# RunMags User Help Center
Welcome to the user help center for RunMags. As a user, this is your primary resource for knowledge articles and how-to videos. The content is structured into an introduction part and then individual
## Table of contents
### **Introduction**
* [**Navigating the interface**](https://user-help.runmags.com/introduction/getting-in-and-navigating)
* [**Fundamentals**](https://user-help.runmags.com/introduction/fundamentals)
### **Sections**
* [**Home**](https://user-help.runmags.com/home)
* [**Advertising sales**](https://user-help.runmags.com/advertising-sales)
* [**Subscription sales**](https://user-help.runmags.com/subscription-sales)
* [**Channels**](https://user-help.runmags.com/channels)
* [**Production**](https://user-help.runmags.com/production)
* [**Circulation**](https://user-help.runmags.com/circulation)
* [**Finance**](https://user-help.runmags.com/finance)
For help on the administrative tools in RunMags, please see the [**Admin Help Center**](https://admin-help.runmags.com/).
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This table of contents can be found on the left hand in the user help center at any time. Click there to navigate to a different section.
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At the bottom of each page you can always find the next suggested topic.
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# Navigating the interface
Learn how to login and how the RunMags interface will help you.
# First time login
To log in to RunMags for the first time, look in your inbox for an invitation email from the RunMags Team.
When your company administrator invites new users, the users will receive an email sent to the email address that the company administrator enters into RunMags.
Look in your inbox for an email from the RunMags Team.
The email should look like this:
Click the Activation link in green color which will open up a screen where you can create a secure password.
Later on, if you have a Google account setup for the email address, you can sign in with Google. That way you don't need to remember a password.
# Password reset
How to reset your password.
We work very hard to keep RunMags secure and we encourage you to create a password that nobody can guess, so no dictionary words or family names. Be cryptic or use multi-word pass phrases – easy to remember, hard to crack.
If you forget your password you can easily reset it from our login screen at [app.runmags.com](https://app.runmags.com). Simply click on the link that say Forgot password? and it will take you to a form where you enter your email address so we can send you a link for resetting your password. Make sure you enter the email address you use with RunMags.
Don’t share your password with anybody and don’t write your password on a sticky note and attach it to your computer. Users must choose a strong password and automatic lockouts are enforced when incorrect passwords are repeatedly entered. If you leave your computer unattended for an extended period, you will be automatically logged out.
More about our system security at
# Contacting support
How to contact support if you are a user
The quickest and easiest way to get support from our team is to use the chat in the lower left corner of RunMags.
Just click it, ask your question, and we'll get to it as soon as we can. Since you're logged into RunMags, our chat platform will automatically detect who you are and which company you're working for.
In case we are busy with other matters or you are contacting us outside of business hours, your question will go into our support queue so it won't get lost.
### How to ask questions or report issues
When you have a question on a certain function in RunMags, please provide a bit of context to what you're trying to do. Where in the navigation menu on the left hand side are you? Which form are you trying to add something to? Provide a screenshot if possible, then you don't have to write as much.
### When to run matters through your system administrator
If you are trying to accomplish bigger things like importing files, setting up new product inventory, setting up portals, etc. you should primarily reach out to your system administrator for help. As part of the setup of RunMags we train system administrators and power users on how to do those things. These individuals should be your first line support.
### Providing feedback to RunMags
Your system administrator should also be collecting user feedback on a regular basis and, based on overall company objectives, funnel that feedback to us at RunMags.\
We're certainly happy to hear from you, but in case you don't go through your system administrator you may accidentally provide us with feedback that isn't grounded with your coverall company objectives.
### Why we don't have phone support
We prefer online communication over phone for a few reasons, but here are the two main ones:
1. Online support allows us to keep RunMags' pricing down, while maintaining a feature-rich application.
2. Online support also helps our team gather system details and other information so that we can troubleshoot effectively. We'll send you resources like articles, videos, or personalized instructions to help you solve problems and get back to work.
# User interface
The RunMags user interface is designed for consistency which makes it easy to navigate across the various functions.
RunMags is designed with usability and a great user experience in mind. Although the system has many different functionalities, the user interface maintains the same consistent look no matter if you're in sales, production or finance.
The interface is divided into five main areas:
1. Top bar which holds the RunMags logo, information on where in the system the user is currently working and the right hand menu for accessing profile, company and account setting.
2. The navigation menu to the left for navigating between the different tools available.
3. The main information window located top center where specific context like a client, a contract or a magazine is located. The final two areas display information related to the main information window.
4. Related information window (divided into tabs) located bottom center where related information to what's in context in the main information window is displayed, for example contacts related to a client company.
5. The sidebar window to the right that contains related information to what's in context but also can be manipulated in real time. For example if a client company is located in context, then a meeting booked in the calendar in the context menu will be related to that client company.
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Most windows in RunMags can be expanded to simplify usage on tablets and even phones. At each boarder between the five main areas above, there are small triangles that can be clicked in order to minimize a specific area.
# Adjust zoom
How to use the zoom feature in most modern browsers
RunMags is designed to be a user friendly system that works on almost every computer or mobile device. With that said, when using various devices, you may need adjust the zoom to work effectively in RunMags.
As many of the windows in the system contain a large number of fields or design tools, we have opted for a middle road which means that if you're working on a large 27-inch Apple Thunderbolt Display, you only need to use part of the screen and in case you're using a laptop with a very small screen, you can zoom out a bit.
Most modern browsers are built to zoom in and out, but in this case we'll cover how that is done in Google Chrome.
Let's say you're designing one of your subscription portals, i.e. a landing page that people can go to in order to pay for one of your subscriptions. If you have the browser set to 100% zoom, you will not see the Save button in the interface.
To set the zoom to 90%, go to the upper right hand corner of Google Chrome and click the three vertically oriented dots. This opens up a menu in which you can set the zoom to 90% and then the green Save button will show in the interface.
More information, keyboard shortcuts, etc. can be found on [Google's website](https://support.google.com/chrome/answer/96810?hl=en).
# Searching
Quickly search for and find clients and subscribers as well as deals, invoices and other important records.
Searching for information such as advertisers or subscribers in RunMags is easy and intuitive. The same method for searching applies to all the parts of the system, regardless of if you are searching for a specific contact, organization or magazine.
Since RunMags contains so much information, we first use the navigation menu to go to the type of records we want to work with. For example, if we want to look up an advertiser, we go to Ad sales >>> Organizations.
**The upper and lower Search buttons**
As you learned in [Navigating RunMags](https://docs.runmags.com/getting-started-as-a-user/navigation/navigating-runmags), the user interface is typically split up into an upper part and a lower part. If we take the advertiser record as an example, you'll find top level organization in the upper part and if you want to search for other organizations, that's also where you will find the button for searching for them, circled in pink below.
If you rather is looking for a specific contact or a deal or an invoice, without necessarily knowing exactly which organization that record is tied to, then you use the lower search button, circled in blue below.
**Searching for an organization**
If you want to look up a specific organization, you click the upper search button which opens up a search form for organizations.
The form contains many different filters that you can use to find the organization you're looking for. If you type in one of the white boxes as the example circled in green below, RunMags will instantly narrow down to those organizations that match the criteria you have entered.
When you find the organization you were looking for, simply double click the line or the gren View details button.
**Tricks for effective searching**
Do note the little needle (circled in red) just to the right of the white filter fields. Set that to "Contains" so that you don't accidentally miss a record simply because you didn't begin with the correct letters.
The filter fields that point to pre-set dropdown lists, like the Stage for which stage in the sales funnel a client is at, has a grey box with a down-pointing arrow in them. Click that grey box to select exactly the value(s) you want to filter down to.
In the bottom right corner of the search form, you'll find some radio buttons that allow you to quickly select deleted records or only those you have created.
In the bottom left corner of the search form, you can save filters for future use, for example "My Customers", a filter that would be made up of Stage=Customer and Acc.Mgr=(Your ID).
**Searching for a related information**
If you want to look up related information you use the lower search button. This is for example useful if you are looking for a client but can't remember the organization name, but you do remember the contact's last name.
Just type in the name in the filter field for Last name (red box below) and the form will display all matching records. When you click one of the contacts, the interface will switch to the matching organization and display related information in the tabs.
Note that in this example you can also use this form to filter by organization name (green box).
# Fundamentals
# Advertising sales CRM
Manage your client accounts, update records and create activities so you and the team can provide an excellent client experience.
At its core, RunMags is a system for managing your holistic customer relations with everything from initial meeting, email, proposals, contracts, fulfilment and invoicing. It's an all in one system for everyone at magazine publishing company to use.
# Subscription sales CRM
# Home
# My profile
Adding your email account and contact details that will populate documents and automated email templates.
In RunMags each user can administrate their contact information, upload a pic and set up one or several email accounts to use when sending emails to clients.\
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In the navigation menu on the left side, click Home >>> My profile, then click the upper Edit button. In the form you can add/change information that will populate contracts, invoices and email templates.
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# Set up email accounts
Verify one or more email accounts to use when sending email from RunMags.
## Sending email from RunMags
You can set up RunMags so that you can email contacts and subscriber in the RunMags CRM, rather than having to go to your normal email sending platform, e.g. Outlook or Gmail.
The benefit of emailing from RunMags is that each email will be tied to an organization and contact or a subscriber in RunMags. This will make it easy to share information within the team on what has been agreed to with clients.
To set up an email integration, click the lower New button at the bottom right on the screen. Or if there is already an email account listed, you can click Edit to change the settings for it.
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With each service tier, we include up to 25,000 monthly email free-of-charge. Above that level we charge $0.25 per 1,000 email.
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If you are a high volume sender you can also sign up for dedicated IP addresses in Admin Account. Look for the App store tab.
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## Setting up several email accounts
You can set up several email accounts in case you want to be able to send email from a generic account, however one account always has to be the default account using the check mark in the list of accounts.
Follow the steps above to set up each account you want to add.
Once you have done this you can go to Admin >>> RunMags account and then the Companies and brands tab to select which account you want to use to send invoices and artwork reminders from.
# Messages
Share information internally in the company message board.
All users can access the Company home page in the left navigation column under Home. The home page can be used to share internal messages with the team.
# Planner
Using your planner to schedule activities and collaborating within the team
All users can access the Planner tools with calendar and activities in the left navigation column under Home. The Planner can be used for collaborating with team mates as well as working on ones individual calendar.
At the top you select how you want to view your calendar. Work week is most commonly used.
### Viewing and creating activities in the Planner
Right click in the calendar to carve out some time for a meeting with a client. Select duration and click New Appointment.
All scheduled tasks will show up in the task list below. If you filter for Completion=Unchecked you'll only see those activities that you have not completed.
On the right hand side you can select which colleagues' calendars you want to view.
There is a small triangle that can be used to maximize the calendar view. This will hide the Settings menu on the right. If you hide Settings you can reveal it again by clicking the small triangle again.
### Viewing and creating activities when working with a customer
All activities created in the Planner will display under the corresponding advertiser record. And vice versa, if you [create an activity](https://docs.runmags.com/en/articles/104335-logging-advertiser-calls) when working with an advertisers, that activity will show up in the Planner.
# Email status
You can check the status of all emails that have been sent through RunMags.
Users can access their email to see the status of sent emails under the Home menu.\
Get a good overview of email sent and see which ones that have been opened up.
To see the email, go to Home >>> Email.
You can apply filters to select what you want to see an in the list you can also see that status of each email.
Please observe that RunMags does not deliver the emails. That's done by your email service provider.
# Advertising sales
Nurture your client relations, sell advertising and event products.
# The basics
# Advertisers
In Ad sales you add organizations and nurture the accounts.
A user with Sales rights can access the tools to manage advertising clients and leads in the left navigation column under Ad sales >>> Organizations.\
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Work with advertisers and agencies, add contacts and manage deals, activities, emails, files, invoices and payments in the related tabs below the Organization record. Click on the tab that you want to work with.\
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On the right hand side you can access contextual information such as graphs on ad bookings, calendar, sales targets and a map for the organization's address.
# Add a new advertiser
Before you can create proposals you need to create an organization and a contact to sell the ad(s) to.
A user with Sales access can add new advertisers, i.e. clients..\
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Before adding new clients to your database, make sure they don't already exist in there. Even a savvy duplication detection system has its limits so just make it part of your process to [search for the customer](https://docs.runmags.com/user-help/how-to-search-for-information-in-runmags) before you enter them.\
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Go to Ad sales >>> Organizations. This will display the last client you worked with.\
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Then click the upper New button.
### Adding the new client details
Add the advertiser's legal entity name in Organization name and, if applicable, use the Trading name for allowing a search for the name that they normally trade under.\
When you create contracts and send invoices, you want to make certain which legal entity you are doing business with. Depending on which market you are working in, it may even be advisable to enter the Tax ID so that once the invoice has to be paid,\
there's not going to be any issues.
As you enter the address(es) for the company, you can either do it manually or you can use Google's address search to find the address. If you use Google, just start typing the address, in this case with the number first; 3350 Stevens Creek...\
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If visiting and delivery address is the same address as for billing, you don't have to enter them. The system will use Billing address for delivery of complementary subscriptions if the Delivery address field is empty.\
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Finally, before saving the new customer, make sure you pick the right Sales rep, properly categorize them in your sales funnel and select which segment they should belong to. Please observe that the Category and Segment drop down menus are editable for your system administrator.\
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If you check off that they are Tax exempt, no tax will be added to your invoices for this customer, but you have to make sure that you create the deals after you have checked this off.
### Adding a contact
When you have added the organization you can also add a contact if you have one at hand at this time.\
Go to the Contacts tab and click the lower New button.\
In the form, add their name and contact information.
**Use the check boxes to identify if this person should be receiving emailed invoices and/or artwork reminders.**\
By ticking off these boxes you'll set the person up to be the default contact person for any future deals created for this account.
# Logging advertiser calls
Remember what you talked to clients about and share this information with your colleagues for improved customer service.
A user with Sales access can access customers and log customer calls.
**Viewing and creating activities when working with a customer**
Go to Ad sales >>> Organizations.
Search to find the organization you want to create an activity for.
Go to the Activities tab and click the New button in the lower right corner.
In the form, add a short subject line and select an activity type.\
Add the timing as well as notes of what you talked about.
Check off the activity as Completed to indicate that it's completed.
If you want to create a follow up in your Planner, check off the box for Create follow up in order to schedule a new activity.
Click Save.
### Working with your Planner
All activities created when working with an advertiser will display in the Planner. And vice versa, if you create an activity for an advertiser when working in the Planner, that activity will show up under that customer record.
[Read this article](http://all/%20activities%20created%20in%20the%20planner%20will%20display%20under%20the%20corresponding%20advertiser%20record.%20and%20vice%20versa%2C%20if%20you%20create%20an%20activity%20when%20working%20with%20an%20advertisers%2C%20that%20activity%20will%20show%20up%20in%20the%20planner./) to learn more about your Planner.
# Selling advertising
How to create a deal to sell print ads, online ads, events and other products
A user with Sales access can create deals to sell ads. The deals are created to have a traceable record in RunMags of which product that was offered, when and to whom it was sent and the associated terms and conditions. All of that is done in the deal and from that data a PDF proposal/contract is generated, thereby eliminating the need to type up a proposal in MS Word or another word processing program.\
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To create a deal, go to Sales & CRM, search for the advertiser you want to create the deal for. [This article](https://docs.runmags.com/sales-and-crm/selling-to-an-agency) cover how to sell to an agency and have the deal related to an advertiser.\
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Go to the deals tab and click new at the bottom right.\
In the deal form that opens up, Contract preparation will be the default status that you can change along with other information for dates, contacts, etc.\
Make sure to pick your preferred billing model and payment terms.
Next you pick the products you want to include in the deal.\
Select the tab for the specific products you want to sell and click New.\
In the following example we will cover a print ad.\
In the form that opens up, select the magazine you want to sell an ad in along with the product of choice: a full page in Nifty Magazine in this case.\
You can select to include a loading charge for a specific page and you can provide discounts.\
If you know the issue that the customer want to advertise in, you can tick of those issues. In this example, we have ticket off the January and February issues, but we have also set up one outstanding issue that the customer can decide on which issue they want to appear in at a later time.\
Click Save and close when you have added the product of choice.\
If you want to add more products, you can do so,\
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Under the Billing schedule tab you can see each line item and when it will be possible to invoice it.\
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Under the Contact roles tab, you can see the different contacts for the contract, artwork, invoices, etc. RunMags is pulling this information from the check boxes on the actual contacts in RunMags.\
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You also have the option to view the contract if you'd like so you can download it as a PDF.\
When you close the deal, you can highlight it in the list of deals and click the button for sending the contract via email to the customer.
# Billing model
Each deal will be assigned a billing model which dictates the number of billing items for the deal and when they can be billed.
The billing model for a specific deal is set by the dropdown menu in the upper right hand corner of the deal. When you create a new deal, this field will be populated by the default billing model set by your company administrator - At delivery in the following example.
Do note that the billing model doesn't specify when you actually do invoice. It rather specifies the earliest date the system allow the users to invoice. It helps you make sure the client isn't invoiced too early. The billing items will show up in Billing where one can sort by Earliest billing date to make sure everything that CAN be invoiced is invoiced.
### At delivery
The billing model called At delivery set the billing items to reflect the fulfillment dates specified in the corresponding Channel. For example, if the print date for an issue is set to June 1, then June 1 will be the billing date for that billing item.
The following example shows how the billing items have been sorted by Earliest billing date.
Traditionally, this is how magazines bill their clients. From a cashflow perspective it's not the best model though. Note that to the right of the billing model field, there is a dropdown for Payment terms. That field can certainly be set to Due upon receipt, but even that does not set a firm date for when the invoices have to be paid. And if it's set to 30 days, which is the standard in many countries, then you have to wait 30 days past your fulfillment date to get paid.
### In advance
The billing model In advance sets today's date for all billing items. This is useful in case you want to bill the client immediately for the entire deal. Obviously, this model will be the most cashflow positive model for you.
### In advance, per delivery
The billing model In advance, per delivery sets the billing date to 30 days prior to the Channel's fulfillment date. This is useful in case you want to drive a positive cashflow but still connect the billing to your fulfillment process.
### 50/50
The billing model 50/50 splits each original billing item into two. One is set to bill 30 days in advance and the other one is set to the fulfillment date. This is useful in case you want to improve your cashflow slightly compared to just billing upon fulfillment.
### By installment
The billing model By installment allow you to bill in installments. This is especially useful in case you are creating large deals that contains content from several channels.
By default, the number of installments are set to 12 and today's date for the first payment, but this is something you can edit.
In the following example, we have changed the number of installments to three.
You can also edit the billing items, both the values and the items description, which is very useful if you're working with installments.\
Don't forget to click the Update link to the left of the billing item, circled in green.
The value numbers will update as you update the billing item to make sure the total value number is remains the same as shown in the example below.
# Emailing an advertiser
Send individual emails to advertisers and share them with colleagues in RunMags for improved customer service.
Users with Sales access can access advertiser accounts and send emails to the contacts.
To send an email, first make sure that the contact you want to send the email to exists in the Contacts tab.
Then go to the Email tab and click the lower New button. This will bring up the Standard email form that was selected to be the default email template by your Administrator.
Enter a subject line and select the contact you want to send the email to.
Type up your message and click Save. The button says Save rather than Send because you can schedule the email to be sent at a different time. If you don't schedule it, your email will be forwarded to your email service provider for immediate delivery.
# Client engagement
Send email and get instant feedback on which links your clients click to engage with your content.
Ever wondered if clients opened your email to click your links? Well now you'll know.
Under each advertiser client record, you'll see a tab called Engagement. In that tab you can see which email they opened (personal and mass email) and which link they clicked, as well as when.
The target column show which link that is clicked, followed by the url.
The referral column show which email that initiated the engagement. This can be a mass email or a personal email. This also includes email sent by your colleagues.
The last four columns will show which contact that engaged and when.
### Use with caution
While this new feature is perfectly legal and employs technology that is widely used by modern platforms, we advice that you use the information with caution.
Some people may be startled if you tell them you just noticed they clicked your links, so use the intel wisely.
# Communication
# Sales automation
# Advertiser portals (eSign and payments)
Advertiser contacts are assigned a unique portal where they can view and eSign contracts, add payment methods and pay invoices.
Immediately when you create a new contact, that contact is assigned their own unique portal with an encrypted url.
The portals are RunMags hosted, secure and responsive web pages where your advertisers can view their proposed contracts, eSign them and pay invoices online using their credit card.
### Including a portal link in your outgoing proposal emails
To ensure that the correct portal link is sent to each contact, RunMags has placeholders that can be inserted into the email templates. Next we're going to see how this is applied to outgoing proposal emails.
A user with Administrator access can edit the email templates.
Go to Admin >>> System settings
Open the Email templates tab.
Find the "Send advertising agreement" template and click Edit to open it up.
Out-of-the-box, the "Send advertising agreement" email template is using the {AdvertiserLink} placeholder (see red circle below).
The placeholders can be inserted using the toolbar button (in green below). Simply put your cursor where you want a placeholder, click the button and select which placeholder to insert.
When you are done editing, click Save to save your template.
This specific email template is used to send out proposed contracts to your advertisers. When it is processed the placeholders will be replaced by the matching information. The {AdvertiserLink} placeholder will be replaced by a clickable link with the words "click here".
[See this article ](https://docs.runmags.com/en/articles/3495863-esigning-advertiser-contracts)describing the full client experience. We really recommend you read this article when you are going live with this.
### Including a portal link in your outgoing invoicing emails
RunMags uses Stripe as payment provider and [this is how you connect your Stripe ](https://docs.runmags.com/en/articles/104352-stripe-integration)account to RunMags.
You edit the email template for outgoing invoicing emails in the same way as described above for the proposal emails.
Go to Admin >>> System settings
Open the Email templates tab.
Find the "Invoice submittal" template and click Edit to open it up.
Out-of-the-box, the "Invoice submittal" email template is using the {AdvertiserLink} placeholder (see red circle below).
The placeholders can be inserted using the toolbar button (in green below). Simply put your cursor where you want a placeholder, click the button and select which placeholder to insert.
When you are done editing, click Save to save your template.
[See this article](https://docs.runmags.com/en/articles/3499350-paying-invoices-electronically) describing the full client experience. We really recommend you read this article when you are going live with this.
# eSigning advertiser contracts
Use RunMags eSign to make it easy for advertisers to sign your contracts.
If you email proposals from RunMags, you can include an eSign portal link to make it easy for the client to agree to your contract. [Check out this article](https://docs.runmags.com/en/articles/977646-advertiser-portals-esign-and-payments) on how to set that up.
### The client experience
We recommend that you test out your client experience before you begin emailing contracts and allowing clients to eSign them. You should adapt our out-of-the-box email templates to give them your tone, look and feel.
Create a trial company along with a couple of contacts with email addresses (maybe one free gmail address for the first contact and one free outlook address for the other). Then create a few deals, email the proposals to the contacts and follow through with with eSign and invoicing processes.
The email will look something like this:
When the "click here" link is clicked the client's personal portal is opened up in their browser.
When the "Sign" button is clicked the client is presented with details on what they are signing and how they are identified.
When the client clicks the "Sign agreement" button, the box is closed and the status of the contract switches from "Awaiting signature" to "Signed".
### Back office functionality
If you need to support clients in their signing process, you can always access their personal portal from within RunMags. Open up their contact record and at the bottom of the form you can find their encrypted url (circled in red below). Right-click the url to open it up in your browser.
Immeditately when the client signs the contract, the originating Deal is updated to status "3. Contract signed". Also, the notes section is populated with information on who that signed it, at what time and from which IP address.
# Sales insight
Use dashboards and tables to gain insight about your business.
A user with Sales manager rights can access the sales reports in the left navigation column under Ad sales.
Information can be presented in table form or as dashboards, depending on what kind of insight the user is trying to get. By navigating between the tabs in Sales insight users can browse high-level information and drill into the data by clicking the charts or by selecting specific dimensions.
The same data can also be viewed in table format, much like in Excel. You can filter what data you want to include and RunMags immediately sum up the columns at the bottom. These reports can also be exported into Excel for further analysis along with many more columns that can be viewed in the user interface of the table.
# Extracurricular
# Updating customer records in an existing deal
Update an existing deal when the customer's business name, address or contact roles are changing.
When you create a new deal, the organization name, the billing address, the contact roles and other information is automatically populating the deal. This makes it super-easy to create new deals, but you need to keep in mind that an existing deal is not automatically updated if you update the account with new information.
### Contract data at the time of signing
The reason why an existing deal doesn't automatically reflect an update to the organization name, a new billing address or updated contact roles is because the deal should in fact lock in how the contract was originally created. Thereby, in case the organization move their office, people change roles, leave the organization and new talent joins, your old deal will reflect how it was created back when and every new deal created beyond those changes will automatically use the current data.
### Updating a deal while it's "active"
In some cases you may actually want to update the deal so it reflects the changes to your client's account. For example, the company may have moved so you have updated the address and need to get that updated in the deal. Or your main contact or the person that should receive the invoices has left and another person have backfilled the position.
### Add the new contact(s) and define their role(s)
In this scenario Thomas Carter, circled in green has left his position and Chris Maher has backfilled Thomas' position.\
Start by creating a new contact for Chris and tick him off as the Finance contact, i.e. the red circle.
### Remove the old contact so it's not used by accident from now on
Then open up the record for Thomas. Remove the tick in the box for Finance contact and include some text to indicate that Thomas has left and that Chris is the new Finance contact. Click Save to close.
As the form closes, make sure that the record for Thomas still is highlighted in purple. Click the Delete button at the bottom (circled in green) to delete Thomas from the grid.
### Viewing the contact grid without deleted information
When you delete a contact, the contact is not permanently deleted from the database. The record is merely removed from the standard view. This view can be managed with the radio buttons below the orange and green buttons on the lower right.
If the radio button Hide deleted is used then the deleted records won't display.
### Viewing the contact grid with deleted information
If you want to view any deleted records, then simply check the radio button for View deleted and they will show. In the following screenshot you can see that the record for Thomas Carter is shown marked in light red color.
### Edit the deal to reflect the new finance contact
While still viewing the organization, now go to the Deals tab.\
Open up the deal you want to edit and within the deal go to the tab for Contact roles.\
In there, click the contact role you want to edit, in this case Thomas. Then click the Edit button.
In the popup edit the role, in this select Chris to be the Finance contact. Save and close all windows and this completes the update to the deal.
### Edit the deal to update with a new organization name or address
Finally, if for some reason the organization name has changed or their billing address has changed, you can update the by clicking the button called Update address, circled in red below.
Clicking the button will pull all the current information from the organization into the deal. Then click Save and close.
# Selling to an Agency
How to set up a relationship between an advertiser and an agency, and then sell advertising.
A user with Sales & CRM access can set up a relationship between an advertiser and an agency to have a hard link between them. Advertising deals can then be created so that the deal can be accessed from either account. Also, down the road of the relationship, the advertising may be replacing the agency or in-sourcing the ad buying process and in that can users will still be able to view all the advertising that the advertiser has been involved in.
First, when you have located the agency you want to represent an advertisers, set up a new relationship under the Relations tab. Click New and in the window, select the two organizations along with the directional relationship selector.
Now, while still having the agency's client record open, go to the Deals tab and create a new deal. [Create the deal](https://docs.runmags.com/sales-and-crm/how-to-create-a-deal-to-sell-ads) as you'd normally do, but this time you also open the Agency settings tab in the deal where you select the advertiser. Here you can also override where the bill should be sent in the end.
# Non-English agreements and invoices
By specifying a different language than English, you can make sure that clients get their agreements in their own language.
A user with Sales access can specify that clients facing documents like agreements and invoices should be generated in the clients own language, rather than English.
Note: Besides English, RunMags currently supports German and Swedish as the two other languages that agreements and invoices can be presented in. If you have the need for another language and have the capability to help us with a translation, we'll be more than happy to accommodate that. Just contact us and we'll make it happen!
To change the language for a client, click the upper Edit button to change the overall account information. On the lower left, click the dropdown field and select the language for that specific client. Click the green Save button. From then on, all agreements and invoices for that client will be in the language specified.
# Locking deals
A user with deal approval rights can lock a deal so that colleagues cannot alter important information.
At the bottom center of the deal form, there's a push button that indicates whether the deal is unlocked or locked. Push that button and you'll lock the deal.
# Subscription sales
# The basics
# Subscribers
Managing your subscribers and their subscriptions
A user with access to Subscription sales can access the tools to manage subscribers and their subscriptions.
RunMags distinguish between Subscribers and Subscriptions. A Subscriber is an individual while the Subscription is what the Subscriber buys. A Subscriber can have more than one (active and/or inactive) subscription.
By subscriber, you can track activities, sales, their subscription history and renewals as well as email in the related tabs.
# Selling subscriptions manually
How to set up subscribers and sell subscriptions one by one in RunMags - i.e. when they don't sign themselves up using one of your portals.
Obviously, your preferred way to sell subscriptions is by having people sign up using the [online subscription portals ](https://docs.runmags.com/subscription-sales/managing-subscriber-portals)we have in RunMags. That way their contact details and demographics information is automatically collected in the RunMags database.
If subscribers contact your personally to purchase a subscription, you can get them signed up manually in RunMags.
### Create the subscriber and enter the sales order
A user with Subscriber Sales access can create sales orders to sell subscriptions. The sales orders are created to have a traceable record in RunMags of which product that was offered. All of that is done in the sales order and from that data a PDF invoice and receipt is generated, thereby eliminating the need to type up a receipt in MS Word or another word processing program.\
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To create a subscription sales order, go to Sales & CRM >>> Subscribers and start by searching for the subscriber to see if they are already in the system since they may have been a subscriber in the past. If they cannot be found, enter a new subscriber by clicking the upper New button. Make sure all contact details are entered correct, including email address so you easily can stay in touch and sell a new subscription as the first one is about to end.\
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If needed, start by creating an activity, for example an inbound call to log your interaction with the subscriber.\
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**Note: selling a renewal subscription in RunMags is handled very much like selling a prepaid phone card refill.** The subscriber already have an account and the pay upfront to refill that subscription with more issues.
### Selecting the product
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Go to the sales tab and click new at the bottom right. In the sales order form that opens up, set the date, write notes and enter source of the subscriber if applicable.\
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Under the Subscriptions tab, click the New button and select the magazine and product that the subscriber want to purchase.\
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**Note: It's very important that all issues that are included in the subscription product you are selling have been entered into RunMags.** If only 11 issues exist in RunMags and you sell a subscription product that contains 12 issue, the subscriber will not get the 12th issue. [Here's how](https://docs.runmags.com/production/how-to-view-and-add-issues) you enter issues.\
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Click Save and close and you'll see that a line item has been added.
### Managing payments
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Depending on how you sell the subscription; in person, over the phone, or a returned card, you have options in RunMags for handling the payment.\
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Click Manage payments, select the preferred payment method. To process the payment using a credit card and [RunMags' payment processing](https://docs.runmags.com/merchant-services/introducing-runmags-merchant-services), enter the card details and add the card. Processing payments using credit cards has a significant advantage over other methods as this improves cash flow and minimizes administration.\
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If the subscriber insist on paying with cash or check, you just click Pay and close.
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The order form is updated to show the Paid amount and zero out the Outstanding amount.
Click Save and Close and you'll see that this creates a line item for the Sales order.
And a line item in Subscription history. This is the record that you will use to keep track of when subscriptions end so you can target the subscriber for a renewal.
As well as a payment line item.
# Selling gift subscriptions manually
Create a subscription manually in RunMags where there is one person paying and another person getting the subscription.
First, create the subscription owner, i.e. the beneficiary, unless the person does not already exist in RunMags. This is the person that will get the subscription and own it.
Next, create the person that will purchase the subscription unless the person does not already exist in RunMags. Go to the Sales orders tab and click the green New button to create a new sales order. In the Sales order form, click the green New button.
Populate the order with the product you want to sell just like if it was a subscription intended for the same person that is paying for the subscription.
In the field labelled "Gift for" (marked in red), type to search for the name of the person that you added first, i.e. the subscription owner we created in the first step. Select that person.
Click Save and close.
Next, just like for any subscription manually created, select a payment method and click Complete order to process it.
{% hint style="info" %}
The subscription number resulting from the order is shown in within the blue square in the screenshot below. The number SUB-00150 is the identifier of the actual subscription.
{% endhint %}
The sales order form will close and there will now be a record of that transaction. Also, you can see the invoice and the payment in the corresponding tabs.
# Communication
# Automating subscription sales
# Managing subscriber portals
Secure and responsive pages where subscribers can sign up for and pay for their subscriptions
A user with Subscription sales access can create subscriber portals. The portals are RunMags hosted, secure and responsive web pages where subscribers can sign up for and pay for their subscriptions using their credit card. Upon a successful transaction, the data is automatically pushed to RunMags for continued management of the subscription and subscriber records.
RunMags uses [Stripe.com](http://stripe.com/) as payment gateway and [this is how you connect your Stripe account](https://docs.runmags.com/hosted-portals-and-merchant-services/introducing-runmags-merchant-services) to RunMags.
To set up a subscriber portal, go to Subscription sales and then Portals.
Click the upper new button to create a new overall campaign collection of new portal pages or the lower one if you want to create another portal page within the currently selected campaign collection.
Each overall campaign collection have three tabs with related information. First portal pages, then the connected subscription products and finally any sales order resulting from the campaign.
As you can set up campaign collections with different subscription products from your [Channels](https://docs.runmags.com/channels), you can create various offerings, for example seasonal campaigns or renewal campaigns with reduced pricing compared to your normal list price.
### Creating portal pages
To create a new subscription portal page, click the lower new button.
In the form that opens up, customize the portal page with your logo, images and value proposition. The various forms fields are somewhat self-explanatory in nature, but contact our support if you need help.
### Connecting subscription products
Before you can sell subscriptions with the page, you need to connect subscription products to it. To do this, go to the second tab named Connected subscription products to set up which subscription products you want to make available in the portal.
You can select one or several subscription products from your print channels to be available in the portal.
### Leverage the RunMags API for your own portals
In addition to using our portal framework as described above, you can also use our API to have your own portal push subscribers into RunMags where you can manage them.
To use our API, please refer to our documentation at
You can also create a new API key in Admin >>> RunMags account, see screenshot below.
# Discounted subscriptions
The subscription portals removes the need for discount codes that reveals to those that pay full price that it's possible to get a discount.
The way our portals work actually removes the need for discount codes. Rather than creating discount codes you create a specific campaign/portal for the discounted offer.
Then you connect your discounted subscription products to the portal. This way you don't need a form field on your signup page that reveals to those that pay full price that it's possible to get a discount.
### Create a discounted product
First you need to make sure there's a discounted subscription product in your Print channel. Go to Channels >>> Print and locate the specific magazine you want to create the discounted subscription product for.
Go to the Subscription products tab and create the product.
### Create the campaign
Next create the campaign. Go to Subscription sales >>> Portals.\
Click the upper New button to create a new campaign.
### Create a portal
Go to the tab for Subscription portals.
Click the lower New button to create a new portal.
If you need help on how to set up the portal, see [this article](https://docs.runmags.com/subscription-sales/automating-subscription-sales/managing-subscriber-portals).
### Connect the discounted subscription product to the portal
Finally, go to the tab for Connected subscription products and click the lower New button.
Locate and select the discount product(s) that you want to appear in the campaign.
# Mass emailing subscribers
Define rules and templates to send transactional and marketing emails related subscription sales.
Besides unique one-off emails, you can use RunMags to send three types of emails to subscribers:
1. Automated transactional emails related to subscription sales, for example confirmations on subscription signups and renewal reminders - [covered in a separate article](https://docs.runmags.com/subscription-sales/automating-subscription-sales/automated-subscription-renewal-notice);
2. Scheduled marketing emails related to subscription sales, for example targeted subscription offers and notifications concerning events - **this article**;
3. Scheduled publication emails, for example weekly or monthly newsletter posts when email is considered to be a channel for delivery of journalistic content - covered in a separate article.
This support article covers how to sell subscriptions and related products via email, i.e. point #1 and #2 above. Publishing of journalistic content via email, #3, is covered in a separate article under Production.
We have another article on how to set up automated subscription renewal emails, which you can [access here](https://docs.runmags.com/subscription-sales/automating-subscription-sales/automated-subscription-renewal-notice).
A user with subscription sales access can design email campaigns to the entire subscriber database and/or to specific segments of choice.
Under Subscription sales >>> Mass email, you'll find two tabs. In the first one you create a selection of subscriptions and the associated subscribers, based on various selection criteria that you can chose between.
### Creating a new selection
To create a new selection, click the lower new button.\
Use the filtering tools to select what criteria that should be met in order for a subscription/subscriber to be included. In the example below we've selected the publication and how many issues that are left.
Give the selection a name and save it. You'll be able to access this defined selection in the future and as time passes and other subscriptions/subscribers meet the selection criteria, they will be added to the list automatically.
Think of the selection as a living list that gets updated as subscriptions and subscribers gets added and updated.
In the example below, our search criteria only returns ten records so my personal business email account like Google G Suite or Microsoft Office 365 will be able to deliver these. Both Google and Microsoft has limits on how many emails they will deliver per day from these accounts, normally around some 2,500 emails per day.
In case the selection contained thousands of people, I would need to set up a separate email account, for example a marketing email account through a provider like Sendgrid, who is our emailing partner. Contact if you'd like to set up a Sendgrid account where volumes begin at 50,000 email per month.
### Designing the message
In the subscription mass email tab, click the lower new button to begin designing your message.
In the example below, we're designing a simple one-time thank you email to be sent out, but you can also create automated messages that are sent on a weekly or monthly basis, for example for renewal notices/offerings.
You can base the message on one of your email templates, which email account it will be sent from, at what time, as well as connecting it to a renewal portal.
Check out this article on how to create an automated renewal email notification.
Make sure you tick the check box to activate the email once you're happy with the message.
Once you click Save, the campaign will be live and emails will start sending and you'll be able to view stats on how the emails are being delivered and opened.
# Automated subscription renewal notice
Sending workflow email reminders to subscribers that are nearing the end of their subscription
We have another article on how to send single mass emails, which you can [access here](https://docs.runmags.com/subscription-sales/automating-subscription-sales/mass-emailing-subscribers).
This article is about how to set up an automated renewal email to go out to subscribers towards the end of their subscription to convince them to renew.
### Creating a new selection
To create a new selection, click the lower new button.\
Use the filtering tools to select what criteria that should be met in order for a subscription/subscriber to be included. In the example below we've selected the publication and that only those with less than three issues left should be included.
We've also set a criteria that no reminders should have been sent out people to be added to this list. The reason for this is that we're designing a workflow to drive people to renew, but we want our communication to be relevant and targeted.
In the example above the careful reader will see that not a single subscription/subscriber meet the criteria defined. That's ok, because the demo database only contains fairly new subscriptions and as time passes they will age and at some point hit the criteria defined here.
**Designing the message**
In the subscription mass email tab, click the lower new button to begin designing your message.
In this example, we're sending from a generic Nifty Magazine account and we're scheduling to do it on a weekly basis. This means that once per week, an automated task is created to send this email to anyone that meet the criteria of the "Less than 3 issues left" selection. Remember that as time goes, more people will meet the criteria defined.
Note that the message contains a place holder called { SubscriptionRenewalLink }. Once the email is processed, that link will be replaced by a "click here" link that takes the subscriber to a subscriber portal specifically designed to drive renewals.
Check out [this article](https://docs.runmags.com/subscription-sales/automating-subscription-sales/managing-subscriber-portals) on how to design subscription portals.
# Channels
# Print
# Print magazines
Set up and manage print magazines.
A user with Production rights can access the print magazines in the navigation column under Channels >>> Print.
**Navigating the interface**
In the top half of the window you can access buttons (red box) for editing, deleting, searching and creating new print channels.
In the lower half of the window you can find information related to the specific print channel selected. The related information is presented under the various tabs (green box).
In the sidebar on the right you can access tabs (blue box) containing tools that will help you manage the print channels. You can bring up the flatplan for a specific issue, view the calendar and display a small insight dashboard of your sales pipeline and booked advertising.
**Searching for a specific print channel to manage**
To bring up the search form and navigate among your print magazines, click the grey Search button in the upper half of the window.
The search form will automatically display all the print channels you have created. In the example above there's only one channel, but in case you have many channels you can use the filters (red box) to find the channel you want to work with. Typically you would type the first letters of the channel in the Name field. You can also use the radio button filters (green box) on the bottom right to find deleted channels.
When you have found the channel you want to work with, double-click the selected line in the search form or click the View details button. This will bring up the channel.
**Editing a print channel**
To display and edit the top-level details of the channel, click the orange Edit button button in the upper half of the window.
You can now edit the name of the channel along with the basic details that defines it, who's responsible for it, sizing, pricing and default deadlines. You can also upload an image that will display on proposals when you add inventory to your offer.
For print it's specifically worth mentioning that it is in this form that you set the number of pages and the page size for the flatplan. The page size can be entered in either inches or millimetres. To the system, these are just numbers that define a relationship between the width and height.
When you're ready, click the green Save button.
Note that you can hover with your mouse and drag the divider between the upper half and the lower half of the window. This is useful when you want to display as much information as possible in the upper half.
**Creating a new print channel**
To create a new print channel, click the green New button button in the upper half of the window.
You can now enter the name of the channel along with the basic details that defines it, who's responsible for it, sizing, pricing and default deadlines. You can also upload an image that will display on proposals when you add inventory to your offer.
When you're ready, click the green Save button.
# View booked advertising and editorials
Go into a specific print channel and display your contractual commitments for advertising and editorials.
A user with Production rights can access the print magazines in the navigation column under Channels >>> Print.
Search for and select the magazine channel you want to work with.
Then in the first couple of tabs on the left (red box) you can find any booking for your selected magazine. The booked advertising and the booked editorials are displayed under two separate tabs.
Use the filters to select to display only specific commitments. In the example above we have selected to display advertising sold in the January 2019 issue, i.e. the "run sheet" for that issue.
By default, no filters are applied so that will display your indefinite booked advertising unless you apply a filter.
Use the export button if you need to export a file containing more columns that what's displayed in the window.
# View and add issues
Plan your issues over time, assign dead lines and sales targets.
A user with Production rights can access the print magazines in the navigation column under Channels >>> Print.
Search for and select the magazine channel you want to work with.
In tab named Issues you can find any planned issues for your selected magazine.
If you want to display your issues the way they are planned over time, sort the information by Production date by clicking the little arrow (green box).
**It is of essence to add issues fairly far out into the future**
The reason for this is that in order to sell an ad in the 2019 October issue (for example), that issue need to exist in RunMags. Likewise, in order to sell a one year, 12 issues subscription, each and every one of those future issues need to exist before you create the subscription sales order. If they don't exist, RunMags will not calculate the sales order correctly and your distribution will be off.
**Adding new issues and editing existing ones**
To add a new issue, click the green New button.
To edit an existing issue, click the orange Edit button or double-click the issue.
The following form will be displayed.
**Form field reference**
* Publication date is the date when the issue is officially released to the public.
* Adv. deadline date is the last date an ad can be booked in that issue. A sales rep can override this date if necessary when closing a deal.
* Artwork deadline date is the last date that artwork need to be received by. This date is used for artwork reminder emails.
* Editorial deadline date is the last date that editorial content need to be received by. This date is used for editorial reminder emails.
* Subscription deadline date is the last date someone can subscribe to the magazine and still be able to receive this specific issue.
* Issue booking target is the monetary value ($, £, kr, etc per your set up) that will be used in dashboards to display how actual sales is coming in relationship to the target set. To calculate the actual sales per issue, RunMags summarized the total amount of sold ads for the specific issue.
* Value per page target is the monetary value ($, £, kr, etc per your set up) that will be used in dashboards to display how actual sales is coming in relationship to the target set. To calculate the actual sales per page, RunMags summarizes the total amount of sold ads for the specific issue and divides it with the number of pages that are included in the flatplan.
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Click save when all the information has been entered.
# View and add sections
Create sections for you print magazines so that sales reps can assign advertising to specific sections.
A user with Production rights can access the print magazines in the navigation column under Channels >>> Print.
Search for and select the magazine channel you want to work with.
In tab named Sections you can find any sections for your selected magazine.
**Creating new sections and editing existing ones**
To add a new section, click the green New button.
To edit an existing section, click the orange Edit button or double-click the section.
The following form will be displayed.
**Form field reference**
* The name will be displayed in deals so that sales reps can assign advertising to select sections.
* The background and text color is used for the footer of the thumb nails in the flatplan.
* The Rank is used to order the sections in any dropdown fields.
Click save when all the information has been entered.
# Viewing and adding advertising products
Manage your product inventory for your print magazines so that sales reps can add them to proposals book orders.
A user with Production rights can access the print magazines in the navigation column under Channels >>> Print.
Search for and select the magazine channel you want to work with.
In tab named Ad products you can find any advertising inventory for your selected magazine.
**Creating new ad products and editing existing ones**
To add a new ad product, click the green New button.
To edit an ad product, click the orange Edit button or double-click the selected item.
The following form will be displayed.
**Form field reference**
* The product code is a short identifier used in dashboards, etc. If you manage several publications, you may want to distinguish between them by adding one or two letters at the beginning of the code. For example; NM-FP and EX-FP.
* The name will be displayed in deals and proposals.
* Type is used to distinguish between different classes of advertising, for example Premium vs. Standard. The values of this dropdown field is managed under Admin.
* The publication field is populated by the magazines added.
* The size selection is used in the flatplan.
* Artwork specifications can be automatically included in artwork reminders sent out by email.
* Standard price is the list price communicated in proposals.
* By checking the checkbox for Product is advertorial, the product will be colored differently in the flatplan, compared to regular advertising.
* Preset discount pricing can be set for each product. The values of this dropdown field is managed under Admin. Select one and assign the price. You can set up several preset discount rates to make sure your sales reps use the correct pricing in proposals, for example for 3X, 6X, 12X, etc.
Click save when all the information has been entered.
# View and add editorial products
Manage your editorial product inventory for your print magazines so that sales reps can add them to proposals.
A user with Production rights can access the print magazines in the navigation column under Channels >>> Print.
Search for and select the magazine channel you want to work with.
In tab named Editorial products you can find any editorial inventory for your selected magazine.
**Note**: in RunMags, an editorial is distinguished from an advertorial by the fact that it's not possible to get paid money for an editorial. Advertorials are treated just as advertising products through billing. The editorial tool is just a means to keep track of editorial commitments you're doing to advertisers, which can be added to a deal including paid advertising.
**Creating new editorial products and editing existing ones**
To add a new editorial product, click the green New button.
To edit an editorial product, click the orange Edit button or double-click the selected item.
The following form will be displayed.
**Form field reference**
* The product name and description is used in proposals and in production.
* The sort field dictates the ordering in the dropdown field when you select editorials to be added to deals.
* The size field is optional, but if used it can dictate how large the editorial will be in the flatplan.
Click save when all the information has been entered.
# View and add subscription products
Manage your subscription product inventory for your print magazines.
A user with Production rights can access the print magazines in the navigation column under Channels >>> Print.
Search for and select the magazine channel you want to work with.
In tab named Subscription products you can find any subscription inventory for your selected magazine.
**Creating new subscription products and editing existing ones**
To add a new subscription product, click the green New button.
To edit a subscription product, click the orange Edit button or double-click the selected item.
The following form will be displayed.
**Form field reference**
* The product name and description is used in manual orders as well as in the secure and responsive subscription portals.
* The pricing can be set up by issues or by calendar time by selecting a length type and apply a length. In the example above the subscription is for 12 issues.
* Checkbox for tax is used if the tax displayed to customers should be inclusive or exclusive of tax.
* The accounting override fields can be used to select specific account in an accounting software to sync information to.
* The shipping fee fields specify how much should be added to the bill for shipping, depending on the address of the subscribers. See expanded section below on how to manage shipping fees and zones.
Click save when all the information has been entered.
**Shipping fees and zones**
Depending on your business model, you can set up a shipping fee structure to be general in nature or with specific fees by country. As described above, the shipping fees are defined by zone. There's zone 1-3 and then there's everywhere else.
In the product example above we have specified free shipping for zone 1 and $5 for zone 2. Everybody else get charged $20.
The zones are managed in Admin >>> System settings.
Below you can see that the United States have been assigned to zone 1 and Canada to zone 2.
You can assign as many countries as you want to the different zones.
The shipping fees you set up will be applied automatically to the subscription portals where subscribers can sign up online to subscribe to your magazine. The portals will even use the user's IP address to detect which country they are in when they are signing up. That country will automatically populate the country address field.
Even if you only plan on having subscribers in your home country, we recommend that you set up a fee structure that is prepared to manage international subscribers. You can even set the default shipping fee so high that it doesn't make sense to sign up from abroad. That way you protect your business.
# Digital
# Digital magazines
Set up and manage digital magazines.
A user with Production rights can access the digital magazines in the navigation column under Channels >>> Digital.
**Navigating the interface**
In the top half of the window you can access buttons (red box) for editing, deleting, searching and creating new digital channels.
In the lower half of the window you can find information related to the specific digital channel selected. The related information is presented under the various tabs (green box).
**Searching for a specific digital channel to manage**
To bring up the search form and navigate among your digital magazines, click the grey Search button in the upper half of the window.
The search form will automatically display all the digital channels you have created. In the example above there's only one channel, but in case you have many channels you can use the filters (red box) to find the channel you want to work with. Typically you would type the first letters of the channel in the Name field. You can also use the radio button filters (green box) on the bottom right to find deleted channels.
When you have found the channel you want to work with, double-click the selected line in the search form or click the View details button. This will bring up the channel.
**Editing a digital channel**
To display and edit the top-level details of the channel, click the orange Edit button button in the upper half of the window.
You can now edit the name of the channel along with the basic details that defines it, who's responsible for it, sizing, pricing and default deadlines. You can also upload an image that will display on proposals when you add inventory to your offer.
For digital it's specifically worth mentioning that there are no field for size or number of pages in this form. This is because in its nature, the digital magazine is not bound by size in the same way as a print magazine. In RunMags a digital magazine is not simply a replica PDF of the print magazine. Rather, the ad inventory is completely separate and the content and publishing rhythm can very different from the print magazine.
When you're ready, click the green Save button.
**Creating a new digital channel**
To create a new digital channel, click the green New button button in the upper half of the window.
You can now enter the name of the channel along with the basic details that defines it, who's responsible for it, sizing, pricing and default deadlines. You can also upload an image that will display on proposals when you add inventory to your offer.
When you're ready, click the green Save button.
# Web
# Websites
Set up and manage website magazines.
A user with Production rights can access the digital magazines in the navigation column under Channels >>> Web.
**Navigating the interface**
In the top half of the window you can access buttons (red box) for editing, deleting, searching and creating new website channels.
In the lower half of the window you can find information related to the specific website channel selected. The related information is presented under the various tabs (green box).
**Searching for a specific website channel to manage**
To bring up the search form and navigate among your website magazines, click the grey Search button in the upper half of the window.
The search form will automatically display all the website channels you have created. In the example above there's only one channel, but in case you have many channels you can use the filters (red box) to find the channel you want to work with. Typically you would type the first letters of the channel in the Name field. You can also use the radio button filters (green box) on the bottom right to find deleted channels.
When you have found the channel you want to work with, double-click the selected line in the search form or click the View details button. This will bring up the channel.
**Editing a website channel**
To display and edit the top-level details of the channel, click the orange Edit button button in the upper half of the window.
You can now edit the name of the channel along with the basic details that defines it, who's responsible for it, sizing, pricing and default deadlines. You can also upload an image that will display on proposals when you add inventory to your offer.
When you're ready, click the green Save button.
**Creating a new digital channel**
To create a new digital channel, click the green New button button in the upper half of the window.
You can now enter the name of the channel along with the basic details that defines it, who's responsible for it, sizing, pricing and default deadlines. You can also upload an image that will display on proposals when you add inventory to your offer.
When you're ready, click the green Save button.
# View and add web products
A user with Production Rights can access the magazine tools in the left navigation column under Production.\
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To view the web products for a specific magazine locate the Web products tab.\
To add a new web product, for example a new banner, click New.\
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In the pop-up, name and price the product along with other information.\
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Click save and you're done.
# View booked web products
A user with Production Rights can access the magazine tools in the left navigation column under Production.
To view the booked web products for a specific magazine, locate the Booked web products tab.
# Email
# Newsletters
Set up and manage newsletters.
A user with Production rights can access the digital magazines in the navigation column under Channels >>> Web.
**Navigating the interface**
In the top half of the window you can access buttons (red box) for editing, deleting, searching and creating new website channels.
In the lower half of the window you can find information related to the specific website channel selected. The related information is presented under the various tabs (green box).
**Searching for a specific website channel to manage**
To bring up the search form and navigate among your website magazines, click the grey Search button in the upper half of the window.
The search form will automatically display all the website channels you have created. In the example above there's only one channel, but in case you have many channels you can use the filters (red box) to find the channel you want to work with. Typically you would type the first letters of the channel in the Name field. You can also use the radio button filters (green box) on the bottom right to find deleted channels.
When you have found the channel you want to work with, double-click the selected line in the search form or click the View details button. This will bring up the channel.
**Editing a website channel**
To display and edit the top-level details of the channel, click the orange Edit button button in the upper half of the window.
You can now edit the name of the channel along with the basic details that defines it, who's responsible for it, sizing, pricing and default deadlines. You can also upload an image that will display on proposals when you add inventory to your offer.
When you're ready, click the green Save button.
**Creating a new digital channel**
To create a new digital channel, click the green New button button in the upper half of the window.
You can now enter the name of the channel along with the basic details that defines it, who's responsible for it, sizing, pricing and default deadlines. You can also upload an image that will display on proposals when you add inventory to your offer.
When you're ready, click the green Save button.
# Social
# Social media
Set up and manage social channels.
A user with Production rights can access the digital magazines in the navigation column under Channels >>> Web.
**Navigating the interface**
In the top half of the window you can access buttons (red box) for editing, deleting, searching and creating new website channels.
In the lower half of the window you can find information related to the specific website channel selected. The related information is presented under the various tabs (green box).
**Searching for a specific website channel to manage**
To bring up the search form and navigate among your website magazines, click the grey Search button in the upper half of the window.
The search form will automatically display all the website channels you have created. In the example above there's only one channel, but in case you have many channels you can use the filters (red box) to find the channel you want to work with. Typically you would type the first letters of the channel in the Name field. You can also use the radio button filters (green box) on the bottom right to find deleted channels.
When you have found the channel you want to work with, double-click the selected line in the search form or click the View details button. This will bring up the channel.
**Editing a website channel**
To display and edit the top-level details of the channel, click the orange Edit button button in the upper half of the window.
You can now edit the name of the channel along with the basic details that defines it, who's responsible for it, sizing, pricing and default deadlines. You can also upload an image that will display on proposals when you add inventory to your offer.
When you're ready, click the green Save button.
**Creating a new digital channel**
To create a new digital channel, click the green New button button in the upper half of the window.
You can now enter the name of the channel along with the basic details that defines it, who's responsible for it, sizing, pricing and default deadlines. You can also upload an image that will display on proposals when you add inventory to your offer.
When you're ready, click the green Save button.
**Related information**
Here are some extra resources for managing the related information displayed in the lower half of the window.
* Booked ads
* Ad products
# Events
# Adding a new event
How to add a new event to sell event products
### Setting up things in Admin
A user with Administrator Rights can set up the business to sell events.
Go to Admin >>> Product settings and set up event types per the screenshot below. This setting must be configured before you can add new events.
Click the green New button to create new event types.
### Creating new events
To set up a new event, go to Channels >>> Events.
Click the green New button and follow the steps to set up the new event.
# Production
Plan your production process and automate as much of the content generation as possible.
# Print
# Paginating print magazines
Plan the structure of your issues ahead of time, move spreads and placeholders for ads and editorial content.
A user with Production rights can access the pagination tools under Production.
Right-click on a page to enter a container for an ad or editorial content on that page. Ad containers are green and editorial containers are orange. One an ad is placed on an ad container, it becomes blue.
A spread can be moved by left-clicking the bottom of a spread (grey, unless colored for a section) and dragging the spread to a new location.
In the right hand side column, you can select which magazine and issue you want to work with. Zoom in and out of the magazine and tick off the boxes to indicate which layers you want to see on the pages.
You can copy the structure of an issue to other issues by using the tool in the lower right of the interface. It may be a good idea to create templates that you can work with and apply to your future issues in order to drive efficiency.
# Placing ads in the flatplan
Populate your print issues with the advertising sold
In the Content planner you can manage ad placements and populate the flatplan with ads and editorial content.
Ads that have been sold will automatically populate the tool on the lower right hand side. Those ads will have a blue color.
To place an ad in the flatplan, simply drag and drop it from the right onto a green container of a matching size.
Once the ad have been placed you can also click on the blue ad container and open it up to upload artwork (PDF, PNG). The artwork will display in the flatplan.
# Printing the flatplan
How to generate a PDF flatplan that can be printed and shared
A user with Production Rights can access the magazine tools in the left navigation column under Production.
To generate a printable PDF of the flat plan for a specific issue, go to Production >>> Workflow & Flatplan.
In the Content planer tab, on the right hand side, select the magazine and the issue you want to print.Select the format and how many columns of spreads you want per page. Click the "To PDF" button.
Print and email the PDF as you see fit.
# Digital
# Web
# Social
# Email
# Circulation
Manage your reach and generate distribution lists for subscriptions and comp.
# Subscriptions, payments and duplications
Explore your subscriber base, payments and potential duplications.
A user with Circulation rights can access the Circulation tools in the navigation menu. In there you can find ways to explore your subscriber base, subscriptions sold, payments and potential duplications.
Go to Circulation >>> Subscriptions. Here you will find different tabs for different purposes.
### Subscriptions
In the subscriptions tab, you can explore your subscriber base in detail. For example you may want to list your active subcriptions by channel and/or product.
### Subscription payments
In the Subscription payments tab you can explore all the payments made for subscriptions.
### Duplication detection
In two different tabs, you can explore potential duplications or both subscribers, i.e. individuals as well as subscriptions.
Use the two tabs depending on what you want to explore.
# Exploring and viewing subscribers
Develop a good understanding of your subcriber base and their subscriptions by channel, product, status, etc.
At times, you may want to run searches to find out how many active subscribers you have and break that down by channel, product or status. You may want to do this in a way that allow you to even more in a investigate individual subscribers.
### Searching for subscriptions
A user with subcription sales rights, can search and filter subscriptions in many ways.
In addition to working with the Circulation tools, you can also search for subscription within Subscriptin sales in the navigation menu.
Go to Subscription sales >>> Subscribers.
Click the Search button on the lower right. Apply the filters as needed, for example Active subscriptions as shown below. You can sort the list and double-click a subscription to see more.
You can also export the entire list along with more columns by clicking the Export button.
# Print distribution batches
Export lists of subscribers, advertisers and distribution points that you want to send your print magazines to.
A user with Circulation rights can access the Circulation tools in the navigation menu.
Go to Circulation >>> Export lists.
Listed, you will see all previously generated export lists.
Click New on the lower right. This will display the batching/list generator.
### Subscriptions, Comp and Distribution Points
In the batch generator window, you can select whether you want to generate a list for your current subscriptions or a list for eligable advertisers and distribution points.
RunMags can be used to assign complimentary (Comp) copies manually to prospects and clients, but automatically assign copies to clients with bookings.
The manual way of assigning copies can also be used to assign a larger number of copies to a specific organization, for example a distribution point or a hotel.
### Exporting subscribers
In the example below, we'll generate a list for current subscriptions. Select the publication/issue you want to generate the batch for.
In the orange box, check off which subscription products you want to include and click estimate.
Now click Generate to generate a list. The list generator will start running and you can close the window.
In case you run a large ( >100,000 ) batch, this will take a minute or so. Once the status column indicates that the batch is completed, you can highlight the row and click Edit.
This will allow you to review the batch and then export the list by clicking the Export button.
### Exporting advertiser comp and for distribution points
In the example below, we'll generate a list for advertiser comp and distribution points. Select the publication/issue you want to generate the batch for.
Check the checkbox in case you want to limit the list to a single copy even if an advertiser contact may have several contracts on file that make them eligable for several copies.
Now click Generate to generate a list. The list generator will start running and you can close the window.
In case you run a large ( >100,000 ) batch, this will take a minute or so. Once the status column indicates that the batch is completed, you can highlight the row and click Edit.\
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This will allow you to review the batch and then export the list by clicking the Export button.
# Circulation insight
Graphically display your circulation to better understand your reach.
A user with Circulation rights can access the Circulation tools in the navigation menu.
Go to Circulation >>> Insight
Use the interactive dashboards to select data that you want to display and analyse.
# Finance
Send out invoices with the click of a button and automate receivables by letting clients pay online using their credit card.
# Billing
# Perform billing
Create and send out invoices electronically or old school
A user with Finance access can initiate the bill advertising clients.
Go to Finance >>> Billing and the Billing queue tab
### The Billing queue is populated automatically
This Billing queue list will at all times be populated with billing line items from Deals that have been signed. As each Deal is created by the sales team, using a specific billing model and payment terms, a billing schedule with line items is automatically created for every Deal.
When the date for the billing schedule is reached, the billing line items appear up in the Billing queue in the order they can be billed if you sort the list by Earliest billing date.
### How to invoice
Tick off the billing line items that you want to invoice. This is done by ticking of the checkbox on the left hand side of each line item.
By clicking the Preview button, you can preview the invoice just to make sure that everything looks good before you issue the invoice. A PDF will be generated but if you look closely on it you'll see that it hasn't been assigned an invoice number.
By clicking the Do billing button, you can create a single invoice or bulk-create invoices for a bunch of line items. A PDF will be generated and if you look closely on it you'll see that it has been assigned an invoice number.
[See this article](https://docs.runmags.com/finance/managing-mistakes/crediting-an-invoice-by-issuing-a-credit-note) if you accidentally created an invoice with errors in it.
The PDF invoices can be printed to send them by [mail.](http://mail.as/)
As they have been created they can also be viewed under the client record in Ad Sales >>> Organizations >>> Invoices tab as well as in Finance >>> Collection.
### How to invoice and automatically send the invoices by email
RunMags can also help you send the invoices to your clients via email. To do this you must:
1. Set up an [email address in your profile](https://docs.runmags.com/home/my-profile-and-email-integration) so that emails are sent out from RunMags.
2. Make sure that a [client contact (with a correct email address) is assigned](https://docs.runmags.com/ad-sales/the-basics/selling-advertising) to be the Finance contact for the Deal you want to invoice off.
Once the above is done you can tick off the Send by email box to send the selected invoices by email to the assigned Finance contact for the Deal. RunMags will then use the email template called Invoice submittal for sending invoices attached as a PDF in the email. The email templates can be found in Admin >>> System settings and Email templates.
### How to let clients pay their invoices by credit card
RunMags comes with Stripe and PayPal integrations which means you can allow for advertisers to pay their invoices using their credit card. They can even set up their card and allow for automatic billing of their credit card in the future.
For each client contact, RunMags will create a secure portal and a unique encrypted URL. The URL is displayed on the contact's record under the client account. That contact-specific URL can be automatically included in a link in the Invoice submittal email template. That way, when a client receives the email with the invoice attached to it, there will also be a "click here" link in the email that leads the client to his or her portal where they can set up their credit card and pay the invoice.
To set up the advertiser portals and allow for clients to pay using their credit cards, please [see this article](https://docs.runmags.com/ad-sales/advanced/managing-advertiser-portals).
# Changing the billing date to get invoices out earlier
A user with Sales access can edit a deal to initiate the billing to be performed at an earlier date than the standard system settings. For example, the standard system setting for a deal that is set with a 50/50 billing model is to initiate billing 30 days in advance of the print date, but you can override this from deal to deal to improve cash flow.
Go to Sales & CRM and bring up the deal you want to change the billing date for. Go to the last tab named Billing schedule. Select the line you want to change by clicking on it, then on the left hand side, click Edit.
Change the date for Earliest billing date to the date when you want the billing to be initiated, then on the left hand side, click Update.\
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Click Save and Close at the bottom right of the Deal form.\
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Now, when you go to Finance >>> Billing >>> Deals to bill, this deal will shop up so you can initiate the billing per the normal billing process.
# Collection
# Collection
Stay on top of outstanding invoices, send statements and register payments.
A user with Finance access can manage billing and collection for all client accounts.
Manage delinquent payers, outstanding invoices and register payments linked to the invoices so that the entire team stay up-to-date.
### Pre-configured and filtered views of invoices
Go to Finance >>> Collection.
In here you can find various tabs that contain selections of invoices. The purpose of these tabs is to quickly give the user access to specific invoices based on filters and then show columns of data and tools that are typically needed for managing the selection of invoices.
### Outstanding by organization
This tab is used if you want display the status of specific client accounts. All outstanding invoices for the client account will be displayed here.
You can click the small + sign to show who the main contacts at the account is.
You can easily send out reminders by ticking off the checkbox and then click the Send statement button on the lower left.
### Outstanding by invoice row
This is used if you want to check the status of invoices related to specific issues or products.
In the column named Row description you can make a selection.
### Invoice batches
As RunMags allow you to batch-send invoices with a click of a button, this tab helps you manage those batches in case you need to re-send the invoices in a certain batch.
Simply select the batch you want to resend.
Click the Resend batch button if you want to email the invoices.
Click the Reprint batch button if you want to send the invoices by mail.
### All invoices
This tab is used if you want to display all invoices regardless of status and apply specific filters to search for specific ones.
### Outstanding invoices
This tab is used if you want to display all **outstanding** invoices and apply specific filters to search for specific ones.
You can click the + sign to display what the invoice relates to and in the data columns you can also find contact information if it has been entered.
Using the buttons on the lower left you can display the invoice, email it once again to the client or [issue a credit note ](https://docs.runmags.com/finance/managing-mistakes/crediting-an-invoice-by-issuing-a-credit-note)in case there's an error on the invoice.
### Payments
This tab is used to display payments that have been recorded in the system.
### Register payments
The process for registering payments is covered in [this article](https://docs.runmags.com/finance/collection/register-payments).
# Paying invoices electronically
Use RunMags ePayments to make it easy for advertisers to pay your invoices.
If you email invoices from RunMags, you can include a portal link to make it easy for the client to pay your invoice electronically. [Check out this article](https://docs.runmags.com/en/articles/977646-advertiser-portals-esign-and-payments) on how to set that up.
### The client experience
We recommend that you test out your client experience before you begin emailing invoices and allowing clients to pay them electronically. You should adapt our out-of-the-box email templates to give them your tone, look and feel.
Create a trial company along with a couple of contacts with email addresses (maybe one free gmail address for the first contact and one free outlook address for the other). Then create a few deals, email the proposals to the contacts and follow through with with eSign and invoicing processes.
The email will look something like this:
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When the client clicks the link, their portal opens up. In the first tab, they can assign specific credit cards to be applied to specific contracts.
In the second tab, they can view their invoices and select to pay them immediately.
In the third tab, they can enter their credit cards and also apply to all contracts, current and future.
# Managing outstanding invoices
A user with Finance rights can manage outstanding invoices and collection.
Go to Finance >>> Accounts receivable
Under the tab Outstanding by company, you can view any unpaid invoices. The rows will be color coded to indicate if the invoices has recently been sent out or if the customer is late with their payment. The reader the color, the more late the payment is.
Tick off any row and send reminders to delinquent payers by email.
# Register payments
There are two ways you can record a payment to balance out an invoice.
There are two ways to record a payment: from the Finance module and from the Ad sales module.
### Recording a payment in the Finance module
A user with Finance access can manage billing and collection for all client accounts.
Go to Finance >>> Collection, then open the Register payments tab.
In the Register payments tab select the invoice you want to register a payment for and then click the New button at the bottom right.
In the window that opens up, select the invoice you want to record a payment for.
Fill out the other form fields as appropriate and then click Save.
### Recording a payment in the Ad sales module
A user with Ad sales access can manage their client account and also register payments if needed.
Go to Ad Sales >>> Organizations and locate the client you want to register a payment for.
Open the Payments tab and click the New button on the lower right.
In the window that opens up, select the invoice you want to record a payment for.
Fill out the other form fields as appropriate and then click Save.
# Managing mistakes
# Crediting an invoice by issuing a credit note
If you accidentally create an invoice with errors in it, you first have to credit it before you can create a new invoice.
If a customer cancels their order in some way after you have created an invoice, you can credit the invoice in RunMags to make sure that it's removed from the billing cycle. A credit note is a way of refunding an invoice that has already been issued or paid. You need to use a credit note because you cannot delete an invoice once it has been issued.
### Creating a credit note
Go to the specific customer account and open the Invoices tab. Select the invoice line you want to credit and click the Credit note button on the lower left. This will create the Credit note that can also be printed and/or emailed to the customer if needed.
### Why credit notes?
There are a number of reasons why you may need to issue a credit note. Here are some of the most common examples:
* You issue an invoice by mistake.
* You issue an invoice for the incorrect amount (you overcharge someone).
* A customer is unhappy with the service you provided and wants a refund.
When this happens you can’t simply delete or amend an invoice, you need to issue a credit note. This effectively cancels out the money you no longer want to charge.
The reason why you can't edit or delete an invoice is for tax compliance reasons and to maintain a solid sequence of invoice numbers.
# Deleting payments
There are two ways you can delete a recorded payment in case it was created in error.
If a payment has been recorded in error you can delete it and then register a new one to balance out the same invoice.
**Note that it's also possible to edit a payment by clicking the orange Edit button shown in the screenshots below.**
There are two ways to delete a payment: from the Finance module and from the Ad sales module.
### Deleting from the Finance module
A user with Finance access can manage billing and collection for all client accounts.
Go to Finance >>> Collection, then open the Payments tab.
In the Payments tab select the payment you want to delete and then click the Delete button at the bottom right.
### Deleting from the Ad sales module
A user with Ad sales access can manage their account and also delete payments if needed.
Go to Ad Sales >>> Organizations and locate the client you want to delete a payment for.
Open the Payments tab and select the payment you want to delete. Then click the Delete button at the bottom right.
### Viewing deleted payments
Note that the registered payment will not be permanently deleted from the database. For future reference and in case you want to undelete the payment it can be viewed if you select the radio button for "Show deleted" beneath the buttons on the lower right.
### Recording the payment once again
To record a new payment once again for the same invoice, simply click the New button and select the same invoice in the dropdown menu.
# Fiscal management
# Journals
A user with Financial Reporting Rights can access the journal tools in the left navigation column under Finance.
Manage journal entries and export to your accounting system of choice.