Workbook setup for ticket submits

Workbook setup for ticket submits

This article will provide instructions on how to separate workbooks for ticket submission.
It will also provide tips and tricks on filling out workbooks to avoid ticket closures!

Breaking your campaign work into smaller tickets by site and creative type enables AdOps to complete the work faster than if everything is submitted in one large request. It also ensures there is no hold up in receiving tags should there be an issue with another part of your campaign,


All builds and trafficking associated requests must be split by site. 
  1. You'll list the site name in the ticket webform.
  2. The site is indicated by the globe icon in CM360 screenshot below:
the site is highlighted in green

Example: Your campaign includes the following 3  sites: New York Times, Pandora, and ESPN - you would submit separate tickets for each of those sites 
  1. Make sure nothing in your workbook is hidden or filtered
  2. QA for typos, correct assignments etc prior to submitting the workbook
  3.  For programmatic, the site refers to the DSP, not the deal site.  See the above screenshot from CM.  
  4. Please read the instructions found on templates!
Alert
Remember to download any workbooks fresh from Toolkit each time you need to populate a template. 
They are updated in real time!
Do not reuse an older template saved on your computer or sharepoint.

OneStrata (OSD) tickets 

Campaign builds, additions and revisions for OneStrata (OSD)

The AdOps Campaign Managers will build the media schedule in OneStrata for direct and programmatic buys, this is inclusive of any direct or programmatic lines that do not receive ad tags.

For direct and programmatic buys, you must submit a builder to AdOps for any builds or additions. You may not build your own direct or programmatic lines in OSD.

Select the tab below to learn more.  Click the 3 dots for more tabs.

Media schedule build
Media schedule additions
Media schedule revisions
Cancellations
Media schedule build

What you'll submit: OSD builder

How you'll submit it:
  1. Tickets and workbooks should be separated by supplier
  2. Ad serving for Mightyhive/Monks and IAS is the only time you may submit a builder with two suppliers present
  3. Your builder may have 1p served, 3p served and not served placements on it
What you'll receive from AdOps when the ticket is completed:
    1. Email confirmation that the build has been completed.
Media schedule additions
What you'll submit: OSD builder
How you'll submit it:
  1. Tickets and workbooks should be separated by supplier
  2. Ad serving for Mightyhive/Monks and IAS is the only time you may submit a builder with two suppliers present
  3. Your builder may have 1p served, 3p served and not served placements on it
  4. You'll include only the new lines to be added to an existing media schedule
    1. If the lines are child placements to be added to an existing package, you must note the OSD package ID in the notes column of your builder.
What you'll receive from AdOps when the ticket is completed:
    1. Email confirmation that the additional lines have been added to the media schedule.
Media schedule revisions
What you'll submit: nothing.
How you'll submit it: you won't.

Media teams are responsible for the upkeep of the campaigns in OSD after AdOps has built the media schedules for you.  You'll update dates, rates, units on your own.
Cancellations
What you'll submit: the advertiser view from the OSD campaign
How you'll submit it: 
  1. NOTE: you will need to update the lines that you want to cancel to have DNU- before the line name before you do anything else.  You'll also need to zero out that line(s).
  2. Tickets and workbooks should be separated by supplier
  3. For cancelling lines in OSD, your advertiser view sheet may have 1p, and 3p.
  4. Remove any lines that do not need to be cancelled from the sheet.
  5. Submit a push request and note that the lines in the push need to be cancelled.
What you'll receive from AdOps when the ticket is completed:
    1. Email confirmation that the lines requested to be cancelled have been unlinked from the ad server.  Once you receive that confirmation, you may cancel the lines. 
      1. Do not cancel the lines without confirmation that the ad server has been disconnected.

Cancelling is NOT pausing a placement.  Cancelling removes the line from the io permanently.  Lines may not be cancelled if it has gone live and there are metrics against the line.

Pushes from OSD to CM360

A push connects the media schedule from OSD to CM360.  Only lines requiring ad tags should be pushed to the ad server.  Updates you make in OSD are not automatically updated in CM360.  The push controls that update.  The following actions require a a ticket to AdOps to request a push from OSD to CM360:
  1. New lines that need ad tags
  2. Name changes (consult AdOps before you change any names!)
  3. Date changes
  4. Rate changes
  5. Unit changes
  6. Cancelling lines in OSD

Select the tab below to learn more.

Push request
Push request
What you'll submit: the advertiser view from the OSD campaign

How you'll submit it: 
  1. You may submit a push requests that includes multiple suppliers.  Push requests do not need to be separated by supplier like builds do.
  2. Your advertiser view sheet may have 1p, 3p, or not served lines included.
  3. Remove any lines that do not need to be pushed to the ad server.
What you'll receive from AdOps when the ticket is completed:
    1. Email confirmation that the push has been successful

Trafficking Tickets

1p served placements - aka the site is hosting the creatives (1x1s)

1p served creative is tracked by Crossmedia in CM360.  The Site is responsible for the creative rotations, live date, pausing and end date of creative.  AdOps will close any tickets requesting 1x1s to be paused. 
  1. For 1p served creative, there are no swaps or removals, only additions. 
  2. The site controls rotation, swaps and removals. 
  3. AdOps is responsible for generating one set of trackers per creative you need to track, setting the live and end date for the trackers, assigning a click through url and collecting any relevant 4th party impression trackers for your request.

Select the tab below to learn more.

1p served trafficking
1p served - ad/creative date changes & url updates
1p served trafficking
What you'll submit: A trafficking workbook

How you'll submit it: 
  1. Provide AdOps with a trafficking workbook via the ticket web form linked above
    1. Download the workbook fresh every time from XM Haus
    2. Make sure AdOps has access to the workbook
  2. 1p served placement trafficking should not be mixed with 3p served trafficking.  1p served should be kept separate.
  3. Tickets and workbooks should be separated by site.
    1.  For programmatic, the site refers to the DSP, not the deal site.
  4. You may combine placements that have never been trafficked with previously trafficked 1x1s on the same workbook, so long as they are for the same site.
  5. You will not provide assets of any kind for 1p served tickets.
  6. DO NOT duplicate placement lines - unless otherwise noted, placements should only be listed on the workbooks once 
What you'll receive from AdOps when the ticket is completed:
    1. Impression and click tracking tags for each creative assigned to a placement.
    2. IAS impression trackers listed within the CM360 impression tracker cells.
    3. 4th party impression trackers if applicable to your client and campaign.
1p served - ad/creative date changes & url updates
What you'll submit: A Summary Campaign Export 

How you'll submit it:
  1. Provide AdOps with a Summary export pulled from CM360 (please no longer pull legacy exports)
  2. For ad/ creative date changes or url changes 1p served adjustments & 3p served adjustments can be in the same export, if they are within the same campaign
    1. Please note you'll need to submit a separate ticket for placement date changes. See above under 'Pushed from OSD'
  3. All sites can be included in one export for the same campaign if adjusting ad/creative dates or requesting url updates 
  1. Prepare your summary export
    - Follow these steps exactly! This process is automated and if you do not prepare the export correctly your ticket will be closed. 
    1. Do not delete any COLUMNS - this is extremely important! If columns are deleted your export will not be accepted.
    2. You should delete rows of the placements/creatives not being changed. Only submit what needs to be worked on!
    3. You should delete any rows that are packages.  Only submit what needs to be worked on.
    4. You should delete any rows that are default lines.  Only submit what needs to be worked on.
    5. DO NOT HIDE OR FILTER ANYTHING.
    6. Do not edit over anything on the export aside from the new column header you will make to show the changes needed at the end of the export
    7. Add a column(s) to the very end of the export outlining the change(s) you need
      1. Example: "url change" or "End Date Change" etc.  Label the column then populate the cells to reflect the adjustments you'd like AdOps to make.
What you'll receive from AdOps when the ticket is completed:
    1. Date adjustments: a confirmation email that the request has been completed.
    2. URL updates for any site except YouTube: a confirmation email that the request has been completed.
    3. URL updates for YouTube: 1x1 impression and click trackers.
      1. YouTube requires transparent click trackers, which require hardcoding the url into the click tracker.  For all other sites, this is a backend change.


3p served placements - aka XM is hosting the creatives (anything not a 1x1)

3p served creative is hosted by Crossmedia.  The assets the client's team sends to you gets uploaded to the campaign in CM360 and assigned to the placements you instruct AdOps to within the trafficking workbook. 
  1. AdOps is responsible for setting the creative rotation, live date, end date, pausing a creative, assigning a click through url and applying any relevant 4th party impression event tags within the ad server.
  2. Please ensure you provide AdOps with only the creative we need to complete the request

Select the tab below to learn more.  Click the 3 dots for more tabs.

3p never trafficked placements
3p creative updates
3p ad/creative date or url adjustments
3p never trafficked placements
What you'll submit: Trafficking workbook

How you'll submit it:
  1. Provide AdOps with a trafficking workbook via the ticket web form linked above
    1. Download the workbook fresh every time from XM Haus
    2. Make sure AdOps has access to the workbook and asset folder- see below under "Sharing Assets with AdOps"
  2. 3p served fresh, never before trafficked placements should not be mixed with:
    1.  1p served trafficking
    2.  or adjustments to previously trafficked 3p served placements, this includes adding creative to rotations, removing creatives, updating dates, urls, etc. 
    3. 3p served placements that have never been trafficked should be submitted in a separate ticket from previously trafficked placements.
      1. You can tell if a 3p placement has never been trafficked if it only has a default ad assigned.
  3. You may include display & video on the same ticket so long as they are all never before trafficked placements and are for the same site.
  4. Tickets and workbooks should be separated by site!
  5. Only provide AdOps with the assets needed to complete your ticket
    1. Ensure assets are named according to your Advertisers naming convention
    2. See your Advertiser's Asset Requirement deck in XM Haus for more info on assets
  6. DO NOT duplicate placement lines - unless otherwise noted, placements should only be listed on the workbooks once 
  7. If you have questions on how best to convey the trafficking instructions, please Teams message a member of AdOps.
What you'll receive from AdOps when the ticket is completed:
    1. Ad tags for each placement.
    2. IAS tracking integrated within all display and video placements
    3. 4th party impression tracking integrated within the ad tags if applicable to your client and campaign.

3p creative updates
Follow this for adding or removing creatives to previously trafficked placements

What you'll submit: Trafficking workbook

How you'll submit it:
  1. Provide AdOps with a trafficking workbook via the ticket web form linked above
    1. Download the workbook fresh every time from XM Haus
    2. Make sure AdOps has access to the workbook- see below under "Sharing Assets with AdOps"
  2. 3p served adjustment requests should not be mixed with 1p served trafficking or never before trafficked 3p served placements
  3. You can include display & video on the same ticket so long as they are previously trafficked placements and are for the same site.
  4. Tickets and workbooks should be separated by site.
  5. Include only what needs to be worked on for the request.
  6. Assign the updated creative assignments only - Do not include currently assigned creative under the creative assignments or listed on the creative tab
    1. If a change to weights is needed please use the notes column 
  7. Only provide AdOps with the assets needed to traffic the request
    1. Ensure assets are named according to your Advertisers naming convention
    2. See your Advertiser's asset requirement deck in XM Haus for more info on assets
  8. DO NOT duplicate placement lines - unless otherwise noted, placements should only be listed on the workbooks once 
  9. If you have questions on how best to convey the trafficking instructions, please Teams message a member of AdOps.
What you'll receive from AdOps when the ticket is completed:
  1. An email confirmation that the adjustments have been made.  All 3p changes are back-end, in system swaps. 
  2. You will not receive new ad tags, nor a repull of an ad tag.
Please see below for a helpful link on 3p creative updates:
3p ad/creative date or url adjustments
What you'll submit: A Summary Campaign Export (please no longer pull legacy exports)

How you'll submit it:
  1. Provide AdOps with a Summary Campaign Export pulled from CM360
  2. For ad/creative date changes or url changes - 3p served adjustments & 1p served adjustments can be in the same export, if they are within the same campaign
    1. Please note you'll need to submit a separate ticket for placement date changes. See above under 'Pushed from OSD'
  3. All sites can be included in one export for the same campaign if adjusting ad/creative dates or requesting url updates 
  4. You will not provide assets of any kind for date or url adjustments
  1. Prepare your summary export
    1. Follow these steps exactly! This process is automated and if you do not prepare the export correctly your ticket will be closed. 
    2. ​Do not delete any COLUMNS - this is extremely important! If columns are deleted your export will not be accepted.
    3. You should delete rows of the placements/creatives not being changed. Only submit what needs to be worked on!
    4. You should delete any rows that are packages.  Only submit what needs to be worked on.
    5. You should delete any rows that are default lines.  Only submit what needs to be worked on.
    6. DO NOT HIDE OR FILTER ANYTHING.
    7. Do not edit over anything on the export aside from the new column header you will make to show the changes needed at the end of the export
    8. Add a column(s) to the very end of the export outlining the change(s) you need
      1. Example: "url change" or "End Date Change" etc.  Label the column then populate the cells to reflect the adjustments you'd like AdOps to make.
What you'll receive from AdOps when the ticket is completed:
    1. An email confirmation that your requested adjustments have been made.


URL QA

Check the following points before submitting a ticket to ensure the URL is usable.

Unusable URLs = ticket will be closed
  1. Url must be live for testing and QA. 
    1. When a url is not live, AdOps cannot test to ensure the ad tags click through properly, that url appends stick, and that MTA tracking is applied.  In addition, when a url is not live, Google cannot crawl the url, causing DSP rejections. 
  2. Url must not be a redirect.   
    1. When a redirect url is submitted, the url appends for analytics tracking do not work.  Similarly, MTA tracking does not adhere. Also, redirects are a security risk.  See here for how to diagnose a redirect.
  3. Urls should not have url appends applied. 
    1. UTM, CID, and PK parameters are generated within the ad server, a Brand-specific trafficking worksheet or a specific url generator document by the AdOps team.  Should you require a specific parameter included in the appends, please contact the AdOps Director to discuss. 
      1. These clients:  PWC Brand US, Subzero, US Bank Retail, US Bank RPS, - may send urls with appends already applied. 
        1. If your client is not on the list above, AdOps creates the url appends for your clients.  The urls should be 'naked', or unappended.
  4. Urls containing macros should be checked for case styling. 
    1. Any urls utilizing  macros must have the macros in lowercase format.  Examples: %ebuy! %epid! %ecid! %eaid! %esid! 
  5. Urls must be SSL compliant (https://) 
    1. When the url is not SSL compliant, DSPs reject the ads associated with that url. Missing SSL generally means that the site is unsafe and the end user is more vulnerable to attacks.
  6. URL should end in a ? If your url needs appends*. 
    1. A question mark notes the start of a query string in the url.  If there is no ? Present in the url, the url must end with a ?  
    2. *If there is already a question mark within the url and you need AdOps to add appends, your url should not end in a ?.  There should only be one question mark in a url string. 

Applying URLs to your workbooks

  1. URLs may be added to the creative tab of the trafficking workbook or the the assignments tab
    1. Placements and creative should never be duplicated to convey urls ( or in general for any reason)
    2. If url differs by creative - assign urls on the creative tab
    3. If url differs by placement, i.e - a placements is running multiple creatives all with the same url - add urls to the assignments tab per placement
    4. If url differs by creative and by placement, or you're having a hard time figuring out how to list urls, reach out to someone on AdOps
Submitting Assets to AdOps
Follow the instructions in this KB. 
Noncompliance may result in a ticket closure.
  1. Ensure assets are named according to your Advertiser's naming convention & are packaged correctly
  2. See your Advertiser's Asset Requirement deck in XM Haus for more info on assets
  3. Grant AdOps creative access by following the steps below:

    DO. NOT. HIT. SEND.      When you hit send, it sends an email to every member of the AdOps team and spawns another ticket.  Just don't.

    Select the tab below to learn more. 

Providing Assets to AdOps
Assigning Creatives on your Workbook
Providing Assets to AdOps
  • As mentioned above, send only the creative we need to complete the specific ticket
    • For example, if a ticket is for NBCU, please only link creative needed to traffic NBCU placements and not assets for every site within the campaign.
  • For CTV requests 
    -  If running pmp with specific deal sites, please duplicate assets and add the site name to description field of the creative name
    • Creative names examples:
      • PF_WhyPF_Come In Horizontal BET CTV_video_15s
      • Teremana_Brand_
        Anthem Paramount CTV_video_30s
    • We ask this to avoid issues with ad serving, as most publishers/sites have different needs when to comes to CTV
  • If the placement is site served, you should not send an asset for the site served placement. 
    • AdOps will create the requisite tracking tags for the publisher to implement along side the asset you send to them.
  • Please put all assets needed to traffic your request in one folder 
  • Make sure you always provide static backups (no larger than 40kb) along with your HTML5's

  • Please view the asset requirement doc for your Advertiser found in XM Haus under client tool kits
     for more information on asset specs and what we accept/do not accept, naming conventions, etc

 

Assigning Creatives on your Workbook
  • Do not duplicate creative assignments!
    • Even if there are different URLs needed. Duplicating lines is never the answer and if you need help conveying information please reach out to Julie or Nic for assistance 
  • If adding new creative to a placement - Only list the new creative that needs to be assigned under 'creative to be assigned' 
      • example- if you need to explain weight changes for creative that is already assigned please do so under notes
  • Only include creative that will need to be assigned for your specific request under "Assets and creatives" - do not include all creatives for the entire campaign
  • Use the notes field! - Notes are your friend and help AdOps better understand what's being requested or any nuances we should be aware of 

  • You may provide the same creative links on multiple tickets,  this is okay! The AdOps Team will work together to ensure creative is loaded into the campaign; but again, please be sure to provide us only what is needed to complete the request.
    • It's a great idea to tell AdOps in the 'more info' area of your ticket that your assets will be used across multiple tickets that you're submitting.  That extra heads up helps heaps!

  • Please view the asset requirement doc for your Advertiser found in XM Haus under client tool kits
     for more information on asset specs and what we accept/do not accept, naming conventions, etc

 

 

Avoiding Ticket Closure

Check the Fire Blanket! It has all the info you will need to avoid ticket closures and submit tickets correctly.

Why a ticket will be closed before the request is complete:

The ticket and workbooks are the instructions you provide to AdOps to ensure that your campaigns are built and trafficked properly.  When tickets, workbooks, assets and urls are incorrect, conflicting or out of spec, that's how you've told AdOps to complete a ticket for you.  Not good, huh.

If your ticket has incorrect or conflicting information, is missing necessary parts, assets are out of spec, etc, AdOps cannot complete your request.  Issues like those listed below steal valuable time from working on tickets and add lag where there should be none.  If any of the following occur on your ticket, AdOps is instructed to close your ticket.  Your ticket will not be reopened.  You must correct the problem and submit a new ticket.  The lead time clock will start over with new ticket; it will not jump the line in the queue. 

Your ticket will not be worked on and will be closed if any of the following occur (this is an evolving list):

Your ticket will be closed if:

If your ticket contains any of the following, your ticket will be closed.  Note - this is not a complete list.
  1. Webform information doesn't match the rest of your ticket or is missing
    1. examples: client name on ticket doesn't match the workbook and assets, the request category doesn't match the workbook provided, site/supplier name doesn't match the workbook, serving method doesn't match the workbook, campaign name is missing or incorrect, partner integrations are missing or incorrect
  2. More than one workbook is linked to a ticket.
  3. More than one site is included in a ticket unless it's a push ticket.
  4. You include more than what is needed to complete the request.
    1. do not send extra files, extra lines, check off boxes 'just in case',  or extra anything.  only send what is needed to complete the request, as asked.
  5. Workbook's site/supplier doesn't match the site/supplier you listed on the ticket webform.
  6. The campaign name in the workbook doesn't match what you listed on the ticket webform. ( You must include the correct campaign name in both the ticket properties and traffic workbook)
  7. You use an old/outdated template.
  8. If taxonomy isn't followed.
    1. Check that your placements and creatives follow the correct naming convention - including duplicated CTV assets 
  9. Your workbook contains archived or duplicated placements
  10. Your workbook has rows hidden or highlighted 
  11. Your creative assignments are incorrect.
    1. For example, a 300x250 placement should have a 300x250 assigned and not have a number assigned that correlates to a video creative, etc 
  12. Your traffic workbook contains multiple sites on the request.
  13. Your traffic workbook includes a mix of net new and previously trafficked placements in one workbook.
  14. 1x1s and 3p media are on the same traffic workbook.
  15. Your supplier is not yet in OSD and you submit a build request.
  16. Creative is not packaged correctly or is sent to AdOps in many folders 
  17. Creative is out of spec
    1. Example: Stand alone static assets are above 150 KB.  Too heavy.  Getting closed.

  18. Placements and creatives contain prohibited characters or typos.
    1. You should only use letters and numbers in your placements and creative names
      1. want to use something else? ask Nickki
    2. You should not add or make your own delimiters
      1. need placement or creatives names to be broken out in reporting a certain way? set up a call with your Redbox team and Nickki before you fill out the builder.

When in doubt, reach out!

You can reach out to our team via email at digital.trafficking@crossmedia.com or ping us individually on teams!

We're happy to help look over workbooks or answer any questions you have may have. Please reach out if you have any questions or concerns :-) 


For troubleshooting tickets, refer to this kb

For floodlight tickets, refer to this kb.

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