Build proposals

Submitting your proposal

You've reached agreement with the buyer—now what?

The details of your proposal are in good order, and now you're ready to make a deal with the buyer. This article guides you through the process of getting your proposal sold and finalized so it can start delivery. As a part of that process, your proposal might need to conform to a workflow. A workflow defines the business rules your proposal needs to follow. The rules are created by an Ad Manager administrator and customized for your network.

Some rules apply to your proposal before submitting your proposal, while others after submitting. This article covers what happens both before and after submitting your proposal.

Good to know about submitted proposals

Some fields or settings are no longer editable after a proposal is sold and retract for additional changes. See Non-editable fields and settings in sold proposals for more details.

We'll cover the following topics in this article:

Before submitting

Your organization might have set up pre-submission or "validation" business rules. These rules ensure that you are following good practice for your organization. Rules could ensure, for example, that you are not giving a buyer too large of a discount or that you are not accidentally booking a campaign with an advertiser whose credit status is "On hold". When you click Submit, Ad Manager checks your proposal against these validation rules. If your proposal violated any of these rules, Ad Manager shows an indication in the user interface. There are two types:

  • Warnings: can be dismissed without making corrections.
  • Errors: must be corrected before you can submit a proposal successfully.

During negotiation and before you finalize a transaction with an advertiser or agency, it's a good idea to make sure the details of your proposal don't violate any validation rules. You don't want to make an offer or attach details to a proposal that later contradicts these rules. Check your proposal often by clicking Validate: this tests your proposal against all applicable validation rules.

Where do rules come from?

The rules under which a proposal falls is determined by the rate card selected when you added proposal line items to a proposal from the catalog. Your Ad Manager administrator associated the rate card with a specific set of rules.

Your Ad Manager administrator also provided custom messages unique to your organization that appear in the Ad Manager user interface. Custom messages in the Ad Manager user interface are denoted by an asterisk (*) just before the message. The messages should guide you in how to correct issues with your proposal or proposal line items. If you're having trouble understanding a message preceded by an asterisk, contact your Ad Manager administrator and ask for clarification.

Learn more about how your Ad Manager administrator configures rules in Workflow overview.

Once you've made corrections to the errors in a proposal, you can finalize the transaction with the advertiser or agency. To do so, you likely need to share the details of the proposal and its proposal line items with the buyer (advertiser or agency) and secure its agreement. The precise procedure or approach to secure agreement with the buyer is dependent on your organization.

If you're negotiating a Ad Manager programmatic campaign, you can secure agreement digitally through Ad Manager. Ad Manager automates this process and quickly sends the campaign for delivery. You'll only be able to secure agreement of a programmatic campaign after submitting your proposal. This ensures there are no violations of rules in your proposal before your buyer can accept the details.

For non-programmatic proposals, you may need to share the details offline by exporting the proposal, waiting for the buyers consent or agreement, then submitting a proposal by clicking Submit.

After submitting

After you've successfully submitted a proposal, post-submission business rules or a "workflow" might apply to the proposal. Like validation rules, these are also defined by an administrator in your network.

Workflow rules are grouped into "steps". You can see these steps at the top of the proposal details page in a progress bar. A step can have multiple rules of different kinds. Kinds of rules include:

  • Approvals: requires one or more people at your organization to approve a proposal
  • Send notification: sends notification to teams or individuals specified in the rule—useful to let people like traffickers know when a proposal has reached a certain step in a workflow
  • Reserve inventory: prompts Ad Manager to reserve inventory

Ad Manager reserves inventory on proposal line items when a "Reserve inventory" rule is encountered.

When a proposal passes all of the steps of its workflow, Ad Manager designates the proposal with a "Finalized" status. Ad Manager then creates a corresponding delivery order and line items that reflect the settings and values of the originating proposal and proposal line item, completing the process by transferring inventory from proposal line items to line items.

Learn more about how your Ad Manager administrator creates rules that reserve inventory.

Good to know about "Reserve inventory" rules and retracted proposals

In retracted proposals, if they encounter a "Reserve inventory" rule, Ad Manager re-reserves inventory on affected proposal line items. Existing delivery line items are not affected. Once the proposal passes through all its workflow steps and is finalized again, Ad Manager transfers the inventory from proposal line items to delivery line items. At this point, Ad Manager additionally transfers any other non-inventory related details from proposal line items to delivery line items.

The sequence of these steps, and the teams or individuals that must approve or are notified, are determined by your organization and the Ad Manager administrator who created the rules. You can hover over any step to get more details about the rules in them.

My proposal didn't go through a workflow

Not every proposal goes through workflow. Your organization might not have created workflows, or the rules that were created don't apply to your proposal. For instance, a workflow rule might request approval for proposals that give a 20% or greater discount, but if your proposal doesn't surpass this discount, Ad Manager will not request approval. If this is the case, after you submit a proposal, Ad Manager directly sends it to trafficking and updates the proposal with "Finalized" as its status.

If your proposal must go through a workflow, it will be updated with the status of "Awaiting workflow" from its original "Draft" status. You can monitor the progress of your proposal using the progress bar at the top of the proposal details page.

Some rules might note that they're Pending external condition. This means that your proposal is waiting on a third-party system. (Your Ad Manager administrator can configure some rules to be triggered via an outside system.)

Offline processing

Ad Manager performs a number of activities offline after submitting a proposal. This includes rules that:

  • Reserve inventory
  • Check inventory availability
  • Send notification
  • Wait on a third-party system for a response

Performing these tasks offline allows you to navigate away or engage in other activities in Ad Manager while they are being completed. Revisit the proposal if you've navigated away or refresh the proposal to see results.

Successful workflow completion

If you're negotiating a Ad Manager programmatic campaign, once your proposal successfully completes its workflow, you can secure agreement digitally through Ad Manager. When the buyer accepts, the proposal changes to the status of "Finalized" and is considered "sold".

For non-programmatic proposals, when your proposal successfully completes its workflow, it immediately changes to the status of "Finalized" and is considered sold.

When a proposal is sold and finalized, it means Ad Manager created a corresponding order and line items and transferred inventory to the line items.

Rejected proposals

If there are rules that request approval in a workflow and your proposal was rejected, it's marked with a "Rejected" status and Ad Manager notifies you via email. You can retract the proposal to make corrections and try submitting again.

Retracting proposals

At any time, regardless of your proposal's status, you can always retract to make changes. Retracting a proposal might withdraw any previously granted approvals during workflow, and you may need to go through the same workflow again. See also Changes to proposals after submission.

Rules for sold vs unsold proposals

Your organization is capable of configuring different rules that apply to either sold or unsold proposals. The validation or workflow rules to which your proposal needs to adhere, therefore, could differ if your proposal is still unsold or has previously been sold. Alternatively, your organization could have opted to use the same rules for both sold and unsold proposal. If you're unsure whether your organization uses different rules for sold and unsold proposals, talk to your Ad Manager administrator.

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