Creating and Managing Clipbooks from Content Search Results

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Modified on: Mon, 5 Dec, 2022 at 9:26 PM

A clipbook is a summary report for news selected in a result set. The summary can be created as a Word, PDF, or delivered via email. When creating a clipbook,  you can create a custom template for the summary, choose which data details you would like to include, and specify the order of the articles. 

For Canadian Cision accounts that may include CEDROM news articles or clips when you download and/or email a clipbook with CEDROM print/online content, we will record the number of CEDROM articles included in the clipbook to comply with CEDROM requirements.

Creating a Clipbook from a Search Results:

To search for subsets of news coverage already captured by your Cision system, follow these steps:

• Select the New tab.
• Click on the Search tab.

Browse the fields of categories that you can use to conduct a search by selecting the downward arrow in the Keyword field. Any combination of these fields may be used to conduct a search.

1. Select the first category field you want to use to search and enter the criteria in the corresponding box.
2. If more category fields are desired, click the plus sign and repeat the process of selecting the field and entering the corresponding criteria.
3. Click Search.

The search will return articles already in your system that match the entered criteria. 

Applying Filters:

Apply any additional filters if you want to narrow the coverage included in the report. 

To apply filters,

1. Click on the name of the Filter with which you want to work.
2. Select your desired choices by checking them. A link will appear, letting you know how many filters you selected.  You can repeat steps 1 and 2 to apply additional filters.
3. You can remove the filter choices applied to any category by clicking the ‘Clear filters’ link in the dialog box.
4. You can remove all the filters applied by clicking ‘Clear All Filters.'

Creating a New Clipbook:

1. Select the coverage to be included in the Clipbook. To select all coverage in a result set, click the top checkbox above the results. To select individual articles, click on each checkbox to the left of the headline. To exclude specific articles, uncheck the checkbox to the left of the headline.
2. Click the Add to Clipbook button on the options toolbar. NOTE: There is no limit to the number of clipbooks you can create. It is important to note that clipbooks are data group specific.
3. When the Add Clips to Clipbook options window appears, type the name of the new Clipbook in the Select Clipbook field.
4. When the prompt for ‘Create new clipbook’ appears, click on it.
5. Click the Create button if you want to create the clipbook and make it available for future use but close it for now.
6. Click the Create and Edit Clipbook button if your purpose is to create the clipbook and deliver it now via email, PDF, and/or DOC.

Choosing/Creating a Clipbook Template:

When you select the Create and Edit Clipbook buttons, you will be guided through various options for formatting the clipbook summary. These options are described below:

1. Enter a name for your clipbook summary.
2. You have the option to choose from templates created by Cision.
3. Click the New Template option to create your own custom template.  Click here to learn more about creating your template. NOTE: Any content in the Notes field of the news item will be included in the summary regardless of the template you choose.
4. Click the Save button if you want to Save the clipbook at any point. This option is beneficial if you do not have time to fully customise the clipbook and prefer to do so later.
5. Click the Next button to continue customizing your clipbook.

If you want to change any of the headlines or the text snippet in your report, click here to learn how.

Customising the Clipbook:

Use the Create Clipbook Menu to name the report and choose the template you will use to create your clipbook.

1. Enter a name for your clipbook summary.
2. You have the option to choose from templates created by Cision.
3. Click the New Template option to create your own custom template. Click here to learn more about creating your template. NOTE: Any content contained in the Notes field of the news item will be included in the summary regardless of the template that you choose.
4. Click the Next button to continue creating your clipbook.

Grouping and Sorting the Coverage in the Clipbook:

1. Choose whether or not you want to Group news items automatically.  This option is turned on by default. When using this option, you can select to Group the news items by Company Analytics Categories, Tags, Products (Products are set of Company Analytics Categories),  Keyword Searches, or Medium.  If a news clip mentions multiple defined Company or Product Analytics Categories or Tags, the clip will appear under every category or tag mentioned within the news item.
2. Select the data by which the clips should be Sorted within each Group. Sorting options include Date (Oldest to Newest or Newest to Oldest), Publicity Value, Audience Reach, UVPM, or Medium. If you have already selected to Group the clips by Medium, the option to Sort by Medium will not be available. You can also select to sort the clips manually using the bottom portion of the screen (see steps 4 through 8 for manual Sorting).
3. Add a Clipbook Summary if desired. This field can add a description (up to 500 characters in length) of the coverage in the clipbook.
4. If you have selected to manually order the clips, you can specify the clip order by dragging and dropping the new items in the desired order.
5. Another option for manually ordering clips is to use the two-columns button at the beginning of each news item.
6. Clicking the X icon will remove a clip from the clipbook.
7. Selecting the arrow icon will provide you with an extended preview of the clip data for each item. The data shown is based on the template selected in the previous step. NOTE:  If Publicity Value is not turned on in your account, this value will not show in a clipbook. Suppose you want Publicity Value turned on in your account; contact Customer Care by clicking here.
8. As you hover over the far right-hand side of a Group name, arrows will appear. Click the arrows to reorder Groups within the clipbook report.
9. Click the Submit button to generate the clipbook summary.	`

Clipbook Delivery Options:

Next, select the format you want to use to create the clipbook. You have two options: email or a file-based format, including PDF or DOC. You can select one, two, or all three options at a time. 

1. Select the email option if you want to send others the clipbook in an email format. NOTE: If you select a file-based option and email, the file will download separately rather than being attached to the email.
2. If you selected to send the clipbook as an email, complete the form to designate your sender and recipient information.
3. The PDF and DOC options will create a file-based format for the clipbook. The file will automatically download if one or both of these options have been selected.  If you do not see the file begin downloading, you may need to change your browser settings to allow pop-ups from Cision.com.

Example Clipbook:

Within the clipbook, the first page will be a table of contents showing how the clips are grouped. Each group in the table is a link that will enable you to go directly to that section of the clipbook. For PDF and DOC clipbooks, a page indicating the start of each group will be indicated in the table. Following the table of contents will be a summary of each clip.  Within each clip’s summary, the headline for social and online news items will be a link that you can use to open the mention on its site.  

Saving a Clipbook:

 If you create newsletters of your mentions over a particular period or reals of your top mentions over time, most effective messaging pickup, or effective quotes by your spokespeople, you can save a clipbook and then add to it over time. 

To create and Save a clipbook that you can add to over time, 

1. Select the coverage to be included in the Clipbook. To select all coverage in a result set, click the top checkbox above the results. To select individual articles, click on each checkbox to the left of the headline. To exclude specific articles, uncheck the checkbox to the left of the headline.
2. Click the Add to Clipbook button on the options toolbar.
3. When the Add Clips to Clipbook options window appears, type the name of the new Clipbook in the Select Clipbook field.
4. When the prompt for ‘Create new clipbook’ appears, click on it.
5. Click the Create button if you want to create the clipbook and make it available for future use but close it for now.

Adding to a Saved Clipbook:

To add to the Saved clipbook,

1. Select the coverage to be included in the Clipbook. To select all coverage in a result set, click the top checkbox above the results. To select individual articles, click on each checkbox to the left of the headline. To exclude specific articles, uncheck the checkbox to the left of the headline.
2. Click the Add to Clipbook button on the options toolbar.
3. When the Add Clips to Clipbook options window appears, select the Saved clipbook you want to add.
4.
5. Click the Add button if you only want to add to the clipbook and close it for now.
6. Click the Add and Edit Clipbook if your purpose is to both add to the clipbook and deliver it now via email, PDF, and/or DOC.

Opening a Saved Clipbook:

At times, you may need to open a clipbook without adding more clips to it.  If you have not selected any clips to add to the clipbook, you will find that the Add to Clipbook button (1) is unavailable. As a result, you will need to open the clipbook from the Settings area (2) access from the upper right-hand corner. If you do not have access to the Settings tab, you can request access to this area from our Cision Customer Care Team by clicking here. 

1. Once in the Settings area, select Clipbooks from the left-hand panel.
2. Click the triangle next to the Clipbook you want to open.
3. Select the Edit option, which will open the Clipbook with related Editing options.

When the clipbook opens, you will see Editing options as well, including the ability to select a Template (1), Grouping, Sorting, and Manually Editing Clips (2), and Format the Clipbook Report (3).

Deleting a Clipbook:

To delete a clipbook, you must access the Settings area in the upper right-hand corner of the platform.  If you do not have access to the Settings tab, you can request access to this area from our Cision Customer Care Team by clicking here.

To access the Settings area, click the person icon in the upper right-hand corner and select the Settings options.

• Once in the Settings area, select Clipbooks from the left-hand panel.
• Click the triangle next to the Clipbook you want to open.
• Select the Delete option.
• Confirm your choice to Delete the Clipbook.