Adding a One-Time Reviewer

Entering a New Name Directly Into Your Project

If you have a contact you would like to add to a project, and that contact does not have an entry in your Main Media Data, you may enter the information directly into your project. In most cases, though, you will want to add the information to the Main Media Data and import it into your project. If you add contacts directly into your project, they will only be available in that project. This makes sense if you are sending a review copy to someone who will never be used in another project.

To add a contact directly into your project, follow the these steps:

Be sure that your project is open. To do this, select the project name by clicking on it once, then select open from the toolbar. For more information on opening a project, see Opening Projects
Select the Reviewers tab of the project window.
Press the ADD button in the toolbar. Alternatively, you may press control-a on your keyboard. The following screen will appear:

Enter the contact’s information. Each field is optional. You only need to enter a single piece of information to save the record. Following is a description of each field:

Tags: Special codes your organization may optionally attach to a contact.
Release Only: Check this box to indicate that this contact will receive only a press release.
Galley: Check this box to indicate that this contact will receive a bound galley copy of a book.
Sent: If a press release, book, or bound galley has already been sent to the contact, enter the date here.
Tracking: Press this box to view a history of this contact’s reviews. Since this is likely to be a new entry, there will not be any information on this screen.
Update, By: Click in this field to record the date on which the record was entered, and the publicist who entered the date. This information may be changed. It is initially populated with today’s date, and the default publicist name set in the options.
First, Last, Title: Enter the contact’s information.
Callsign, Show, Affiliate: Enter the contact’s callsign, show name, and affiliate. An example might be WABC, Good Morning America, ABC. Use the Callsign field to enter publication names. For example, if your contact writes for The Boston Globe, enter The Boston Globe in the Callsign field. If she has a column titled “About Town,” enter that as the Show.
Website: If your contact has a website, enter it here. The website field can be used to directly access your internet browser.
Address, City, State, Zip, Country: Enter the contact’s information.
Unique: Check this box if this address is different than the Standard Address.
PO: Check this box if the delivery address is a Post Office Box. You will then be able to distinguish this later when creating mailing labels or shipping disks. Many carriers, such as UPS and Federal Express, do not deliver to PO Boxes.
Type: Enter the type of media (i.e. TV, Print, etc.) which this contact works with. Your version of Publicity Assistant will either allow you to enter a media type free form, or it will prompt you to select from a pre-defined list.
Markets: Enter the market that this contact represents. Your version of Publicity Assistant will allow you either to enter a Market free form, or it will prompt you to select from a pre-defined list.
Categories: Enter the category or categories for this contact. Your organization will likely have established a set of pre-defined categories, such as sports, women’s issues, politics, etc. Again, depending on your implementation, Publicity Assistant will allow you either to enter a category free form, or to select from a predefined list.
Circulation, Rank, Hits, Watts: Enter the circulation of print media, the market ranking of television media, the watts of radio media, and the online hits of online media. This information can then be used as criteria in searching for contacts in the Main Media Data. Enter the type of media first, and then type your circulation information directly into the box. This field is dynamic and corresponds with the type of media.
Phone, Fax, email: Enter your contact’s information. You may only add one entry per field. The e-mail field can be used to directly access your e-mail system.

Save your contact information. To do this, either press control-<end> on your keyboard, or select the close button in the data entry window.