Publication definition (audit tab)

This tab indicates whether or not a publication is audited and if so by whom. It also contains the qualification form. (The 'Audit' tab as well as information about it may only be accessed from the audit system.) See below for a description of the fields on the 'Audit' tab. To enter or change a value in any field, just move the cursor to that field and enter the new value. The following list explains options for entering values as well as any restrictions you may encounter in each field. When you're through entering or changing information in any of the publication definition tabs, you can use click on the tab to which you would like to move, click on "Cancel" to discard your changes, or click on "OK" to save all your changes.

Overview of the qualification form

You use the fields on your publication definition audit tab to define the content of the questionnaire that you send to your subscribers and prospects to qualify them for your publication.

Typically a qualification questionnaire includes questions that ask for the subscriber's title or function and business or industry. Answers to these questions are reported in paragraph 3a of the publisher's statement.

While the format of questions about title and function or business and industry are fairly standard, you can customize your own questionnaire and capture the responses in QuickFill as long as either the questions require a multiple-choice response (e.g., "What is your title? (A) CEO, (B) Finance Officer…,") or the answer can be expressed as a numeric value (e.g., "How many employees are at your location?").

The data that you capture from your qualification questionnaire forms the basis for "controlling" your circulation. If your pool of prospective subscribers exceeds your budget for free circulation, you can tailor the pool by using the 'Cancel subscriptions' and 'Make subscriptions' updates (selected from the 'Controlled subs' update submenu) to cancel the subscriptions of people who do not meet some minimum criteria and to create new subscriptions for prospects who better meet the profile of your "ideal subscriber."

Here is a sample of part of a qualification questionnaire for the hypothetical publication Electronic Widgets:

 

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Here is how you would enter the qualification form on the publication definition audit tab:

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When you enter a subscription or prospect record for this publication, the qualification data tab will look like this:

 

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In the example above, yes and no questions such as "Do you wish to receive Electronic Widgets free of charge?" and "Are you currently involved in designing or developing electronic imaging components, equipment, or systems?" are not recorded since presumably all people that qualify must answer "Yes." However, if you must capture the responses to such questions, you could define them on the 'Audit' tab like this:

 

image\qualfrm4.jpg

 

We have changed non-multiple-choice questions that cannot be expressed as a numeric value, such as "primary end product," into multiple choices. We have listed the most common responses plus a code for "other." If you find that the number of responses in the "other" category is too large, you can change the form definition to include additional categories. The disadvantage of free-form questions like these is that they require the person entering the data to analyze the response and encode it instead of transcribing a preprinted code value.

Questions that require a numeric response are flagged with a '#' in the 'Codes' column. QuickFill will then accept any numeric value from 1 to 999,999,999. The ranges that are entered in the right-hand column will be used for reporting purposes in paragraph 3a of the publisher's statement. If you find that the range boundaries are unsuitable, or that you would like to see additional ranges on the report, you can change the ranges on the form definition at any time and rerun the audit report.

Defining a qualification form

Here's how to fill in each of the fields when defining a qualification form.

Audited by

Select 'Not audited', 'AAM Business', 'AAM Magazine', 'BPA Business', 'BPA Consumer' or 'VAC' by clicking once in the appropriate field to indicate the organization and audit type, if any, for the publication. Selecting any button except 'Not audited' allows you to enter data from qualification questionnaires and produce audit reports, such as the 'Publisher's statement' or the 'Qualified circulation' report. (Note: At this time, there is no difference between the 'BPA Business' and 'BPA Consumer' buttons. Separate reports will be available in a future release.)

When converting a nonaudited publication to an audited publication, do not change this field from 'Not audited' to one of the audited choices without first reading "How to change a nonaudited publication to audit." All orders to an audited publication must have one of the 12 subscription classifications and one of the request types listed in the "Glossary of audit related terms" section of "QuickFill's Audit Module." If some or all of your subscriptions have not been classified, then this must be done before you change this field.

Qualification form dated

Enter the date of the qualification form you are using to enter information into QuickFill.

Qualification data required for paid subscriptions

Check this field if your publication requires qualification data in order for subscriptions to be classified as "qualified." (The qualification date will be the same as the date of the qualification data.) Leave this field blank if qualification data is not required in order for subscriptions to be classified as "qualified." (The qualification date will be computed as the date of the qualification data or the date of the most recent paid order depending on which date is most recent.)

Questn

Enter the number of the question as it appears on your questionnaire form. The question number will appear on the data entry screens as a reminder.

Web type

This column is only present for users of the QuickFill Internet Extensions (QFIE). It controls the appearance of the question on the QFIE version of the qualification questionnaire. A web type of "Radio" results in a radio button being displayed next to each response, "Checkbox" results in a check box being displayed next to each response (use this web type for questions that allow multiple responses), "Select" results in a drop-down selection list that contains all responses for a question, "Numeric" results in a field being displayed for entry of a numeric response, and "Suppress" results in the question not appearing on the QFIE version of the qualification questionnaire.

Question description

Enter a description of the question. The description will appear next to the question number on the data entry screens as a reminder.

Question description for web

This column is only present for users of the QuickFill Internet Extensions (QFIE).  The description entered here will appear next to the question number on the qualification questionnaire displayed on the web.

Reqd

Check this box to mark the question as being required. QuickFill enforces these rules regarding required questions:

Values

The 'Values' column controls the number of answers a subscriber may supply to a particular question. When you enter qualification data, QuickFill will not accept more answers to a particular question than the number you have specified in this field. This allows you, for example, to specify that the subscriber should "check one only," "check the top three," or "check all that apply." To specify "check one only," enter "1"; to specify the top three, enter "3"; to specify all that apply, specify the total number of codes you defined for the question.

Codes

Enter the code you wish to use for data entry for this response. List the codes exactly as they appear on the questionnaire so that you won't have to translate the information. The code descriptions (see below) will appear as row or column headings for paragraph 3a of the 'Publisher's statement' and the 'Qualified circulation' report.

Code description

Use this field to enter the meaning of each code. Remember, the code descriptions will appear as row or column headings for paragraph 3a of the 'Publisher's statement' and the 'Qualified circulation' report.

Code description for web

This column is only present for users of the QuickFill Internet Extensions (QFIE).  The description entered here will appear as a response for the corresponding question on the qualification questionnaire displayed on the web.  (Entries in this field are not listed for questions with a "Numeric" web type.  Instead, a field in which a numeric response may be entered is displayed.)  

 

Copying rows in a qualification form

You can cut or copy rows from a qualification form and then paste them into a different spot on the same qualification form, to another form (in the same database or in a different database), or to another application. To select and cut or copy rows, left click in the column to the left of the question number for the first row you want to select, hold down the mouse button, drag the mouse to select additional rows, and then use the "cut" or "copy" command (you can either use the toolbar buttons or combination keys, CTRL-X and CTRL-C). The rows that were selected will be stored on your computer's clipboard in a tab-delimited format. You can then go to the qualification form or application to which you want to add the rows and use the "paste" command (again, you can either use the toolbar button or combination keys, CTRL-V). The rows will be inserted above the cursor so be sure to move the cursor to the desired spot before using the "paste" command.

Changing your qualification form

Provided you have the blessing of the audit bureau, you can change your qualification form at any time as long as you take a few commonsense precautions.

Example: Let's say you're using a qualification form that looks like the sample for Electronic Widgets (see the sample qualification form above). You want to drop code B ("Gizmos") from question 6A ("Product or service"). Position the cursor on the line containing the "Gizmos" code and click on "Delete row" to delete it. Some existing subscribers and prospects may continue to have code B listed in their response to question 6A, but that code will no longer show up on either the 'Qualified circulation' report or the 'Publisher's statement' report.

Example: As we described in the above example, you deleted code B from question 6A. Now you want to add "Wingdings" to the list. You must assign a new code, F, that has never been used before. If you were to fill in the empty slot in the list by assigning it a code of B, every subscriber that previously reported that he or she produced gizmos would now appear to produce wingdings.

Before changing your qualification form, be sure to back up your database and galley data file(s). You may need to restore these files for your audit.

In addition, when considering changes to your qualification form, keep in mind that it is always best to wait until the beginning of an audit period to do so. Making changes may result in a mismatch between the fields in the most recent galley data file and the publication's current qualification form. When this happens, an error message to this effect appears in the update report and QuickFill does not serve the issue until the galley data file has been re-generated. For more information concerning this issue contact Technical Support at CWC Software, Inc.

 

See Also