View Promotions: Advanced Duplication

Context:

Advanced Duplication is Vividly's most flexible promotion duplication feature, designed to drastically reduce the time required to build out promotional calendars. This feature is available in all subscription tiers and allows users to duplicate promotions in four distinct ways, making it the most versatile duplication tool available in trade promotion management.

• Maximum selection limit: Users can select up to 12 promotions at once for advanced duplication.
• Repetition options: When duplicating a single promotion, users have two options: setting a specific frequency (e.g., every 3 months) with a limit of 12 repetitions, or selecting custom months with a limit of 48 duplications.
• Confirmation requirement: Duplicated promotions are not created in the system until users click "Confirm Duplications" on the final review screen. Until confirmation, duplications exist only in a pending state and can be cancelled without impact.

Steps to Use Advanced Duplication

1. Navigate to Promotions > Planning > Advanced Duplication 

• Go to "Promotions" > Planning

• Navigate to the top of your promotions subsection screen and click on the Select Interface icon (computer screen icon).

• Select Advanced Duplication from the dropdown menu to open the advanced duplication interface/page.

• The interface will display your most recently modified or created promotions at the top of the list. 

2. Select Promotions to Duplicate

• Use the checkboxes on the left side of the screen ("All Promotions" list) to select the promotion(s) you wish to duplicate (up to 12 promotions maximum).

• If you don't immediately see your target promotion, use the Advanced Search (magnifying glass icon) to filter by:

  • Customer ad First Receiver

  • Product item and Group

  • Promotion type and status

  • Tags

  • User who created the promo ("Created By")

  • Attachments and contracts

  • Starred status

  • Line status

  • Date: Month and Year

• Once selected, click the Duplicate Selected button to proceed. 

3a. Set the Repetition (Monthly/Quarterly, Yearly, etc.) 

 

• After clicking "Duplicate Selected," choose Set Repetition if your promotion runs on a regular frequency.

• Under "Repetition Details," specify how often the promotion repeats (e.g., every 1 month for EDLPs, every 3 months for quarterly programs). Using these fields:

  • "Repeats every" (Dropdown): Determine the repetition pattern selecting the amount of months between one promo and the other, being able to select up to 12 months of separation (e.g. Select 4 months for a January promotion, the duplicated promotion would be set on May).

  • "Number of repetitions (textbox): Amount of times the pattern repeats (i.e. How many promotions will you create from the main one).

• Click "Next Step" button to proceed to the details review screen.3.   

3b. Set the Repetition (Monthly/Quarterly, Yearly, etc.) 

• Check the specific months throughout the year when you want the promotion to run.

  Note: You can select months across multiple years if needed - up to 48 months. 

   

• Click Next Step" button to proceed to the details review screen.

3c. For Multiple Promotions - Copy Calendar to New Time Period:

• After clicking "Duplicate Selected," choose how many months forward you want to extend the calendar (e.g., select 12 months to copy an entire year's calendar to the next year).

  Note: You can select up to 24 months max.The system will automatically update the dates for all selected promotions based on your selection.

• Click Next Step" button to proceed to the details review screen.  

4. Step 2 of Duplication Editor: Edit Promotion Details

1. In the "Promotion Details" section, edit the following fields of each of the main-selected promotions:

2. For promotions requiring individual adjustments (like different spend rates for specific months), click into each promotion row and use Master Edit to modify specific fields without creating separate promotions.
   1. Promotion name.
   2. Customer.
   3. First Receiver.
   4. Copy to All (Click on the papers icon if you want to copy the selection of the previous fields to the subsequent promotions on the list).
   5. Note: When adding the customer name, we suggest to use the following format: [Customer Name] + [Product Group] + [Fund Type] + [Month with 3 letters & Year]. We suggest this so our system can automatically change the "Month" and "Year" parts of the title according to the month that the promotion is set up to. Without it, you'll have to make that change automatically if your promotion includes a year or a month. 
3. Click "Next Step" buttonwhen all details are correct.

5. Step 3 of Duplication Editor: Manage Files, Comments and Tags

• On the Manage Files screen, you'll see three toggle options: Copy Attachments, Copy Comments, and Copy Tags.

• To add new files, drag and drop them into the "Upload Files" box.
• After uploading, use the dropdown menu for each promotion to assign which files should be attached to each duplicated promotion.
• Click Next Step to proceed to final confirmation. 

Notes:

- If you want to carry over attachments, comments, or tags from the original promotion, leave the toggles enabled (default is ON).

- If duplications are for different time periods or customers and require different documentation, toggle OFF the options you don't want to copy.

- Supported file types include PDF, Excel, and CSV. Word documents must be converted to PDF first.

- PDFs generated by Vividly's PDF generation feature will NOT be duplicated automatically, even with "Copy Attachments" enabled. 

6. Final Review: Confirm Duplications

• The confirmation screen displays all promotions about to be created in the "Proposed Promotions" list on the right side of the advanced duplication interface/view.

• Review the summary showing promotion names, status and expected spend for each duplication.

• Once you click "Confirm Duplications" button, the promotions will move to your Pending interface and be live in the system.

Notes:

• • • • Click on any individual promotion redirect icon (Box-arrow icon at the left-side of the promotion) to open the promotion profile and edit that promotion particularly through the "Master Edit" option at the bottom of the profile. 

• • • • Promotions are NOT created in Vividly until you click Confirm Duplications. If you navigate away or close the window before confirming, the duplications will be cancelled and not saved.

Best Practices when Using Advanced Duplication

• Leverage mass selection for annual planning: When building next year's calendar, use Advanced Search to filter an entire retailer's calendar, mass select all promotions, and duplicate them 12 months forward in a single action. This approach allows you to build a complete annual calendar in seconds rather than hours. 

• Use custom duplication for irregular promotional cadences: For promotions that don't run on a regular monthly or quarterly schedule (like high-low promotions or seasonal MCBs), use the Custom Duplication option (one promotion is selected for duplication) to select only the specific months the promotion will run. Custom Duplication provides the flexibility to select exactly which months you need (e.g., January, March, May, August, October) without being constrained to a fixed frequency pattern. 

• Master the 'Copy to All' function for multi-retailer programs: When replicating promotions for the same retailers or distributors, update the Customer and First Receiver fields in the first row, then use the "Copy to All" icon to apply these changes across all duplicated promotions simultaneously. This approach eliminates manual updates row-by-row, allowing you to create entire multi-retailer calendars by updating just two fields.

• Don't forget to review before confirming: Never click "Confirm Duplications" without reviewing the pending promotions on the final screen. Many users assume duplications are automatically correct and skip this crucial review step. While Advanced Duplication automates most data entry, promotional details like spend rates, timing, or specific product groups may need adjustments for certain months or customers. The confirmation screen is your safety checkpoint—once confirmed, promotions are live and require individual editing to fix. Always scan through the list and click into any promotions that might need month-specific or customer-specific modifications. 

• Don't copy attachments, comments, or tags without consideration: Blindly leaving the "Copy Attachments," "Copy Comments," and "Copy Tags" toggles enabled when duplicating promotions to different time periods or customers. Attachments like contracts are typically time-period and customer-specific. Copying January's contract to June's promotion or Walmart's contract to Target's promotion creates confusion and potential compliance issues. Most of the time (nine times out of ten), you should toggle these options OFF and attach new, period-appropriate documentation. The exception is when a single contract covers multiple time periods—in those cases, copying attachments makes sense.