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.

Each time a change is made to a project, the name is iterated forward and the old version moved to Old Layouts.

For internal changes, the tracking code advances alphabetically.

For example c1a-XXXXX-v1 becomes c1b-XXXXX-v1

For client changes, the version number advances numerically and the tracking code resets to a

For example c1k-XXXXX-v1 becomes c1a-XXXXX-v2

For any change to a file after it has been reviewed internally or by the client, you will always save a new version. It is each designer's responsibility to retire older versions to the Old Layouts folder so that the creative folder has only the most recent files.

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

For example p1a-XXXXX-v1 could be an Indesign shell that displays all concepts and helpful descriptions or it could be created simply by combining all concept PDFs into a single PDF.

The preferred method for sharing new concepts is to create an Indesign presentation template, a sample of which can be found on the server in /creative/MEG/PRESENTATION TEMPLATES

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. Always put these descriptors at the end.

For example: c1a-XXXXX-v1 Seno Web Updates - Landing Page

Client Version

Client version is updated only after receiving client revisions. All concept files should be updated to show the new version number, even if changes haven't been made to all concepts. So, if there are three concepts, and the client chooses to see revisions on two of them. The rejected concept is moved to Old Layouts and the remaining two files are both iterated forward to c1a-XXXXX- and the next sequential version number.