Submissions: Create, View, and Edit

Rebekah Garner
Rebekah Garner
  • Updated

Use this article to manage submissions. A submission is a draft of new data to add to a dataset (following the data standards defined in a template) that must be validated and approved.

Create a Submission

Follow the steps below to access the Templates page and begin creating a submission. You can also watch the video.

To get started the first time you log in:

  1. Click Submissions in the navigation bar.
    The Templates page displays.
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  2. In the Templates page, click the name of the Template to use from the folder. The templates available to you are determined by the Administrator.

    The Create Submission page displays.
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  3. Enter information in the submission table. Columns have been governed by your Administrator to accept certain information. Use the following table to review the different governance an Administrator can put on row entries.

    Hover your mouse over the mceclip2.png icon to view the tooltip for the field.

    Field Type

    Description


    Pattern

    Pattern columns reveal the taxonomy pattern for this template, the Pattern is also known as the tracking code, campaign ID/CID, key, UTM ID, etc. The Pattern field is locked and cannot be changed.

    Locked

    Locked columns have values that are read-only and cannot be overwritten. The fields display in gray.

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    Text

    Text columns allow you to manually enter information into the field. Administrators may choose to populate previous entries as a dynamic list, allowing manual entry or selection of a previously entered value.

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    List

    List columns provide you a designated list of options to use in the field. You cannot make entries in this field that are not included in the governed list. Administrators may choose to allow multi-select entries.


    Date

    A calendar widget allows you to select a date from a calendar and Claravine will transform it to the correct date format required by the Administrator.

     

    • Fields in red: If you enter a value in a field that does not match the parameters designated by your Administrator, the field turns red indicating there is an error. Hover your mouse over the red field to view the error message indicating what is incorrect. Click the error icon in the top right corner of the Submission Table to jump to the next error field.
    • Red asterisks: A column header with a red asterisk indicates this is a required field. The field also turns red indicating the field is required and blank.
    • Quick Entry: To save time entering information, you can highlight the fields you would like to duplicate into other rows and drag the blue dot to the necessary rows. You can paste values into the Submission Table from external spreadsheets.
    • Deleting Rows: Highlight the rows you would like to delete. Right-click and select Remove Row or click the Delete button on your keyboard.
    • Save Your Work: Click Save to save your Submission Table in Drafts.
    • Download Submission Table: Save your Submission Table as a draft, then click the Download icon to export a copy of your Submission Table as a CSV file.
    • Search: Use the Search field to find a specific value in the Submission Table.
  4. Enter the final destination URL/Landing Page in the Link column. Claravine will append the Pattern and any additional parameters as designed by your Administrator.

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    Link Status: The Administrator has designated certain URL audits. The audits can include: does the page entered in the Link column exist, does the page entered in the Link column have an Adobe or Google Analytics pixel, does the page entered in the Link column have the correct Adobe or Google Analytics target information coded correctly. Claravine is also verifying the URL with applicable parameters will take the consumer to a final page without the link breaking or being sent to a 404 error.

    If any of the audits fail, this does not stop you from clicking Submit. This is a warning to you that there may be an error with the page entered in the Link column. We suggest contacting the Site Owner to confirm the page is configured correctly.

  5. Enter a Submission Name. Some Administrators make this field required. The Submission Name is an identifier for this submission making it easy to identify it in the Submissions page. This is an open text field with a limit of 255 characters.

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  6. Click Submit to begin the processing workflow and send the metadata to the target your Administrator designated. You see the Submission submitted successfully message at the bottom of the window.
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    The Data page displays.

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    In the Data tab you can view:

      • The values you selected or entered.
      • Populated random numbers, auto numbers, auto dates.
      • Final URL links with the appended Pattern and any additional parameters designed by your Administrator. This link is what you use behind the campaign creative. You can copy the link from the Data page.
      • You can download the submission as a CSV by clicking Download.
      • You will receive a submission confirmation email from Claravine with the submission CSV file attached.

    In the History tab, you can view the status of the submission to its downstream targets. A green dot indicates the data was fully processed. A blue dot indicates the data is in progress. A red dot indicates the submission failed; please contact your Administrator. Each submission and resubmission generates a submission history pane. Expand each submission history pane to view the Claravine processing stages, all outbound destination processing stages and details, files sent to email, SFTP, S3 or other outbound destinations.

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Watch a Video on Creating a Submission

Watch a video showing you how to create a submission, each type of field you may see in a template, and the submission process.

 

View a Submission

To view a submission:

  1. Click Submissions on the navigation bar.

  2. Select the Submissions tab.
    The Submissions history page displays.

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    You can view the following information on the Submissions page:

    Column

    Description

    Template

    This is the name of the template used in the submission.

    Submission Name

    This indicates the Submission Name as entered in the submission.

    Rows

    This indicates the number of lines in the submission.

    Created By

    This indicates the name of the user that created the submission.

    Last Submitted

    This shows the date and time the submission was last submitted (including resubmission).

    Status

    This shows the status of the submission:

    • Success: The data was received and processed.
    • Processing: The submission is still being validated or sent to the outbound destinations, it is in progress.

    Use the Search field to search for a particular Submission Name. Use the Template drop-down menu to filter on a particular template.

  3. Click the submission line to view the Data page.

 

Edit a Submission

You can edit a submission if your Administrator has given you permission.

To edit a submission:

  1. Navigate to the submission from the Submissions page.
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  2. There are two ways to edit and correct your data.

Edit Selected Rows

  1. Filter and sort the table to find the specific rows you need to update as necessary.
  2. Click Edit Selected Rows.

  3. Check the box to the left of the rows to edit.
    Tip: Use Shift+click to select batches of rows

  4. Click Edit # Rows.
    You can edit up to 1,000 rows at a time. To edit the full submission or anything over 1,000 rows, we recommend that you edit the table instead.
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  5. Make the necessary corrections to the selected fields.

  6. Click Submit.
    Claravine will send the updated information to the downstream targets and you will receive a submission confirmation email from Claravine with the submission CSV file attached.

 

Edit the Table

  1. Click the Edit icon in the upper right corner to put the entire table into edit mode.

  2. Make the necessary changes to any fields.
    Tip: Use the Search field to find a specific value in the Submission Table.

  3. Click Submit.
    Claravine will send the updated information to the downstream targets and you will receive a submission confirmation email from Claravine with the submission CSV file attached.

 

View a Draft Submission

If you create a submission and are not ready to submit it, you can save the submission table as a draft.

To view a draft submission:

  1. Click Submissions on the navigation bar.

  2. Select the Pending tab.
    The Pending page displays.

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  3. You can view the following information about draft templates:
    • Modified Date
    • Submission Name
    • Template Name
    • Number of Rows
    • Status
    • Actions

  4. In the Status column, see the type of pending submission.
    • Drafts are submission drafts that you have created. Only you can see them.
    • Shared Drafts are drafts created by another user and shared with you and others. Only the original user and shared users can see this draft.
    • Read more about Drafts
  5. You can take the following actions with your Draft submissions:
    • Delete a draft by clicking the trash can icon mceclip6.png and confirming you would like to delete the draft.
    • Share a draft with someone within your Group by clicking the share icon. Pick the user(s) from the list of members of the Group. Click Share.
    • Click the draft to open the Submission Table.
    • Edit the submission as needed.

  6. Click Submit.

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