File Naming Conventions

Job Folders

Use the Job Folder template to create a new job by copying it to your desktop, renaming renaming to:

XXXXX JobName

and then copying to the appropriate client folder.

No underscores are required.

Within each folder, we are using the folders shown at below:

CREATIVE

Put layout files loose in this folder using the naming convention outlined below. As the job evolves to a more finalized set of concepts or production files, move the older layout files into Old Layouts.

Artwork should be organized in folders that match the concept file, so all art for concept 1 will go into a c1 folder. Feel free to use your own subfolders to separate rights managed or specific photo houses.

PLANNING

Will contain the creative brief and any client supplied copy or background. Logos and images used in creative should not be stored here, but moved to either Brand Guidelines, Photos - Logos, or the Art folders.

PRESENTATION

Presentation files should be saved into folders named for the date they are made using the MMDDYY format. Files need not be renamed for internal review, but should follow the instructions outlined below for client presentation.

PRODUCTION

The Build folder will contain the working files for any job approved by client. Designers will move or package files to this folder when we start finalizing files for release and retire older layouts from Creative to the Old Layout folder.

Final folder is for files released to the client or vendor (including build files, links, etc). If only PDF is released, keep build files in the Build folder.

Per our QA process, a designer will complete their first round of QA and start a new QA PDF. Upon completion, they will save the QA PDF and let the team know by timestamp that production files are ready for review. The designer will not move files to Final unless asked, but leave build files in Build in case there are changes following the second proof.

The proofer will check all items indicated in the QA document, and if passed, move the release files to Final as well as create Client Share links, when necessary. If only a PDF file is being released, no files are moved from Build except the release PDF. If all packaged files are being released, the entire contents of the Build folder will be moved to Final.

When creating Client share links on Box, the contents of Final are uploaded to a shared folder without compressing to zip, unless asked.

Naming Conventions

File names have 4 common elements, which are always in the same position:

Tracking Code Job Number Client Version Project Name

c1a-XXXXX-v1-Project Name-Optional Description

Always include the hyphens between Tracking Code, Job Number and Client version.

Quest Diagnostics ONLY

• Tracking Code Client Version Project Name Lit Code

• c1a-XXXX-v1-Project Name-XXXXXX

Creative Layout Files

When developing creative files, designers will name files using the rules below without a presentation date. Dates are only attached to client presentation files.

Tracking Code

Concepts are separated into individual files with a numerical concept code (e.g. c1, c2, c3) and appended with an alphabetical version (c1a, c1b, c1c, etc). Each concept file should be a single concept (that may have multiple pages) and not multiple concepts in a single file. Use a hyphen to separate the tracking code.

Multiple concepts can be combined in to project files, either as an Indesign file that places individual concepts, or as combined PDFs. Project PDFs use a tracking code that starts with p1, p2, p3 and the same alphabetical versioning as concept files

Template jobs that don’t require internal creative review can forego this tracking code.

Job Title

Usually, this matches the name provided in Project Seeker, but can include an optional description at end to differentiate multiple components of a project.

Client Version

Client version is updated only after receiving client revisions.

Client Presentation Files

When uploading PDFs to Project Seeker that the AE will present to a client, designers must carefully check that they are renaming the PDF with the following rules:

Tracking Code

Remove tracking codes and combine into a single PDF unless size is a factor.

Job Title

If PDFs are split into separate files by concept, designers will append the Job Title with the concept number separated by underscore (as in 1234_PDMRiskBro_ Concept1 followed by the client version and date).

Presentation Date

When creating a PDF for client review, designers will append today’s date as _MMDDYY unless the client has another preference.

AT&T must use _MM-DD-YY