Instructions on How to create a Product in MyMedstudy
Once you login to my.medstudy.com, click on Admin and select the Products Tab. In this page, you can view/edit existing products or add a new product.
If you are editing a product, you can search for it in the Search input on the upper right hand side. You may search by product name or by SKU. When searching, by default we search through all Types, so you do not need to select a Filter by type option. However, by default "Deleted" and "Archived" products do not appear in the search results. You can click on the Show Deleted Products and Show inactive products if you would like to see the results in those sections as well.
If you simply want to filter by Application Type, choose the appropriate filter option in the Filter by type dropdown.
To edit a product, click on any product in the list and then follow the instructions below under "Add / Edit a Product" section.
Add a new Product
Click on the Add a new product button at the bottom of the page. You will be prompted to select the Application type.
There are several options (see below). Most are self-explanatory, but a few should be pointed out:
Online Books: Currently, any product that represents a Kitaboo Book should be created here.
Other Q&A Products: This is where you would create a Standalone Exam or some other Q&A product that is not a subscription based Q&A Premium item.
All other digital products: This is not commonly used, but could be used for a quasi-online product such as something that contains an Edition Guard download, or is being built to contain other online products as Companion Products.
All Offline & Printed Products: Almost all products that don't fall into a specific online category from the list should go here. This includes any printed product, Live courses, DVD's, and it can include products with Edition Guard Downloads, etc.
Once you select the application type from the drop-down menu, click the Ok button.
Add / Edit a Product
In the new product creation page, you may change the application type, enter the product name (required), product description (optional), and purchase URL (the page at www.medstudy.com where the product can be purchased).
The Product Name field should generally be copied exactly from Netsuite, to ensure consistency.
The Product Description is optional, and it is only displayed in some cases, such as for Q&A Standalone exams. This becomes the description of the product when you're in the Standalone Exam home page.
The Purchase URL should be set for all online products that are sold directly on the website. The URL should be the exact page at which the user can find the "Buy" button at www.medstudy.com, for that product.
Additional fields:
Product Type - This is most often set to to "None", with two exceptions: For any Online video product where you must attach videos to the product, this field should be set to "Video". For Online Books where you must attach Online Books to the product (not downloads), you must select "Online Books". When setting this dropdown, it enables the appropriate "Videos" or "Books" tab, so you can make the necessary associations.
Release Date (optional): - this is only required for certain cases where we allow access to a product in an "early-release" mode and do not want early recipients of the product to have early access to the CME. When setting "Release Date", it only affects the date on which the user's CME credits are active.
Product is Active and Accessible for Provisioned Users (online products only): You can usually leave this selected, even after a product is no longer for sale. This means that anyone who has been provisioned the product, either manually through the admin or through a standard purchase, has access to the product and will see it show up in myMedStudy. When this field is unchecked, this product shows up under the "Inactive Products" section.
For offline products, you do not see a checkbox labeled as "Active and Available for Provisioned users," instead you see "Product is Archived". When this product is no longer needed on a regular basis, select this checkbox just to keep the Admin Products area less cluttered. It will cause the product to be placed in the "Inactive Products" section.
Product is currently purchasable: This should only be selected once the product is released to the public and can be purchased at the website. This causes the product to appear in myMedStudy to those who don't already have access to it, as an available product, and will usually create "Try it free" and "Buy now" buttons. When the product is no longer for sale by MedStudy, you can toggle this off so it is no longer selected. This will ensure the product does not show up in myMedStudy for those who haven't already purchased it, and there will be no "Try now" or "Buy now" buttons displayed.
This is an offline product: This is very important to set properly, as it affects if a product appears in myMedStudy or not, and affects how the provisioning process occurs. If a product is NOT an online product, this checkbox should be selected.
Online products include Q&A Premium, Flash Cards, Standalone Exams, Online Videos, Online Books (kitaboo books), Heart Sounds and Skin Signs. For all of these products, leave the checkbox empty.
Product is available for Group Order: When selected, the product will be available for Group Order in the online Group Order form.
Create a new product for user on repurchase: There are occasions when a user, if he purchases the same product twice, or is assigned the same product twice by an admin, would want to have that product as a new instance and not a subscription continuation. Currently, there are no use cases for this, so always leave it unchecked.
CME Group: This should be handled by the CME Manager. If this product is one that shares CME credits with another product (e.g. Flash Cards online & Flash Cards Print), then they will need to be grouped via a CME Group so that duplicate CME is not provisioned. **Note, CME Groups are created in the myMedstudy > admin > CME area.
CME Application Template: This should be handled by the CME Manager. This is the template that will be used when a user attempts to claim CME for his / her product. These CME Templates are custom built for each product and contain product relevant information. **Note, CME Application Templates are created in myMedStudy > admin > CME area.
Grant all CME Credits at Time of Purchase: This should be handled by the CME Manager. This should normally be selected or most products, except for some subscription based or online products where CME is accrued gradually through use of the Application (e.g. Q&A Premium).
The remainder of the checkbox are generally for the dev team only, and product admin's should leave them set to their defaults when creating a new product.
After completing all relevant fields, click on the Save button. If you want to delete the product for any reason, click Delete (it can be undone later), and you may also Save and Close to continue working on the product later.
Once the product has been saved the first time, you'll then see several new tabs appear next to the original "Details" tab.
Adding a SKU
Next, click on the SKU tab and select Add new SKU.
Description (optional): If there is only one SKU for this product, it's best to leave the description empty. If there are multiple SKU's, the description should represent only the differentiating factor. For example the Description for the 3-month Q&A Premium SKU would be "3 month". It would NOT be "Q&A Premium 3 month". The reason for this is that we concatenate the Product name and the SKU description in places to generate a full product name. So if the product is called "Q&A Premium", the full product name will eventually appear as: "Q&A Premium - 3 month".
SKU (required): In the SKU input, you need to enter a SKU for the product. This should be a unique keyword specific to this item (e.g. 2RC14). MedStudy has a defined system for generating SKU's, so please check with the product administrator (e.g. Teri) for more information.
MSRP: This is the price the product will sell at. This value should match that found in Netsuite and/or on the marketing website. If this product is not a product that is independently for sale, you may leave it at $0.
Version (Only required for Online Products): Set the appropriate version year of the product. Normally, it will be the year the product goes on sale. In some cases, we have custom versions, such as for Q&A premium and other products that are either subscription based or are a little bit peculiar and not one of our standard products. The Version controls what Disclosure and CME information is displayed to the user when they are activating their products, and it is how we differentiate between a 2014 and 2015 Video product, for instance, so we can be sure the appropriate information on the speakers is displayed. It will generally be very obvious which version to choose, and if there is a "custom" version required, the development team will notify you.
Item is purchasable: This dropdown selects whether this specific SKU is purchasable and should be displayed as such at myMedStudy. Some products are not purchasable, such as those that come as a companion to another product (e.g. Pre / Post tests), or those that are provisioned manually to users but do not appear on the website. If the item is not purchasable, select This item is NOT available for purchase. Note that there is a similar field on the "Product Details" tab as well. If the product is marked as "Not purchasable", then this field will not matter, as that will always override. However, if the product is purchasable, this gives finer control to specify if a single SKU should or should not appear on the myMedStudy Product pages with the "Try" and "Buy" buttons.
Online Product Settings - the following settings only apply to Online products:
Expiration Date: If an expiration date is set, this takes priority over "subscription length" and the user's access to the product will expire on this date regardless of if the product has been renewed, reprovisioned, etc. (This date can be overridden by an admin in the Users's account settings).
Subscription Length: If this is a subscription product, for how many days does this product last before the user must renew. We generally enter "92" for 3 months and "365" for one year, etc.
Trial Length: If this product has a free trial, set the length of the trial. For "unlimited" trials, where usually we give access to just one topic, set the trial length to "100000". If there is no trial, enter a "0". If it is a one or two day try, enter "1" or "2" as appropriate.
CME Credit Settings - the following settings apply to CME and should be set by the CME Manager
Cme Credit Settings: Set the number of CME credits the user should receive if he purchases this product.
Cme Expiration Date: This is the date the CME expires. If CME Credit Settings is greater than 0 and the product is not a subscription, this field must be defined to comply with ACCME regulations.
Cme is Subscription Based: For certain products, CME expires based on the date of purchase, and can usually be extended if the product is renewed. If this is the case, leave the "Cme Expiration Date" empty and select this checkbox. (e.g. Q&A Premium).
Require Cme Verification: For live courses, it is a requirement that we must verify a user's attendance before granting them access to CME. Selecting this box will cause a user to only have access to his CME after he is manually verified.
Enforce all credits are claimed at once: In some circumstances, a user must only make a claim of CME credits a single time. If he does not claim all of the credits, the remaining credits are lost. this is currently the case with some of our live courses. Only select this if you are sure that this condition applies.
If you want to add another SKU, click Add new SKU.
Once you have finished entering the data for SKU(s), click Save or Save and Close to save all of the information. Your basic product should now be ready to go. There will be another post to describe the other options, such as attaching downloads, companion products, videos, books, etc, to a product.
Deleting a Product
Sometimes it is necessary to delete a product. This action can usually be reversed unless it is a product that no one had ever purchased, then the product is permanently deleted. There are very few reasons to delete a product, and usually you should use the "Product is Archived" checkbox (offline products), or deselect the "Product is Active and Available for Provisioned Users" (online products). Doing this will cause the product to show up in the "Inactive Products" region, and will be out of the way of normal daily use of the system.
Once you login to my.medstudy.com, click on Admin and select the Products Tab. In this page, you can view/edit existing products or add a new product.
If you are editing a product, you can search for it in the Search input on the upper right hand side. You may search by product name or by SKU. When searching, by default we search through all Types, so you do not need to select a Filter by type option. However, by default "Deleted" and "Archived" products do not appear in the search results. You can click on the Show Deleted Products and Show inactive products if you would like to see the results in those sections as well.
If you simply want to filter by Application Type, choose the appropriate filter option in the Filter by type dropdown.
To edit a product, click on any product in the list and then follow the instructions below under "Add / Edit a Product" section.
Add a new Product
Click on the Add a new product button at the bottom of the page. You will be prompted to select the Application type.
There are several options (see below). Most are self-explanatory, but a few should be pointed out:
Online Books: Currently, any product that represents a Kitaboo Book should be created here.
Other Q&A Products: This is where you would create a Standalone Exam or some other Q&A product that is not a subscription based Q&A Premium item.
All other digital products: This is not commonly used, but could be used for a quasi-online product such as something that contains an Edition Guard download, or is being built to contain other online products as Companion Products.
All Offline & Printed Products: Almost all products that don't fall into a specific online category from the list should go here. This includes any printed product, Live courses, DVD's, and it can include products with Edition Guard Downloads, etc.
Once you select the application type from the drop-down menu, click the Ok button.
Add / Edit a Product
In the new product creation page, you may change the application type, enter the product name (required), product description (optional), and purchase URL (the page at www.medstudy.com where the product can be purchased).
The Product Name field should generally be copied exactly from Netsuite, to ensure consistency.
The Product Description is optional, and it is only displayed in some cases, such as for Q&A Standalone exams. This becomes the description of the product when you're in the Standalone Exam home page.
The Purchase URL should be set for all online products that are sold directly on the website. The URL should be the exact page at which the user can find the "Buy" button at www.medstudy.com, for that product.
Additional fields:
Product Type - This is most often set to to "None", with two exceptions: For any Online video product where you must attach videos to the product, this field should be set to "Video". For Online Books where you must attach Online Books to the product (not downloads), you must select "Online Books". When setting this dropdown, it enables the appropriate "Videos" or "Books" tab, so you can make the necessary associations.
Release Date (optional): - this is only required for certain cases where we allow access to a product in an "early-release" mode and do not want early recipients of the product to have early access to the CME. When setting "Release Date", it only affects the date on which the user's CME credits are active.
Product is Active and Accessible for Provisioned Users (online products only): You can usually leave this selected, even after a product is no longer for sale. This means that anyone who has been provisioned the product, either manually through the admin or through a standard purchase, has access to the product and will see it show up in myMedStudy. When this field is unchecked, this product shows up under the "Inactive Products" section.
For offline products, you do not see a checkbox labeled as "Active and Available for Provisioned users," instead you see "Product is Archived". When this product is no longer needed on a regular basis, select this checkbox just to keep the Admin Products area less cluttered. It will cause the product to be placed in the "Inactive Products" section.
Product is currently purchasable: This should only be selected once the product is released to the public and can be purchased at the website. This causes the product to appear in myMedStudy to those who don't already have access to it, as an available product, and will usually create "Try it free" and "Buy now" buttons. When the product is no longer for sale by MedStudy, you can toggle this off so it is no longer selected. This will ensure the product does not show up in myMedStudy for those who haven't already purchased it, and there will be no "Try now" or "Buy now" buttons displayed.
This is an offline product: This is very important to set properly, as it affects if a product appears in myMedStudy or not, and affects how the provisioning process occurs. If a product is NOT an online product, this checkbox should be selected.
Online products include Q&A Premium, Flash Cards, Standalone Exams, Online Videos, Online Books (kitaboo books), Heart Sounds and Skin Signs. For all of these products, leave the checkbox empty.
Product is available for Group Order: When selected, the product will be available for Group Order in the online Group Order form.
Create a new product for user on repurchase: There are occasions when a user, if he purchases the same product twice, or is assigned the same product twice by an admin, would want to have that product as a new instance and not a subscription continuation. Currently, there are no use cases for this, so always leave it unchecked.
CME Group: This should be handled by the CME Manager. If this product is one that shares CME credits with another product (e.g. Flash Cards online & Flash Cards Print), then they will need to be grouped via a CME Group so that duplicate CME is not provisioned. **Note, CME Groups are created in the myMedstudy > admin > CME area.
CME Application Template: This should be handled by the CME Manager. This is the template that will be used when a user attempts to claim CME for his / her product. These CME Templates are custom built for each product and contain product relevant information. **Note, CME Application Templates are created in myMedStudy > admin > CME area.
Grant all CME Credits at Time of Purchase: This should be handled by the CME Manager. This should normally be selected or most products, except for some subscription based or online products where CME is accrued gradually through use of the Application (e.g. Q&A Premium).
The remainder of the checkbox are generally for the dev team only, and product admin's should leave them set to their defaults when creating a new product.
After completing all relevant fields, click on the Save button. If you want to delete the product for any reason, click Delete (it can be undone later), and you may also Save and Close to continue working on the product later.
Once the product has been saved the first time, you'll then see several new tabs appear next to the original "Details" tab.
Adding a SKU
Next, click on the SKU tab and select Add new SKU.
Description (optional): If there is only one SKU for this product, it's best to leave the description empty. If there are multiple SKU's, the description should represent only the differentiating factor. For example the Description for the 3-month Q&A Premium SKU would be "3 month". It would NOT be "Q&A Premium 3 month". The reason for this is that we concatenate the Product name and the SKU description in places to generate a full product name. So if the product is called "Q&A Premium", the full product name will eventually appear as: "Q&A Premium - 3 month".
SKU (required): In the SKU input, you need to enter a SKU for the product. This should be a unique keyword specific to this item (e.g. 2RC14). MedStudy has a defined system for generating SKU's, so please check with the product administrator (e.g. Teri) for more information.
MSRP: This is the price the product will sell at. This value should match that found in Netsuite and/or on the marketing website. If this product is not a product that is independently for sale, you may leave it at $0.
Version (Only required for Online Products): Set the appropriate version year of the product. Normally, it will be the year the product goes on sale. In some cases, we have custom versions, such as for Q&A premium and other products that are either subscription based or are a little bit peculiar and not one of our standard products. The Version controls what Disclosure and CME information is displayed to the user when they are activating their products, and it is how we differentiate between a 2014 and 2015 Video product, for instance, so we can be sure the appropriate information on the speakers is displayed. It will generally be very obvious which version to choose, and if there is a "custom" version required, the development team will notify you.
Item is purchasable: This dropdown selects whether this specific SKU is purchasable and should be displayed as such at myMedStudy. Some products are not purchasable, such as those that come as a companion to another product (e.g. Pre / Post tests), or those that are provisioned manually to users but do not appear on the website. If the item is not purchasable, select This item is NOT available for purchase. Note that there is a similar field on the "Product Details" tab as well. If the product is marked as "Not purchasable", then this field will not matter, as that will always override. However, if the product is purchasable, this gives finer control to specify if a single SKU should or should not appear on the myMedStudy Product pages with the "Try" and "Buy" buttons.
Online Product Settings - the following settings only apply to Online products:
Expiration Date: If an expiration date is set, this takes priority over "subscription length" and the user's access to the product will expire on this date regardless of if the product has been renewed, reprovisioned, etc. (This date can be overridden by an admin in the Users's account settings).
Subscription Length: If this is a subscription product, for how many days does this product last before the user must renew. We generally enter "92" for 3 months and "365" for one year, etc.
Trial Length: If this product has a free trial, set the length of the trial. For "unlimited" trials, where usually we give access to just one topic, set the trial length to "100000". If there is no trial, enter a "0". If it is a one or two day try, enter "1" or "2" as appropriate.
CME Credit Settings - the following settings apply to CME and should be set by the CME Manager
Cme Credit Settings: Set the number of CME credits the user should receive if he purchases this product.
Cme Expiration Date: This is the date the CME expires. If CME Credit Settings is greater than 0 and the product is not a subscription, this field must be defined to comply with ACCME regulations.
Cme is Subscription Based: For certain products, CME expires based on the date of purchase, and can usually be extended if the product is renewed. If this is the case, leave the "Cme Expiration Date" empty and select this checkbox. (e.g. Q&A Premium).
Require Cme Verification: For live courses, it is a requirement that we must verify a user's attendance before granting them access to CME. Selecting this box will cause a user to only have access to his CME after he is manually verified.
Enforce all credits are claimed at once: In some circumstances, a user must only make a claim of CME credits a single time. If he does not claim all of the credits, the remaining credits are lost. this is currently the case with some of our live courses. Only select this if you are sure that this condition applies.
If you want to add another SKU, click Add new SKU.
Once you have finished entering the data for SKU(s), click Save or Save and Close to save all of the information. Your basic product should now be ready to go. There will be another post to describe the other options, such as attaching downloads, companion products, videos, books, etc, to a product.
Deleting a Product
Sometimes it is necessary to delete a product. This action can usually be reversed unless it is a product that no one had ever purchased, then the product is permanently deleted. There are very few reasons to delete a product, and usually you should use the "Product is Archived" checkbox (offline products), or deselect the "Product is Active and Available for Provisioned Users" (online products). Doing this will cause the product to show up in the "Inactive Products" region, and will be out of the way of normal daily use of the system.
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