PromoMats Brand Portal Training FINAL PDF

An introduction to Brand Portals Alessio Baldoni Associate Global Content Process Manager Global Marketing Excellence November 2024 Agenda 1. Introducing Brand Portal 2. Brand Portal taxonomy 3. Brand Portal features 4. Brand Portal roles and responsibilities 5. Portal Owner responsibilities...

An introduction to Brand Portals Alessio Baldoni Associate Global Content Process Manager Global Marketing Excellence November 2024 Agenda 1. Introducing Brand Portal 2. Brand Portal taxonomy 3. Brand Portal features 4. Brand Portal roles and responsibilities 5. Portal Owner responsibilities November 14, 2024 2 1. Introducing Brand Portal November 14, 2024 3 Introducing Brand Portal A Brand Portal is the digital asset management tool in PromoMats, that enables users to organize and distribute curated content to other users and markets through an easy interface. A Brand Portal: Is a feature in PromoMats where campaign material can be sent to Is also suitable for internal trainings materials Is used by Core Users, Brand Managers, and Agencies Is commonly used for distributing branded or global medical affairs material November 14, 2024 4 2. Brand Portal taxonomy November 14, 2024 5 What are component assets? Zooming In Brand Portal’s main document types Component Material Photos Template Graphics Photo Logos Photo Photo Animations Stock footage Video Covers and straps Video Video Vocal Audio Sound effects Audio Music PowerPoint Audio Audio Word Template Social Media Post 6 *One or more Component assets assemble one Material document November 14, 2024 3. Brand Portal features November 14, 2024 7 3. BRAND PORTAL FEATURES Brand Portal User Interface 1. Carousel To highlight specific content, e.g., campaign 1 kits or collections 2. Content filters Saved filters to help Portal users easily find applicable content 3. Announcements To notify users about 2 5 new or prime content 4. Widgets Showcase content to localize. It is both 3A N N O U N C E M E N T S ’ SECTION manually and automatically curated 4 5. About section To describe the purpose of the portal November 14, 2024 8 3. BRAND PORTAL FEATURES An ideal look for your Brand Portal 1. The carousel is leveraging the full resolution within a more 1 banner-oriented look. This can be done by uploading the panoramic thumbnail within the asset 2. This is an example of how an announcement section appears, and it normally has a 1 day delay after you have submitted one. 3. To use widgets to their full 2 potential, leverage the manually populate widgets by renaming them in clusters, e.g. ‘Disease Awareness’, ‘Patient Material’, ‘Training Material’ 3 November 14, 2024 9 4. Brand Portal roles and responsibilities November 14, 2024 10 4. BRAND PORTAL ROLES AND RESPONSIBILITIES Defining ownership within the Portal Portal Owner Agency user Portal User Is responsible for the Upload components and Shops (View, copy or creation, structure and source files in the proper download source maintenance of the Portal format (INDD, PSD, AI, etc.) file/rendition) for content upon instructions from in the Portal for reuse of Can brief the agency with DAM guide materials the material and component needs Can upload material and update documents Sends campaign material metadata to the Portal if Portal metadata is not present at upload November 14, 2024 11 4. BRAND PORTAL ROLES AND RESPONSIBILITIES Portal Owner The ”Edit Portal” button The choice of color In charge of the is the gateway for for the Portal overall Portal editing features of should be the Portal compliant to the creation, brand color maintenance, structure Ensure all available Portal content is in Approved / Approved for Use states November 14, 2024 12 4. BRAND PORTAL ROLES AND RESPONSIBILITIES Agency user Create components and provides Components source files HD HD for material pieces Auto-linked Source files PDF should HD HD not be uploaded as …and any format that is editable by agencies for content re-use Component November 14, 2024 13 4. BRAND PORTAL ROLES AND RESPONSIBILITIES Portal user View or Bulk Cart add available Portal content Copy and download assets for localization These are the four actions that any end-user should have available on widget Portal documents November 14, 2024 14 5. Portal Owner responsibilities November 14, 2024 15 5. PORTAL OWNER RESPONSIBILITIES The threefold responsibility of a Portal Owner What to do? Portal Portal How/Why doing it? Material Maintenance Portal Who to do it for? Structure November 14, 2024 16 SECTION 05 Where and how to find the materials Good to know Portal Material Leveraging the Portal search bar in All Portal Library Before jumping into the details for each of the 8 type of materials that need to be in the Portal, it is crucial to understand that the search and check for these material types need to happen within the All Portal Library through the search bar function. You can quickly identify from the Document Name if that is the file needed to be checked: In this case, it is easy to filter out the selection and that this is the latest Brand Book available for Adtralza November 14, 2024 17 5. PORTAL OWNER RESPONSIBILITIES Tasks for all Portal documents Portal Material What to check on every single Portal document: Run an analysis to ensure that all the Portal material is available under the Portal you own and that no Portal metadata is missing on documents that need to be available in Portal (how- to shown in the next slide). The ‘Component’ section should always contain the component assets assembling the approved Material. If not already in PromoMats, components can be added by clicking on the plus icon after the agency has provided you with the right files. Source files should always be available for download with the right file format under Attachments in the Document Files section. Ask your agency to request any missing components. Briefing: If you’re starting a new partnership with a new agency, it is always best to make clear from the start that you will need to have the components as source files, that follows the DAM guidelines. November 14, 2024 18 5. PORTAL OWNER RESPONSIBILITIES Run a document analysis for your Portal Portal Material Create a Document report to check what documents are/are not in Portal How do you run an analysis to ensure that some relevant Material documents are not cut out from appearing in your selected Brand Portal? 1. Go to the Report section, select Document and click on Continue 2. Add these 3 filters (use plus icon to add): “Portal is blank” “Product in (select your Product)” “Document Status equals Approved 3. Click Run and then Save. Optionally, click on ‘Edit Columns’ if you want more metadata to be shown If you create a second report with the same 3 filters but apply “Portal is not blank”, you can access all the current Material present in your Portal November 14, 2024 19 5. PORTAL OWNER RESPONSIBILITIES Materials to be included in a Brand Portal Portal Material 1. Global brand book (Latest version) 2. Global icon set of the most common icons creators would use in emails and IVAs (Approx. 30-50 icons) 3. Images (campaign & packaging) in high- resolution 4. Patient images (for global use) and the contract for the approval of image usage 5. Global IVA as both PDF and source files 6. Graphical elements (Logo, brand mark, pattern, watermark, etc.) 7. 3-5 VAE and 1:M Email templates 8. Branded PowerPoint template November 14, 2024 20 5. PORTAL OWNER RESPONSIBILITIES 1. Global Brand Book Portal Material Global brand books are brand guideline documents that inform users on how to leverage branded elements to establish brand consistency within all brand assets. As a Portal Owner, you need to: Ensure the brand book is up-to-date to its latest version(e.g. is 2022 the latest that there can be? Chase the Document Owner to get the information right, in this case the agency). Make sure all the component mentioned in the brand book has been uploaded to the brand portal. November 14, 2024 21 5. PORTAL OWNER RESPONSIBILITIES 2. Icon Set Portal Material An icon set represents a group of standardized component assets that are established and utilized across all markets to be used within specific material types with the purpose of maintaining visual consistency across brand materials and communications. As a Portal Owner you need to: Ensure all the icons in the Portal are Approved, up-to- date and relevant to reach brand consistency. Establish (together with creative agencies) a set of 30 to 50 icons that will be utilized within emails, Interactive Visual Aids and other branded documents. November 14, 2024 22 5. PORTAL OWNER RESPONSIBILITIES 3. Images (Campaign & Packaging) Portal Material Campaign Images are images designed for marketing campaigns, centrally stored to ensure consistent use and easy access across different promotional materials and channels. Packaging images are images depicting products showcasing tubes, box, packaging. As a Portal Owner, you need to: Ensure all campaign and packaging images uploaded and created by creative agencies are in high-resolution (Res 300 DPI or higher, size up to 4GB). To do so, check both available source file and renditions by downloading the documents to inspect resolution, file size and megapixels. Best practice: If in doubt, always request original high-res images from your creative agency, especially for campaign or congress purposes. November 14, 2024 23 5. PORTAL OWNER RESPONSIBILITIES 4. Patient images Portal Material A Portal Owner needs to: To verify that there are patient images in the Portal try to search on the Component section or into the Patient Material section. If there are no patient images, expand the search on PromoMats and send any Approved/ Approved for use components into the Portal manually. Ensure all patient images have a usage rights contract uploaded and attached into the ‘Attachments’ section (under Document Files) of the document for compliance purposes. If patient images need to be uploaded, be the person in touch with brand managers and creative agencies and follow the guidelines found in slide 26 of the DAM guide here. November 14, 2024 24 5. PORTAL OWNER RESPONSIBILITIES 5. Global Interactive Visual Aids Portal Material Interactive Visual Aids are dynamic presentations with multimedia elements like animations and videos, designed to engage and educate audiences. As a Portal Owner, you need to ensure that: Every IVA has got both.pdf and source files (distribution package) available within the Relationship section of the document. The available IVAs within Portal are Approved and up-to-date. Always double check with the agency when in doubt. November 14, 2024 25 5. PORTAL OWNER RESPONSIBILITIES 6. Graphical elements Portal Material Graphical elements represent all these graphic documents (normally components) including logos, brand marks, watermarks, patterns, etc. They are usually located under Images > Graphics. As a Portal Owner, you need to ensure that: Review the component assets on both Portal “content filters” and “All Portal Library filters” to make sure the type of content under Graphical elements is pertinent and up-to-date. Make sure there are source files available so that the elements can be changed and localized. Ensure the assets are compliant to the brand colors, especially when assembled into materials. November 14, 2024 26 5. PORTAL OWNER RESPONSIBILITIES 7. VAE & 1:Many Email Templates Portal Material A Veeva Approved Email (VAE) represents an approved Email Template made of one or many Email Fragments and utilized mainly in Veeva CRM. A 1:Many email is a single email sent to multiple recipients simultaneously for marketing, newsletters or updates. A Portal Owner needs to ensure that: The VAE and 1:Many email filters should always be up-to-date with the latest approved content available for these document types. Portal metadata check on PromoMats and if not present on new material, add it through pencil icon. To perform a general Portal health check always use the lens icon on the Portal homepage to access the “All Portal Library” and then revise the content and filters. November 14, 2024 27 5. PORTAL OWNER RESPONSIBILITIES 8. Branded PowerPoint Templates Portal Material A Branded PowerPoint Template is a standardized template that aligns with a specific brand's guidelines. It ensures consistency in presentations by incorporating brand colors, logos, fonts, and other design elements. A Portal Owner responsibility is to: Ensure there is one PPT template available on Portal. The template must have the PowerPoint source file attached so it can be downloaded and customized. The template is compliant and up-to-date to brand colors, standards and graphic elements. Send to Portal the Approved branded template that may be needed by Portal end-users. November 14, 2024 28 5. PORTAL OWNER RESPONSIBILITIES How to view all content sent to the Portal Portal Maintenance Brand Portal’s content guidelines To ensure you have correctly sent the content to Portal, click on the magnifying The newly added content glass on the Portal homepage should be visible and available under ”All Portal Library” November 14, 2024 29 5. PORTAL OWNER RESPONSIBILITIES All Portal library filters for health check Portal Maintenance Leverage the All Portal library filters to give you a full picture of all the Portal content. Here you can make some considerations, such as: 1. What are all these non-Enstilar Product documents doing on the Enstilar Brand Portal? Are they supposed to be there? If not, remove. 2. General cleanup of Expired / Obsolete / Superseded Materials (Draft and other interim states can be neglected) 3. Do we need documents other than Global on the Portal? 4. Is any other language than English needed? November 14, 2024 30 5. PORTAL OWNER RESPONSIBILITIES Add the Portal metadata Portal Maintenance How to send PromoMats documents to Brand Portal 1. Once inside the document that needs to be sent to Portal, click on the pencil icon to Edit Fields. 2. Scroll down to “Portal Details” and click on the Portal field’s picklist and select the wanted Portal. 3. The chosen Portal(s) will be shown in light blue. If you know the specifics of the Material select a “Portal Tag” from the picklist. 4. Click on Save to update the document’s metadata and save changes. November 14, 2024 31 5. PORTAL OWNER RESPONSIBILITIES Expired & Obsolete documents Portal Maintenance How to remove Expired/Obsolete files from the Portal The Portal Owner needs to handle expired or obsolete files. This process includes: 1. Leverage Filters to look for potential ‘Expired’, ‘Obsolete’ or ‘Superseded’ documents under Status. 2. Keep the portal relevant and compliant by editing and removing all the Portal tags from these documents. November 14, 2024 32 5. PORTAL OWNER RESPONSIBILITIES Document Usage report Portal Maintenance Brand Portal content guidelines The main purpose of running a Document Usage report is to be able to track the activity type made by user in every single Portal*. That includes: Source Copy Download Rendition View Download *In Portal, Vault uses Document Usage data to automatically populate the Most Active and Most Viewed Portal widgets. November 14, 2024 33 5. PORTAL OWNER RESPONSIBILITIES Carousel Portal Structure How to add/remove a carousel image Click on Edit Portal Click on Carousel Edit (pencil icon) Start typing on the search bar for an existing file you want to add (or remove) as a carousel image and click Continue November 14, 2024 34 5. PORTAL OWNER RESPONSIBILITIES Carousel Portal Structure How to change a carousel rendition (panoramic thumbnail) If you want to change the Then go into the Document Files carousel image on a chosen section > Renditions (+) > carousel, first click on the image Panoramic Thumbnail > Upload November 14, 2024 35 5. PORTAL OWNER RESPONSIBILITIES Content filters Portal Structure How to add new filters Click on Save View As to name the Important new filter and assign it a new icon If you make changes to existing filters they always need to be Saved As to be effective (unless you already created that filter) Go into any existing filters and Ensure the new filter is selected click on Clear All Filters within the filter section in the New filter Portal homepage Edit the Filters to give a specific new path you want to add The new filter can be reused across different Portals, with the note that the Product filter needs to be empty Apply the changes November 14, 2024 36 5. PORTAL OWNER RESPONSIBILITIES Announcements Portal Structure How to create an announcement Click on (+) Announcement to create a new announcement Status set to Active Insert an announcement Title with a Publish Date a Time (can postpone it to a future date) and a Author name Insert a body as a message to let affiliates and end-users know about e.g. the material availability November 14, 2024 37 5. PORTAL OWNER RESPONSIBILITIES Widgets Portal Structure LEO Pharma current widgets vs Out-of-the-box widgets LEO Pharma current widgets within Brand Portal Default (OOTB) widgets when creating a new Portal The current widgets for almost any Portal in LEO Pharma are only two or three as shown above in black, but they should be set as in the default configuration (or out-of-the-box) when a new Portal is created, where only a few can be renamed. November 14, 2024 38 5. PORTAL OWNER RESPONSIBILITIES Widgets Portal Structure Out-of-the-box (OOTB) widgets Manually populated Auto-populated Manually populated Manually Starting and Steady (approved) Steady Steady Sections that are manually populated by Brand managers populated interim state state documents (approved) (approved) and can be renamed. They are commonly used to highlight top content documents with most view or state state or group campaign or similar documents that can be soon-to-be- activity documents documents personalized approved with most that are by Brand source files or recently managers rendition available in downloads the portal If an auto-populated widget is hidden and then by mistake reactivated and renamed into a new widget, the widgets will not work. This is why the OOTB widgets should only be changed by renaming the manually populated filters into the wanted sections, as e.g. ‘Disease Awareness’, ‘Patient Material’, ‘Training Material’, etc.. November 14, 2024 39 5. PORTAL OWNER RESPONSIBILITIES Widgets Portal Structure How to add a manually populated widget Pencil Icon (Edit Button) far right side Pencil Icon to rename the widget Toggle option to activate or inactivate the widget Drag & drop filters to change position November 14, 2024 40 5. PORTAL OWNER RESPONSIBILITIES User interface content limitations Portal Structure CAROUSEL As of Vault version 24R1 and since the Vault 23R1, there has been an 8 Documents update on the limit of documents, announcement and filter that can be leveraged for each section. FILTERS 24 Filters Shown in the figure are the limits for each of the 5 Brand Portal ANNOUNCEMENTS elements. 1000 Announcements * Portal Admins can edit the WIDGETS Display Max field to control the number of documents visible to 60 Documents for system- 60 Documents for custom- end-users. generated widgets* doc widgets* November 14, 2024 41 5. PORTAL OWNER RESPONSIBILITIES Portal Owner timeline slide (WIP) Tasks October November December January Material Types Ensure all 8 Material Types are present and up-to-date 2025 Brand Strategy Portal Material Approved files Ensure all documents present in All Portal Library > Status filter are Approved Components Ensure all Components are uploaded within Materials documents Portal Metadata Run an analysis to add the Portal metadata on newly Approved Materials Portal Expired documents Remove Expired/Obsolete documents from Portal Maintenance All Portal Library health check Check all filters on All Portal Library and make decisions on what to remove Portal UI up-to-date Ensure the Portal’s User Interface is always up-to-date in each of the 5 Portal features Portal Structure Leverage all features Whether possible, make sure all 5 features are leveraged correctly 2025 Brand Strategy Consider end-user needs Update the Portal based on end-user needs Legend Continuous task Task based on strategy Milestone November 14, 2024 42