AIMS FAQ

[jg...@magnetdata.net]

[Reneé Burrows]

Password Change:

Can I change my password in AIMS?

Yes, after you log into AIMS on the left side of the screen in the menu under Users there is a Password Change option.

It will ask you for a New Password and you will have to confirm the new password as well.

[Reneé Burrows]

Sales Type Rule:

Why can't I run the allotment with POS?

Presently the POS option to run an allotment is not available.

[Reneé Burrows]

Bulk Update Records:

Can I bulk update records in an allotment?

Yes, you can bulk update records in an allotment.

Click into the Bulk Update Options: once the filters are created and the Dealers that you want to make changes to are shown in the grid, highlight the dealers in the grid and use the Drop-down and choose the type (Below) of change to make.

1. Copy Current Draw

2. Copy Base

3. Set User Proposed Base = 0

4. Set User Proposed Base = <Custom Value>

[Reneé Burrows]

How can I set up a Promotion?

Once you are signed into AIMS over on the menu bar to the left under Admin there is a Promotions link. Click on the link.

There you will complete the details about the Promotion.

There is also documentation in this group that give more detail information about the Promotion page.

This message and any files transmitted with it is intended solely for the designated recipient and may contain privileged, proprietary or otherwise private information. Unauthorized use, copying or distribution of this e-mail, in whole or in part, is strictly prohibited. If you have received it in error, please notify the sender immediately and delete the original and any attachments. Thank you. 

[Reneé Burrows]

Can I Add Issues to AIMS?

Yes, click on the link “Issue Add / Edit (Show|Hide)” when creating a New Request from the Dashboard.

You can also use the link in an existing allotment to add issues.

There is also documentation with a little more detail on Adding Issues in the Documentation folder in this group.

[Reneé Burrows]

Processing Message: When processing an allotment using Internet Explorer (IE) or Firefox.

 

Why do I get the message "To display the webpage again, the web browser needs to resend the information you've previously submitted......"  when I process an allotment in Internet Explorer (IE) or Firefox?

Internet Explorer (IE) Retry or Cancel; Firefox Resend or Cancel.

 

Using Internet Explorer (IE) or Firefox they will give this message when trying to process allotments. 

By clicking on Retry in Internet Explorer (IE) or Resend in Firefox it runs the allotment again.

This will result in multiple emails with the link to the allotment.

This is an issue with Internet Explorer (IE) and Firefox.

 

We are supporting Chrome primarily for AIMS, and would recommend you use Chrome for the best experience in AIMS. 

You can use Internet Explorer (IE) or Firefox however the speed of response, styling, and general functionality will be somewhat compromised.

We are continuing to make enhancements to Internet Explorer (IE) and Firefox functionality.

However at this moment we highly recommend you use Chrome with AIMS.

[Reneé Burrows]

Multiple Rules for Agency Groups in AIMS:

Can I apply different rules for different Agency Groups in AIMS?

Yes, you can apply different rules for different Agency Groups in AIMS.

The Agency Groups have to be set up first to be able to choose the different groups on the rules page to build the rules.

Agency Selection Page:

On the Agency Selection page there is a drop-down selection box under Agency Processing Group.

Pick "New" then give the group a name in the Group Name free-form text box.

Choose the type of Processing Model using the drop-down.

In Agency Selection area search for the Agency, make choices and move them over to the box to the right.

Make as many of these groups as you need. 

Saving after each one is created.

Do not forget to Save.

Rules Selection Page:
When you move to the Rules Selection page you will use the Agency Processing Group drop-down to see all the different Agency Groups made on the previous page.

One by one, pick the Agency Processing Group that was created in the previous Agency Selection step.

Create the rules that apply to that group.

Save after each Agency Processing Group rules has been completed.

AIMS has the ability to Save Presets on the Agency Selection page (Agency Title Presets) as well as the Rules Selection Page (Rules Presets).

Agency Presets:

Once the Agency Groups are created and Saved, click on the button Save as Title Preset.

Agency Title Presets can be seen after they are created; click on the Agency Title Presets button to view them.

Rules Presets:

Once the Rules are created and Saved, click on the button Save as Title Preset.

Rules Presets can be seen after they are created; click on the Rules Presets button to view them.

[Reneé Burrows]

Internet Explorer:

Why is the format of pages in AIMS in Internet Explorer look really strange?

We are continuing to make enhancements to Internet Explorer (IE)  functionality.

However, if the compatibility mode is turned on in Internet Explore (IE) it will make the format of the pages look really strange.

Turn off the compatibility mode. 

There should be an icon on the address bar that looks like a piece of paper, click on it. 

It should not be highlighted and the page format should look better.

[Reneé Burrows]

Password Requirements:

What are the password requirements for AIMS?

The requirements for a password change in AIMS consist of:

1. At least 8 characters long.
2. At least 1 special character.
3. At least 1 number.

[Reneé Burrows]

Dealers Off Service Dates in AIMS:

How does AIMS looks at Off Service Dates?

AIMS has logic built in that if the Office Service Date and the Max On Sale Date is greater than 1 year - Do NOT drop the Dealer.

[Reneé Burrows]

Enhancement Requests:

How can an enhancement request be made for AIMS and what should be provided?

An enhancement request can be sent to ai...@magnetdata.net

If it is a fix enhancement please provide any information that will assist, provide allotment number showing the problem.

We ask that the allotment be left alone so that we can use it to see the issue as well as test the problem.

Any other information, including print screens would be greatly appreciated.

[Reneé Burrows]

Screen Cached:

Why can't I see the changes mentioned in the enhancement notes on some pages?

This may be cause by the Cache of the screen. On the screen that the latest enhancement is not seen the cache can be cleared by using either CTRL + F5 or Shift + F5 for Chrome; Command Shift-R for Mac (OS X 10.6.7 and Chrome 17.0.963.56). This can also be done on the browser by going into the internet options in the settings.

[Reneé Burrows]

Can a search be done with anything other than a bipad number?

Yes, Users now have the ability to search in a variety of ways for a Target Issue, prior period Issue Selection, Competitive Titles and Promotions. 

A pop out box is now available with the ability to search by Bipad, Title, Category, National Distributor, Publisher and Max On Sale date.

          How It Works

·         Click on the “Advanced Search” button.

·         Enter any search values in the various fields available.

·         The titles available for that search will show in the grid below your search.

·         Click on the title requested, and then click “OK”.

·         Note – The search columns can be sorted by clicking on the column headers.

 

[Reneé Burrows]

Can the target bipad be used as a competitive title bipad?

Yes, AIMS comp title search logic has been enhanced such that users are now able to use the same bipad for both the target and competitive titles to give them the ability to see where their title was on distribution, but has dropped off distribution. 

This would allow the user to quickly analyze the stores that possibly should not have been dropped from distribution.

[Reneé Burrows]

Can there be rules applied to display additional dealers to review for opportunities optionally?

AIMS Smart Rules Engine has been enhanced to display New Dealer Opportunities.

Several logic changes were implemented in the AIMS Rules Engine for New Dealer Opportunities.

A User administration module under the User folder to allow users the control over which dealer sets to display in the results. 

This is important so that users can quickly only display those dealers that they want to review for opportunities, while not overloading the result set with unneeded records.  

Users can optionally choose to display dealers who meet any of the following 5 criteria sets.

1.    Tried Dealers

2.    Restricted Dealers

3.    Authorized Dealers without proposed bases

4.    Dealers where the competitive title criteria is not met

5.    Closed / Off Service / On Hold dealers

 

·         All dealers, regardless of sales history, are now available as new dealer opportunities (assuming further criteria is met) if they are not currently on distribution (not on for the base issue).

·         Tried Dealers can have a proposed draw based on Authorized List status and Restricted ID status. 

·         Rules Engine allows Authorized dealers to be offered back as opportunities even if the dealer is restricted, assuming the dealer is a “Tried Dealer”.  This ensures that dealers previously on distribution are given the fair chance of being added back.

·         Rules Engine now displays a proposed draw = 0 if the dealer does not meet criteria to be added.  Historically, these dealers had been removed from the result set completely.  This allows users to more completely review the AIMS results and attempt to add any dealers users feel are good opportunities, even if AIMS had initially proposed 0 copies.

[Reneé Burrows]

Can Production Schedules be uploaded in bulk?

A bulk upload for the production schedule was created to give the Users the ability to upload their production schedule. This link can be found under Admin on the left side of the Dashboard. CSV format is preferred for the upload file, but Excel format can also be uploaded. Note: Only one worksheet from Excel can be uploaded at a time.

• Click on the link under ADMIN labeled “Upload”. The User has to navigate to the file to upload.

o   Please select upload type: (Production Schedule)

o   Click on Select to navigate to the file to upload

o   Click on Upload File

• User will see a few of the rows from their upload to map the fields correctly.

o   Map the fields from the upload to the fields that correspond.

o   Required fields which defines an issue are:

§  Bipad #, Issue Year and Issue Number.

§  Additional fields:

o   On Sale Date, Off Sale Date, Print Order Close Date, Bundle Count, Client Issue ID, Issue Title, Cover Price.

• After the Upload and Process the User will be able to view the file.

o   Filter on columns

o   There are 4 possible editable fields the Users could possibly have control over if the issue has not come in through PICS.

o   These fields if editable are:

§  On Sale Date, Off Sale Date, Print Order Date, Bundle Count.

§  A new column was added to the end of each row of the Production Schedules that are uploaded.

§  The new column name is Editable? 

o   If there is a ‘Y’ this means that Issue information in the upload is editable and conversely if there is an ‘N’ it means that row is non-editable.  

Just a reminder:

Any issue on-sale or available through the IPDA Production Schedule is not editable by default.

• 
  

 

[Reneé Burrows]

Can AIMS run a distribution with proration?

Yes, a new page was created that provides the User the capability to run a prorated distribution, currently for DOWNWARD allotments only. 

This is located on the Rules Page. It is a button located in the Agency Processing Group and it is named Agency Proration. 

Click on the button and it will bring up a screen that the proration for a distribution can be run per Agency group. 

The list of Agencies that were selected are listed in this page. 

There is a place to enter the Prorated amount as well as a minimum draw amount.

On this initial release, we are ONLY supporting DOWNWARD proration.  This means that the system will remove copies to try and obtain the allotment amount the user requests.  Existing frozen dealers will not be removed, as well as any user proposed bases that are updated while reviewing distribution results.  We plan on building UPWARD proration rules as well to be released at a future date.

Note: there is the ability to delete the entry by clicking on the icon . You could alternatively remove the pro-rated amount from the text box using the “delete” on your keyboard, and that would achieve the result, which will be to remove the requested proration. Both the    prorate allotment and the minimum draw fields are required for an Agency, but not all agencies are required to be pro-rated if you choose.

If an Agency Group is blank those Agency Group(s) will not be included in the proration on the distribution result.

A comprehensive document is being prepared and will be released in the near future that will provide the logic used for the downward proration.

[Reneé Burrows]

Can AIMS run a distribution looking for New Dealers only?

Yes, A check-box for New Dealer Prospecting Mode is now available on the Target Issue page. It is located under the Description box of the Request Page. 

The New Dealer Prospecting Mode puts the distribution in a streamlined process which will bypass the existing dealer rules. 

The User will only need to choose a target issue, a base issue, Agency(s) and set the New Dealer Rules before processing. 

Current Dealer Rules are not accessible while in the New Dealer Prospecting Mode. 

The distribution will then go directly to the New Dealer Rules page. 

Once these pages are completed the distribution can be processed and it will only show in the results the New Dealer Opportunities available. 

Once the distribution is run in the New Dealer Prospecting Mode it cannot be changed to a regular distribution including current dealers. 

However, if it has not been processed the User will be able to uncheck the New Dealer Prospecting Mode box and create a regular distribution and process after completing the necessary tabs. 

In order to know which mode the distribution(s) were ran in, a prospecting mode icon will be placed next to the distribution in the column labeled PM. 

There is icon to indicate which distribution(s) were run in PM mode. It is a shovel and pick ax crisscrossed.

This is a new column created on the dashboard for this purpose. 

This column can also be sorted, ascending or descending.

[Reneé Burrows]

Can "Dealers Not Adjusted" on a distribution export be removed from the upload tab?

Yes, the distribution export allows the flexibility to remove the Dealers not Adjusted from the Upload tabs in the export.

On the Submission Options page of a distribution under the Submission Options there is now a check box to optionally include “Dealers not Adjusted”. 

With the check box checked the export will include the Dealers not Adjusted in “Upload Existing Dealers” tab and conversely with it unchecked it will NOT include these Dealers on export.  

The idea is to not inflate the size and complexity of the exports, to help reduce confusion when these files are reviewed as well as when they are submitted to wholesalers.

[Reneé Burrows]

Can a Store Lists be uploaded for Promotions?

 

A bulk upload for Store Lists was created to give the Users the ability to upload their Store Lists for Promotion. This link can be found under Admin on the left side of the Dashboard. Xlsx, Xls & CSV format is preferred for the upload file. Note: Only one worksheet from Excel can be uploaded at a time.

• Click on the link under ADMIN labeled “Upload”. The User has to navigate to the file to upload.

o   Please select upload type: (Store List).

o   Choose a New List or a change to an existing list.

o  Give a name to the New List.

o  Click on Select to navigate to the file to upload.

o   Pick the worksheet in the spreadsheet to upload using the dropdown

o Click on Upload File.

• User will see a few of the rows from their upload to map the fields correctly.

o   Map the fields from the upload to the fields that correspond:

§  MagNet Dealer Number.

§Agency Dealer Number.

§Agency Number #, Issue Year and Issue Number.

·         Import Data

• After the Upload and Process the User will be able to view the file by clicking on the View/Edit on the right side of the screen.

o   Filter on columns

o   The User can also ‘Add a Store’ to the list by clicking on the link in this view.

            § Filter to the Selected Dealer(s) using the filters.

§  Highlight the Dealer and click ok.

§  ‘Save Successfully’ message will show

 

This Store List is now available to use in a Promotion.

            It can be chosen under the New Promotion – Store List Selection area on the Promotion screen.