How to: Download and Update Reference Data

Overview

Reference Data underpins all media planning functionality in Advvy. It powers dropdown lists, validations, lookups, rate structures, and structural logic used throughout the media plan.

Once Reference Data has been downloaded via the Advvy Excel Add‑in, it must be refreshed inside the workbook to ensure all reference tables are fully populated and up to date.

If Reference Data is not refreshed:

• Dropdowns may appear empty

• Validation rules may fail

• Lookups may return incorrect or missing values

Important Timing Note (SMD Master Data)

Master data is captured from SMD each morning and uploaded into Advvy.

If changes are made in SMD (for example, creating a new schedule or code):

• It can take at least one business day for the data to appear in Advvy

• After it appears in Advvy, Reference Data must still be refreshed and loaded in Excel for it to become selectable in the media plan

Step 1: Download Reference Data via the Advvy Add‑in

Before refreshing queries, ensure Reference and Campaign Data has been downloaded:

1. Open your media plan workbook

2. Open the Advvy Excel Add‑in

3. Confirm you are connected to the correct environment and campaign

4. Download Reference Data when prompted or as part of the standard setup flow

Step 2: Refresh Campaign Data via the Advvy Add‑in

The Refresh Campaign Data action updates the connection to the Advvy Campaign Record and synchronizes any updates made at the Campaign level with Advvy.

When this action is run, the following information is downloaded/updated:

• The connection to the Advvy Campaign Record

• Any updates made to the Campaign-level record

• Fees and Rates associated with the campaign

• Schedules associated with the campaign

This ensures that the latest campaign information and financial details are accurately reflected in Advvy.

Step 3: Open the Queries Panel in Excel

1. In Excel, navigate to: Data → Queries & Connections

2. The Queries panel will open on the right-hand side

Step 4: Locate the Reference Data Queries

Scroll through the Queries list until you find the Reference Data section.

Typical Reference Data queries include:

• Client Rate Data

• Medium Data

• Aux Data

• Schedules Data

These queries populate the master lookup tables used by the media plan.

Step 5: Refresh Each Reference Data Query

For each Reference Data query:

• Click the Refresh icon, or

• Right‑click the query and select Refresh

⚠️ Important

• Refresh one query at a time

• Refreshing multiple queries simultaneously may interrupt loads and result in incomplete or corrupted reference tables

Step 6: Use the Data Quality Dashboard

The Data Quality Dashboard, located in the header area of the media plan, provides real‑time guidance on Reference Data status.

• Purple alerts indicate which reference tables require refreshing

• Refresh the corresponding query until the alert disappears

When all alerts are cleared, your Reference Data is fully up to date.

After Refreshing Reference Data

Once all Reference Data queries have refreshed successfully:

✔ Dropdown lists and lookups will repopulate correctly
✔ Validation rules will function as expected
✔ Structural dependencies will align with Advvy
✔ The media plan will be synchronised with the current campaign configuration

Your media plan is now ready for accurate planning and syncing.

Best Practices

• Always refresh Reference Data before starting or updating a media plan

• Refresh Reference Data after environment or campaign changes

• Re‑refresh Reference Data if new schedules, markets, or codes were recently created in SMD