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UG-INTRANET-GMS Document Reference

Version 1.7 Release Number 13 March 2017 Release Date

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GLOBAL MARKETING SYSTEM

RECORDSET MANAGEMENT

13 March 2017 GLOBAL MARKETING SYSTEM RECORDSET MANAGEMENT Version 1.7

Document History-1

DOCUMENT HISTORY

Ver. Date Author/Redactor Update Description

1.0 23 February 2015 Hanamel Viloria This version is a full or complete re-writing of the latest GMS (formerly NAMS) releases. This also means that this documentation is fresh ‘off the system’ without carrying over the out-dated procedures or content of the previous ones, which were written 2010.

This first version consists of 9 module sections and 2 appendices. The whole document is composed of 219 pages.

1.1 11 March 2015 Hanamel Viloria Version contains updates on the following:

• Detailed Search feature on Data From selection option and feature on assigning new Marketing Plan Owner.

• Feature on flagging US/UK Review Copies.

• Feature on Fulfilment Location.

The latest version consists of 9 module sections and 2 appendices. The whole document is composed of 223 pages.

1.2 18 August 2015 Hanamel Viloria Version contains the changes based on the following JIRA tickets: NRONE-207, NRONE-217, NRONE-222, NRONE-223, NRONE-224, NRONE-225, NRONE-226, and NRONE-231. You may refer to the following link: https://jira.cambridge.org/browse/NRONE-232


1.3 18 September 2015 Hanamel Viloria Version contains the changes based on the following JIRA tickets: NRONE-177, NRONE-189, NRONE-190, NRONE-230, NRONE-236, NRONE-237, and NRONE-248. You may refer to the following link: https://jira.cambridge.org/browse/NRONE-238


1.4 27 January 2015 Hanamel Viloria Version is mainly a re-branding. New template is based on the Manila Office branding look. Secondly, version contains the changes based on the following JIRA tickets: NRONE-254, NRONE-255, NRONE-256, and NRONE-259.


https://jira.cambridge.org/browse/NRONE-232

https://jira.cambridge.org/browse/NRONE-238


Document History-2

Ver. Date Author/Redactor Update Description

1.5 08 July 2016 Hanamel Viloria Changes based on the following JIRA tickets: NRONE-075, NRONE-274, NRONE-275, and NRONE-276.


1.6 15 August 2016 Hanamel Viloria Version is composed of 7 separate documents, each one representing a function or a group of functions. Separating the whole into parts have been conceptualised to accommodate the expanding range of features and functionalities.

Documenting this wide range of scope slows down the writing process since each time a larger document is saved, longer time is also required. The following list of filenames is the breakdown of the whole documentation:

1. ug_global.marketing.system_superuser_1.search_v.1.6.docx

2. ug_global.marketing.system_superuser_2.marketing.plan_v.1.6.docx

3. ug_global.marketing.system_superuser_3.contact.data_v.1.6.docx

4. ug_global.marketing.system_superuser_4.recordset_v.1.6.docx

5. ug_global.marketing.system_superuser_5.marketing.outputs_v.1.6.docx

6. ug_global.marketing.system_superuser_6.to.11.reports.standards.processes_v.1.6.docx

7. ug_global.marketing.system_superuser_appendices_v.1.6.docx

From this point onward, only the updated functionality will require documentation updates.

1.7 13 March 2017 Rhoda Salas Updated section 4.3.1 according to NRONE-322.


Table of Contents-1

TABLE OF CONTENTS

SECTION 4. MANAGE RECORDSETS ............................................................................ 1

4.1. Section Overview ........................................................................................................................................ 1

4.2. Combine Title Recordsets ............................................................................................................................ 2

4.2.1. Combine Recordset by Creating Subject Catalog via Selection .......................................................... 6

4.2.2. Combine Recordset by Creating Subject Catalog via All Titles ........................................................... 9

4.2.3. Combine Recordset by Creating Subject Catalog via Merging ......................................................... 12

4.2.4. Combine Recordset by Creating Trade Catalog via Selection ........................................................... 15

4.2.5. Combine Recordset by Creating Trade Catalog via All Items ........................................................... 18

4.2.6. Combine Recordset by Creating Trade Catalog via Merging ............................................................ 20

4.2.7. Combine Recordset by Creating SpaceAd via Selection ................................................................... 23

4.2.8. Combine Recordset by Creating SpaceAd via All Items .................................................................... 28

4.2.9. Combine Recordset by Creating SpaceAd via Merging .................................................................... 33

4.3 Export Titles Record Set .............................................................................................................................. 38

4.3.1. Export Recordset in CSV format ...................................................................................................... 40

4.3.2. Export Recordset in RTF format ....................................................................................................... 41

4.3.3. Export Recordset in Customised CSV format ................................................................................... 42

4.3. Combine Contact Record Set .................................................................................................................... 44

4.3.1. Combine Contact Recordset ........................................................................................................... 44

4.3.2. Combine Contact by Selection ........................................................................................................ 48

4.3.3. Combine Contact by All Items ......................................................................................................... 51


Section 4-1

SECTION 4. MANAGE RECORDSETS

4.1. SECTION OVERVIEW This feature facilitates the management of creating and maintaining recordsets. There are two features within the Recordset module, the Title Recordset and the Contact Recordset. This section is essential reading as it provides the following topics:

• Combine Recordset by Creating Subject Catalog via Selection

• Combine Recordset by Creating Subject Catalog via All Titles

• Combine Recordset by Creating Subject Catalog via Merging

• Combine Recordset by Creating Trade Catalog via Selection

• Combine Recordset by Creating Trade Catalog via All Items

• Combine Recordset by Creating Trade Catalog via Merging

• Combine Recordset by Creating SpaceAd via Selection

• Combine Recordset by Creating SpaceAd via All Items

• Combine Recordset by Creating SpaceAd via Merging

• Combine Contact Recordset

• Combine Contact by Selection

• Combine Contact by All Items


Section 4-2

4.2. COMBINE TITLE RECORDSETS Follow procedure below to Combine Title Recordsets:

1

2

3 4

5

6

COMBINE RECORDSET PROCEDURE

1. System displays Global Marketing System homepage.

2. Click Recordsets link.

3. System displays Titles Recordset page.

4. Click Title Recordset link.

5. System displays Titles Recordset main page.

6. Enter keyword into the Search field, e.g., Music.

Continued on next page


Section 4-3

9

10

7

8


7. System displays search result page.

8. Select desired Title Recordset.

9. System displays how the page would look like after selection.

10. Click Combine Recordset.



Section 4-4

11

12

13 14


11. System displays pop-up dialogue box.

12. Input name for the combined recordsets, e.g., AUDIOPHILE COMBO.

13. Click OK button.

14. System displays the titles content of the newly created recordset.

NOTE: Records are sorted by Publication Date of all site codes in descending order.

Records are grouped with a proper Publication Year header and all site code Availability Legend are displayed per record.



Section 4-5

15

16


15. Follow dotted lines to see screen capture (images below were cropped for the purpose of showing that records are group according to Publication Year header).

16. Scroll down to the bottom-end of the page.

17. System displays the different options that you can combine the recordset into.

Select which option you want to add/create:

If Subject Catalog Selected go to Section 4.3.1.

If Subject Catalog Recordset go to Section 4.3.2.

If Subject Catalog Merge go to Section 4.3.3.

If Trade Catalog Selected go to Section 4.3.4.

If Trade Catalog Recordset go to Section 4.3.5.

If Trade Catalog Merge go to Section 4.3.8.6.

If Spacead Selected go to Section 4.3.7.

If Spacead Recordset go to Section 4.3.8.

If Spacead Merge go to Section 4.3.9.



Section 4-6

4.2.1. COMBINE RECORDSET BY CREATING SUBJECT CATALOG VIA SELECTION Follow procedure below to Combine Recordset by Creating Subject Catalog by Selection option:

1

2

COMBINE RECORDSET BY

CREATING SUBJECT CATALOG VIA

SELECTION PROCEDURE

1. System displays the titles of the AUDIOPHILE COMBO recordset.

2. Select at least one title to save, say we select three examples, The Accessibility of Music, The Cambridge Companion to The Beatles both Hardback and Paperback.

3. System displays how the page would look like after selecting desired titles.


3


Section 4-7

5

4

6

7


CREATING SUBJECT CATALOG

VIA SELECTION PROCEDURE


5. Click Subject Catalog Selected button.

6. System displays Marketing Outputs - Subject Catalog form.

7. Provide the necessary details.

8. System displays how the form would look like after providing the necessary and desired details.

9. Click Create Subject Catalog button.


8

These are the respective ISBNs of the titles you have selected.

9


Section 4-8

10

11

COMBINE RECORDSET BY CREATING SUBJECT CATALOG

VIA SELECTION PROCEDURE

10. System saves and then displays the Marketing Outputs - Subject Catalog records page.

11. Perform Search feature to confirm it has been saved, e.g., The Accessible Beatles.

12. System displays search result.

13. End of procedure.

12

13


Section 4-9

4.2.2. COMBINE RECORDSET BY CREATING SUBJECT CATALOG VIA ALL TITLES Follow procedure below to Combine Recordset by Creating Subject Catalog by All Titles option:

1

3

2

COMBINE RECORDSET BY CREATING SUBJECT

CATALOG VIA ALL ITEMS PROCEDURE



3. Click Subject Catalog Recordset button.



Section 4-10

4

5

6

These are the ISBNs of all the titles listed on the Titles Recordset.

7

Of this is selected, system will no longer allow additional ISBNs.

COMBINE RECORDSET BY CREATING SUBJECT CATALOG VIA ALL

ITEMS PROCEDURE




7. Click Create Subject Catalog button.



Section 4-11

8

9

COMBINE RECORDSET BY CREATING SUBJECT

CATALOG VIA ALL ITEMS PROCEDURE


9. Perform Search feature to confirm it has been saved, e.g., The Accessible Beatles 2.



10

11


Section 4-12

4.2.3. COMBINE RECORDSET BY CREATING SUBJECT CATALOG VIA MERGING Follow procedure below to Combine Recordset by Creating Subject Catalog by Merging option:

1

3

2


CREATING SUBJECT CATALOG

VIA MERGING PROCEDURE



3. Click Subject Catalog Merge button.



Section 4-13

4

5

6

7



MERGING PROCEDURE

4. System displays subject catalog names available for merging.

5. Select subject catalog for merging by clicking Merge button, e.g., 2011 Music Online.


7. Update/rename all the necessary details.



Section 4-14

10

11

12

13



MERGING PROCEDURE

8. System displays how the form would look like after providing the necessary changes.

9. Click Save Changes button.


11. Perform Search feature to confirm it has been saved, e.g., 2015 Music Online.



8


Of this is selected, system will no longer allow additional ISBNs.

9


Section 4-15

4.2.4. COMBINE RECORDSET BY CREATING TRADE CATALOG VIA SELECTION Follow procedure below to Combine Recordset by Creating Trade Catalog via Selection option:

1

2

3


CREATING TRADE CATALOG VIA

SELECTION PROCEDURE


2. Select at least one title to save, say we select two examples, Mozart’s Chamber Music with Keyboard and Mozart’s Requiem.




Section 4-16

4

5

8

9

These are the respective ISBNs of the titles you have selected.

7

6

COMBINE RECORDSET BY CREATING TRADE CATALOG VIA

SELECTION PROCEDURE


5. Click Trade Catalog Selected button.

6. System displays Marketing Outputs – Trade Catalog form.



9. Click Save button.



Section 4-17

10

11

12

13



SELECTION PROCEDURE

10. System saves and then displays the Marketing Outputs - Trade Catalog records page.

11. Perform Search feature to confirm it has been saved, e.g., Mozart Trade.




Section 4-18

4.2.5. COMBINE RECORDSET BY CREATING TRADE CATALOG VIA ALL ITEMS Follow procedure below to Combine Recordset by Creating Trade Catalog via All Items option:

1

COMBINE RECORDSET BY CREATING

TRADE CATALOG VIA ALL ITEMS

PROCEDURE



3. Click Trade Catalog Recordset button.

4. System displays Marketing Outputs - Trade Catalog form.



3

2

4

5


Section 4-19

6


7 8

9

10

11


TRADE CATALOG VIA ALL ITEMS

PROCEDURE




9. Perform Search feature to confirm it has been saved, e.g., Music Trade Catalog.




Section 4-20

4.2.6. COMBINE RECORDSET BY CREATING TRADE CATALOG VIA MERGING Follow procedure below to Combine Recordset by Creating Trade Catalog via Merging option:

1



MERGING PROCEDURE



3. Click Trade Catalog Merge button.


2

3


Section 4-21

4

5

7

6



MERGING PROCEDURE

4. System displays trade catalog names available for merging.

5. Select trade catalog for merging by clicking Merge button, e.g., TheBeatlesCatalogue.


7. Update/rename all the necessary details.



Section 4-22

10

11

12

13

8


9



MERGING PROCEDURE

8. System displays how the form would look like after providing the necessary changes.



11. Perform Search feature to confirm it has been saved, e.g., 2015 - The Beatles Catalogue.




Section 4-23

4.2.7. COMBINE RECORDSET BY CREATING SPACEAD VIA SELECTION Follow procedure below to Combine Recordset by Creating SpaceAd via Selection option:

5

4

1

2

3


SPACEAD VIA SELECTION PROCEDURE


2. Select at least one title to save, say we select Beethoven’s Theatrical Quartets, you may scroll down to find the title.



5. Click SpaceAd Selected button.



Section 4-24

7

6

COMBINE RECORDSET BY CREATING SPACEAD VIA SELECTION

PROCEDURE




9. Click Create Space Advertisement button.


9

This is the respective ISBN of the title you have selected.

8


Section 4-25

There is no Space Advertisement Subset yet. Our next step is to create one.

10

11

12

13

14

15

16


SPACEAD VIA SELECTION PROCEDURE

10. System displays Space Advertisement Subsets page.

11. Click tick box to select title to associate with the new subset.

12. System displays how the page would look like after selection.

13. Click Save Selected button.

14. System displays Subset creation dialogue box.

15. Input Subset name, e.g., Beethoven’s Event.

16. Click Create button.



Section 4-26

17

18

Indicator which shows the allowed number of characters left.

19

20

21

22


SPACEAD VIA SELECTION

PROCEDURE

17. System displays Subset Details page.

18. Input Subset details.

19. System displays how the page would like after providing all the necessary details.

20. Click SAVE button.

21. System displays confirmation.

22. Click OK button to acknowledge.



Section 4-27

25

23

24 26

27

28


SPACEAD VIA SELECTION

PROCEDURE

23. System displays updated Subset Details page.

24. Click Output - RTF button to view output title associated with the subset.

25. System displays output details.

26. Click Back to List button.

27. System displays new subset under the Space Advertising Subsets list, i.e., Beethoven’s Event.



Section 4-28

4.2.8. COMBINE RECORDSET BY CREATING SPACEAD VIA ALL ITEMS Follow procedure below to Combine Recordset by Creating SpaceAd via All Items option:

1

3

2


CREATING SPACEAD VIA ALL

ITEMS PROCEDURE



3. Click SpaceAd Recordset button.



Section 4-29

4

5


7

6


SPACEAD VIA ALL ITEMS PROCEDURE

4. System displays Marketing Outputs – Space Advertisement form.



7. Click Create Space Advertisement button.

8. System displays new Space Advertisement Subsets page.


8


Section 4-30

11

12

9

10

140

15

Indicator which shows the allowed number of characters left.

13



9. Scroll to the bottom end of the page.

10. Click Save Resultset button.

NOTE: We will select this option since our procedure is about creating spacead by selecting all items.


12. Input Subset name, e.g., Beethoven Public Event.

13. Click Create button.


15. Input Subset details.



Section 4-31

18

19

209

16

17





18. System displays confirmation.

19. Click OK button to acknowledge




Section 4-32

22

21 23 COMBINE RECORDSET BY CREATING

SPACEAD VIA ALL ITEMS

PROCEDURE



NOTE: Actual list contain more title list details.


24. System displays new subset under the Space Advertising Subsets list, i.e., Beethoven’s Event.


25

24


Section 4-33

4.2.9. COMBINE RECORDSET BY CREATING SPACEAD VIA MERGING Follow procedure below to Combine Recordset by Creating SpaceAd via Merging option:

1

3

2


CREATING SPACEAD VIA

MERGING PROCEDURE



3. Click SpaceAd Merge button.



Section 4-34

5

4

7

6

8

9


SPACEAD VIA MERGING PROCEDURE

4. System displays space advertisement names available for merging.

5. Perform Search feature, e.g., Beethoven Public Event.


7. Select space advertisement for merging by clicking Merge button, e.g., Beethoven Public Event.

8. System displays Marketing Outputs – Space Advertisement form.

9. Select titles to be merged, let us say our examples will be Schubert’s Beethoven Project, Beethoven’s Theatrical Quartet, and Beethoven the Pianist.



Section 4-35



10. System show individually selected title for merging.

11. Scroll to the bottom end of the page.

12. Click Save Selected button.


14. Input Subset name, e.g., All Beethoven Events.

15. Click merge button.


17. Update/rename Subset details.


13

14

11

12

10

155

17 Indicator which shows the allowed number of characters left.

16


Section 4-36

20

21

22

18

19





20. System displays confirmation dialogue box.

21. Click OK button to acknowledge.




Section 4-37

21 23

23 25

24

26

27


SPACEAD VIA MERGING

PROCEDURE




26. System displays new subsets under the Space Advertising Subsets list, i.e., Beethoven Public Event.



Section 4-38

4.3 EXPORT TITLES RECORD SET Follow the procedure to export a Titles Recordset report:

1

2

5

6

EXPORT RECORDSET PROCEDURE


2. Click the Recordsets link.

3. System displays the Recordsets page.

4. Click the Title Recordset link.

5. System displays Titles Recordset main page.

6. Enter keyword into the Search field, e.g., Physics.


3

4


Section 4-39

9

10

EXPORT RECORDSET PROCEDURE

7. System displays the search results.

8. Click on a recordset title, i.e., Climate change and Atmospheric Physics.

9. System displays the contents of the selected recordset.

10. Click the button that corresponds to the format you want the recordset to be exported to:

If Output – CSV, go to Section 4.3.1.

If Output – RTF, go to Section 4.3.2.

If Customised – CSV, go to Section 4.3.3.


7

8


Section 4-40

4.3.1. EXPORT RECORDSET IN CSV FORMAT Follow the procedure to export a recordset in CSV format:

2

1

EXPORT RECORDSET IN CSV FORMAT PROCEDURE

1. System displays the contents of the selected recordset title.

2. Click the Output - CSV button and the system downloads the CSV report.

3. Open the file and the system displays the recordset report.

End of procedure

3


Section 4-41

4.3.2. EXPORT RECORDSET IN RTF FORMAT Follow the procedure to export a recordset in RTF format:

2

1

EXPORT RECORDSET IN RTF FORMAT PROCEDURE

1. System displays the contents of the selected recordset title.

2. Click the Output - RTF button and system downloads the RTF report.

3. Open the file and system displays the recordset report.

End of procedure


Section 4-42

4.3.3. EXPORT RECORDSET IN CUSTOMISED CSV FORMAT Follow the procedure to export a recordset in customised CSV format:

2

1

EXPORT RECORDSET IN CUSTOMISED CSV FORMAT

PROCEDURE

1. System displays the title recordset page.

2. Click the Customized - CSV button.



Section 4-43

EXPORT RECORDSET IN CUSTOMISED CSV FORMAT PROCEDURE

3. System displays the Marketing Outputs- Customised CSV page.

4. Select the fields to be included in the recordset report.

NOTE: By default, all fields are included in the report as displayed in the screenshot. To remove a field, double click on a field title and it will be automatically moved to the Excluded column.

5. Click the Output - CSV button and system downloads the CSV file.

6. Open the file and the system displays the customised recordset report.


5

3

4

6


Section 4-44

4.3. COMBINE CONTACT RECORD SET Refer to the set of procedures provided below to Combine Recordsets.

4.3.1. COMBINE CONTACT RECORDSET Follow procedure below to Combine Contact Recordset option:

COMBINE CONTACT RECORDSET PROCEDURE


2. Click Recordsets link.

3. System displays Recordsets page.

4. Click Contact Recordset link.


1

2

3

4


Section 4-45

5

6

7

8

COMBINE CONTACT RECORDSET

PROCEDURE

5. System displays Contact Recordset main page.

6. Select recordsets to combine, as examples we will select gilbert contacts and gilbert USA contacts.


8. Click Combine Recordset link.



Section 4-46

9

10

11

12

13

14


9. Systems displays mailing label creation dialogue box.

10. Input mailing label name, e.g., Gilbert Global Contact.

11. Click OK button.

12. System displays the combined Contact Recordset result page.


14. Click Done button.



Section 4-47

15

16

17



16. System displays that Gilbert Global Contacts recordset is on the list.



Section 4-48

4.3.2. COMBINE CONTACT BY SELECTION Follow procedure below to Combine Contact by Selection option:

3

4

1

2

COMBINE CONTACT RECORDSET BY

SELECTION PROCEDURE

This procedure assumes that you already clicked Contact Recordset option from the Recordset main page.


2. Select a contact recordset, e.g., gilbert contacts.

3. System displays Contacts Recordset details page.

4. Select mailing labels to include in your own Contact Recordset, as examples we will select HARVARD REVIEW and Harvard Political Review.



Section 4-49


SELECTION PROCEDURE


6. Click Mailing Labels Selected button.


8. Input mailing label name, e.g., Mel - Harvard Review.

9. Click OK button.


5

6

7

8

9


Section 4-50

COMBINE CONTACT RECORDSET BY SELECTION PROCEDURE

10. System displays the Marketing Outputs - Mailing Labels page.

NOTE: The newly created mailing label, i.e., Mel - Harvard Review is now included in the list.

11. Click Mel - Harvard Review link.

12. Systems displays list of contacts.


103

11

12

13


Section 4-51

4.3.3. COMBINE CONTACT BY ALL ITEMS Follow procedure below to Combine Contact by All Items option:

1

2

3

4


ALL ITEMS PROCEDURE

This procedure assumes that you already clicked Contact Recordset option from the Recordset main page.


2. Select a contact recordset, e.g., gilbert contacts.

3. System displays Contacts Recordset details page.

4. Click Mailing Labels Recordset button.



Section 4-52

5

6

7

8

9

10

11

COMBINE CONTACT RECORDSET

BY ALL ITEMS PROCEDURE


6. Input mailing label name, e.g., Mel - Mailing List.

7. Click OK button.

8. System displays the Marketing Outputs - Mailing Labels page.

NOTE: The newly created mailing label, i.e., Mel - Mailing List is now included in the list.

9. Click Mel - Mailing List link.

10. Systems displays list of contacts.


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