buy just a web ad. POS differs in that if an ad for a customer is placed through it, the only option presented is to generate a print ad which carries a companion web copy of the ad by default. Therefore, every ad generated through the POS will have a web ad attached to it. [Note: It is not possible to place a print ad alone through the POS or the website.]

6.2.1. Print + Web Ads The ad creation process consists of four (4) steps.

 Step 1 – Choose your category

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This first screen allows the customer to decide where to have the ad appear. It also allows the customer to choose the ‘main’ and ‘sub’ categories under which the ad will be posted. Placing ads

Once these choices have been made, the customer is ready to click ‘Next’ to be taken to step 2, where the printed ad is created.

 Step 2 – Create your print ad This screen allows the customer to compose and schedule the ad. First, the customer must select one (1) of three (3) print templates. Each template has different features. Template #1 - allows the customer to compose an ad with a title and a body of description. Template #2 - allows the customer to compose an ad with a title, body of description, as well as a border and star design. Template #3 - allows the customer to compose an ad with a title, body of description, and a picture.

After selecting a template, the customer clicks ‘Compose Ad’. This will allow the title and text of the ad to be entered. ‘Save’ must then be clicked. Next, a preview of the ad will be displayed in each of the templates. This allows the customer to make a fully informed selection of the most appropriate template. If the customer decides on a different template the initial template may be deselected and another option selected.

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Placing ads, selecting template

Adding a picture or logo is a powerful enhancement that can drive potential buyers to the ad. In order to insert a .jpg graphic file into the ad, the customer clicks the ‘Browse’ button. Then they select the target picture from the file and click ‘Upload picture’. Next, the customer must schedule the date(s) to run the ad. They may use the input box to enter the number of print editions they want the ad to run. Additionally, the customer can choose the ad’s start date by clicking on any date in the calendar window. The customer will notice the ‘Click to view your schedule’ tab that will allow them to view the complete schedule for the print and web ad(s.).

Scheduling the ad

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 Step 3 – Create your web ad In step 3 the following fields are presented:

7. Title: By default, this will be populated with the one previously entered for the print ad. 8. Text: Here the customer can enter completely differing text for the Web ad from the text previously entered for the print ad.

9. Embedded video links: The customer has the option of embedding video in the ad by pasting 10. 11.

the video link in this field. Additional search terms: In this field the customer can enter ad descriptive words that will make the ad more easily searchable. Top Ad: This option is only available for common categories such as ‘Automobile’, ‘Services’, and ‘Employment’. This allows the customer to highlight the ad. By selecting this option, the ad will appear as a ‘TOP Ad’ on the classified website. ‘Top Ads’ is a section readily accessible to the left side of the first interior page just after opening the website, or upon entering a particular category that has a ‘Top Ads’ Section. Upload your pictures: Classified Web ads offer the customer the opportunity to upload a maximum of 5 additional pictures, Note: These additional pictures do not include the initial picture the customer uploaded during the ‘Compose’ step. They are available in the online ad format at no extra cost, as well as any modification to the text.

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To upload the pictures, a click on the ‘Browse’ button allows the customer to select the picture. The customer simply repeats this for each desired picture until the maximum number (5) has been reached. Lastly, the customer must click on ‘Load’. A thumbnail version of the picture(s) will appear to the right of each picture field entry box. To remove pictures, the customer can click on the X next to the thumbnail. Note: Only ‘.jpg’ graphic file formats are allowed.

For real estate ads (RE Ads), the process is very similar. RE Ads may have extra fields to complete about the property.

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These include:

8. Property information: Required fields are marked with a (*) sign. Non-marked fields are optional.

9. Title and Description: By default both of these fields will be populated with the information 10. 11. 12. 13. 14. 15.

entered in during the ‘Compose’ step, but the customer can add additional text at no extra cost. Property Address: Most of the fields here are required except for Unit’ and ‘Corner. Open House Schedule: Two open house dates and times can be entered here. Property Features: Only ‘Bedrooms’, ‘Floors’, ‘Full baths’, and ‘Half baths’ are required, the remaining are optional. More Information: All fields are optional in this category. Top Ad: By selecting this feature, the ad will be listed as ‘TOP’ on the website. This highlights the property and provides access to the ad at the left side of the screen upon entering the RE website. Pictures: The customer is able to upload pictures that will be available to the potential buyer searching the website. In RE Ads, the customer may upload a maximum of 10 pictures. By clicking ‘Browse’, the customer may find and select the target picture(s). After selecting, the file will appear in the entry box found next to Picture #1. *Note: Remember that the pictures must be a ‘.jpg’ graphic file format.

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Re web ad

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 Step 4 – Confirm your ad and purchase After entering the information for the Web ad, the customer arrives at step 4. Here they confirm the ad by clicking ‘Next’ or they may edit the print and web versions of the ad. This selection is made by clicking on the corresponding edit button: ‘Edit Print Ad or Schedule’ and ‘Edit Web Ad’.

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Confirming the ad

 Payment details Once the customer has made the modifications to the ad, they click ‘Next’, and transition to the ‘Payment’ step. In this screen, the customer will enter credit card information and their web account password to complete the transaction. The procedure is pretty straight forward. Required fields are: Card Holder first name, Card Holder last name, Card Type, Card Number, Verification Code (3-digit numeric value typically printed on the signature panel on the back of the credit card), Expiration Month, Expiration Year, Billing Street Number, Billing Street Name, Billing Zip Code and for security purposes the account’s password. Regular customers have the credit card information stored for fast purchase. Only a password is required.

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Payment details

How does the verification code work? Before CMS posts the payment transaction, it requests that Linkpoint successfully verifies the credit card verification code. As a result, two (2) transactions are recorded on their side. IE: one for the verification of the card and code, and another one for the actual charge. Linkpoint does not send two charges to the customer, but if you look at the Transactions report on their site, you will see two transactions with the same order number. These will have a different label on the Type column which explains the nature of each. Transactions of type Auth do not represent a charge, only a request for validation of the card. Transactions of type Ticket represent a charge, typically for a previously validated card.

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6.2.2. Web only Ads The customer will find that the ‘Classified Website’ ad creation process is essentially identical to the previously explained print + web ad creation process. Each has four (4) steps. The primary difference is that step 2 does not include a print ad composition screen. The customer will have a drop-down list from which they can select the number of weeks they want the ad to appear on the website.

 Step 1 – Choose your category  Step 2 – Schedule your web ad

 Step 3 – Create your web ad  Step 4 – Confirm your ad and purchase  Payment details

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6.3. Creating a Web Account There are two ways to create a Web account. One is through the POS and the other is through the Website. In order to create a Web account through the Web, go to your organization’s classified page and click on ‘My Account’. Creating a web account

This will take you to the Login page click on ‘Not Registered?’ Creating a web account

A registration form will open. Fill out all mandatory fields marked with a (*) and click ‘Register’.

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Creating a web account

A new screen will open prompting you to login to your new account. Complete the email address and password fields and click ‘Login’. You are now registered and ready to begin using your web account. Logging in

If you need further information about how to use your account refer to Section 6.4.

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6.4. Viewing Your Web Account When customers register on the newspaper’s Website, they can access their Web account by clicking on ‘My account’ located on the Home Page. A new page displays prompting to enter their email address and password. Viewing your web account

Once logged into ‘My account’ four options are displayed: ‘My Saved Ads’, ‘My Placed Ads’, ‘Account History’, and ‘My Profile and Password’. Viewing your web account

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6.4.1. My Saved Ads In ‘My Saved Ads’, customers see a list of all previously saved ads listed by date, making the search process easy. They can view a saved ad, delete it, change the display options, or move to another area of the account by using the buttons on the top of the page (see screen below). Viewing your web account

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6.4.2. My Placed Ads In ‘My Placed Ads’ a list of all previously placed ads can be found. Customers can view their ads start and end dates, categories, descriptions, and statuses. A list of actions is also available, giving the ability to edit the ad, republish it, or cancel it if necessary. Viewing your web account

When clicking the ‘Edit’ button, they’ll be taken to the ‘Compose’ screen where they can perform any desired changes at no additional cost. For more information about how to place an ad please review Section 6.2. from this manual.

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6.4.3. Account History Viewing the ‘Account History’ gives customers access to detailed information about all transactions performed through the Web. This information includes: date, type of transaction, details (invoice number, detail of the ad; amount of insertions and ending date), balance on the account, and all previous charges applied to it. Viewing your web account

6.4.4. My Profile and Password This option gives customers the ability to edit all personal information on the account. More information can be added through the POS, please refer to Section 3.1.1

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Getting Support How do I get support? There are many places for you to get CMS support. The first place to look is the ‘Help’ menu in the backend. If you cannot find the answer there, you can turn to the online support and contact us at [email protected]. There is also the option to contact us via , the CMS support team Skype ID is cmssupport

1. Help Menu: Tutorials and FAQs Located in the backend, there is an option in the main menu containing a list of tutorials and frequently asked questions. To access them, go to ‘Help’ and choose the desired option.

If you select ‘FAQ’, a helpful list of all frequently asked questions will appear on screen. You will also find a FAQ link located in ‘My POS’. If you would like training, choose one of the tutorials available in the ‘Tutorials’ section. Tutorial section

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2. What is OTRS? OTRS stands for Open Ticket Request System (also known as Trouble Ticket System). This system allows the support team to react quickly to inbound inquiries. When a customer sends a request, a new ticket is generated by the system and at the same time a reply is sent back to his/her email address. The email has all the information related to the OTRS account. OTRS

A ticket is finished when an answer is sent back to the customer or if the ticket is closed by the system. If a customer sends an answer or a new question for an already closed ticket, the ticket will be re-opened and the new information will be added. To keep the consistency of all data in the system, every ticket is stored and archived with all relevant information. Since tickets are handled like normal emails, attachments will be stored, too.

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Through OTRS customers can create and edit tickets (1), get an overview of their own tickets (2), change account settings (3), etc. OTRS tickets

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If customers forget their passwords, they can have new ones generated through the system. They simply need to enter in the mail address or username registered for the OTRS account into the input field at the lower part of the login screen and click Submit.

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3. What is Skype? Skype is a peer-to-peer Internet telephony network that has experienced rapid growth in both popular usage and software development since launch, both of its free and paid services. The Skype communications system is notable for its broad range of features, including instant messaging, file transfer, voice and video conferencing, its ability to use peer to peer (decentralized) technology to overcome common firewall and NAT (Network Address Translation) problems, its use of transparent, strong encryption, and its extreme countermeasures against reverse engineering of the software or protocol. You can download Skype by clicking the following link: http://www.skype.com/download/ The CMS support team Skype ID is cmssupport If you need help using Skype, refer to any of the links below. •

Getting started

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Install Skype for Windows

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Create a Skype Name

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Sign in, status and history

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Edit your profile

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Add a contact

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Make a Skype call

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Make a conference call

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Skype Voicemail options

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Privacy and notifications

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Skype Extras

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Skype add-on for Internet Explorer

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Skype extension for Firefox

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SkypeFind