What is the minimum system configuration needed to view the site?

• Windows XP, Mac OS X v10.4, Black Berry OS 4, Apple iOS 3 (or above)
• At least 512 MB of RAM (system memory)
• 1.3 GHz Pentium 4 CPU or better
• Internet Explorer 7, Firefox 3, Safari 4, Chrome 8 or above
• Adobe Reader 8 (or above) installed.
• Flash Player 9 (or above) installed.
• 1024 * 768 resolution screen

How do you know which clips to send to me?
You are a recipient of clips for one or more Agreements that have been set up with Durrants Ltd. Durrants is following instructions to look for particular cuttings or clips based on a brief that was worked out at the time the Agreement was set up. Typically we search for mentions of keywords in particular contexts.

How does the Web service work?
As clips matching your requirements are found they are passed to the web service. They are accessible within 10 minutes of being processed. By default all clips that have been put onto the site today are viewable when you log in. However you can change your Preferences to display your own filter based on date range, media type, keyword etc

How will I know when a new clip is available for me?
You can request an email alert to be set-up by your Account Manager to inform you that coverage is available on the website. You have option to change the timing of your alerts to any time of day. Please contact your Account Manager for more information regarding options. The email will display the headline, date and publication/media outlet source. If you choose, a summary or short extract from the clip can be included. Alerts are optimised to ensure usability across email platforms and device formats (iPhone, Android, Blackberry etc). When you receive an email alert you can click the accompanying link(s) and be logged in automatically and taken directly to the selected clip on the site.

How do I view the clip itself?
If the headline of the clip is in bold type then you can click it to view it on the Web using Adobe Reader or have it faxed to you, depending on the publication from which the clip was extracted. If, for copyright reasons, the clip has gone past the period during which it can be viewed on the Web or faxed to you (typically 28 days after being put on the site in the case of newspapers and magazines) then the headline will appear in plain text and will not be clickable.

How can I start or amend my email alerts?
Please contact your Durrants Account Manager for more information

What is an Agreement?
An Agreement is a set of reading instructions for particular publications. An Agreement may have a number of Keywords associated with it. You have the permissions of a recipient on one or more Agreements. If you are associated with more than one Agreement then you will be able to filter your listing of the clips by Agreement on the Simple or Advanced View filters near the top of the screen.

What does "All Agreements" mean?
This means all the Agreements to which you have been attached as a recipient and for which you will receive cuttings. If you are attached to more than one Agreement then you will have an Agreement filter that, by default, is set to display the clips from All Agreements in your main List Clips page. You can click the drop down Agreements filter to see the complete list of Agreements to which you are associated, and you can choose a single agreement by which to filter your display of clips.

What are Agreements/Subject Headings?
If your organisation has requested that its clips are grouped into subject headings (i.e. agreement subcategories) then these will be displayed under the Agreements/Subject Headings drop down on the filters. Either filter by All Agreements/Subject Headings, a single agreement and its subject headings or drill right down to view just the clips that have been allocated to a particular subject heading within an agreement.

What options are there for filtering by Keyword?
Clips are found in the press and other media based on the Keywords that we have been asked to look for. As a result clips are always associated with a Keyword even though the actual term does not always appear in the clip. The complete set of Keywords viewable on the site is built on the fly from your current filtered list of clips. These Keywords are viewable on the drop down list when the filter at the top of the screen is set to All Keywords.

If you want to filter down your listing of clips to just those related to a particular Keyword then select this from the drop down list. In order to select a different keyword first select All Keywords in order to display again the maximum number of clips.

What are the default filters after I log in?
Unless you have modified your Preferences in the Profile page, then when you first log into the service your filters are set to show you today's clips from all Publications, all Agreements, all Keywords and all Categories. In other words you will be presented with the widest selection of clips that have been posted to the website today. From here it is easy to filter, sort and search your clips. You can modify the filters and screen views you would like the service to default to each time you login by going to the Preferences section of the Profile page.

Active filters
View the active filters at the top of your monitoring page to determine the filters that have been applied to your media coverage. The active filters show the date range, agreement, subject heading, media type and keyword that have been applied to your media coverage. Deselect a filter by closing the filter by selecting the (x). This will take you back to the default for that filter ? e.g. Today, all agreements, all media types etc.

What is the difference between filter by Cover Date and filter by Upload Date?
Your clips will always be filtered by some date range. This will default to Upload Date, in other words you will be shown the list of all clips put onto the website within the date range selected. This selection will not take heed of the cover date of the publication itself (magazines often have cover dates later than the upload date, whilst some regional publications have cover dates earlier than the upload date). If you select Filter by Cover Date you will be shown only those clips whose cover date is within the date range selected. When you first login your settings will always default to Upload Date to ensure that you do not miss any clips that have been recently uploaded (even if they have cover dates outside of your current date range filter).

How can I find specific clips?
You can set up filters by Date, Agreement, Keyword, Media Type or search term. If you have the permission set for the Evaluation service then you can additionally filter by Campaign. See the Evaluation Help topics for more information.

How do I choose clips written by a particular journalist?
Click on the Search text box, add the journalist name you are interested in and select "Journalist only" from the drop down list immediately above the Search button. Then click on Search.

How do I change the sort order of the listed clips?
Click in the Sort box at the top of the listing of clips to display the options and chose one. The list of clips will be sorted in the order you have requested and the value of the option you have chosen will be displayed on the right hand side of the heading.

If you choose Date or Publication/Media Outlet as a sort option, then the sort will happen but Date and Publication/Media Outlet will not be displayed again on the right hand side of the screen as they already appear in the listing of clips. There are multiple sort options depending on your user permissions - Agreement, Media Type, Circulation, Country, Date, Journalist, Keyword, Publication/Media Outlet, Sector and Story. If you have the AVE permission and Evaluation Reporting permissions then you will also be able to sort by AVE and Negative or Positive and Unanalysed clips.

What happens if I check the Full Details box in Display Options?
The following additional information relating to each clip will appear underneath each headline in the clip listing - Agreement, Circulation, Keyword, AVE (if AVE permission is set).

What types of Summary are available?
Custom written summaries of the clip call out the mention of the keyword. They are available at extra charge. Please ask your Account Manager if you would like to add summaries to your service.

When I click on some headlines, nothing happens. Why can't I view the cutting?
Copyright restrictions applied by the publishers either prevent the cutting from being delivered via the web at all or put a time limit on its display. Cuttings from most newspapers can be viewed for up to 28 days after publication. Similarly, cuttings from most consumer, trade and technical magazines can be viewed for up to one month. These copyright restrictions apply to all Media Monitoring Agencies.

How can I view the full cutting if it is not available on the web?
If, for copyright reasons, the clip is not available on the Web then for a period of 28 days after publication for newspaper cuttings and for up to a month in the case of magazines a cutting can be requested using the automated faxback service. If this service is available for the particular clip you are interested in then the Request a Faxback page will appear when you click the clip's headline. We will already have a fax number for you but an alternate number can be added in the Profile screen, which can be found at the top left side of the screen.

After filtering by one of my keywords, where are the other keywords to select?
Because the list of keywords is built on the fly from the clips in your current listing, when you filter by a particular Keyword then only that keyword will appear. To go back to the full listing choose All Keywords from the drop down list. When the screen refreshes click on the All Keywords filter again to see the complete list.

Which keywords appear in the Keywords filter drop down menu?
All the keywords for your current listing of clips are viewable in the Keywords filter. The list is built on the fly from the displayed clips so in order to view more keywords you need to widen your filter criteria. If you have filtered by a particular keyword then you can widen your filter criteria by selecting All Keywords. When the screen refreshes click on the All Keywords filter again to see the complete list.

When I set a date range filter why do I get cuttings displayed that are outside this range?
The date range filter is based on upload date, i.e. the date on which the clips are sent to the Web site. However the date displayed onscreen beside each headline is the cover date of the publication concerned. For example many magazines have cover dates that are weeks ahead of the upload date whilst some regional press titles have cover dates earlier than the upload date. The default date filter of Today will show all those cuttings that have been put on the web site today (regardless of their cover date).

What does AVE mean?
Advertising Value Equivalent is an approximate measure of the value of the space taken by the article had it been purchased at the publisher's advertising ratecard. It gives a comparative measure that allows PRs who use it to compare coverage between periods or campaigns. However does not provide an absolute measure and the actual values should be treated with caution. If you prefer not to see the AVE data at all within your monitoring you can have it removed from display by contacting your administrator or Durrants Account Manager.

Sometimes no clips are available - why is that?
This happens when no clips match your current filter settings.

What does Also Reported In signify?
If your organisation has requested that articles about a particular story on a given day are grouped together, then the clips will be sorted into a Lead Article followed by one or more "Also Reported In" clips. The Also Reported In articles are indented to show that they cover the same subject matter as the clip immediately above them. Depending on your user permissions, the Edit, delete and analyse options for Also Reported In clips can be accessed either via the View PDF page once you have clicked the bold headline or, if the headline is no longer clickable, via one of the other sort options. NB clips will not be grouped by story for other sort orders like Date, Circulation and Publication/Media Outlet.

How do I use the Print Clip(s) function?
This allows users with the administrator permission to select clips and then print them all out as a single PDF. Thus if you routinely print out every clip you receive each morning then the Print Clip(s) feature is an efficient solution which does not require that you first select, open and then print each individual clip.

In the Preferences section of Your Profile you can set the print clips function as Standard or Enhanced. Enhanced print clips will provide you with a page numbered Table of Contents at the front of your combined PDF.

Viewing clips
There are now two options to view your clips: "With clip listing" or "Full screen". The clip listing view of your clips provides you with an integrated view that presents the clip within the portal menu bar and with mini clip listing to the right hand side. This gives you the added benefit of being able to navigate easily to a further clip, or to other parts of portal. Users with low resolution 1024 screens will have their mini clip list in the panel that they can drop down over the top of the clip.

The full screen view provides you with the PDF of your clip in a new browser window. To change your current view clips setting, go to the Preferences section of Your Profile.

Tools box
Beside each clip you will see a Tools box. Clicking this will reveal all of the available tools that are available to you foir this particular clip. So for example if you are an administrator you will have the Edit and Delete tools, if you have the analysis permission then you will have the Analyse tool, and if the clip is a broadcast clip you will have a £ tool to allow you purchase a copy of the broadcast item. You can reveal and hide the tools by clicking on the Tools icon beside each clip.

What is the email alert view?
The email alert view displays a user's media coverage as it was presented in their recent email alerts. Users are able to filter clips based on the previous three days' email alerts. The time the alert was dispatched and the number of clips included in that alert is flagged in the email alert filter. The filters will only include email alerts which contain clips. Where a user checks the box to filter on email alert view, other filters such as filter by agreement/subject heading, media type and keyword are disabled.

In the Preferences section located in Your Profile, you can opt whether to set the email alert view as your default monitoring page to view when you login to the service.

What is the Dashboard?
The Dashboard is an optional "front door" to your service. You can switch it on and off via the Your Profile link that is always on screen.

The Dashboard presents on a single screen your selection of charts, tables and news feeds to give you a high level overview of your media world. Click on Personalise to choose the Monitoring and Evaluation charts and news feeds that you want to include. You can configure these from the Personalise screen or from the Dashboard itself by clicking on the Edit pencil icon.

Charts contain clickable segments that allow you to drill down to the underlying Monitoring or Evaluation applications to view the list of clips that the segment represents.

You can move Dashboard components on the screen to promote those that you want to see higher up the screen. You can move them by clicking and dragging the title bar of the relevant component. Note that double width components always appear at the top left of the dashboard (and multiple double width components can be promoted or demoted). Other than this, all single width components can be located wherever you want them.

News feeds allow you to include Twitter and RSS feeds. For example you can use these components to track the Tweets of a particular journalist or to include a feed of stories from the BBC News site.

What are the Analysis & Reporting tools?
The Gorkana Group portal offers the facility for users to conduct their own analysis on their media coverage or view and report on analysis conducted by Metrica, our full service analysis solution.

The built-in analysis and reporting tool, available as part of the Monitoring page, allows users to review campaign activity. The system works by allowing the addition of client data to the cutting records. This includes campaign categorisation, topic/message identification and favourability scoring.

The analysis functionality combines this additional data with the information about the cuttings already stored on the portal to allow powerful charts and reports to be run on demand. Reports are displayed in either a bar or pie chart format that can be printed or copied from the Web site and pasted directly into Word and PowerPoint documents. Alternatively users can download the data into Excel for further manipulation.

How do I get access to the Analyis & Reporting tools?
Your Durrants Account Manager can set up your access to the inbuilt analysis and reporting tools available in the portal.

How do I set up a PR campaign for analysis?
This is done by Administrators who should click the MANAGE ANALYSIS button from the Administration screen on the portal. Enter the name of the campaign or issue into the Campaign/Evaluation Category Name box. This is the name that will appear in the Clip Analysis page and also on the Analysis filter. Add up to 1,500 characters of descriptive text that you want the analysts to view to assist them.

Select one or more Agreements, whose clips you want to be capable of being assigned to this new Campaign, from the Select Agreements box. If you want more than one agreement hold down the Ctrl key as you select multiple agreements with your mouse. Finally ensure that the Campaign/Evaluation Category enabled checkbox is ticked. If it is not ticked then although the campaign will be stored it will not be visible for selection in the Clip Analysis page or in the Analysis filter. Click SAVE and the page will refresh showing the Topics section. Once you have selected a campaign/evaluation category you can add, edit and provide descriptive text for individual topics for that campaign/evaluation category in the same way. You can add up to 20 topics/messages per campaign. The Topic Name must be no more than 100 characters long although you can add a description of up to 1500 characters for each topic/message.

If I don't have a PR campaign, can I still categorise and analyse clips?
The analysis and reporting tools are perfectly suited to this purpose. Simply use those parts of the tools and the reports that you need. For example if you want to track and analyse specific industry issues or competitors rather than PR campaigns simply set these up within the Evaluation tools and assign, score and report on the clips to your own requirement.

How do I give individual users access to the analysis and reporting tools?
Once your organisation has been given access to the analysis and reporting tools then Administrators will be able to give access to either the Analysis tools, the Reporting tools or both via the Subscription Permissions section of the Manage User Account Page. You can reach this by clicking on the EDIT button beside any individual user listed on the Administration page. Setting the Analysis permission will allow the user to assign the clip to campaigns and also to score the favourability, AVE attributable percentage of the clip and the presence and attributable values of Topics. Setting the Reporting permission will allow the user to generate reports, charts and Excel downloads based on the analysis that has been done.

What is the PR Factor?
The PR Factor is a number set by your organisation that represents the multiple that you want to apply to any AVE scores in order to calculate a "PR Value". The PR Value represents the additional value of having publicity appear within the editorial pages rather than in paid-for advertising. Thus if the AVE figure is £2,000 and the PR Factor has been set at 3, then the PR Value will be displayed as £6,000.

How do I analyse a clip?
If your administrator has set the permission to allow you to analyse clips, you will have an ANALYSE icon in the Tools box beside each clip listed. Just click on Tools to reveal the ANALYSE (chart) icon. Additionally you will find an ANALYSE icon on the page that displays the PDF of the clip itself. Clicking this button will take you to the Analyse Clip page. Here you can assign a favourability score (positive, negative or neutral) for the overall clip, and assign an AVE percentage to indicate the proportion of the clip that should be counted as attributable for calculating the advertising value equivalent of the coverage. Finally you can assign the clip to one or more Campaigns/Evaluation Categories that have been set up and identify and score the favourability of any Topics/Messages that appear within the clip.

How do I score favourability of the clip?
You can choose what the focus or subject of the evaluation is to be. This should be explained in the Campaign/Evaluation Category Description that can be accessed via the DESCRIPTION button on the Analyse Clip page. Typically the focus of the evaluation will be a company, product, brand or person. By default the clip favourability is set to Neutral but this can be changed by clicking either the Positive or Negative options. Remember to click the SAVE button when you have finished your analysis.

What is the AVE Attributable percentage?
Many clips have an Advertising Value Equivalent (AVE) already calculated. This is based on the ratecard cost of buying the space that the article takes up within the publication. For example an article may occupy 213 square centimetres. If the advertising rate in that publication is £10 per square centimetre then the AVE value of the article is £2130 assuming that 100% of the article is relevant. However if only a proportion of the article can be attributed to the subject of your evaluation then the AVE Attributable box allows you to assign the appropriate percentage. In the example above if you set the percentage to 25% then only £532.50 will be counted towards the overall AVE value report for your clips. Remember to click the SAVE button when you have finished your analysis.

Can I add or edit the Summary?
If you have the Analyse permission set by your Administrator then you will be able to write or edit the Summary for any clip. The results will be viewable by all recipients of the clip if they have their summary options on their Home Page set to Display Summary. You can add or edit summaries by clicking the ANALYSE button beside the listing of the clip or at the top of the page showing the PDF image of the clip. Remember to click the SAVE button when you have finished your work.

How do I assign the clip to a PR Campaign or issue?
If there are any PR campaigns/categories or issues that your organisation wishes to track and analyse in the media then these can be set up by the Administrator. Those that might apply to the clips you are viewing will appear in an Unassigned Campaigns drop down box immediately below the Summary box on the Analyse Clip page. You can view a description for each Campaign/Evaluation Category by selecting it and then clicking the DESCRIPTION button in the Unassigned Campaigns section of the page. If the clip is relevant to the campaign then simply click the ASSIGN button. The screen will refresh and you will see that the campaign has been removed from the Unassigned Campaigns drop down box and instead appears in the Assigned Campaigns drop down box. You can assign a clip to as many campaigns/evaluation categories as you like. Remember to click the SAVE button when you have finished your analysis.

How do I record topic/message mentions and topic/message favourability?
If the Campaign/Evaluation Category that you have assigned the clip to has any topics/messages then these will be listed for the currently displayed Assigned Campaign. There is a small square box called a checkbox immediately to the left of each topic/message. If you click any of these checkboxes then a tick will appear to indicate the presence of that topic/message and the favourability options will then be activated. By default the favourability for a topic/message is set to Neutral but this can be changed by clicking either the Positive or Negative options. You can also adjust the percentage of the clip's AVE that is attributable to the topic/message. Remember to click the SAVE button when you have finished your analysis.

How do I produce reports and charts based on the analysis that has been conducted?
If your administrator has set the permission to allow you to view reports, you must first select the clips that you want to run a report on by setting the filters and then selecting specific clips or all clips in the current filter. Then click CREATE REPORT button at the left of the screen immediately above the first item in the listing of clips. Clicking this button will take you to a Choose Report page where you can select the specific report that you want to generate for the current filtered list of clips. Select from the drop down lists of Volume, Value, Favourability and Impact reports and click the relevant REPORT button. If you want to generate a Topic Favourability Report or Topic Impact Report you will first have to select a campaign in the filters section of the List Clips page.

What does the Topic/Message filtering page do?
If you have filtered by Campaign/Evaluation Category then if you have any topics within your analysis you will be given the option of reporting on all clips in your selection or only those that feature particular topics. If you select "Just clips mentioning selected topics" you should click in the checkbox of those you wish to include before clicking CONTINUE.

How do I select clips for reporting?
If your administrator has set the permission to allow you to view reports, you will have a CREATE REPORT button at the left of the screen immediately above the first item in the listing of clips. Additionally you will see a SELECT ALL and CLEAR ALL button. In order to select the clips for which you want to generate reports, use the same filtering tools that you do for viewing clips. These include any combination of the Date filter, Agreement, Media Type, Keyword, Campaign/Evaluation Category and Search Term filters. Using any combination of these filters you can narrow down the clips that you want to generate charts and reports for. If, once you have applied all of the filters, there are still individual clips within the listing that you do not want to include then uncheck the SELECT FOR REPORTING checkbox beside the clip(s). The CLEAR ALL and SELECT ALL buttons provide a rapid way of removing or adding all of the currently listed clips from or to the report selection.

What reports are available?
Total Clips Report – This report displays a bar chart of the total number of clips with each bar representing a different media type - Nationals, Regionals, Internationals, Consumer, Trade, Web & Wires and Broadcast. There is no need to select an analysis filter to activate this chart, it will work on whatever clips are in the current listing of clips.

Clip Volume and Favourability over Time Report – This shows the number of positive, neutral and negative clips for each of the time divisions of the date range selected. Depending on the period covered by the report the chart will display in days, weeks, months or years.

Total Circulation Report – This report presents a pie chart with each piece of pie representing a different media type - Nationals, Regionals, Internationals, Consumer, Trade. The size of each piece of pie is calculated as the combined circulation of the clips in the list for that Media Type (two clips from the same issue of a publication will only be counted once). There is no need to select an analysis filter to activate this chart, it will work on whatever clips are in the current listing of clips.

Volume of Clips Containing Topic/Message Mentions – this shows the number of clips containing each topic and whether the treatment of each topic/message was positive, neutral or negative.

AVE/PR Value Report – The AVE value is calculated as the sum of the attributable AVEs (i.e. the AVE for a clip * the percentage of the clip that has been set as attributable on the Analyse Clip page) for each clip with AVE values available. The resulting values are summarised by favourability to allow the user to see quickly the positive AVE and, should they want it, the net AVE (subtracting the negative from the positive/neutral). The PR Value is simply the AVE multiplied by the PR Factor.

AVE/PR Value Over Time Report – This shows the attributable AVE value of the positive, neutral and negative coverage for each of the time divisions of the date range selected. Depending on the period covered by the report the chart will display in days, weeks, months or years.

AVE by Topic/Message Report – This shows the AVE value of the attributable positive, neutral and negative coverage for each of the topics/messages.

Clip Favourability Report – The number of clips that have been assigned to each favourability category is displayed in a pie chart using the traffic light colours of green for Positive, amber for Neutral and red for Negative clips. There is no need to select an analysis filter to activate this chart, it will work on whatever clips are in the current listing of clips.

Topic Favourability Report – A bar chart depicting the average favourability of each topic in the clips in which they feature. The user has to select a campaign on the Advanced Filter of the List Clips page before this report can be run.

Topic Favourability Over Time Report – This bar chart shows the average favourability of each topic/message for each of the time divisions of the date range selected. Depending on the period covered by the report the chart will display in days, weeks, months or years.

Publication/Outlet Favourability Report – This report does not have a chart. Instead it presents a table showing the 10 most favourable publications/media outlets and the 10 most unfavourable publications/media outlets for the selection of clips in the filter. There is no need to select an analysis filter to activate this chart, it will work on whatever clips are in the current selection.

Journalist Favourability Report – This report does not have a chart, rather it presents a table showing the top 10 most favourable journalists and the 10 most unfavourable journalists. There is no need to select an analysis filter to activate this chart, it will work on whatever clips are in the current selection.

Clip Impact Report – This report does not have a chart, rather it presents a table showing a complete listing of the clips in the current filter together with an impact score beside each one - clips are listed in descending order of impact. At the end of the report a total impact score is provided. Impact scores produce a single figure to capture not just the favourability of the clip but also its reach (i.e. the number of people potentially exposed to it) and its prominence (a story appearing on page 1 is more likely to be noticed than one appearing on the inside pages). The impact report is particularly useful when comparing PR campaigns that use the same scoring methodology or the same PR campaign across different months.

Topic Impact Report – This report produces a bar chart to illustrate in a single score for each topic/message not just its favourability but also its reach (i.e. the number of people potentially exposed to it) and also its prominence (on the basis that a story appearing on page 1 is more likely to be noticed than one appearing on the inside pages). The impact score is particularly useful when comparing the relative performance of topics within a campaign. The user has to select a campaign on the Advanced Filter of the List Clips page before this report can be run.

Topic Impact Over Time Report – This chart shows the average impact score of each topic/message for each of the time divisions of the date range selected. Depending on the period covered by the report the chart will display in days, weeks, months or years. The user has to select a campaign/evaluation category on the Advanced Filter of the List Clips page before this report can be run.

How do I use the Chart "drill down" feature?
Clicking on any segment or node of a chart will reload the list clips page showing all of those clips that made up that segment. This allows you to "drill down" to analyse the individual clips that made up your coverage. Clicking BACK just above the SORT dropdown will take you back to the chart.

How do I use the Print Chart function?
This button at the foot of each chart will generate another web page containing just the image of the chart without the data table. It will also call up the print dialog allowing the chart to be printed out conveniently without the other elements of the web page.

How do I use the Save Chart function?
This button at the foot of each chart will allow you to save the image of the chart in png or bmp format. It is a convenient way of capturing chart data for later inclusion in other documents.

How can I get the charts into my Word and PowerPoint documents?
Right click on the chart that you want to copy and choose Copy. Switch to Word or PowerPoint and choose Edit > Paste Special > Device Independent Bitmap. This will paste an image of the chart into your document and you can resize it as required. Alternatively save the chart and then insert it as file from within your Word or PowerPoint document.

What if I want to do a more detailed analysis of the clips?
The online reports provide an immediate high-level report or chart based on your selection of clips. You can vary the filter criteria and rerun the reports on demand. If you want to drill down to get more detail then you can download into MS Excel the underlying data for the clips in the current filtered selection. For example the Volume report on Total Clips will present a high level chart on the number of clips from the Nationals, Regionals, Trade and Consumer publications. If you want to produce a report that drills down to view the Nationals results split into Broadsheets, Mid-market press and Tabloids, then this information is available in the Excel download. Click the DOWNLOAD CLIP DATA button and a formatted Excel file will be built for you on-the-fly. This can be viewed within your Web browser by clicking on the file name. Alternatively if you want to copy the file into your file system then you should right click the filename and then choose the folder to which you want the file saved.

Can I sort clips based on favourability?
Yes, if your administrator has set the permission to allow you to view reports then you will have two extra sort options available to you on your List Clips page. Sorting by Positive will show all clips in the filtered list in the following order - Positive, Neutral and Negative. Sorting by Negative will show all clips in the filtered list in the following order - Negative, Neutral and Positive. As with all other sorting options you can set the favourability sort option within Preferences on your Profile page so that each time you access the site your clips will be presented in your preferred order of favourability.

What is the Media Database?
The Media Database gives you access on the Durrants portal to the journalists and media outlets within your current Gorkana subscription if you have one. It provides simple search functionality and, as well as giving access to the detailed profiles of individual journalists and outlets it also allows users to access and add notes to any record.

What are Quick Links for?
If you want to do more than find and read the profile of a journalist or outlet then you can access the additional tools for doing this via the Quick Links panel. This panel will log you in automatically to Gorkana. There you can access the full version of Gorkana where you can perform advanced searches, UK regional mapping searches, build and manage your journalist and outlet lists, download lists into Excel, send press releases and access the full CRM functions if you subscribe to them.

How do I use Contact/Outlet Search?
You can perform simple searches for journalists and media outlets via the Contact/Outlet Search page. Simply add the full or partial name of either the journalist first or surname or media outlet title and click Search. The results of your search will be listed at the bottom of the screen. You can click on any of the results to open the full record of that journalist or media outlet.

Why can't I click through to view some results?
Subscriptions to Gorkana are divided by region, if you see "Subscription needed" next to some results then your company doesn’t yet subscribe to that region. Contact your account manager if you need access or for more information.

What is Email Gorkana for?
Behind the market leading media database is a highly responsive research team who can be contacted via the Email Gorkana button. Simply send in your question or comment about any journalist or media outlet and Gorkana will respond to you promptly.

What is on the Journalist Profile?
This gives access to the contact information about the journalists, including their photograph where available. In addition you can view the journalist's biography and their answers to the personal interests survey as well as the listing of the articles written by this journalist that your organisation has received as part of its Durrants media monitoring service.

What is the Full journalist Profile link for?
When viewing a journalist profile, you can click directly through to the same journalist profile on Gorkana in order to access further information including that journalist's Twitter posts, and, if you take the Gorkana CRM service, activities recorded against that journalist. You can also add or remove the journalist from distribution lists as well as set or view the Strength of Relationship of your team with this journalist.

How does Your Notes work?
You can add and save a note about a particular journalist or outlet in order for that note to visible to you and your colleagues either on the main Gorkana service or via the Durrants portal.

What is on the media outlet Profile?
This gives access to media outlet contact information from the Gorkana media database. In addition to viewing the journalists working at the outlet, you can also see the different departments and bureaus within the outlet. Clicking on a department or bureau will refresh the page to show the journalists within either the department or bureau.

What is the full media outlet profile link for?
When viewing an outlet profile, you can click directly through to the same outlet profile on Gorkana in order to access further information including specific PR opportunities, advertising rates. On Gorkana you can also add or remove the outlet from distribution lists, view PR opportunity information on consumer titles and, if you take the Gorkana CRM service, add or view activities that have been listed for that outlet.

Why am I not able to click through to the full profile in Gorkana?
Gorkana operates a simultaneous licence system so if all the licences are being used you will not be able to access the full functionality within Gorkana by clicking through until one of the users logs out. Contact your account manager if you think you may need more licences.

What are the journalist mini profile pop ups? As a Gorkana Media Database user you will be set up to view a journalist summary directly from your media coverage. Click on the journalist name to view important contact information about that journalist. Select the full profile link to view the entire profile within the portal.

To choose to skip the mini profile pop ups and instead jump straight to the full journalist profiles directly from your media coverage, simply go to the Preference section of Your Profile and deselect the Show Journalist mini profile popups.

How do I amend the details of a recipient?
If you have Administrator privileges you will see an Administration link at the top left corner of the screen. Administrators can

• Delete clips
• Change the status of a user to/from Recipient to/from Administrator
• Change a user's Preferences including their password, alternate fax number, display and filter options.
• Add or remove access to AVE data for any user
• Allow or deny a user access to their clips (none of the headlines will be clickable)
• Allow or deny a user access to their Profile
• Add or remove access to the Analysis and Reporting for any user (provided that the organisation has already been set up to use the Evaluation Tools)
• Add or remove access to the Faxback feature for all clips for a user
• Take the user to a Dashboard screen rather than the list clips screen after login

For any other matter please contact your Durrants Account Manager

How many administrators may I have?
Any number, however in practical terms you will probably want to restrict this number. It is important to have enough to ensure that an administrator is always available.

How do I delete clips?
Click on Administration and then click on Delete Clips.The same clip can appear in different Agreements, please use the Filters to select the Agreement you wish to delete the clip from.

To further refine your search for the clip to be deleted you can use either the Date filter or the Search facility.

Once the required clip is found, select the delete box on the left of the headline and click OK. The cutting will be deleted permanently and cannot be restored.

If I go into the List Clips screen I can still delete clips - what is the difference?
You can delete clips from the Agreements to which you are a recipient in your List Clips screen (it will also delete the clips from anyone else who is a recipient to that Agreement). However the Administration screen also allows you to delete clips from Agreements on which you are not a recipient.

What is Create Clipbook?
This is a very useful tool to allow the Press Office to draw the attention of its user community to specific clips. If your organisation has chosen to include Clipbook in their service, users with the administrator permission can create and then email a PDF link of selected clips to registered users of the site. Simply choose a single agreement and select the clips that you wish to include before clicking on CREATE CLIPBOOK. Then follow the simple process to sort, add commentary, choose recipients and then send the email. Recipients can then click the link to download the prebuilt PDF of your selection of clips.

What does the Edit button do?
If you have the administrator permission then an EDIT button will appear beside each clip. Clicking the EDIT button allows you to write or edit the summary for the clip (this will then be seen by all other users who have the summary option selected). You can also assign a priority rating to the clip which other users can use to sort by priority in order to view the clips that are the most important. Finally, if your organisation has requested that its clips are categorised into subject headings then you can change the subject headings allocation if required.