Account Details

The Account Details page is your go-to hub for understanding everything related to a specific account. Whether you're managing relationships, tracking activity, or updating ownership, this page gives you full visibility and control—all in one place. The Account Details page in MediaOS offers a comprehensive, real-time view of key information that empowers teams to manage client and prospect accounts with confidence and efficiency. The Account Details page is designed to keep your team aligned, informed, and empowered. By centralizing critical data and ownership tools, it reduces time spent digging through systems and increases your ability to take action quickly.

Accessing Account Details #

There are two ways you can access the Account Details page.

Option 1:

• Go to the Accounts page.
• Select View next to the account you’re working on.

Option 2:

1. Select the Search bar in the Navigation Panel.
2. Search for the name of the account you’re looking for.
3. Click on the Account name.

Basic Information #

Primary Account Information #

• At the very top of the page, you will find all of the basic information tied to the account. This includes:
  • Account name.
  • Account Owner.
  • Account description.
  • Account pipeline status.
  • Primary contact information.
  • Account's primary address.
  • Dates of the account's:
    • Last line item.
    • Last signed contract.
    • Last activity.

Tagging Account #

Tags in MediaOS are a simple yet powerful way to organize your accounts and create targeted, custom lists in seconds. Tagging allows you to label accounts with keywords or categories that are meaningful to your team—whether you're tracking by region, vertical, campaign type, account tier, or anything else relevant to your workflow..

Here's a step-by-step for tagging accounts:

• Type in what you'd like your tag to be and then click Return or Tab on your keyboard to create a tag.
• As you begin typing, you may notice other tags populate in a dropdown as suggestions. Selecting one of these pre-existing tags will enter the tag immediately into the account.
• You can delete tags by removing all instances of the tag in the system.
• Clicking on the List button to the right of the tags field will pull up a list of all tags in use and the amount of accounts they're assigned to.
• You can filter for these tags by using the Has Tag field in the search menu of the Accounts Page.

Options #

• The options dropdown allows you to merge two accounts together, transfer ownership of the account to another user, and create a new deal for the account. Please see the Creating Deals/Opportunities subtitle below for more information on deals.

Editing an Account #

General #

• The Edit Window allows you to edit the account’s basic information, primary contact information, description, pipeline status, and parent account.
• You may activate or deactivate the account by toggle the Active button on or off. Deactivated accounts do not appear in the Accounts page results by default but are still accessible via the navigation search, or through filtered searches on the Accounts page.

Transferring Account Ownership #

To transfer account ownership, follow these steps:

• First, click the Account Owner Drop-Down Menu and select the new owner.
• Click the Save button to save your selection.

This will automatically maintain a log of the account's owenership to ensure a clear record of who owned what account and when. To learn more about transferring account ownership en masse, please click here.

Parent Accounts #

Setting a Parent Account in MediaOS allows you to connect two separate accounts for the purpose of creating proposals/contracts and invoices. What this means in MediaOS is that when you are building a proposal, and you need to specify the various contacts (Billing, Sold To, Production), you will have access to the contacts within both the Parent Account and the Sub Account. 

Here's how to set a Parent Account:

1. Click Accounts on the left hand menu. 
2. Create an account for the parent franchise. 
3. Create additional accounts for the other separate franchises or agents underneath the parent franchise. 
4. Then, click on one of those accounts and select Edit on the top right.
5. Click the drop down menu under Parent Account. 
6. Type in and select the account you want to set as the parent franchise. This means if you pull someone from the parent account into a contract, you’ll be able to access all of the contacts for that account but it still keeps all of your billing separate. 
7. Click Save in the bottom right corner. 

Accounting #

Here's a rundown of accounting terms and what they mean within MediaOS:

• Sales Lock: Allows you to turn off an account's ability to be sold new contracts.
• Credit Limit: Prevents new sales for the account if the total of the contract exceeds the set credit limit on the account. The credit limit is calculated from the total balance of all unpaid invoices and the total of the new proposal.
• GL Account Code: Allows you to set a specific GL code for the account.

Note: GL Account Code is only available to accounts using the integration with Quickbooks Online.

Setting up Automatic Accounting and Delivery CC Contacts #

Do you have multiple billing contacts that need to receive invoices? Does your client require multiple decision makers to approve of ad designs? MediaOS allows you to add multiple accounting and delivery contacts to an account. Here's how to do it:

1. Click Accounts on the main, left-hand dashboard.
2. View the account you wish to add an email contact to.
3. Click Edit in the top, right-hand corner of the account information box.
4. There will be three tabs at the top, General, Accounting, and Delivery.
5. From the General tab, click + Add New Email Address.
   • Emails added to this section are primary contacts for this account.
   • After entering click Save.
6. From the Accounting tab, type in an additional email in the white section that says Add Emails.
   • Emails added to this section will be cc'd on emails related to financial matters, such as invoices, billing inquiries, or payment notifications.
   • After entering click Save.
7. From the Delivery tab, click "Type in An Additional Email" in the white section that says Add Emails.
   • Emails added to this section will be cc'd on emails related to delivery or logistics.
   • After entering click Save.

How to Add Automatic Email CC's to An Account Record

Advantages of Adding Multiple Accounting and Delivery Contacts #

Adding multiple accounting and delivery contacts to an account record can be crucial for several reasons. First, it ensures transparency and keeps all relevant parties in the loop regarding communications. By automatically CC'ing specific emails related to an account, stakeholders or team members can stay updated on important discussions or correspondence without manual intervention. This practice enhances collaboration and ensures that everyone involved has visibility into ongoing conversations or developments.

Also, having automated CC contacts helps maintain a documented trail of communication. It assists in record-keeping, which can be invaluable for reference, dispute resolution, or auditing purposes. Having a comprehensive history of emails and communications tied to an account aids in maintaining clarity, accountability, and a complete overview of interactions related to that account. So let's get into it!

Activity Buttons #

• The Phone Icon allows you to log a call made to the account.
• The Email Icon allows you to draft and send emails directly to contacts in the account.
• The Calendar Icon allows you to schedule meetings with contacts in the account.
• The Half-Circle Icon allows you to schedule follow-up appointments with the account.
• The Sticky Note Icon allows you to log a note on the account.
• The Checkmark Icon allows you to create and assign a task that needs to be completed for the account.

To-Do Section #

• The top-right hand corner of the Account Details page will display all to-do’s assigned to the account. This includes follow-ups, meetings, tasks, and open deals.

Activity Feed #

Our Activity Feed feature acts as a real-time list of all user actions displayed conveniently throughout MediaOS. It enables streamlined communication and user efficiency company wide. You can quickly record all types of activities, as seen in the tabs: Emails, Calls, Meetings, Tasks, Notes, Discussions and Files. You can log activities at the account level and wherever you see the activity icons throughout the software. Utilize the Clickable Links feature for easier navigation and more information.

Note: The Activity Feed displays all account activity for the last 365 days by default. Click the Search button and adjust the date range to see older activity.

A little more about the tabs under the Activity feed:

• Pinning Activity: Use a Pin to display an important activity or correspondence at the top of the account activity page by clicking on an activity and choosing Pin from the Action dropdown.
• All Tab: Shows users a comprehensive chronological list of all recorded activity.
• Email Tab: Shows all correspondence with contacts assigned to the account.
• Calls Tab: Here, users can post comments and tag other users. Use "@" sign to tag users. User tag notifications display under the Today tab.
• Meetings: Utilize the meeting icon to schedule meetings with contacts (calendar must be connected) The meeting activity will automatically display in your Meetings activity feed. Also, make comments and tag users using the @ or slack using #.

Note: When using the Calls tab, your account is integrated with Slack, use the hashtag # sign to select your channel and send your message.

Contracts #

The Contracts tab shows all open proposals and contracts created for the account. You can sort the data in this table by clicking on any of the column headers. You can customize the data shown on the table by selecting the Table button. You may include up to 10 columns at a time.

Line Items #

The Line Items tab shows all line items that have been booked for the account. You can sort the data in this table by clicking on any of the column headers. You can customize the data shown on the table by selecting the Table button. You may include up to 10 columns at a time.

Accounting #

The Accounting tab shows all open invoices and payments created for the account. Let's take a deeper look at some of the buttons and options:

• The Show Balance button displays the current outstanding balance for the account.
• The Manage Payment Accounts button allows you to add, edit, or remove payment information for the account. You can also select a default payment method for the account.
• The +New button allows you to create new payments, invoices, credit memos, statements, or alternative payment statements for the account.

You can sort the data in this table by clicking on any of the column headers. You can customize the data shown on the table by selecting the Table button. You may include up to 10 columns at a time.

Files #

The Files tab allows you to upload files to your account. This is best used for general files pertaining to the account.

Ads #

The Ads tab shows all ad artwork that has been assigned to the account’s line items.

• Select the +New button to upload new artwork.
• Clicking on an existing ad will show all line items the ad has been assigned to. You can edit, download, email, or delete ad files.

Content #

The Content tab shows all editorial content tickets assigned to the account. You may click on the title of any content ticket to view more details and edit or delete the ticket.

Branding #

The Branding tab displays the accounts branding guide. From primary colors to branding and strategy goals, the Branding Guide will provide you with all of the information you need when pitching creative to the account. Scroll down for more information about the Branding Guide.

Subscriptions #

The Subscriptions tab provides the ability to keep track of complimentary subscriptions given to the account. You may create and edit subscriptions, however you cannot delete subscriptions.

Note: Should you no longer wish to provide complimentary subscriptions to the account, we recommend editing the subscription and setting the Issue Left amount to 0.

Spend #

The Spend tab provides a number of reporting options related to sales figures for the account.

Stats #

The Stats tab provides reporting options related to the performance of ads, whether it be impressions, clicks, calls, etc.

Contacts #

Found on the right-hand side of the Account Details page, this area will display all contacts associated with the account.

• TO ADD A NEW CONTACT: Select the Add button.
• TO EDIT ECISTING CONTACT: Click on a contact’s name to see more details, edit, archive, or add the contact to a list

Agencies #

Agencies displays all agencies that represent the account.

• TO ADD AN AGENCY: Select the Add button to add an agency to the account.
• TO REMOVE AN AGENCY: Click on an agency’s name, select the Represented Advertisers tab, and click the Remove button to remove an agency from an account.

List Memberships #

List Membership displays all lists the account belongs to.

• TO ADD AN ACCOUNT TO A LIST: Click the Add button to add the account to a list.
• TO REMOVE AN ACCOUNT FROM A LIST: To remove an account from a list, hover your mouse over the list name and click the ‘X’ that appears to the right of the list’s name.

Custom Fields #

If you are using custom fields you will be able to see all account related custom fields and edit the fields assigned to the account.

Portal Links #

All accounts in MediaOS have customized portal links in the bottom right of each account. You can send clients custom portal links for unpaid invoices, branding guides, missing artwork and more. Send your clients portal links by simply clicking on the link, then copy/pasting from each account.

Note: Portal links expire every 30 days, so if a client has difficulties accessing the portal, you may need to re-send the link.

Checkout #

The MediaOS Checkout feature allows your clients to purchase advertising online without a sales rep.

Note: Your administrator(s) will need to enable products for online checkout in order to use this feature.

Branding Guide #

Your accounts can access an online portal where they can configure their branding materials. The link for your account's Branding Guide Portal can be found on the lower right-hand corner of the Account Details page. Simply copy and paste this link to send directly to your accounts.

Using the Branding Guide Portal #

When a customer accesses the portal, they will have the option to configure their branding preferences. Here's what that process looks like:

• Follow the on-screen prompts to complete the branding configuration.
• The client will be initially asked to provide their logo. They will click the Upload Logo button to choose their logo.
• The system will then analyze the logo to best match the colors associated with the brand. You can remove colors by clicking on them.
• Use the Your Website field to input the account's website.
• Use the Brand section to best describe your brand. You can provide the public-facing name of the business, as well as any attributes associated with the brand.
• Use the Goals section to describe your brand expectations.
• Use the Value Proposition section to provide the brand's mission statement, consumer benefits, customer information, value proposition, and competitors.
• Use Important Brand Guide Assets to upload any critical design assets for your company's brand under.
  • Click the Upload Asset button to upload additional important graphics.
• Click the Save button when you are finished configuring your brand information.

Once the branding guide is complete, it can be accessed and edited on the Account Details page, under the Branding tab.

Add Payment Account Form #

The Add Payment Account Form allows clients to provide and save their payment information for future payments.

Note: MediaOS does not keep records of your clients payment information. All payment is saved in the payment processor you have integrated with.

Missing Artwork #

Running up on a deadline and need creative assets from your client? The Missing Artwork portal link allows clients to see any upcoming ads, within a specified window, they have purchased and provide finished artwork or working files to complete their ad.

General File Upload #

The General File Upload allows your client to upload useful files that are not ads. These can be logos, frequently used design elements, or any other noteworthy document.

Unpaid Invoices #

The Unpaid Invoices portal link allows your clients to see all of their outstanding invoices and pay them online.