What the software does - in detail

Virtual Press Centre software is extremely versatile. It takes the processes of creation, submission, archiving and management of both releases and images and places them together in a handy web browser interface. Which means that you can administer your online press office from anywhere in the world. It automatically builds an online searchable archive of news at your website, without any external intervention. Plus, it allows you to maintain a detailed media contact lists at the same time. All modules communicate seamlessly with each other, to bring you a system with is simple and easy to use.

Everything is accessed, via password protection, from one web page. We have split the management process into logically organised modules, or sections, so that the software is a delight to work with. Below we explain the features of each of the modules so that you will get a feel for the power of the system.

The software can be integrated into any site, no matter what server/system you are running. We can either integrate it on your existing server or perhaps, for technical reasons, you would prefer it to sit on another server. Either way your online press room will 'look' as though it was part of your existing site because we style your new press room with your existing site's graphics.

Archiving Module
This is the heart of the Virtual Press Centre management software. It is split into two main sections; images and releases. Coupled with the included Category and Site admin interfaces, the Archiving Module allows real-time data updating and modification. It is fully password protected for security purposes.

Features include:
- User configurable categories with unlimited nested sub-categories
- Ability to rename categories and press release titles at any time
- All releases and images are immediately available in your online press room
- Each release automatically links to all related images
- Each image has a link to all related press releases
- Ability to specify high-res images in three file-sizes
- Upload low-res thumbnails and web-quality jpegs via web interface
- Upload high-res images with any standard FTP software

Writing Module
This module overcomes any incompatibility problems which often occur when using standard word processors when sending press releases out via e-mail (special characters such as commas, hyphens, currency symbols, etc.) Because it is 100% compatible with the rest of the Virtual Press Centre it guarantees that the recipients of your press releases will be able to cut and paste stories directly into their page layout program (such as Quark etc).

Features include:
- Very easy to use simplified word processor - custom built for writing press releases
- Online multi-lingual spell checker and thesaurus
- Automatically saves multiple drafts
- Preview your story directly as you would see it in your online press office
- Saves to the server in the most suitable format for both web and email use
- Send drafts for approval to any e-mail address with the ability to specify whether you will allow amendments or not. Amendments occur online and are therefore available immediately
- Automatically creates an HTML version of your story and places it within your online press office
- Automatically creates links back to your online press office where journalists can download images without having to search for them
- User-definable header and footer information on the mailed release to match your house style

Mailing Module
Seamless integration with the Writing and Database Modules. The mailing module is very straight forward. Simply select the release to mail out from a drop down menu, click a button to upload your mailing list and press the 'send' button. You are guaranteed that your release will be correctly formatted, titled and have links included to any relevant downloadable images. If you are using the Database Module, then just select which of the databases you wish to send your release to and push 'send' - it's as easy as that!

Features include:
- Ability to select any one of a number of different groups of publications if you are using the Database Module
- Additional password protection
- Each recipient has their own e-mail address in the 'to' field of the e-mail
- None of the other recipients can be seen (therefore looks very personalised)
- Format is fully compatible with every e-mail system
- No attachments are ever included, therefore avoiding the worry of virus contamination
- Your press release contains raw text - exactly how editors prefer it.
- Allows the press release to be 'cut and pasted' by the journalists without any modifications

Database Module
This module allows the creation and management of multiple databases of media contacts. All companies will want to at least be able to mail to a 'general' press list, but some may find it useful to target specific products/services to specific publications. At the time of mailing there is a check box option to specify which of the lists to send the release to (as many different groups as you like). The software automatically de-duplicates any e-mail addresses, just in case you have a particular publication listed more than once.

Features include:
- Add as many target markets as you like (unlimited different databases)
- Multiple information fields to capture full contact details
- Editors have the option of subscribing to your database from your online press office home page
- Data is stored online and can therefore be shared or updated from any of your offices worldwide
- You may list all your records by: either publication, e-mail address or contact name (to make printing printing out easier)
- Download the entire data file to your computer at any time
- Compatible with all leading database and spreadsheet programs
- The software remembers any non-deliverable addresses (failed mail) for each specific mailing
- Failed addresses link directly to the individual record for easy updating

Let us manage your database of media contacts?
We can also provide a fully populated media contacts database for ANY target market. These databases are updated by ourselves on a monthly basis, giving you peace of mind that all contact details will be current and that any new publications will be included and old ones deleted. This service is provided on a 'monthly list rental' basis and is priced according to the quantity of media contacts on the list. We'd be happy to quote for any editorial market in the UK and beyond.

To find our more, or arrange a demonstration please telephone Darron Hartas, managing director, on 01323 749400, or e-mail info@wpsmedia.co.uk