Release Notes

Major Features in This Release

• Campaign Workflow Summary – Workflow Roles Section Updated
• New Parent Campaign field
• New Workflow Plan (Beta V1)
• Master Client – Provide the option to set up Master Clients at Branch Level
• User Security Settings – new controls
• Updated Recurring Tasks process
• Show Team Group Membership on the User Record
• User Record: Workflow Role limitations
• Workflow creation: Stage due date calculation defaults to one day before campaign start date

Campaign Workflow Summary – Workflow Roles Section Updated

In the workflow summary section of a campaign record, the Workflow Roles box has been updated. This section
auto-populates with users and their roles when a new campaign is created.

Important: Users are only added to a campaign if their role matches a role in the workflow and if they’re a part of
the client team.

CRITICAL: Very important points to remember:

1. If a user does not appear in the Workflow Roles section, they cannot be assigned to any tasks/activities in
   the campaign.
2. Users can only be assigned to a task in a campaign if they share a role with that task/activity.
3. Users will be listed multiple times in this section, each listing reflects a role they share with at least one
   activity/task in the campaign’s workflow.

There are two ways to add a user to a campaign after it has been created so that they can be assigned task.

Option 1: Use the Workflow Role Assignment functionality.
The option gives users a quick and easy way to add someone to a campaign with a specific role so they can be
assigned to a task with the same role inside the campaign.

To use this functionality, follow the steps below:

1. In the Workflow Roles section in the Workflow Summary tab, click +New Media Workflow Role…, if this is not visible, click the three vertical dots to reveal more commands, and then click +New Media Workflow Role….
2. Check to ensure the workflow that has populated in the workflow section matches the one in the campaign
   you’re editing.
3. Add the role you want to add to the campaign, this role should match the task/activity you would like a
   team member to work on.
4. Add the name of the user who will be assigned to the role you’ve added above.

Option 2: Update the user record with the role that’s required to complete the tasks/activities you want in the
campaign, then use the “Allocate Workflow: Team Members” functionality to update the campaign’s team. You’ll see
this update reflected in the Workflow Roles section of the campaign, where the user you updated will appear. We
suggest this option if the user will be doing tasks/activities with this role assignment repeatedly in the future.

To add a user in this way, follow these steps:

1. Navigate to the user record you want to update.
2. Click on the Agency Assignments Tab.
3. Click the three vertical dots in the Media Workflow Roles section and Click “+Add Existing Media
   Workflow Role”.
4. Search for the role you’re looking for and click Add.
5. Save & Close.
6. Navigate back to the Campaign you’re editing.
7. Click the drop-down arrow next to Allocate Workflow on the top ribbon.
8. Click Team members.
9. This action can take up to a minute to process.
10. Check the Workflow Roles section in the Workflow Summary Tab, the user whose user record you’ve updated should now appear in the list, which allows you to assign them to task/activities with that role assignment.

Parent Campaign Field (Full Feature Still Under Development)

As part of ongoing development to add nested campaigns to Advvy, known as “Parent” and “Child” campaigns,
we’ve added the Parent Campaign Field to campaign forms. This field is not functional in this release, as it’s still under development.

Notable changes to the Campaign Record in preparation for Parent Campaigns include:

A new Parent Campaign field on all campaign forms. Only Child Campaigns will have a campaign in this field. Any
campaign added to this field will convert to a parent campaign automatically after this feature is release.

New Workflow Plan – Beta V1

This is a Beta release with more functionality to come, so we welcome your feedback on the features outlined below.

Introducing a new way to view Activities and Campaigns in Advvy. Similar to the Campaign Plan gantt chart, we’ve
introduced a new view “Workflow Plan” that is a list of all Advvy Activities and Campaigns in a gantt view calendar

The new feature is located in the Advvy Activities section. Use the drop-down menu to navigate to the three
Workflow Plan views. These views include:

1. Workflow Plan – Active Campaigns – Lists all activities, even completed ones, for all Active campaigns.
2. Workflow Plan – Active Campaigns by Team Group – as above but by Team grouping.
3. Workflow Plan – Active Tasks – List only activities that are Not Started or In Progress – excludes completed.

Notable features for the Workflow Plan:

1. Click on a row in the list to display the item on the calendar.
2. On the Calendar you can drag and drop a task item to set a new start date.
3. On the Calendar you can drag a task to “expand” the duration start and end dates
4. On the calendar you can set the links to blocked tasks by connecting the start/end (circles) of one activity to
   the next one. The direction of the connect will determine which task is being blocked, and the other being
   the blocker ie Task cannot be started until the blocker task is completed.
5. On the calendar double-click the circle on a link to pop up the option to delete the link.
6. On the list and the calendar you can double-click on a task to view the Activity details where you can make
   changes to the activity ie change the status, assign a user, add a note etc (without having to open the
   campaign record).
7. The Columns option is available to add additional fields in the list.
8. The Advanced Filter panel is available for you to filter the workflow plan further than the default.

Master Client – Provide the option to set up Master Clients at Branch Level

Master clients can now be set at the Branch Level. This functionality can be utilised when creating new Master
Clients. The benefit of this functionality is that it gives Branch records the opportunity to house Master Clients,
further expanding the data organisation capabilities of the platform.

User Security Settings – new controls

Administrators can now manage security roles via a drop-down menu under a user’s name. This gives administrators the ability to add or remove security roles more conveniently than in previous versions.

Please note: Only admins have access to this functionality. This includes Admins and Branch Admins.

Manage security roles by following these steps:

1. Navigate to the user record you want to manage
2. Click the drop down menu under their name and click the Admin section
3. Security roles can be managed from this are

Show Team Group Membership on the User Record

For Admins Only: The User Profile setting now includes a Team Group Membership area that displays which team groups a user is a member of. This will assist with identifying security requirements. Team group privileges can be added or removed for a user from their user profile or equivalently the user can be removed by going to Team
groups and removing the user from the Team group user list.

Workflow Recurring Tasks – Updated

A new field has been added to the Media Workflow Definition for an activity that allows for a recurring task to be
“Delayed” from creation when a new campaign is created. Users can now manage the frequency of recurring tasks
from within a campaign at a later time in the Activity record of recurring tasks.

Important Note: Activities or subtasks must be set up and defined as ‘recurring’ at the workflow level for the
recurrence details to appear in the activity or subtask form.

The following example has a Recurring Tasks Workflow with 3 Activities defined:

1. A Standard Activity with no recurrence
2. A Standard Activity with recurrence not delayed (creates multiple tasks at campaign creation)
3. A Standard Activity with recurrence delayed (creates only the task and the recurring tasks can be triggered
   later)

Workflow Activity definition setting for each type of recurrence

A new Campaign when created will create all tasks with a due date PLUS will generate the pre-set recurring tasks as
defined in the workflow. The Delayed Recurrence tasks have not been created (yet).

To generate the recurring tasks:

1. Double-click on the task to view the activity details
2. Toggle the field setting Recurrence Delayed = No
3. Adjust any other field information such as Recurrence Frequency (weekly/Monthly), Recur on (MTWTFSS)
   and Max occurrences (2-100) and then click ‘Save and Close’

NOTE: Once you change the delayed field to NO and SAVE you cannot go back to the activity to create a
new set of recurring tasks.

In this event, you might want to use the “Copy Activity” function on the ribbon.

User Record: Role limitations

Due to changes to the Workflow Summary section of the campaign form, Advvy strongly recommends that
individual user records have five or less user roles. Limiting the number of roles per user record will decrease the
load time for campaigns.

Workflow creation: Stage due date calculation defaults to one day before campaign start date

Due to recent updates to Advvy, Stages are now created with a due date calculation of one day before the Campaign Start Date. In the past, this calculation was left blank upon creation, causing the default due date to be the start date of the campaign. Please keep this change in mind when creating new workflows. If users would like the due date to match the start date of the campaign, simply change the calculation to 0 as in the example below. Please not that any due date calculation to activities or subtasks will override this change, as it has in the past.

Important: Previously created workflows that have stage definitions with no data in the due date calculation default to

1. This will cause the due date of tasks/activities in a campaign to be due one day before the start date.