Campaigns

Campaigns can be filtered by two different selection criteria at the top of the screen:

The first option allows the user to choose between:

- Unpaid i.e. campaigns with unpaid commissions

- Unmatched i.e. campaigns with unmatched commissions

- All - this is the default

The second option allows the user to choose which commission format(s) to display by ticking the appropriate checkboxes on the right-hand side.

Creating a new Campaign

^{To set up a new campaign, enter a new record in the Campaigns section of the screen. You must enter a Campaign name and preferably the name of the Client and the date that the campaign is due to go live.}

Status defaults to Pending. When the campaign goes live, Status can be changed to Live, and once all contributor payments has been made then the campaign can be marked as Finished. A campaign can also be Cancelled although payments can still be made.

The Publication field is a free text field to note where the campaign content will be published.

If a Cost centre and Project are specified against a campaign, these Chart of Accounts values will be applied to all commissions linked to the campaign. To request a new project code, contact rcs.administrator@theguardian.com.

Any additional information regarding the campaign can be added in the Description field.

In Web section specify the section of the website where the campaign content has been published. This means that when you click on Match content to process published material for the campaign, the Matching screen will automatically show only relevant material.

Specifying campaign dates and creating assignments for contributors

Payments and contributor assignments can be managed under Campaign dates.

To add a new contributor assignment, select the appropriate Campaign name from the list in the top section and then under Campaign dates click on a new row or press the new record button in the toolbar

Enter the Date that the relevant assignment is due to run and the Format of the content followed by a description of the Assignment.

Additionally, you can enter the Contributor supplying the content, the Needed by date, which is the date the Assignment is due from the contributor, and the Chart of Accounts Product.

To create a new commission for an assignment, or link the assignment to an existing commission, click on the elipsis button in the CRN/ARN field. This will enable you to Show list of existing commissions/contracts or to create a New commission.

1) Pressing New commission gives options either to enter a Quick commission or use Full process. Full process opens the Commissioning platform and all of the relevant information from the Assignment is passed through, including:

• Contributor

• Format

• Contribution (the assignment/case study)

• Chart of Accounts cost centre, product and project

• Needed by date

If contributor you want to commission cannot be found by searching the list of values under Contributor, click on Add contributor... to create a new contributor.

NB Please ensure you choose the correct agreement template when setting up a commission. Any queries, please email rights@theguardian.com

Once a commission has been created, the Commission Reference Number (CRN) and the Fee will be displayed on returning to the Campaigns screen. The status of the commission (whether it is unfulfilled, outstanding or paid) is also displayed.

Once the content has been received from the contributor then click on In.

NB If you created multiple commissions on the Commissioning platform in a single visit, you will be prompted to choose which one should be linked to the current Assignment record.

For long form and series video production, you will need to fill out additional information on the commission by clicking on Long form.

2) If Show list is clicked, a list of commissions and contracts is shown for the selected Contributor. Select the relevant CRN/ARN and click on OK.

Matching content

Click on Match content to process and match content related to the campaign; if you have entered a Web section the Matching screen will display only relevant content.

Editing commissions

To edit a commission linked to an assignment, click on the Edit commission button. This opens the Review commissions screen where further details can be viewed and updates can be made.

Creating an expense claim

To enter an expense claim from a contributor, first find the relevant commission. This can be done either by using the Search palette and then clicking on Edit commission, or going to Commissions > Review commissions on the menu. In Review commissions, click on Other payments and enter the details on the form. All expense claims must fall within GNM's policy and will be subject to approval unless the amount is within your spend limit. Copies of any receipts should be passed to your approver and then Accounts Payable.

Contributor details

To view or edit a contributors details, click on Contributor.

Searching campaigns

You can search across campaigns by contributor or by assignment.

Click on the Search palette button at the top of the screen. Type a keyword into the Assignment field and/or select a Contributor by clicking on the elipsis button.