Helm Documentation

 

 

Updates 11-20-20:

• With the new web site launch, any time we receive a new user registration from Source Audio, and after logging into Contacts, we are to send an email asking them to also sign up to the new web site. I’ve created a Snippet in HS that you can use.
• Please be aware that some alibi@alibimusic.com emails have been going to Spam. You might want to add a note when sending searches out to ask recipient to acknowledge they got.
• Any searches that come in from clients should be sent out using playlists from alibimusic.com . SA requests should continue to be send playlists made from the SA Alibi web site.

 

Deals – Logging Searches & quotes

You start most Deals from the client email level.  If a person is already in our CRM, you click the orange box “open in CRM”, which brings you to the deal page (on the right).  If they are not, click orange box “Add To CRM”

On the far right is the “Deals” box click “+Add”, and fill out all applicable fields

Project Name should be the same as Deal Name.  If it is a search for a Blanket, we usually put the name of that company at the beginning, like:

Netflix- Ozarks S3 trailer -or- Warner-Transformers Promo

Be sure to pick correct Deal Type (Search, Quote, Blanket Search)

If Blanket Search pick correct blanket entity from drop down

Always put your search link in the Search Link field.  Can put more than one, separated by comma or + sign

Always pick correct ALIBI contact for Deal Owner

Amount – fill out if there is one, helps us keep track of initial deal

Cut/ paste and terms & deal information in Deal Description.  (If the deals terms and quotes change throughout, keep a running log of that in this area, so anyone can see the course of events).  If there isn’t any of that, just cut/ paste search request info from the email

 

If a Source Audio search

Same as all the above.  Main difference is that you have to update the area near bottom called  “Associate Deal With”.  It defaults to Turner, so make sure the right company is picked here.  And if there is a contact attached to the SA request, include that in the field below.  (If the contact isn’t already part of our contacts, it won’t be there to add, so you first have to add them as a contact, then it will appear as a choice)

 

If ProTunes Search

Be sure to put ProTunes and the Advertising Company as the first part of the deal or project name, as in:

ProTunes- BBDO-Hyundai Comedic Piano

If there is a contact name in ProTunes who this deal is going through, attached them to this below Deal Description, in Company and Contact fields.

 

Keep in mind that when a deal comes in through ProTunes, what we actually receive is 20% less.  So I usually log the full amount in as the deal is active and make a note about the actual amount we’d be receiving in Deal Description.

 

Deals - updates

 Once a deal is made, you can (and should) easily update it.  A good example of that is when you quote for a project, and the client comes back with different deal terms.  You’ll want to log that in the “deal details” area, above the initial deal description.  I often separate the two with a /////// or ****** line.  It’s good to keep a record of what’s been talked about and quoted on—not just for yourself but for anyone else needing access to the deal.

 

What about when it’s a 2nd or 3rd round of a search?  For the 2nd round, I usually go back in and update the deal details and add in the search link with a notifier like

2nd Round: https://audio.alibimusiclibrary.com/#!project?projectId=1108584 // 1st Round: https://audio.alibimusiclibrary.com/#!project?projectId=1037550

If it goes into round 3, I might do a separate deal for that, mainly because the creative has changed

 

Deals – Licensing

There are fields that must be filled out before changing this deal to Music Licensed.

-Deal Name

-Item Code

-Company Name

-Term

-Territory

-Usage

-Licensed Amount *very important

-Composer

-Track Title

 

 

One note, if the Usage is multiple types, then just choose “Other” and explain in Deal Details

 

When you license a track, be sure to send an email to ar@alibimusiclibrary.com with a brief version of the deal notes.  I usually forward the email that came in from the client with my deal synopsis at the top.

 

E-Commerce related licenses

You will receive notifications of people buying music through SA.  If any are subscriptions or free licenses (Algonquin College for example) or anything credited as costing $0.00, you may file away.  Anything that is an actual purchase should be forwarded to jonathan.haskell@alibimusiclibrary.com & ar@alibimusiclibrary.com

 

PO-Related Licenses

Apple, Paramount and occasional Ad clients must have PO (purchase orders) created and attached to any deal that will be licensed.  They will often send through a confirmation of the use.  It is okay to fill out fields and change to ”Music Licensed” in HubSpot, as well as send email w/ details through to ar@alibimusiclibrary.com just be sure to make a note *waiting for PO* on your email.  And also mark that field in HS.

 

 

User Joined your SourceAudio site

Emails that come in with SourceAudio Registrations are your responsibility to log into HubSpot and assign a sales person to.  Go to CONTACTS tab at the top, dropdown to “contacts” and then the orange button on the right CREATE CONTACT.  First copy and paste email address into first field.  If we already have them in as a contact in HS, then you only need to update their exiting field to show that they are registered with us on Source Audio. 

Most of these are new clients and new registers, so fill out these main fields:

-First Name

-Last Name

-Industry sector - if you can (a quick Google search or LinkedIn search if you have time)

-Prospect/Active/Very Active – must fill out, I was taught “active” at all times

-Email Status- must fil out as Valid

-Standard User Checkbox – if they are a random, unknown person it’s “yes”, someone one obviously in the industry, “no”.  All others “not sure” and let the sales person figure out.

-Location Country – SA usually suggests what country they are from

-Contact Owner – trailers, video games, promos, LA-based (Tim); film, advertising, in-show use, e-sports (Joseph); all randos (alibi@), HBO and Netflix blankets = Tim, Warner/Turner blankets = Jonathan

-Release and Playlist Subscription – always “subscribed” unless they opt-out

-Registered On Site – usually self-registered

 

Misc

Whenever cue sheets or promo logs or promo usage reports get sent in, please forward to cues@alibimusiclibrary.com

 

If any of those require invoicing, be sure to log into HS first before sending to ar@ for invoicing