ATOL Manual

DTO Search (cont’d)

DTO Search Window

If you are a DTO Admin, you can search by
a specific site

Select an existing Order/ATOL #

Defaults to sales rep logged into ATOL. If you are an
assistant, manager or DTO Admin, the drop down will
list the sales reps to select from
Search by placement type

Ability to search for one or more statuses
at a time (or exclude one or more) by using
check boxes next to the status
Start typing in the customer name, when the
name appears in the list select the customer
name
Ability to exclude a
Campaign while searching

Search by start date

DTO Admins can search by Market
Click search button when done with search criteria
Click Reset to clear search criteria

After select your search criteria, click on Search to view the results.

If an online ad is accidentally booked into a print publication in ATOL, you will not be able to find your
ad in DTO. You must KILL the ad and re-book it. In order for a record to be inserted into the DTO, it
must only booked as a Online publication.

Section 7: Page 101

DTO Search (cont’d)

Edit DTO

Select the campaign to Edit; a Black Ribbon Bar will appear towards the top of browser. Click on Edit
to begin filling out your DTO.

A new window will appear, this is the default screen with all new campaigns. On the top right side
of the window, you must click on the drop down arrow next to Campaign to select the appropriate
campaign type.

Section 7: Page 102

How To Fill Out The DTO

DTO Campaign Selection

Click on the correct campaign type for the ad.

When changing between the default campaign or from one campaign to another, you will always
receive a warning message. This is a reminder that some of the fields have changed and the fields
will need to be updated.

Section 7: Page 103

How To Fill Out The DTO (cont’d)

Local (Impression Based) Orders

Always start from the right side column from top to bottom.

1. Campaign: Always select the campaign type first before
filling in the other fields.

2. Flight Name: Leave as default.
3. Flight Start and Flight End: Enter the ad’s start and

end date.
4. Market: Select the Market from the drop down.
5. Placement Type: Select New Order
6. Website: Type the site or sites this ad is running on.

Please make sure to spell the name of your sites out.
E.G. “Dover Post” and not “DP”.

a. If the ad is running on two or more sites with a
shared impression goal, put all the sites on one
DTO.

b. If the ad is running on two or more sites with
different impression goals, fill out a separate
DTO for each site.

7. Website Sections (OPTIONAL): If you need your ad to
run on a specific page (E.G. homepage or obits only).
Otherwise, leave this field blank and your ad will be
scheduled as run of site.

8. Ad Unit: This field automatically populates with the Size
information you entered in the New Ad Order tab. If you
have to change the size, please contact the Creative
Solutions team via Live Chat.

9. Frequency and Day Parting (OPTIONAL): If you need
your ad to only run on particular days or times, enter
that here. Otherwise, leave this field blank and your ad
will be scheduled to run at all days and times.

10. Link ad to: This field will pre-populate with the URL you
supplied in ATOL. If this field is greyed, please put this
information in Placement Notes.

11. Placement Notes: This is free space to type anything
else you think Ad Ops should know (or you want to
remember) about the order.

Section 7: Page 104

How To Fill Out The DTO (cont’d)

Local (Impression Based) Orders (cont’d)

Left side column, top to bottom:

12. Client E-Mail Address: The client
e-mail address is required for all
advertisers. After an e-mail is
provided once for an advertiser, it
will automatically carry over into all
new DTOs for that advertiser.

13. CPM Price: Enter the cost per
thousand charged for this order.

14. Billing ($): This field automatically
populates when you click “Save”
after CPM and Impressions are
filled in.

15. Impressions: Enter the total
number of impressions to be
served between the start date and
end date entered on the DTO.

16. Position Targeting (OPTIONAL):
If you need your ad to run in a
specific position (ex. ATF or BTF)
enter that here. Otherwise, leave
this field blank and your ad will be
scheduled as run of site.

17. Geo Targeting (OPTIONAL): If
you need your ad to appear to
people only in a specific state,
DMA, or zip code list, enter that
here. Otherwise, leave this field
blank.

18. 3rd Party Ad Tag: If you are
using 3rd party ad tags, paste the
code into this box. The DTO will
automatically go to the Ready for
Scheduling queue when you have
completed the DTO.

For a Landing Page ad, you still need to fill in the DTO’s billing fields. These fields are required for all
Digital Trafficking Orders. Enter “1” in the Impressions field, and “0.01” in the CPM field.

Once all of the information is entered, click Save. Please double check that the Billing field has
automatically populated the correct value.

Click Close.

Section 7: Page 105

How To Fill Out The DTO (cont’d)

Below is an example of a DTO for a Local Order. The fields highlighted in yellow are required.

3rd Party Ad Tag
If you are you are providing a 3rd Party Ad Tag, paste the information in the 3rd Party Ad Tag box.
When the 3rd party ad tag field is used and the DTO is saved, the DTO status changes to RDY FOR
SCHEDULING automatically, and the ad changes status in ATOL to 3rd PARTY automatically. The
rep WILL NOT receive an Ad-Alert e-mail for the ad, as it is considered “DONE” in AdTracker.

Section 7: Page 106

How To Fill Out The DTO (cont’d)

SOV (Share of Voice ) Orders

Always start from the right side column from top to bottom.

1. Campaign: Always select the campaign type first before
filling in the other fields.
a. Select SOV for share of voice, sponsorship, and
rich media orders.

2. Flight Name: Leave as default.
3. Flight Start and Flight End: Enter the ad’s start and

end date.
4. Market: Select your Market from the drop down.
5. Placement type: Select New Order.
6. Website: Type the site or sites this ad is running on.

Please make sure to spell the name of your sites out.
E.G. “Dover Post” and not “DP”.

a. If the ad is running on two or more sites with a
shared impression goal, put all the sites on one
DTO.

b. If the ad is running on two or more sites with
different impression goals, fill out a separate
DTO for each site.

7. Website Sections (OPTIONAL): If you need your ad to
run on a specific page (E.G. homepage or obits only).
Otherwise, leave this field blank and your ad will be
scheduled as run of site.

8. Ad Unit: This field automatically populates with the Size
information you entered in the New Ad Order tab. If for
any reason you have to change the size, you may do so
here.

9. Link ad to: This field will pre-populate with the URL you
supplied in ATOL. If this field is greyed, please put this
information in Placement Notes. NOTE: All Rich Media
URLs must be supplied through ATOL.

10. Placement Notes: This is free space to type anything
else you think Ad Ops should know (or you want to
remember) about the order.

Section 7: Page 107

How To Fill Out The DTO (cont’d)

SOV (Share of Voice ) Orders (cont’d)

Left side column, top to bottom:
11. Client E-Mail Address: The
client e-mail address is required
for all advertisers. After an
e-mail is provided once for an
advertiser, it will automatically
carry over into all new DTOs for
that advertiser.
12. Billing ($): Enter the full price
charged between the start date
and end date entered on the
DTO.
13. 3rd Party Ad Tag: If you are
using 3rd party ad tags, paste the
code into this box. The DTO will
automatically go to the Ready
for Scheduling queue when you
have completed the DTO.

For a Landing Page ad, you still need to fill in the DTO’s billing fields. These fields are required for all
Digital Trafficking Orders. Enter “1” in the Impressions field, and “0.01” in the CPM field.
Once all of the information is entered, click Save. Please double check that the Billing field has
automatically populated the correct value.
Click Close.

Section 7: Page 108

How To Fill Out The DTO (cont’d)

Below is an example of a DTO for an SOV Order. The fields highlighted in yellow are required.

3rd Party Ad Tag
If you are you are providing a 3rd Party Ad Tag, paste the information in the 3rd Party Ad Tag box.
When the 3rd party ad tag field is used and the DTO is saved, the DTO status changes to RDY FOR
SCHEDULING automatically, and the ad changes status in ATOL to 3rd PARTY automatically. The
rep WILL NOT receive an Ad-Alert e-mail for the ad, as it is considered “DONE” in AdTracker.

Section 7: Page 109

How To Fill Out The DTO (cont’d)

OnTarget Orders

Always start from the right side column from top to bottom.
1. Campaign: Always select the campaign type first before
filling in the other fields.
a. Select OnTarget for all OnTarget and retargeting
campaigns.
2. Flight Name: Can be left as default.
3. Flight Start and Flight End: Enter the ad’s start and
end date.
4. Market: Select your Market from the drop down.
5. Placement Type: Select New Order.
6. Ad Unit - This field automatically populates with the
Size information you entered in the New Ad Order tab. If
for any reason you have to change the size, you may do
so here.
7. Link ad to: This field will pre-populate with the URL you
supplied in ATOL. If this field is greyed, please put this
information in Placement Notes.
8. Placement Notes: This is free space to type anything
else you think Ad Ops should know (or you want to
remember) about the order.

Section 7: Page 110

How To Fill Out The DTO (cont’d)

OnTarget Orders (cont’d)

Left side column, top to bottom:

9. CPM Price: Enter the cost per
thousand charged for this order.

10. Billing ($): This field
automatically populates when
you click Save after CPM and
Impressions are filled in.

11. Impressions: Enter the total
number of impressions for the
complete flight of the campaign.

12. See the following page for Targeting
information.

13. 3rd Party Ad Tag: If you are using
3rd party ad tags, paste the
code into this box. The DTO will
automatically go to the “Ready
for Scheduling” queue when you
have completed the DTO.

For a Landing Page ad, you still need to fill in the DTO’s billing fields. These fields are required for all
Digital Trafficking Orders. Enter “1” in the Impressions field, and “0.01” in the CPM field.

Once all of the information is entered, click Save. Please double check that the Billing field has
automatically populated the correct value.

Click Close.

Section 7: Page 111

How To Fill Out The DTO (cont’d)

OnTarget Orders (cont’d)

Left side column, top to bottom:

Choose one of the following per campaign:
Behavior-Targeted and/or Demo-Targeted Orders

• If you want to target your ad to people who fit a specific behavior, enter your target(s) in the
Behavioral Targeting field.

• If you have any Demo Targeting that you would like to add, do so in the corresponding field.
• Enter the DMA or zip codes you would like to target in the Geo Targeting field.
Content-Targeted Orders
• If you want to target your ad to appear on specific page content, select the correct options from

the drop down in the Content Targeting field.
• Enter the DMA or zip codes you would like to target in the Geo Targeting field.
All other targeting fields will become unavailable (except Geo).
Retargeting Orders
• If your order is a retargeting order, check off the Retargeting box on the left column of the DTO.
All other targeting fields will become unavailable.
Search Targeting
• If you want to use search targeting, you may enter up to 5 keyword examples in this field.
• If you have a completed Custom Audience Request form, you may enter the ID number here.
If you enter anything into this field, all other targeting options except Geo Targeting will become
greyed out.

Section 7: Page 112

How To Fill Out The DTO (cont’d)

Below is an example of a DTO for an OnTarget Order. The fields highlighted in yellow are required.

3rd Party Ad Tag
If you are you are providing a 3rd Party Ad Tag, paste the information in the 3rd Party Ad Tag box.
When the 3rd party ad tag field is used and the DTO is saved, the DTO status changes to RDY FOR
SCHEDULING automatically, and the ad changes status in ATOL to 3rd PARTY automatically. The
rep WILL NOT receive an Ad-Alert e-mail for the ad, as it is considered “DONE” in AdTracker.

Section 7: Page 113

Section 8:

DTO Split Campaign

Single DTO Split Campaigns

This process will be dependent upon your order entry system. Please check with your local site
coordinator if you are unsure which process you should follow.

If your business system generated 1 ad number for an ad that will appear in multiple campaigns:
Complete the DTO for the first campaign (Local, OnTarget, etc.). This is called the “Parent DTO”, as
there is only one ad number in the system; other “appearances” of an ad number (that will be “split”
from the “Parent DTO”) are called “Child DTOs”.

Highlight the order’s Parent DTO then
click the Split icon.

Enter the number of impressions
that you would to split off from the
Parent DTO into the Child DTO.

For SOV orders, please enter 1.

Click Split Ad icon when complete

Section 7: Page 114

DTO Split Campaign (cont’d)

Click the Package Icon to go back to the Package Level

Locate the new Appearance of the DTO. The new DTO will have an underscore and a number.
Select the child DTO and the click on the Edit icon.

Section 7: Page 115

DTO Split Campaign (cont’d)

Change the Campaign and fill out the DTO accordingly. See Section 7 for detailed instructions on
How To Fill Out The DTO.

Note: If you are scheduling a Same Creative/Multiple Campaigns split and need to split Impressions,
you should order and fill out the DTO for an Impression based Campaign first (Local, OnTarget, or
Yahoo).

Section 7: Page 116

Multiple DTOs Same Creative

Multiple Campaigns with the same creative
Sites with an order entry system
This process will be dependent upon your order entry system. Please check with your local site
coordinator if you are unsure which process you should follow.
If your business system generated 2 numbers for an ad that will appear in multiple campaigns, it is not
necessary to upload the same material into the other order number(s).

1. Complete all the Digital Trafficking Orders.
2. Go to the ATOL website to find one of the orders.
3. Upload your ad material for the order and follow the standard process through the life cycle of

the ad.
4. Once you have approved the ad, use the “Pickup To” function in ATOL to pickup the DONE ad

to the other order number(s).
Your local ATC (if you have one), can also assist you with picking up the ad. In about 10-15
minutes, you will receive a proof of the ad. Please approve this ad as well.
Sites using the New Ad Order form
1. Order the first ad and complete the ad order process. Make sure to approve the ad.
2. Complete the Digital Trafficking Order for the ad.
3. Begin a new order and use the “Pickup From” option to pickup the DONE ad into your new ad.

Once the ad has been picked up successfully, after 10-15 minutes, you will receive a proof of
the ad. Please approve this ad as well.

Section 8: Page 117

DTO To Reference Field

Multiple Creatives of the Same Size

Scenario:
Joe’s Mitsubishi is running a 300x250, but they want to advertise three different models on
separate ads.
1. Order A: Choose one of the Ad Numbers and Fill out one DTO for the duration of the entire buy.
2. The other ad number(s) that are running on the same plan, select the Placement Type of
“Renewal New Creative” for the new DTO’s.
a. Enter your Campaign type (Local, SOV, or onTarget).
b. Enter your Market.
c. Fill in the DTO to Reference, enter the DTO Ad Number of “Order A”. This tells Ad Ops
that the DTO is associated with an existing buy.

Multiple Creatives of Different Sizes
Scenario:

Anne’s Gifts is running a 728x90 and a 300x250, but they want to share an impression goal with
these two sizes.
1. Order A: Choose one of the Ad Numbers and Fill out one DTO for the duration of the entire

order.
2. The other ad number(s) that are running on the same plan, select the Placement Type of

“Renewal New Creative” for the new DTO’s.
a. Enter your Campaign type (Local, SOV, or onTarget).
b. Enter your Market.
c. Fill in the DTO to Reference, enter the DTO Ad Number of “Order A”. This tells Ad Ops
that the DTO is associated with an existing buy.

Section 8: Page 118

DTO To Reference Field (cont’d)

Here is an example of a DTO that contains the run information for the entire February to March period.
The Package Number circled in red is the ad number you will need for the DTO to Reference.

Section 8: Page 119

DTO To Reference Field (cont’d)

Here is an example of a DTO generated by a new creative. As you can see, it has a $0 Billing. The
DTO to Reference contains the same number as above.

Section 8: Page 120

Renewal Existing Creative

Renewal Existing Creative

Scenario:
An ad is DONE in ATOL and COMPLETED in DTO without an active run date. You would like the
same exact creative to begin running again.

For sites with a order entry system, please refer to your local ad traffic coordinators for your site’s
workflow on this process. Have someone insert the additional run dates to the existing ad number,
then proceed to the DTO website to adjust the flight dates.
For sites using the New Ad Order form, proceed to the DTO website to search for the ad number; see
Section 7 for detailed instructions on Searching for DTOs.

Log into the ATOL website and click the DTO
Icon. On the DTO website click the Search
Ads icon.

In the search pane window, check the box Include
Archived DTOs and enter the order number in the
Order/Atol # box –and then click Search.

Click once on the DTO and the click the Edit Icon.

Section 8: Page 121

Renewal Existing Creative (cont’d)

Change the flight start and end dates, as well as changing the Placement Type to “Renewal Existing
Creative”

If, applicable, change any other information for your campaign.
When finished, click the CLOSE button. The DTO status automatically changes to RDY FOR
SCHEDULING.

Renewal New Creative (Associate Ads with DTOs)

Associate Ads function can be used in a number of ways:
Generating more than one billing number over a period of time.

Example: A buy running April through June; where April, May, and June will each generate a new
billing number. Complete the first DTO with the entire campaign information. When the billing
is processed for the following months for this buy, select the Placement Type of Renewal New
Creative for the new DTO’s.
The only fields that will be required with this placement type are market and DTO to Reference.
In the DTO to Reference field, enter the DTO/Ad# from the first billing that holds the entire buy’s
information. The ad number entered into the DTO To Reference box will let Ad Ops know the
current DTO is associated with an existing campaign.
Use this function with multiple month billings without creative changes. In the DTO Placement Notes
field, indicate you would like to continue running your existing creative. In ATOL, please have your
local ad traffic coordinator change the status of the ad to DONE. If this step is missed, your DTO will
remain in BOOKED status and Corporate Ad Ops will not know that the DTO is ready to process.

Section 8: Page 122

Renewal Existing Creative (cont’d)

Multiple Creatives Of The Same Size
When more than one creative of the same ad size is running for a single buy, complete only one
DTO in its entirety. For all other associate ad numbers, select the Placement Type of Renewal New
Creative. In the DTO to Reference field, enter the DTO/Ad# for the first DTO that contains the
completed campaign information.

Multiple Creatives of Different Sizes

When more than one ad size is running in one buy, follow the same steps as for Multiple Creatives of
the Same Size.
Please note the Associate Ad function can only be used when selecting the same Campaign Type:
You will not be able to associate an OnTarget with a Local, or a Local with an SOV.

Section 8: Page 123

Straight Pick-up

Straight Pickup With The Same Creative

Ad is DONE in ATOL and COMPLETED in DTO and is past its last run date. You would like the exact
same creative to begin running.

This process will be dependent upon your order entry system. Please consult with your local ad
trafficking team.

After the ad has been placed through the order entry system, complete the Digital Trafficking Order
using a Placement Type of Renewal/Existing Creative. Go to ATOL (Search Live Ads tab) and find
the DONE order you would like to pick up and use the Pick-up To function to pick it up into your new
order. Refer to Section 3 for additional information on to search for ads within ATOL.
Refer to Section 12b for additional information on how to perform a Pickup within ATOL.

You may also order the pick-up through your order entry system (if applicable). You will need to
monitor for a successful pickup. Refer to Section 12a for additional information on monitoring pickups.
Remember to fill out DTOs for ads that are automatically picked up.

Submit a Creative Change

If creative revisions are needed on an ad currently running:
• The status of the ad will need to change from DONE to PROOF OUT. Contact your local site
liaison or the Creative Solutions Team, through Live Chat, and ask them to proof the ad back.
• This will trigger a change in the DTO, the Placement Type will automatically change to
Revision Copy Change.
• Submit the changes for the ad through ATOL. Once the revisions are completed, the ad will
need to be approved.
• If additional changes are needed on the campaign; search for the DTO and click Edit. Refer
to Section 7 for detailed instructions on Searching for DTOs. Please note these changes in the
Placement Notes field.
• Click Close.

Revise an Existing Order

When you need to make a revision to an existing DTO that is currently running but you do not need to
make changes to creative. For example, changing the run dates, click URL, impression goal, etc.

1. Find the DTO for your order. Refer to Section 7 for detailed instructions on Searching for DTOs.
Click on the DTO to highlight the DTO, then click Edit to view the DTO.

2. Make the necessary changes to the DTO. Please note the changes in the Placement Notes
field so that Ad Ops will easily understand what changes were made.

3. Click Close, the DTO will automatically change the Flight Status to ORDER REVISED.

Section 10a: Page 124

How To Kill An Order

Kill ads with Active Run Dates or in Archive

For sites with an order entry system that can process KILLS and have a local trafficking team:
• Inform your trafficking team that an ad will be killed. They can reference the AdTracker manual,
Section G, for additional information on KILL status.
• Process the KILL through the order entry system.
• This will send the Kill Pending order to Ad Ops and they will stop the ad.

For sites with an order entry system that cannot process KILLS and have a local trafficking team:
• Contact your local ad trafficking team to have them change the status to KILL in AdTracker.
They can reference the AdTracker manual, Section G, for additional information on KILL status.
• Process the KILL through the order entry system
• This will send the Kill Pending order to Ad Ops and they will stop the ad.

For sites using New Ad Order form:
• Contact the Creative Solutions Team via Live Chat.
• Provide them with the ad number and ask them to change the status to KILL.
• This will send the Kill Pending order to Ad Ops and they will stop the ad.

Section 10a: Page 125

DTO Reports

The Reports Icon is available from the Ribbon or DTO search screen.

DTO Statuses

ATOL and DTO statuses work in concert with each other. Below are the statuses you may see in DTO:

AD PEND APPRV ORDER REVISED
When ad is in PROOF OUT status in ATOL When information inside the DTO has been
modified (after the initial saving of the DTO)
ATOL HOLD
Ad is on hold in ATOL RDY FOR SCHEDULING
When ad is DONE in ATOL
BOOKED
When ad is BOOKED in ATOL SCHEDULED WAITING ON AD
Ad is scheduled, however, not complete in
COMPLETED ATOL
Ad has been scheduled
WAITING ON CREATIVE
CREATIVE REVISED When material has been uploaded into ATOL
When the DTO has changed and the (MATERIALS RVW in ATOL)
placement type = “Revision Copy Change”
WAITING ON RESPONSE
KILL PENDING Ad Ops is waiting for direction from ad rep
Ad is killed in ATOL

KILL
Ad has been killed

Note: The DTO Statuses (Flight Status) change automatically. You should not change the statuses in
DTO.

Section 10b: Page 126

Common Concerns

Whom do I contact if I have questions?

If you have questions about procedure while working in ATOL or DTO, contact your local ad trafficking
team. If your site does not have one, use the Live Chat feature within the ATOL or DTO website.

If you have questions about an ad that is currently running
online, please select Digital AdOperations from the Department
drop down.
If you have questions about how to schedule an ad, please
select Digital AdOperations from the Department drop down.
If you have questions concerning the creative itself, please
select ATOL (AdCenter) from the Department dropdown.

Please be as specific as possible when describing your question in the Message field. The more
specific you are, the easier it will be for an agent to help you quickly.
I just selected my Campaign type and a popup box has appeared!

This is normal, the system is just letting you know that certain Campaign types have different fields
than others. Click OK to continue.

Section 10b: Page 127

Common Concerns (cont’d)

What is the difference between “SAVE”, “CLOSE” and “CLOSE no SAVE”? Which
one should I click when I’m finished with my DTO?

• SAVE -- Saves the information you filled out on the DTO, and calculates the Billing for
campaigns with a CPM and Impression goal. Clicking SAVE will not close the DTO.

• CLOSE -- Saves the information you filled out on the DTO, and calculates the Billing for
campaigns with a CPM and Impression goal. Clicking CLOSE will also close the DTO.

• CLOSE no SAVE -- Closes the DTO and does not save anything that was entered or changed
within that DTO.

Why can’t I find my order? I know it’s in there!

If you’re having difficulty finding an order in the Digital Trafficking Order tab, make sure that you only
have one of fields filled in that left hand side column. Less is more. Refer to Section 7 for detailed
instructions on Searching for DTOs.

My creative status is “DONE”, but my ad is not live. Why is that?

When you order an ad, the ad number associates to both the creative and to the DTO order form.
Even if your creative is finished, if you have not filled out the DTO yet, Ad Ops will not be able to make
it live. To check the status of your DTO, search for it on the Digital Trafficking Orders. Refer to Section
7 for detailed instructions on Searching for DTOs.

• If the DTO status is BOOKED, there is information missing on the DTO that needs to be filled in
before the creative can be put live.

• If the DTO status is RDY FOR SCHEDULING, then it is filled out correctly and is currently in Ad
Ops’ queue. Ad Ops has a 48-hour turnaround time, but they will make your ad live as soon as
possible.

• If the DTO status is anything else, or if you have any concerns about your order, you can
contact the Digital Advertising Operations team via e-mail for more information.

DTO is saying a client e-mail is required, but my client doesn’t have an e-mail
address. What do I do?

If your client does not have a contact email address, please enter [email protected].
Please do not enter your own email or any other information into this field.

How do I add Geo Fencing to my OnTarget campaign?

Geo Fencing is only available for campaigns running on mobile. Geo Fencing can also only be used
as a secondary target to traditional Geo Targeting, so first fill in the Geo Targeting field as you usually
would with the state, DMA, or zip code list you would like to target.

In the Notes field, enter the exact address(es) you want to target and specify the radius to target
around each. The minimum radius around a geo fence is 100 meters. The maximum number of geo
fences on one campaign is five addresses.

Section 10b: Page 128

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Submitting Instructions/Files

The key to a successful looking advertisement is in your original submission and presentation of your
instructions. If you get it right the first time...so will the designer. The following guidelines are to help
you present copy and instructions to ensure that your customers get the best possible results from
their advertising.

General Description:
Describe your creative expectations for the ad. Listed below are topics to help capture information
about your advertiser:

What is the main goal of the ad? Example-sell a product, inform, call to action etc.
Describe their business (key products/services).
Describe their current customers (age, gender, demographics).
Describe which customers they would like to target (age, gender, demographics).
What are the products/services that drive revenue for them?
What advantages do they offer above others in the market?
Other preferences: example-prefers elegant look
Theme of the ad: example-fun, romantic, calm

Special Instructions:

Elaborate on, or provide specifications for your technical requirements of the ad. Examples include:

• Use bright colors, specify the use or avoidance of fonts.
• Include a specific web address if you would like the designer to use the customer’s site for

colors or style.
• Indicate specific pages and/or location within the web site if there are specific instructions or

elements you want included.

Artistic Discretion (AD):

AD1: No Artistic Discretion

Instructions:

Exact layout and detailed instructions will be provided. Artist must replicate the ad
exactly as instructed. Order your instructions as follow layout exactly if you are certain the
content that you are submitting will fit in the ordered ad size according to a layout that you are
providing or an ad you are picking up and changing. If the provided content or layout does not
fit within the ordered size, Creative Solutions will place the ad on hold.

AD2: Some Artistic Discretion

Instructions:

A layout and general instructions will be provided. The artist, depending on the
additional focus selection, will have some discretion on how the ad should be designed.
The artist will generally adhere to the provided layout or pickup ad layout; however, they may
make adjustments in order to fit more or less content or improve the composition.

Section 11a: Page 131

Submitting Instructions/Files (cont’d)

AD3: Full Artistic Discretion

Instructions:

The artist will have full artistic expression on the design of the ad based on the selections.
Layout, color, graphics, etc., will be limited to the selected parameters, artists will take full creative
freedom with this ad and will depend heavily on the information provided in the creative brief.
Make sure the additional selections are not contradicting other selections; i.e., Bold, bright colors
and Soft, pastel colors.

The designers will do their best to follow any specific instructions. For example, if creativity is
desired overall but the customer’s logo and address must be in a specific place, the instructions
should be ordered as Use artistic expression and an instruction should be included that reads
something like, “The provided customer logo and address must be in the lower left corner of the
ad.”

Include a layout: A layout can be provided in a number of ways: scanned copies of hand drawn
layouts, scanned copies of previously published ads and electronic layouts. Layouts should include the
following elements:

Copy
• All copy should be clear and legible and labeled for any special treatment.
• Review scanned copy to make sure it is legible in the electronic format.
• Indicate which copy is the headline, body copy, caption etc.
• Indicate if you have specific type requirements such as bold, UPPER CASE, a particular color,

italics, large or small text.

• Label copy A, B, C etc. to clearly identify and connect the copy to the layout. Identify the copy
A, B, C on the text and layout.

• Copy and instructions should be clearly separated in the layout to avoid confusion.
• Cross out any text included on the layout that is not included in the ad. Cross out comments,

company letterhead, contact information etc. Additional text will cause confusion and may delay
the return of your ad.

Submitting Electronic Copy Files
Copy in the form of text files such as .doc, .txt, .rtf are preferred for accuracy and reduced production time.
Copy obtained from an e-mail can be copied and pasted into the instructions.

Graphics: Specific graphic requirements should be attached when submitting the ad. Examples could
include mug shots, buildings or unique artwork to the customer. General graphic requests can be
made when submitting your instructions. Examples could include a picture of root beer, summer art,
festivals etc.

• It is best to supply digital pictures (jpgs) or good scanned photos. Please avoid scanning color
photocopies, laser prints or newspaper clippings.

• tif, .jpg or .eps files must be 200 dpi or larger or the largest 72 dpi you can acquire.
• Art contained on websites is not usable in print due to low resolution graphics.
• Logos may be supplied in .pdf or .eps file format. Do not supply fax copies and poor quality art.

Section 11a: Page 132

Example of a “Correct” layout/submission

Auto

Submission Files/Instructions

Layout Finished Product

Subaru gets high marks
where the rubber meets
the road.

We’re honored the Insurance Institute for Highway Safety has recognized
Subaru as the only manufacturer with 2011 IIHS Top Safety Picks on all models.
Peace of mind. Now that’s love. Love. It’s what makes a Subaru,
a Subaru.

2011 Subaru

LEGACY 2.5i Premium

BAD-06, stock #31044, graphite gray, sunroof, all weather pkg., AWD

$23,220*full power, CD, MP3, heated seats, ABS, keyless entry, List $24,863.
Demo
Sale
Price

2011 Subaru

FORESTER 2.5X

BFB-21, automatic, alloy wheels, air conditioning, tilt, cruise,

$21,986*power windows, locks & mirrors. MSRP $23,210

New Vehicles Arriving Daily!

Bruce Fitz Mike Price Braxton McMitt Tom Butler III
Subaru Manager

NAPLETON SUBARU
449 N. Perryville Rd, Rockford, IL
800-790-5370

*Tax, title, license and doc fees not included. Dealer will not honor pricing errors in this ad.
Pictures are for illustration purposes only. All applicable incentives have been applied.
Prices and offers good through 07/30/11.

RS-RRS000059691

PROOF O.K. BY:___________________________ O.K. WITH CORRECTIONS BY:________________________

PLEASE READ CAREFULLY • SUBMIT CORRECTIONS ONLINE

RS-RRS000059691.INDD (74.9%)

ADVERTISER: NAPLETON SUBARU PROOF CREATED AT: 7/7/2011 7:03 AM
SALES PERSON: Michelle Peterson NEXT RUN DATE: 07/10/11
SIZE: 3 X 19.25 PROOF DUE: -
PUBLICATION: RS-Daily

Section 11c: Page 133

Example of a “Correct” “Mark-Up”

Below are some good ideas and hints for marking up your copy.

Section 11c: Page 134

Example of a “Correct” Copy Content

The copy content of advertisements should always be decided by yourself and your client - not the ad
designer. Please don’t pass on client materials asking Creative Solutions to “decide” for you. You are
the person who should advise the client on the best advertising content.
All copy content should be clearly typed or handwritten, and labeled for any special treatment.
Please ensure that all copy is supplied on just one or two sheets. If there is lots of copy, from a
brochure for example, photocopy the section needed and highlight the text clearly.
This attention to detail at this stage will save lots of time proofing and less embarrassment when you
meet with the client!

Any copy that needs special treatment - headlines, sales, etc. - should be clearly marked. Does it
need to be the most prominent feature? Is it a clause that needs to be very small? Also make sure the
photos and captions match up correctly.

Label your copy A B C etc and

Pictures AdNumber-LogoArt Pic 1.tif
AdNumber-Pizza Art Pic 2.tif

It’s much quicker and easier to say “Copy A goes with Pic 1” than “The description of this brand of
pizza goes with the picture of the pepperoni and olive pizza”.

“Correct” Layout “Correct” Copy Content

OK

Section 11c: Page 135

Example of a “Correct” Copy Mark-Up

If you’re attaching a brochure, correspondence, or an old version of an ad with copy that does not
belong in the ad, please mark out any text which does not belong. Do not leave it up to the designer to
figure out what text should or should not be included.

Section 11c: Page 136

Submitting Your Instructions

Upload Files: Electronic files for layouts, graphics, copy and instructions must be uploaded with the
ad number in AdTracker Online (ATOL)

Make sure to attach all documents, text, artwork or photos referenced in the layout or included in the
instructions.

Use the file naming convention (on the following page) when saving your files. If you include e-mailed
text for copy, it is best to save the e-mail as a “rich text format” or “plain text” document. Eliminate text
that is not included in the ad. These files should be uploaded with other files included with your ad.

Include: Layout, text and all graphics to be used in the ad.

Missing Elements: You can order an ad even if you do not have all of the elements at the time of
the order, as long as the missing elements are indicated in the instructions. You can always upload
additional elements through the revision process. Ads that do not indicate missing elements will be
placed on HOLD, which will delay the proof return for your ad.

Holds: Ads with incomplete instructions, illegible copy, missing files or conflicting information may be
returned to the local ad traffic coordinator for assistance before completing the ad.
Ads ordered for overnight delivery and placed on HOLD status will be completed based on the current
ad production cycle once the complete information is received. Ads requiring same day proof delivery
will be placed on 4 to 6 hour rush based on complexity.

Messages: Communication is one of the most important aspects of receiving a successful ad.
Please use appropriate, businesslike language in your electronic communications when submitting ad
elements or making proof revisions. Avoid excessive punctuation, writing your message in all caps and
be cautious when using abbreviations.

Creative Solutions runs several shifts during the week in various time zones. The artist who originally
created your ad may not be the same artist making the changes. Please take this into consideration in
your communications when submitting revisions.

Allowable File Types In ATOL

.ai Adobe Illustrator Graphic (AI) .png Portable Network Graphic (PNG) .docx Microsoft Word 2007 or later
.bmp Bitmap Graphic (BMP) .psd Adobe Photoshop Graphic (PSD) .htm HTM Document
.eps Encapsulated Post Script (EPS) .tif Tagged Image File Format (TIF) .html HTML Document
.fla Adobe Flash Native Document (FLA) .wmv Windows Media Video .ods .ods (spreadsheet documents)
.flv FLV Movies .indd Adobe InDesign Native Document (INDD) .odt Open Office (word processor documents)
.jpg JPEG Compressed Image Format (JPG) .gif Graphics Interchange Format (GIF) .rtf Rich Text Format (RTF)
.mov Quicktime Movies .swf Adobe Shockwave-Flash Format (SWF) .txt Plain Text Format (TXT)
.mp4 MP4 Movies .csv Comma Separated Value Text File (CSV) .xls Microsoft Excel Pre-2007
.pdf Adobe Portable Document Format (PDF) .doc Microsoft Word Pre-2007 .xlsx Microsoft Excel 2007 or later

Section 11d: Page 137

Image Handling

Photos & Images

Creative Solutions will process:

• Lightening/darkening photos through Intellitune software
• Color balancing photos through Intellitune software
• Clipping out backgrounds to allow primary object in image to be placed on colored background
• Cropping photos
• Obtaining photos or images from customer websites or our image libraries

Creative Solutions will NOT process:

• Creating artwork/illustration
• Enhancing a person’s physical qualities in photos
• Modifying existing artwork:

• Changing colors
• Changing shapes
• Adding enhancements
• Removing undesired elements

Logos

Creative Solutions will process:

• Creative discretion to typography to a customer’s name that does not currently have a logo
• Clipping out backgrounds to allow logo to be placed on colored backgrounds
• Obtaining logos or images from customer websites or our images libraries

Creative Solutions will NOT process:

• Logo creation
• Logo redesign
• Reversing logos

Photos, Images and Logos for Spot Color

Please specify in your ATOL Instructions that the order is Spot Color with instructions on how to
process the artwork.

Creative Solutions will process:

• Converting full color photos into black and white for “Spot Color” orders
• Converting full color artwork/logo into one color (or two colors i.e. red or green) for “Spot Color”

orders

Section 11d: Page 138 Updated: June 15, 2016

File Naming Convention

Properly naming the files you upload in ATOL is essential for a smooth workflow. Following the file
naming convention described below will assist our traffickers, designers and Quality Department in
easily identifying provided materials. Failure to do so may result in delays and errors.

• File names are limited to 25 characters including the file extension (example:
Rev1CopyLayout1234567.doc). This is why it is very important to place essential information at
the front of the file name and not at the end.

• Characters are limited to A-Z, 0-9, space and underscore.
• The file extension (suffix) i.e. .pdf is important, please do not delete this when renaming your

files. File extensions for images should be only 3 characters. Files with .JPEG and .TIFF
extensions should be resaved as .JPG or .TIF.
• Do not name any files using only the ad number (example: 123456.pdf). This is
reserved for the live ad.
Use 123456ad.pdf or 123456Sears.pdf or something similar.
• File size: pay attention to the file size when attaching components. Large files (5mb+) can delay
submission time and create challenges when transmitting your ad.

AD COPY SUBMISSION REVISION 1 REVISION 2
Our preference is typed copy but
scanned, legible, hand written copy COPY_546788.txt REV1_COPY_546788.txt REV2_COPY_546788.txt
LAYOUT_546788.pdf
is acceptable REV1_LAYOUT_546788.pdf REV2_LAYOUT_546788.pdf
COPYLAYOUT_546788.jpg
LAYOUT REV1_COPYLAYOUT_546788.jpg REV2_COPYLAYOUT_546788.jpg
The layout can be drawn by hand and
scanned, or created in Word, or created
in another program and sent as .PDF

COPY/LAYOUT
Copy & layout both
in this document

INSTRUCTIONS INSTR_546788.txt REV1_INSTR_546788.txt REV2_INSTR_546788.txt
Instructions for (if instructions are in separate (if instructions are in separate (if instructions are in separate
the ad are in file - otherwise, instructions file - otherwise, instructions file - otherwise, instructions
this document
can be in either the copy or can be in either the copy or can be in either the copy or
layout file) layout file) layout file)

Following this pattern, if a third revision or more is required, name your files REV3_COPY_546788.txt,
REV4_COPY_546788.txt and so on...

Artwork Submission

Artwork: Use descriptive file names for artwork followed by the file extension (.eps, .tif, .jpg etc.)

Logos: Include “logo” in the artwork file name, preferable at the end
Example: 123456logo.pdf, Searslogo.eps, Visalogo.eps

Real Estate Photos: Use the address of the property, MLS #, or reference #, followed by the file
extension.
Example: 45MapleSt.jpg, Bloomfield99k.jpg, ID07812852.jpg

Car Photos: Use the year, manufacturer and model followed by the file extension.
Example: 2011FordMustang.tif, 16HondaCivicEXred.tif, 06ChryslerTownUsed.jpg

Section 11e: Page 139

Proofreading Symbols

A guide to help you with proofs and revision/corrections
This proofreading chart will give you a good idea of the most common proofreading marks and is
intended to serve as a guide.
Please follow these points when proofreading an ad:
• Proofread the entire ad including addresses and phone numbers
• Make all corrections within the margin of the proof
• Place all corrections on one proof copy using standard proofreading marks
• DO NOT use cursive, print everything

Section 11f: Page 140

ATOL Status Definitions

Workflow Meaning GateHouse
Statuses
Ad has been submitted successfully into Studio’s order system
New ad received from Order Entry AT STUDIO
Ad has been modified via Order Entry (Size or Color) and requires editing BOOKED
Ad was copied from another ad (EDIT > COPY DA / PASTE DA) CHANGE
Corrections requested via ATOL COPIED
Ad was manually inserted in the Ad Tracker Client CORR CHK
Ad has been delivered to local site CREATED
Ad has been delivered to the Studio - this is a temporary status DONE
Delivery to the Studio site has failed FTP CONFIRM
Ad has been placed on hold by the Site for review FTP FAIL
Ad is currently open by a designer or an ATOL process HOLD
The ad is being worked on, it is not ready for release IN USE
Ad has been killed from Order Entry INCOMPLETE
Ad has been marked for local building KILL
All material has been received, ad production can begin LOCAL
Creative Solutions is reviewing materials for non-conformance MATERIALS IN
Acodndveoressionnot need to be built--it exists in the old system, only used upon MATERIALS RVW
Ad for outsourcing has been packaged for transmission - this is a temporary status
PDiOckNuEp shtaastufsaiyleedt because ad number cannot be found, or, pickup ad is not in OLD SYSTEM
Press ready ad failed Asura
Ad has failed the proof preflighting process PACKAGED
Ad is currently out at customer/representative for proofing (Proof on ATOL)
An outsourced ad has been returned and is ready to be proofed PICKUP FAIL
Ad is ready for pagination - this is a temporary status
Ad has failed the pagination preflighting process PRESS RDY FAIL
Ad could not be delivered back to local site ftp server PROOF FAIL
Ad is in the process of being delivered to local site ftp server PROOF OUT
Spec ad has been sold RECEIVED
Ad is being sent out to customer/representative for proofing - this is a temporary RELEASE
RELEASE FAIL
status DELIVERY FAIL
SITE DELIVERY
Ad has been sent to Asura and is awaiting output - this is a temporary status SPEC SOLD
Ad is in the process of being posted to ATOL for proofing - this is a temporary
Astdathuas s been EPS’d and is awaiting Preflight through Asura- this is a temporary TO PROOF

status WAIT ASURA

WAIT ATOL

WAIT EPS

Section 11g: Page 141

Wiki Pages

A wiki page is a web page that is associated with a particular customer account containing information such
as customer preferences, guidelines, links to web pages and examples of past ads. An account’s wiki page is
reviewed each time our traffickers and our designers encounter an ad. They are also reviewed during the quality
review stage to ensure that your specifications have been followed. For example, auto dealers tend to have
specific guidelines that need to be followed in order for their ad to appear in print and/or online. There may be
certain font requirements, logo dimensions, disclaimer wording, or other elements that may have to appear a
certain way. Having a strong wiki page associated with an account is very beneficial.

Benefits to Having a Wiki Page

Faster Processing - Your ads are less likely to go on hold for clarification when the designer has the layout
instructions and details to help design your ad.

Save Time on Submissions - You won’t have to continuously submit the same instructions for your ad over
and over again.

Consistency - Because ads will have the same building instructions, you can have the added benefit of
consistency from week to week in the general look of your ads.

Fewer Correction Cycles - When the ad is being built to your client’s specifications, they are less likely to
have major corrections stylistically, and your entire ad building process will go smoother!

Examples of helpful wiki content

• Customer preferences.
• Preferred fonts, type styles, leading, horizontal scaling.
• Preferred colors.
• Things to avoid.
• Links to websites where designers can find ad materials such as real estate or auto photos.
• Guides for setting up bleeds, perforations or just general layout, spacing and alignment.
• Explanations on how to handle provided materials.
• The order of elements - alphabetical, chronological or by price.
• Rules for corporate co-op approval.

Maintaining and updating wiki pages

Creative Solutions can make changes to your wiki at any time. Local site coordinators can view an account wiki
page by highlighting a customer’s ad in AdTracker, clicking Expand and clicking Wiki in the expand window.
The wiki can also be viewed by typing the URL: http://wiki.gatehouseads.com/adwiki/index.php/ into your
browser followed by your two digit site code, a forward slash and then the customer’s account number. For
example http://wiki.gatehouseads.com/adwiki/index.php/AC/AC123456 if your site code is AC and the
customer account number is AC123456. If you would like to request changes to a wiki page please contact
[email protected] providing the customer name and account number along with your changes and
we’ll be happy to help.

Section 11h: Page 142

How to Start Your Wiki Page

The first step in creating a customer wiki page is to complete the wiki form which can be located online at:
http://wiki.gatehouseads.com

The first several entries (shown below) are required since they are necessary in maintaining the wiki page.

Choose Auto, Real Estate
or Grocery if it applies to
the type of business you
are submitting the wiki form
for. Choose General for all
other business types.

The questions on the form will change based on the type of business selected.

Select your two digit site code from the Site Code drop down.
(If your site code is not on the list please contact [email protected])

Type in the Account Number, which should match the customer account number in ATOL.
(Example: AC1234567 - Notice the two digit site code is included.) Next, type in the Customer Name.

The Main Contact should be your local site coordinator
or whomever has knowledge of the account and would
be able to answer any questions the Creative Solutions
may have. We may reach out for clarification. The next
two fields should be the employee submitting the wiki
form and their email address.

The rest is optional but please include as much relevant information as possible. If the form questions do
not address anything that should be included on the wiki page there is a field near the bottom of the form for
Additional Notes, Resources or Concerns.

It is always extremely helpful to include examples of past successful ads from the customer. Good examples
provide the designer with a visual example of the guidelines within the wiki page and can also give them a feel
for what the customer likes.

To attach a file, scroll down to the bottom of the wiki form
and select Choose Files. Next, navigate to the file you are
attaching, select the file and click Open.

You may send additional files to be included by e-mailing them to [email protected]. Please include the
customer name and account number in your e-mail.

If you have any questions regarding wiki pages please contact [email protected].

Section 11h: Page 143

Examples of Wiki Page Instructions

The following example shows common results of the standard wiki form regarding colors, type, layout and images.

-Color- -Style and Layout-
Full Color
Artistic Discretion Level:
These colors should always be used in this ad Exact
Customer likes blues and greens
Theme
These colors should be not be used in this ad Changes Weekly
Brown, Pink
Items per week
-Fonts- Changes Weekly
This ad will use specific fonts that the customer has legal
permission to use that will be uploaded Header and Footer
Usually the same but may change around the holidays
Standard Fonts
-Images-
• Futura Bold for the products Store brand products will be uploaded each week.
• Futura Extra Bold for the prices National products should be found on Kwikee.

Allowable Font Adjustment Missing Images
• Kerning • Tracking • Horizontal/Vertical Scaling (Compression) Leave blank and we will provide on the next correction.

Font Concerns Image Clipping
No script fonts. They don’t print well. • Images should be clipped

In some cases, in addition to the standard form questions, it may be helpful to include custom wiki instructions with visuals
that better explain your customer’s preferences. Notice we are showing a typical copy file as it’s submitted. Next to that we
show that same file with anything that is not to actually appear on the ad grayed out. We also indicate that the copy file shows
the position of the listing and that the address can be used for reference to find an uploaded photo of the home. On the lower
left we get into the specific fonts and point sizes. On the lower right we show a listing as it will appear on the finished ad. You
may create and submit visuals like these or contact [email protected] for assistance in creating them.

Typical Provided Copy File Grayed Out Areas For Reference Only

Position/order of listing on ad Photos uploaded with this
address as the file name

Position ___6___ Street: ___1_2__8__E__lm___S__t_.__________________ City: __L__a_k__e_w__o__o__d________
Headline (18 character limit) __N__E__W___C__O__U__N__T__R__Y__L__I_S_T__I_N__G_________________________

Ad Copy (40 word limit) ____A_ff_o_r_d_a_b_l_e_c__o_u_n_t_ry__li_v_in__g_!_T_h_i_s_3__b_e_d__ro_o__m__a_n_d__2__b_a_t_h_h__o_u_s_e__is__
_s_i_tt_in_g__o_n__5_+__A_c_r_e_s_!_W__i_th__s_o_m__e__e_lb_o__w__g_r_e_a_s_e__a_n_d__s_o_m__e_T__L_C__y_o_u__c_a_n__g_e_t_t_h_is__p_r_o_p_e_r_t_y_
_t_o_s_h__in_e__a_g_a_i_n_._C__a_ll_n_o__w__fo_r__m_o__re__d_e_t_a_il_s__a_n_d__y_o_u_r_p_r_i_v_a_te__s_h_o_w__in__g_! __________________
________________________________________________________________________________
________________________________________________________________________________

Agent: __K_e__l_ly__T__a_y__l_o_r__________________ Agent Phone #: _5_5__5_-_1__2_3__4_______________

Listing Code: __R_I_-_5__4_3__2_1________________ Banner: __N__E_W___L_I_S_T_I_N_G__________________

Wiki Guides Completed Listing On Ad

NEW LISTING Banner: NEW LISTING
10pt Helvetica LT Std Bold
ALL CAPS
Photos Uploaded

Headline:
10 pt. Helvetica LT Std Bold
ALL CAPS

NEW COUNTRY LISTING Ad Copy: NEW COUNTRY LISTING
Affordable country living! This 3 bedroom and 2 bath house is 8 pt. Helvetica LT Std Roman
Agent/Phone: Affordable country living! This 3 bedroom and 2 bath house is
sitting on 5+ Acres! With some elbow grease and some TLC 9 pt. Helvetica LT Std Bold
Flush Left/Right sitting on 5+ Acres! With some elbow grease and some TLC
you can get this property to shine again. Call now for more
you can get this property to shine again. Call now for more
details and your private showing! (RI-54321)
details and your private showing! (RI-54321)
Kelly Taylor 555-1234
Kelly Taylor 555-1234

Section 11h: Page 144

PDF Handling Guidelines and Definitions

PDF ads submitted as press ready without changes will not be reviewed by Creative Solutions.
They will be automatically released to your pagination system so they must be cropped and the correct size.

Karate for Kids Karate for Kids Karate for Kids

Our martial arts programs help 0FG0ao0liln.0Egn0Or0on.l0lmN0oe0wn0t Our martial arts programs help 0FG0ao0liln.0Egn0Or0on.l0lmN0oe0wn0t Our martial arts programs help 0FG0ao0liln.0Egn0Or0on.l0lmN0oe0wn0t
kids develop discipline, respect kids develop discipline, respect kids develop discipline, respect
and self-confidence, all while and self-confidence, all while and self-confidence, all while
getting fit and having fun! getting fit and having fun! getting fit and having fun!

Dojo Martial Arts Dojo Martial Arts Dojo Martial Arts

1234 Washington Street 1234 Washington Street 1234 Washington Street
Somersville Heights Somersville Heights Somersville Heights
630-555-0000 | www.namewebsite.com 630-555-0000 | www.namewebsite.com 630-555-0000 | www.namewebsite.com

Provided PDF Ordered Size Provided PDF Ordered Size

Ads with customer supplied PDFs ordered as follow FLOAT, CENTER
layout exactly and no other instructions will be
The ad will be centered within the ordered size.
increased or decreased up to 50% proportionately
and/or 10% disproportionately. If the PDF still does

not fit the ordered size we will place the ad on

HOLD

The PDF size and the ordered size will
be mentioned in the hold message.

Karate for Kids Karate

Karate for Kids Our martial arts programs help 0FG0ao0lin.0Egn0Or0on.l0mN0oe0wn0t Karate for Kids for Kids
kids develop discipline, respect
Our martial arts programs help 0FG0ao0liln.0Egn0Or0on.l0lmN0oe0wn0t and self-confidence, al while Our martial arts programs help 0FG0ao0liln.0Egn0Or0on.l0lmN0oe0wn0t FalGl o0Ein0nr0go.lO0lm0ne0Nn.0ot w000
kids develop discipline, respect getting fit and having fun! kids develop discipline, respect
and self-confidence, all while and self-confidence, all while Our martial arts programs help
getting fit and having fun! getting fit and having fun! kids develop discipline, respect
and self-confidence, all while
Dojo Martial Arts Dojo Martial Arts getting fit and having fun!

1234 Washington Street 1234 Washington Street Dojo Martial Arts
Somersville Heights Somersville Heights 1234 Washington Street, Somersville Heights
630-555-0000 | www.namewebsite.com 630-555-0000 | www.namewebsite.com 630-555-0000 | www.namewebsite.com
Ordered Size
Provided PDF Dojo Martial Arts Provided PDF

1234 Washington Street
Somersvile Heights
630-555-0000 | www.namewebsite.com

Ordered Size

STRETCH, SQUEEZE, MORPH Ads ordered follow layout exactly
or some interpretation and
The PDF will be stretched from corner
to corner to fit the ordered size. RESIZE, RESET, REBUILD, RECREATE,
REDESIGN, FIT, SIZE, ADJUST,
MAKE LOOK LIKE ATTACHED

will be rebuilt to size using the designer’s
discretion to honor the original layout.

Section 11j: Page 145 Updated December 10th 2015

Ad Ratings

Providing excellent service is very important to Creative Solutions. The Ad Rating feature allows us to assess your needs,
train our teams and revise our procedures. Following these guidelines will ensure that your rating clearly reflects your
experience. The intention of this guide is to help you provide Creative Solutions with accurate information and avoid
providing misinformation. We greatly appreciate your taking the time to rate your ads although, it is not mandatory. We
do request that White Glove accounts and Full Artistic Discretion ads are rated. It is also acceptable to rate one or two of
the three categories and not the others. Please rate each category separately and refrain from allowing one category to
influence the remaining categories.

Upon approving your ad in ATOL you are given the opportunity to rate the ad in three categories - Accuracy, Creativity
and Timeliness. Five stars is the highest rating and one star is the lowest rating. If you wish not to rate the ad or not to
rate a category, zero stars will be considered a non rating.

Please review the chart below indicating when ads with instructions submitted under the three Artistic Discretion
Levels (Follow Layout Exactly, Some Interpretation and Full Artistic Discretion) should and should not be rated and

the following page regarding the three rating categories prior to rating ads in ATOL.

TYPE OF AD Accuracy Creativity Timeliness
Discretion Level: FOLLOW LAYOUT EXACTLY

Straight pick-up *Only on
Press ready or online ready with changes change
instructions

Pick-up with change or new build

Auction/Legal ad *Dependent
upon
Discretion Level: SOME INTERPRETATION
Instructions: Change Colors, Resize Existing Elements, request
Add New Elements, Remove Elements
Discretion Level: FULL ARTISTIC EXPRESSION

Pick-up with change or new build

Rate Category Leave category rating blank

*Only on change instructions - Only instructions for handling the provided press ready or online ready files should
be taken into consideration. For example, if the instructions request adding a border to a customer supplied PDF. Any
content errors (typos, spelling, etc.) that are on the provided files should not be considered.

*Dependent upon request - Generally, some discretion requests with specific instructions are not appropriate to rate on
creativity. An exception where you may rate on creativity is when you’ve asked for creativity. Example: If you’ve selected
Change Colors and do not offer any specific color(s) or you would like a new color scheme, it may be appropriate to rate
on creativity.

Section 11j: Page 146 Updated: March 25, 2016

Ad Ratings (cont’d)

Accuracy Rating

All ads should be rated on accuracy, with the exception of ads that are straight pick-ups. Straight pick-
ups do not involve any production work therefore they should not be rated in any category.
When rating an ad on Accuracy, consider if...

• The instructions were followed
• The layout was followed
• If typographical errors were made
• If appropriate images were used
• The artistic discretion categories from ATOL are reflected in the design of the ad
Examples of how to rate an ad on Accuracy
• If there were no errors with the Accuracy of the ad, a 5 rating is suggested.
• If there was one error or concern, a 4 rating is suggested; 3 if the one error was significant and

a dominant component to the ad.
• If there were multiple errors, a rating of 3 or below is suggested.

Creativity Rating

Ads ordered with Full Artistic Expression should be rated on Creativity.
• Ads ordered with Follow Layout Exactly should not be rated on Creativity.
• Ads ordered as Some Interpretation and Change Colors, Resize Existing Elements, Add New
Elements, Remove Elements should only be rated on Creativity when applicable.
• Ads that should not be rated on Creativity are Straight Pick-ups and customer supplied or press
ready ads with minimal changes.

When rating an ad on Creativity, consider if
• The artistic discretion categories from ATOL are reflected in the design of the ad
• The ad has met your and the customer’s creative expectations

Examples of how to rate an ad on Creativity
• If all of the artistic instructions and expectations were met and you are highly satisfied, a 5
would be the suggested rating.
• If most of the artistic instructions and expectations were met and you are satisfied with the ad,
a 4 rating is suggested.
• If half or less than half of the artistic instructions and expectations were met and you are
somewhat satisfied, a 3 or below would be the suggested rating.

Timeliness Rating

All ads should be rated on Timeliness with the exception of Straight Pick-up. They are not processed
through Creative Solution workflow and are proofed out to you as soon as the pick up ad is in DONE
status.

Please familiarize yourself with Creative Solutions established turnaround standards before rating on
Timeliness. Overnight Delivery turnaround and Correction turnaround (average of 3 hours) should be
considered when rating an ad on Timeliness. Ads that have been approved for a Rush delivery should
be rated on Timeliness based on the rush time period requested.

When rating an ad on Timeliness, consider if
• The ad was returned by or before the expected return deadline

Examples of how to rate an ad on Timeliness
• The ad met or exceeded the standard turnaround time’s expectations on the Overnight and
Correction cycles, a 5 is the suggested rating.
• If the ad was returned within 30-60 minutes of the standard turnaround times on the Overnight
and Correction cycles, a 4 is the suggested rating.

Section 11j: Page 147 Updated: April 19, 2016

Pickup and Pickup with Changes

Ordering Pickup and Pickup with Change(s)

Your business system should be used to order all pickup ads, whether they are the same size, color
change, straight pickup, pickup with change, spec ads, etc. This is an automated pickup process
that is performed as soon as the ad feed is imported in AdTracker. Import time can vary for your site,
please consult with your local IT staff for exact time. The typical feed import process can be anywhere
between 5 to 15 minutes.

Enter the pickup number in your business system (field locations will vary for every system) as the
system generated number including any preceding leading zeros and any succeeding dash with the
numbers (e.g. 11508, 00011508 or 00011508-01). Incorrect entry of the ad number will result in a
PICKUP FAIL status.

If you forget to order the pickup on your initial order, or you wish to change the pickup number, you
may ‘amend and re-release’ an order in your business system after the initial booking to reflect the
correct pickup ad number. You can perform this function only if the ad you are re-releasing is in
BOOKED or PICKUP FAIL status in ATOL, and there is no display ad document attached to the
ad: once a pickup has been done and attached to the ad, or work has started on the ad, all further
attempts to perform a pickup will not occur.

If you order an incorrect ad as a pickup, and ATOL performs this pickup, you cannot ‘amend and re-
release’ the order and have ATOL pickup the correct ad. Manual intervention by your local ad traffic
coordinator will be necessary, as there is a display ad document attached to the ad.

The preferred pickup method should be done through your business system. However, AdTracker
does have a pickup function available on the ATOL website. Refer to the Section 12b for additional
information on how to perform a Pickup with ATOL.

The system queries these ads every 3 hours, looking for these two statuses. Once the ad is eligible for
pickup, an automatic proof will be sent to the rep, whether it was requested as a straight pickup or a
pickup with change. A pickup with change may use a separate template from a straight pickup, and is
denoted by a red X behind the ad.

This is an automatic function of the ATOL system – if the rep has uploaded instructions into an ad while
in PICKUP FAIL status, these changes will not be performed before receiving the first proof. Please
also realize that if you are asking to pick up an ad of a different size, or a different color, that your first
proof will not reflect a size or color change. The proof out to you is your opportunity to submit your
ATOL instructions to re-work the ad to the new size, or change the color.

Monitoring ad(s) in PICKUP FAIL status

The PICKUP FAIL status does not appear within the Dashboard view, you must use the Search
function to locate any ads in this status. Refer to Section 3 for additional instructions on how to search
for an ad. See What is a PICKUP FAIL for additional Information of this topic.

Section 12a: Page 148

Pickup and Pickup with Changes (cont’d)

Sequence of Events – Valid Pickup Number

When a valid pickup ad number is passed to ATOL/AdTracker, the system looks for the pickup ad’s
status. Only ads in DONE status, and spec ads in PROOF OUT status, are eligible for pickup.
If the ad is not in DONE status, or if the spec ad is not in PROOF OUT status, the ad will go into
PROOF FAIL status. See What is a PICKUP FAIL for additional Information of this topic.

Sequence of Events – Invalid Pickup Number

When an invalid pickup ad number is passed to ATOL (the number is not in the system), it is easy to
identify. As seen below, the ‘Comment’ field will state the number it is looking for to pick up, followed
by ‘ERROR OBTAINING SOURCE PICKUP…’ If a typo was made when first entering the pickup
number, the rep may ‘amend and re-release’ the order with the correct pickup ad number and send it
back through ATOL. See What is a PICKUP FAIL for additional Information of this topic.

If the ad is not in the ATOL system, please contact your local ad traffic coordinator, who will contact
the Creative Solutions, or perform a manual pickup for you.

What is a PICKUP FAIL

The are two types of PICKUP FAIL in AdTracker, a Good Pickup Fail an a Bad Pickup Fail.

A Good Pickup Fail is a pickup of an ad that is not at a DONE status. AdTracker will only pickup ads
that have been approved.

A Bad Pickup Fail is a failed pickup of an ad due to the incorrect entry of the pickup ad number in the
business system. Some examples of an incorrect format include:

• The two letter side code was entered in as AC-11508. The correct format should be entered as
11508.

• If the system generated ad number includes any leading zeros that are missing. 11508 was
entered, but should be entered as 00011508.

• If the system generated ad number includes a succeeding dash or numbers are missing.
0011508 was entered, but should be entered as 00011508-01.

• If the pickup ad number was entered correctly, but still results in a PICKUP FAIL, this means
the ad number was never created in ATOL. The ad number may have been from your OLD
SYSTEM. Please refer to your local ad traffic coordinator for additional assistance.

Section 12a: Page 149

Pickup and Pickup with Changes (cont’d)

Identifying a Good or Bad PICKUP FAIL
The system records each ‘attempt’ to pick up a valid ad number, and enters it into the ATOL
Comments field. You can view this field one of two ways in ATOL:

• Search for ads in PICKUP FAIL status. Refer to Section 3 for instructions on how to search for
an ad.

• Select an ad to view.
• Select either Click on Preview or Show Details

• If Preview was selected a box will pop up from the bottom right hand corner:

• If Show Details was selected a window will pop out:

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Section 12a: Page 150