---
auto_generated: true
created: 2026-05-18
manual_updated_at: 2026-05-18
modified: 2026-05-19
name: User_Manual
status: active
tags:
- client/oliver
- domain/ai
- status/active
- tech/azure-ad
- tech/claude
- tech/gemini
- tech/llamaindex
- tech/nextjs
- tech/react
- tech/typescript
- type/sop
type: sop
---

# Activation Calendar Helper — User Manual

## What This Tool Does

The **Activation Calendar Helper** is a web-based platform for marketing teams to manage deliverables, coordinate campaigns, and extract information from briefs using AI automation.

### Core Capabilities
- **Smart Spreadsheet**: An interactive grid (powered by Handsontable) for managing deliverables with sorting, filtering, and dependent dropdowns.
- **AI Command Interface**: Natural language commands to create, update, or query deliverables.
- **Brief Extraction**: Upload PDF briefs and use AI (OpenAI, Gemini, or Claude) to automatically populate the spreadsheet with extracted data.
- **Multi-Sheet Management**: Create, rename, duplicate, or delete multiple data sheets.
- **Export**: Export current data to CSV.

## Who Uses It

- **Marketing Managers/Coordinators**: To track deliverables across multiple campaigns.
- **Creative Teams**: To upload briefs and manage asset statuses.
- **Admins**: To manage users, dropdown lists (Categories, Media, etc.), and clients.

## How to Access

1. **Login**: Navigate to the application URL (e.g., `https://ai-sandbox.oliver.solutions/ac-helper/`).
2. **Microsoft SSO**: Click "Sign in with Microsoft" to authenticate via Azure AD.
3. **Emergency Access**: If SSO is unavailable, click "Emergency access" at the bottom of the login screen and enter the provided token.
4. **Dev Mode**: If running locally in development (`npm run dev`), login is automatic.

## Main Workflows

### 1. Managing the Spreadsheet

The main interface is the spreadsheet grid.

1. **Navigate Sheets**: Use the sidebar or top bar to switch between sheets.
2. **Create/Duplicate Sheets**: Click the `+` icon or "Duplicate" to create a new dataset.
3. **Edit Data**: Click any cell to edit. Dropdowns are dependent:
   - **Category** must be selected first.
   - **Media** options depend on the selected Category.
   - **Sub-media** options depend on the selected Media.
4. **Sort/Filter**: Use the column headers to sort or apply filters.
5. **Export**: Click "Export CSV" to download the current sheet's data.

### 2. Processing Briefs (AI Extraction)

1. **Go to Brief Upload**: Navigate to the "Briefs" section.
2. **Upload File**: Click "Upload Brief" and select a PDF.
3. **Review Extraction**: The AI will parse the document and present the extracted data.
4. **Edit & Confirm**: Verify the data in the review view. Edit any fields if necessary.
5. **Import**: Click "Import to Sheet" to add the deliverables to your active spreadsheet.

### 3. Using AI Commands

Use the command input (usually a floating button or top bar) to:
- **Create**: "Create a new deliverable for Category X, Media Y."
- **Update**: "Change the status of Deliverable #123 to 'In Progress'."
- **Query**: "Show me all pending items in the US region."

## FAQ

**Q: How do I create new dropdown options (e.g., new Media types)?**  
A: Go to **Admin > Dropdowns** (if you have admin rights) to add new categories, media types, or sub-media options.

**Q: Can I recover a deleted sheet?**  
A: No, deletion is permanent. Please ensure you have backups (CSV exports) before deleting.

**Q: Why is my AI command failing?**  
A: Ensure you have the correct API keys configured in the environment. If running locally, check that the AI service keys are valid.

**Q: How do I export data?**  
A: Click the "Export CSV" button in the toolbar. Note: This exports only the *current view* (including any active filters).

**Q: Is my data secure?**  
A: Yes. Data is stored in a PostgreSQL database. Access is restricted to authenticated users. Sensitive files (briefs) are stored securely and not publicly accessible.

## Related
- [[01 Projects/ac-tool/USER_MANUAL]]
- [[01 Projects/ac-tool/USER_MANUAL.md]]
- [[01 Projects/ac-helper/USER_MANUAL.md]]