Note: The WOMS Pending Integration might not be applicable to your database and the below example screenshots are from testing. Reach out to your Success Manager or to the Support team if you have any questions about the Integration.
The Wide Orbit Media Sales (WOMS) Pending Integration provides a way for salespeople that are putting together proposals within WOMS to send this information to Monarch so that a deal can be created. This allows sales teams to have a more accurate forecast long before receiving the booked dollars from a traffic/billing system while offering the salesperson another option to work within Monarch or WOMS for the remainder of the proposal lifespan.
Note that you are highly encouraged to choose one system or the other after sending to Monarch and refrain from working on both on any given proposal/deal once the deal is created. Working in both may result in overwriting information in Monarch that you may have wanted to keep as we will always overwrite the deal in Monarch with the Proposal from WOMS should a change be sent.
WOMS sends deal information to Monarch, Monarch does not send deal information back to WOMS.
Creating a Deal in Monarch – Daypart on Deal
When your proposal is ready in WOMS to be sent to Matrix, click the “Ready for Matrix” button on the Planner toolbar. If this button is not clicked, it will not be sent to Monarch.
This will queue up the request to be sent to Matrix on the next run (typically daily based on the schedule setup by WOMS) in which we will create an Open-Pending deal, update a previously created deal, or delete a previously created deal according to the changes in the API request.
Note: Currently WOMS sends the file to Matrix at 6pm EST. If a user makes an update in WOMS after this time, it will not be reflected in Monarch until the next scheduled run.
A few things to note about deals created in Monarch from WOMS:
Sales Stage / Weight - WOMS does not have a Sales Stage, so the Sales Stage on deals created from WOMS will be set to the Percent to Close from WOMS. If the ‘percenttoclose’ does not match a stage In Monarch, then we will use the nearest stage with a weight lower than the provided stage (Ex: if ‘percenttoclose’ = 90%, we would select the closest stage of Stage 2 Pitched since the weight on that stage in Monarch is 80%). If we receive a ‘percenttoclose’ that is less than the weight on the first sales stage, then we will set the Sales Stage to the value for Stage 1.
Revenue Type – We will never set the Revenue Type on a deal created by WOMS. This is because WOMS only have Rev Code 1 and Monarch often has concatenated fields from Wide Orbit that would never match up, thus never allow Deal Reconciliation process to work properly.
Category – The category is not supplied by WOMS. We will set the Category on the deal to the most recent Category from the Account on the deal. If 2 or more categories exist, use the first one we find.
New Values – At times, new Accounts, Agencies, Offices, Outlets, and Salespeople may be encountered as we handle proposals from WOMS. The following will happen if receive a value that we have not seen before:
- Accounts – New accounts will be created from WOMS using the ‘advertisername’ field as the name of the Account.
- Agencies - New agencies will be created from WOMS using the ‘agencyname’ field as the name of the Agency.
- Offices – New Offices will be created from WOMS using the ‘salesoffice’ field from WOMS as the name of the office as well as appending “(WOMS)” to the end of the name so that it is immediately easy to find for merging/renaming by a Monarch admin.
- Outlets - New Outlets will be created from WOMS using the ‘station’ field from WOMS as the name of the outlet as well as appending “(WOMS)” to the end of the name so that it is immediately easy to find for merging/renaming by a Monarch admin.
- Salespeople – New Salespeople will be created from WOMS using the ‘accountexec’ field from WOMS as the name of the salesperson as well as the Traffic ID in Monarch.
Daypart – This is a field specific to Deals. It is NOT tied to any other dollar amount in Monarch. As such, it is NOT used in reconciling the deals either. The Daypart is populated from WOMS and new values from WOMS can add to an existing list at any time.
Updating a Deal in Monarch
Monarch is able to make updates to Deals from proposals in WOMS since we store the CampaignID from WOMS and map it to the Deal ID created in a previous import.
All updates will overwrite any values on the deal. This means if you created a deal on Monday from WOMS, then updated the deal in Monarch manually on Tuesday, and then Updated the deal from WOMS on Wednesday that the Wednesday update from WOMS would overwrite any changes you made on Tuesday in Monarch to that deal. This is why we advise users to choose which system they want to continue working on the pending amount from whether it is Monarch or WOMS but not both.
Like the Deal creation process, if any new Outlets (most likely) are encountered during an update they will be created, but the same would go for Accounts, Agencies, Offices, and Salespeople (they’re just far less likely to be new during the update process).
If during the proposal process a seller leaves the company or the account gets reassigned for any reason, as long as the proposal is also reassigned to the same new owner then the updates will continue seamlessly in Monarch. Sellers in WOMS may need to validate the seller before sending an update to Matrix as well. Failure to make change in WOMS can result in erroneously creating Accounts and/or Deals in Monarch for the unintended seller.
After making the necessary updates in WOMS, make sure to click the ‘Ready for Matrix’ button to send the changes in the next scheduled file:
Deleting a Deal in Monarch
WOMS has the ability to delete a proposal and Monarch will interpret this the same way and delete the corresponding deal as if it never existed. This assumes the deal has been created already and a later update asks to delete it. Receiving a delete request without having a deal tied to the campaign will not produce any errors, but will simply be ignored.
To delete a WOMS deal in Monarch, select the order in the Campaigns Screen and hit the ‘Delete Tagged Items’ button to delete the campaign.
Forecast Report with Daypart Pending
You can run a Forecast report and choose Dayparts as part of your Hierarchy. You can also Filter using the Dayparts Dropdown menu in the Filters tab.
The list of Dayparts is what has been sent from the WOMS Integration. If there is not a Daypart on the deal, then it will show as N/A.
Dayparts are only for Pending deal dollars. Billed TY will always show as $0 under the actual Dayparts, and Billed TY will only show under N/A when Daypart is included in the Hierarchy.
The list of Dayparts is what has been sent from the WOMS Integration. If there is not a Daypart on the deal, then it will show as N/A
Note: This Daypart Hierarchy and Filter is only available if the WOMS integration is enabled. Please see the following 3 screenshot examples.
Forecast Report with Daypart Pending
Missing or Failed Imports
If Monarch fails to receive a file, or if Monarch fails to import a received file, an email alert will be generated for the Monarch Support team to take action. From this email, the team will know how many days the error has occurred. For example, if it has been 2 days that we have not received a file to process the email will tell us the WOMS file is missing for <Tenant> in the Subject. The body will say “Days without a WOMS file: 2. Last successful file was on <DATE>.