Streamlining AdWatch in HubSpot

In this procedure, we will explore the integration of AdWatch functionality within HubSpot, enabling efficient processing and handling of advertising orders. The process involves extracting data from an XML file typically sent to Affinity X, creating tickets in HubSpot, managing materials, and coordinating with sales representatives for a seamless workflow.

Step 1

Begin by accessing the XML file that is usually sent to Affinity X for the portal. This XML file contains all the necessary data, including publication details, ad numbers, and production information required for creating an order in AdWatch.

Step 2

We have used the same information to generate a workable ticket within HubSpot. This ticket allows us to receive AdWatch information and work through the entire process efficiently. Let's review a ticket scheduled for publishing on November 11th to understand how it functions.

Step 3

Upon opening the ticket, you will quickly access crucial information such as the production method and order number. By loading it up, detailed specifications like required size and production information will be visible.

Step 4

For a pickup ticket, proceed to initiate the work process by moving it to the 'awaiting material' status. After this, you can commence the job.

Step 5

As you begin the process, place the item correctly and update the status to 'delivered'. Next, explore the process for a new build by examining the ticket's details.

Step 6

Analyze the ticket information for the new build, noting the size, specifications, and sales details. This data is crucial for the next steps.

Step 7

Move the ticket to 'awaiting materials' and initiate communication with the sales representative. Use HubSpot's conversation view to contact the sales representative for necessary information.

Step 8

Add the sales representative to the ticket and begin requesting materials. Search and add the contact of the sales representative to facilitate this process.

Step 9

Request instructions and materials from the sales representative, providing them with AdWatch details to facilitate the exchange.

Step 10

Observe the communication from the sales representative as they receive the email. This allows for effective coordination.

Step 11

As the sales representative, provide clear instructions and compile the required information for the task.

Step 12

Include the instructions and attach any relevant materials to the ticket. Send the file along with the instructions to ensure completeness.

Step 13

Allow a moment for the AdWatch ticket in HubSpot to update with the latest conversation. Refresh the page to view the reply and any attached materials, ensuring all components are visible in the ticket.

Step 14

With all necessary components in place, transition the ticket to 'in production'. This marks the completion of the process.