How to Create a Public Media Effort

What does it do?

This guide will provide a step-by-step process to create a Public Media Effort (Indirect/White Mail).

Why is this done?

Public Media Efforts are created when you are unsure of the exact audience for your Marketing Communication. This is most commonly found in brochures/flyers handed out at events or placed at the front desk, white mail, mass emails to "group" emails, or when an online message/donation can be accessed by people.

What Steps are Required

• Go to "Marketing and Communications."
• Select "Public Media Efforts" under "Marketing Efforts."
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• This will bring up the "Public Media Efforts" screen.
• Select "View Public Media Efforts."
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• Click "Add" next to "Public Media Outputs."
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• Once you have clicked "Add" next to "Public Media outputs," the "Add Public Media Effort" dialogue box will appear.
• General Tab:
  • ​​​​​​​Name: Please use the following format: Unit_PME_FY##_Mon_Description
    • Unit: Your Unit
    • PME: Denotes that this is a Public Media Effort
    • FY##: The Fiscal Year in which this Public Media Effort will be used (e.g. FY26)
    • Mon: The month in which this Public Media Effort will be used. Please only use the first three letter of the month (e.g. Jan for January)
      • Please note that if this Public Media Effort is intended to be used throughout the fiscal year, you can remove the month in the Public Media Effort Name
    • Description: A short description of what this mailing is. If there are spaces needed, please use underscores ( _ ) instead.
  • Description: A description of the mailing or the Ticket ID for the request (Optional)
  • Site: Add your unit's site (Optional​​​​​​​)
  • Date: Date the Public Media Effort was created
  • Appeal: Select the magnifying glass and search for your unit's indirect appeal (Unit_Indirect)
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• Click the "Source Code" tab to attach your Public Media Effort source code.
  • Next to "Source Code:," select the drop-down arrow and choose "Public Media Effort."
  • Similar to Marketing Efforts, fill out the missing information:
    • SCU​​​​​​​: Find and select your Unit.
    • Marketing Effort: Type in the Marketing Effort ID
      • Note: Public Media Efforts do not display the Marketing Effort ID before adding the source code. Please guess the ME ID. This can be updated to the correct ME ID after the Public Media Effort is created).
        • ​​​​​​​​​​​​​​Tip: To make sure you are guessing the correct ME ID, go to the "Direct Marketing Effort" screen and find the last ME created, type in the ME ID that is after the last ME's ID.
    • Segment: Must be done at the segment level.
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• Once you fill out the ME information, click "Save" to be directed to your Online/Email Public Media Effort.

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• Check to make sure the "Effort ID" and "Code" match. If they do not, select "Edit Public Media Effort."

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• The "Edit Public Media Effort" dialogue box will open once again.

• Navigate to the "Source Code" tab, and update the Marketing Effort box to match the Effort ID.

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• Once the shell of the Online/Email Public Media Effort has been created, it is time to begin adding your segments. All online and email segments can go under one Marketing Effort. Each one has a different source code attributed to it.

• Click "Add" under the "Segments" tab.

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• This will open the "Add media outlet segment" dialogue box.

• Click the magnifying glass next to "Segment" to open the "Public Media Segment Search" dialogue box.

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• This effort needs a new segment to account for the new email/online project.

  • Click "Add" to create your new PME segment.

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  • This will open the "Add media outlet" dialogue box:

    • Name: SEG_PME_UNIT_FY##_Mon_Description

      • This format follows the assumption that month and FY are specific to this online project/mailing's drop date. if this project is ongoing throughout the Fiscal Year, you can remove the month in the segment name.

    • Description: Optional, this can be used to add specific information on this online project/mailing.

    • Site: Optional, Your unit.

    • Category: This is currently not in use.

    • Code: Select "Public Media Segment."

    • Vendor: Optional, If desired, you can search for or add vendor information to keep track of who is used.

    • Impressions: Optional, select the amount of impressions per day/Marketing Effort.

  • Once all information is complete, click "Save."

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  • Once the segment is saved, you will be redirected to the "Add media outlet segment."

• You will now select the the package for your segment.

• Next to "Package," click the magnifying glass.

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• The "Package Search" dialogue box will open.

• Search for and select: "OUD_Public_Media_Efforts_Online."

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• Once selected, you will be redirected to "Add Media Outlet Segment."

• Select the appropriate Start and End date for your project.

  • If you are unsure of the end date of the project, or if this is an email, both boxes can be duplicated as the "drop date."

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• Once the start and end dates have been added, click "Save" to complete your segment.

• Provide the segment source code to your vendor in order to appropriately link the online project/mailing to the correct segment.

• If you are using this PME to create a trackable link, click here for a "how-to" guide on how to create a Trackable Link using the Marketing Effort Name and Segment Source Code that you just created.