How to: Sync a Media Plan

Overview

Syncing a media plan is the process of transferring planned media activity from Excel into Advvy, where it becomes structured campaign data used for timelines, reporting, approvals, and integrations.

The sync process ensures that Advvy remains the single source of truth, while still allowing planners to work efficiently in Excel.

Before You Sync (Prerequisites)

Before running a sync, ensure the following steps are complete:

• You are connected to the correct Advvy environment

• You are connected to the correct Campaign record

• Reference Data has been downloaded and refreshed

• All required fields in the media plan are populated

• The media plan has been saved

Tip: Always check the Data Quality Dashboard before syncing.

Step-by-Step: How to Sync a Media Plan

Step 1: Open the Advvy Excel Add-in

1. Open your media plan workbook

2. Open the Advvy Excel Add-in pane

3. Confirm your environment and campaign connection

Step 2: Review the Media Plan

Before syncing, review:

• The Data Quality Dashboard for any alerts

• Mandatory fields (dates, markets, media types, quantities)

• Planned vs Advvy tables for consistency

Resolve any issues before proceeding.

Step 3: Run the Sync

1. In the Advvy Excel Add-in, select Sync

2. Confirm the sync action when prompted

3. Allow the sync to complete

A progress indicator will display while data is being uploaded.

What Happens During a Sync

When a sync runs:

• Campaign Flighting records are created or updated

• Campaign Fee Flighting records are created or updated

• Existing synced data for the campaign is replaced

⚠️ Important Each campaign supports one media plan sync at a time. Syncing a new plan will overwrite previously synced data.

Step 4: Campaign Import Job Creation

When a sync is initiated, Advvy automatically creates a Campaign Import Job record.

• This record tracks the status of the sync process

• Any processing issues are logged against the import job

• Import jobs are the primary place to troubleshoot failed or partial syncs

To review an import job:

1. Open the relevant Campaign record in Advvy

2. Navigate to Related → Campaign Import Jobs

3. Open the most recent import job to review status and messages

For detailed troubleshooting steps, refer to the How to: Troubleshoot a Sync article.

After the Sync Completes

Once the sync finishes successfully:

• Campaign timelines become visible in Campaign Plan and Campaign Plan+

• Media Summary and roll-ups update automatically

• Campaign Flightings and Fee Flightings are refreshed

• Data becomes available for MBA generation

It is recommended to review the campaign in Advvy immediately after syncing.

Common Post-Sync Checks

After syncing, verify:

• Campaign Plan+ reflects the expected timing and values

• Media Summary totals match the media plan

• No unexpected gaps or missing flighting

If discrepancies appear, refresh data or re-sync if required.

Best Practices

• Save your Excel file before every sync

• Sync regularly to avoid large changes accumulating

• Avoid syncing while another sync is in progress

• Use Parent / Child Campaigns when managing multiple plans