How to File
a Brand Report Using
the Online Filing
System
1
URL: http://efile.bpaww.com
Click Login
2
Enter User ID and Password, use your
bpaww.com member services login
3
Compatibility View Settings when using
Internet Explorer
Select “Tools” from
the menu bar and
then select
“Compatibility View
settings.”
4
Compatibility View Settings when using
Internet Explorer
Add bpaww.com to the field shown. Click
the “Add” button. It will then show the
website in the below box. Then click the
“Close” button.
5
•
Make sure you are logged in
as the right user. Click
“Statement Filing” to begin
inputting data.
The Stage will display “In Progress” until your statement is
submitted. Please make sure that the “Period Ending” is
also correct. Click on the title under the heading “Product”
to begin to enter in data.
6
Table of Contents
Table of Contents:
Click on any Paragraph or Section to
begin entering figures.
7
Brand Information
To update the
address click
on the drop
down menu. A
list of available
locations will
appear. If the
correct
address does
not appear
select “NEW”
and add the
current
address. Click
“Save” at the
bottom of the
page.
8
Create an Available Contact Name and
Assigning Filing Contacts
1. Click on the “New Contact” button to add a new contact row.
2. Enter in the Contact’s first & last name, title, phone # and email address.
3. Select the check box if the contact is the Filing Inquiry Contact and/or
the Proof Copy Contact. There can be multiple contacts for each type.
4. Press the diskette icon to save.
9
To Edit or Delete an Existing Filing
Contact
To edit an already existing
contact, click on the pencil icon.
Use the red x’s to delete existing contacts
associated with this filing.
10
About/Purpose
1. To edit the “About” comment
select “About’ under “Current.”
2. The comment can now be
updated here.
3. Once updated click on “Accept
Edits” and then click the “Save”
button.
11
About/Purpose
1. To remove the “About”
comment select ‘About’ under
“Current.”
2. Remove the wording by
clicking on “Clear Statement.”
3. Click the green arrow to move the
“About” to the Available box. Then
click “Save.”
12
Geographic Breakout
The geographic table can be broken out for both E-Newsletter or
Website Activity. Select the check box, click the “Save” button and
an additional column will be added to the table.
13
Geographic Breakout
E-Newsletter has been selected
and the columns have been
added to the geographic table.
14
Geographic Breakout
Geographic Tables selected to
appear on the statement. Multiple
tables can be selected.
Order Arrows. Use these
arrows to place selected
tables in the desired order.
Available
Geographic
Tables
Add/Remove
arrows.
15
Geographic Breakout
Highlight a table from the
“Available Geos” list and click
the green arrow.
The highlighted table will move
to the “Selected” list.
Adjust the order the tables
appear by using the Up/Down
arrows on the extreme left.
16
Geographic Breakout
The highlighted table will load in the data entry below. Be
sure to save your data before you toggle between
multiple tables.
17
US by State Breakout
Enter claim data into the “TQ” column for
each corresponding Geographic location
and save data.
18
US by Region Breakout
Enter claim data into the “TQ” column for
each corresponding Geographic location
and save data.
19
International Breakout by Region/Country
1. Choose International by
Region/Country.
2. Each of 9 global regions are
available in the “Region Filter.”
3. Select the 1st region you need to
report from the drop down menu.
4. Enter in the claims and click
“Save” before moving onto
selecting another region to report
from the menu.
5. Once all the geographic regions
have been reported, click on
“Save.”
6. If you would like to report
geographic info by continent
only, enter the claimed
circulation in the “unspecified
cell” at the bottom of each
region.
20
Geographic Breakout – Reporting Digital
By unchecking this box it will allow for
the Print and Digital columns not to be
reported. The Data Review section will
not show these figures.
Print and Digital claims will still need
to be entered to the paragraph.
21
Logo & QR code
To upload a Logo or QR Code, select
the type of image that you would like
to upload from the drop down menu
and click “Add New Image.”
22
Logo & QR code
1. Click “Browse” to find the graphic
associated with this filing.
2. Click “Save Image” to assign find the graphic to the filing.
**IMPORTANT** Please make sure the image is uploaded as a PNG
file, under 1 MB and 300 dpi. Make sure Compatibility Settings are
changed to include bpaww.com.
23
Print and Ship Order Form
Select “Hardcopy & Website”
or “Website Only” using the
buttons provided.
Select the
“New”
button to
open up the
print/ship
address
information.
24
Print and Ship Order Form
Once form
is
complete,
click on the
save icon
located
within the
table.
1. Fill in shipping information in the fields provided.
2. Designate the quantity to be sent to this location.
3. Notice the total “Quantity of Hardcopies to Ship” for your reference.
4. Press the save icon at the right of the page.
25
Edit an existing “ship to” location or qty by clicking on the edit icon.
Add an additional shipping qty or location by clicking the “New” link.
26
Send Your Comments to BPA
Use the “Comments” section to communicate to BPA
instructions, questions, or errors you found while filing.
1. Type your comment to BPA inside the “Note” text box.
2. Click “Insert”
3. Click “Save”
You can type as many separate comments as you wish. These comments
will be viewable by BPA staff and others reviewing historically submitted
filings.
27
Digital and Paid Reporting
A check box is provided for Digital Reporting;
however, this is not enabled for members. Only
BPA staff can change this setting. If you wish to
report digital, please contact us for information.
Click on the checkbox to turn on paid
reporting in Paragraphs 3a, 3b, 3c and the
Geographic Breakout. Paid and Non-Paid
columns will appear in these sections.
28
Magazine Information
Can update the Official Publication of, Established Date and the
reporting currency in the “Magazine Information” section.
29
Field Served/ Definition of Recipient
Qualification
1. Select “Field Served” under
“Current” to open up the
comment and make any
grammar or wording updates.
2. Enter “Field Served” text
into the text box titled
“Definition Statement.”
3. Click “Accept Edits” to
save your changes.
4. Click “Save” at the
bottom of the screen.
30
Notes section
To add a *Note that will appear on the
Printed Statement below the Paragraph
box, i.e. *See Additional Data. Type
inside the text box, click “Insert” first
and then the “Save” button.
31
Paragraph 1-2
Adding Issues for the first time
Functions to add rows
When a filing is accessed for the first time, the 1-2 form will appear as
shown above. Use the “Add or Remove Rows” and insert row
functions to add the desired number of rows.
32
Paragraph 1-2
Adding Issues for the first time
Add Issue Name here
Six rows have been added. Notice the scroll bar on the right which
will help you navigate the rows. Place the issue names in the
“Issue” field and click the “Save” button.
33
Paragraph 1-2
Adding Issues for the first time
The 1-2 form will place the issues in numeric order upon save. You
may mark a buyers guide or other special issue by using the
checkbox provided. Add a comment in the “Comment” column. The
special issue will not be reported in the average of the Total Qualified.
34
Previous issue TQs
pulled from last filing
Indicia comment for
P3a
Set your
analyzed
issue #
Enter your data
into the
corresponding
field by either
entering in
each number
manually or
copy and
pasting using
Ctl+C and
Ctrl+V.
The Online Filing System will not accept a comma (,). ALL data
entered must be without a place holder.
35
Paragraph 1-2 – Optional Reporting
of Additions and Removals
Uncheck this box to hide the adds/removals
from appearing on the Brand Report.
36
Entering Digital information on the 1-2
Publications reporting
digital copies will have
three 1-2’s to select from in
the drop-down menu. The
first one is titled “ALL.”
The “ALL” 1-2 is the sum of
the individual 1-2’s and is
not editable.
37
Entering Digital information on the 1-2
Enter your Print, Digital and Both
figures in the additional 1-2 tables
listed in the drop down menu.
38
Printing out the 1-2
Click on the Excel export tool icon to open the 1-2 in Excel format. This feature
will allow you to view, save and print out the 1-2. The Excel export tool will also
allow you to copy and paste figures from Excel into the Online Filing System.
When copying and pasting, be sure not to include any commas.
You will also find the Excel export tool located in Paragraphs 3a, 3b, 3c, 4,
Geographic Breakout and the 3-year calendar analysis.
39
This is what the 1-2 will look like when you open it up using the Excel
export tool.
40
Copying and Pasting Figures from Excel
•
•
•
•
Figures from an Excel spreadsheet can be placed into the Online
Filing System (OFS) using the copy and paste function.
YOU MUST FORMAT WITHOUT COMMAS/PUNCTUATION
The destination fields in the OFS must be the same size as the source
fields in Excel. (Ex. If the destination in the OFS is a field that is 4
columns by 3 rows, then the Excel data that is copied must also be 4
columns by 3 rows.)
Formulas that exist in Excel will NOT write over those in the OFS.
Therefore, sub-total and total cells will be ignored in the OFS. Please
allow the OFS to perform the calculations.
41
Paragraph 3a – Business/Occupational
Breakout
42
Paragraph 3a – Reporting Digital
Uncheck this box to hide the Print and
Digital columns on the report.
Print and Digital claims will still need
to be entered into the paragraph.
43
Paragraph 3a – Row/Column Paragraph Options
Row/Column Paragraph Options
Display of the P3a table builder
Preview Screen – Not For Data
Entry. It is for visual reference
only, claimed data entered won’t
carry forward to P3a
Row Editor – add/delete/edit
Column Editor – add/delete/edit
44
Row/Column Paragraph Options –
Paragraph 3a Editing a Row
Save
&
Delete
Icons
Cancel
Icon
To make edits to an existing P3a category:
1. Click on the pencil icon, the editing boxes will appear.
2. Make the text edits, additions or deletions as needed.
45
To add a new Row
To move a row up or down, use the
green and orange arrows. The
number provision is the number of
spaces that the selected row will
move up or down.
•Click on the “New” button.
•Type in your category.
•Type any description in the notes.
•Click the Save icon (diskette).
46
Making a Row Subtotal
To create a new row that subtotals more than one (1) claimed category
Use the
leveling
arrows
to
increase
the the
number
rows
included
in the
subtotal.
1. Insert the new row, be sure that “Whole Number” is selected from the
drop down menu in the “Data Use” column.
2. Uncheck the box under “Claimed data *.”
3. Remember to click on SAVE diskette icon for the changes to take effect.
47
Be sure all subtotaling rows and columns have an unchecked box.
Remember there is a helpful preview table above in the Row/Column builder
to see if the layout is as you want it to appear on the printed statement.
48
Row/Column Paragraph
Options –
Changing the P3a table name
1.) Click on the pencil
icon next to the table
name.
2.) Type in new name.
3.) Press the diskette
icon to save.
49
To add a new Column
•Click on the “New” button.
•Type in your category.
•Type any description in the notes.
•Click the Save icon (diskette).
50
Paragraph 3b
Standard Option
Select from the
drop down menu to
select one of two
Paragraph 4
options. “Standard”
is the default.
1.) Enter
claims in this
area and
Save.
2.) Enter
high/low
figures in
this area
and Save.
51
Paragraph 3b – Expanded option
Select “Expanded”
from the drop down
menu. This will
show Paragraph 3b
in the expanded
format.
1.) Enter
claims in this
area and
Save.
2.) Enter
high/low
figures in
this area
and Save.
52
If this section is 5% or
more, enter in the
number of sources and
the data from the
smallest and largest
sources into the
appropriate boxes. Click
on the SAVE icon at the
bottom of the screen.
If a single source is
over 10%, the source
needs to be disclosed.
Select the
corresponding source
type from the drop
down menu and click
on the “Add Item”
button. Then type in
applicable source(s) in
“Source” text field. 53
Paragraph 3b – Reporting Digital
Uncheck this box to hide the Print and
Digital columns on the report.
Print and Digital claims will still need
to be entered to the paragraph.
54
Paragraph 3c
Multi-Copy and Single Copy Sales will
populate directly from the analyzed
issue’s claims as entered on the 1-2.
55
Paragraph 3c – Reporting Digital
Uncheck this box to hide the Print and
Digital columns on the report.
Print and Digital claims will still need
to be entered to the paragraph.
56
Paragraph 3c – Optional Reporting
Select “Hide Paragraph on Output” from the drop down menu to
remove the paragraph from the report.
57
Paid Subscription Analysis
58
Prices
•To report Paid claims on your report, select “Paid Subscription Analysis.”
Paragraph
Selection
drop down
menu
To start, click on the “Add Row” icon.
59
Offers (Continuous Circulation Only) over 5% of total offers
Update
Icon
1. Click on the cell in row 1, “Number Of Issues” and begin to enter data.
2. Continue with “Offer Price” and “Total.”
3. Click the update Icon to update the spreadsheet. The “Add Row” icon
will then become enabled.
4. To add another row for the next offer, use the “Add Row” icon.
5. Be sure to click on the SAVE button at the bottom of the screen.
60
Enter the claim data for:
Number of Orders, Gross Number of Issues and
Gross Value of Offers
Enter Data
Here
Calculations
will be shown
61
Use of Free Promotional Incentives
Enter data in the provisions above and click the “Save” button.
62
Optional Reporting of Paid
Subscription Analysis
Select “Hide Paragraph on Output” from the drop down menu.
This will omit the “Paid Subscription Analysis” from being
reported on the report.
63
Three Year Calendar Analysis
64
Claimed data needs to be entered here in the editable cells. The color key is
provided.
***If you wish to REPORT Post Expire % on your printed statement, please enter in
the provision provided. Type in the % you wish to claim inside the text field
labeled, “Post Expire Copies included” in Paid circulation.
Average Annual Order Price can also be entered into the cell provided.
Remember to click the SAVE button once completed.
Post Expire
Copies
Average Annual
Order Price
65
Optional Reporting of Three
Year Calendar Analysis
Select “Hide Paragraph on Output” from the drop down menu - Business only.
66
Additional Data
67
Using the Glossary
1. From the drop down view, the available
Paragraph headings and select the desired
heading.
2. From the “Glossary” drop down view the
list of pre-populated comments available.
5. Click on “Insert” to see the
comment move to the area
above.
6. Click on the “Save” button.
3. After finding the comment, click on the
“Select” button above.
4. The “Note” text box will populate. You
can fill in the blanks and make edits or
revisions inside this area that pertain to
68
your filing.
Creating your own comment
(not in the glossary)
1. Enter the Paragraph # or
heading in ALL CAPITAL letters
inside the “Caption” field .
2. Type in the comment as it is to
appear on the report in the
“Note” area.
3. Click on “Insert” to move
the comment into the
“Paragraph Notes Area.”
4. Click on the “Save” button.
If there are multiple sentences,
to appear on separate lines, use
ENTER on your keyboard to
create a new line.
69
To make changes to an existing
comment
1. Click on “Select” for the existing comment you wish to alter.
2. The selected comment will appear as highlighted.
3. You can delete the comment entirely by clicking on the “Delete” button.
4. Make text changes by using the “Update” button.
5. To save changes, press the “Save” button.
70
Cover Image and Qualification Forms
To submit a Cover Image or
Qualification Form, select the type
of image that you would like to
upload from the drop down menu
and click “Add New Image.”
71
Cover Image and Qualification Forms
1. Click “Browse” to find the graphic associated
with this filing.
2. Click “Save Image" to assign the graphic to the filing.
**IMPORTANT** Please make sure cover shots and logos are uploaded
as PNG files, under 1 MB and 300 dpi. Make sure Compatibility
Settings are changed to include bpaww.com.
72
E-Newsletters
1. Add an E-Newsletter by clicking
on “New.” Rename and save it by
using the “Save” icon.
2. Select “Weekly
Average,” “Monthly
Average” or “Total
Issues” from the drop
down menu when
reporting an e-newsletter.
Save by clicking the
“Save” icon.
3. Select the dates for each e-newsletter by
checking the applicable date boxes. Once all
the dates have been selected click
“Add/Remove Distribution Dates.”
73
E-Newsletters
Enter in the “Successfully Delivered”
figures for each e-newsletter. Click
“Save” once completed.
**IMPORTANT** Be sure to enter
all dates for daily e-newsletters.
74
E-Newsletters
1. To add an E-Newsletter image, click “Browse” to
find the graphic associated with this filing.
2. Click “Save” to assign the graphic to the filing.
**IMPORTANT** Please make sure the image is uploaded as a PNG
file, under 1 MB and 300 dpi. Make sure Compatibility Settings are
changed to include bpaww.com.
75
Social Media
1. Select the “Social Media” channel
from the drop down menu.
2. Enter the Account name and click
“Add.”
76
Social Media
Enter the figures for the 6-month period.
77
Website Activity
The website figures are automatically populated into the
Online Filing System. Verify that the figures are
correct. If you have any questions, please contact the
BPA help desk.
78
Website Activity
1. To add a Website image, click “Browse” to find
the graphic associated with this filing.
2. Click “Save” to assign the graphic to the filing.
**IMPORTANT** Please make sure the image is uploaded as a PNG
file, under 1 MB and 300 dpi. Make sure Compatibility Settings are
changed to include bpaww.com.
79
Data Review
Click on “Data Review” at the top of the page.
80
On this screen you will be able to review the Brand Report in HTML format. It
will show the figures that were entered into the Filing section. THIS IS NOT A
FINAL VERSION. This report will be re-formatted and you will be notified that
a proof is available for your review.
81
Saving and Printing out Data Review
Click the “Save” button below the report. You will then be prompted to save
the report to your computer. Once saved the report can be printed out.
82
Submitting your filing
When finished reviewing the Data Review, scroll down to the bottom
of the screen. If you see this red error message, it means that the
filing still isn’t complete. Go back to Statement Filing and make the
necessary updates.
83
Red errors must be corrected on your filing before it can be submitted.
When finished reviewing the Data Review,
scroll all the way to the bottom of the
screen and fill in the appropriate fields.
When all fields have been filled in, click on “Release Statement to
BPA.”
84
Submitting your filing to BPA Worldwide
After clicking on “Release Statement to BPA,” click the
“Confirm Release to BPA.” The report has now been
successfully submitted to BPA.
85
Questions on using the Online Filing
System?
Help Desk Analyst – Jim Beecher
203.447.2835
email: jbeecher@bpaww.com
OR
Production Specialist – Randi Bayne
203.447.2856
email: rbayne@bpaww.com
86