ATOL Manual

Pickup and Pickup with Changes (cont’d)

Good PICKUP FAIL will show in the comments, PROOF OUT DOES NOT MATCH ANY
STATUSES = DONE.

A bad PICKUP FAIL will show in the comments, ERROR OBTAINING SOURCE PICKUP AD.

Pick Up or New Ad?
If you have one or more elements or blocks of text, etc., to pick up from a previous ad, please order
the ad as a pickup from your business system. Remember, as soon as a pickup is successful (DONE
status for live ad, PROOF OUT status for spec ad), you will receive a proof. This gives you the
opportunity to cross out elements you do not want to use, add elements, instructions, etc.
Picking Up Elements from Multiple Ads
Please use one of the ads as the base ad, and use that number as the pickup ad in the business
system (see above). As soon as the pickup is successful, you will receive a proof. In the correction
cycle, please indicate changes to the base ad, as well as names of elements you wish to pick up from
previous ads. Please be as specific as possible with artwork names, ad numbers, etc.

Section 12a: Page 151

Pickup Function

Pickup and Pickup with Change(s) using Pickup function in ATOL.
Pickup Function
Please have the ad numbers for the completed and booked ads available, you will need them during
this process.

1. Search for the ad you want to pickup. The ad should be in DONE status for the ad to pickup
without any failed pickups.

2. Select the ad by single clicking on the ad, then click on PICKUP.

3. In the new window start typing the BOOKED ad number.

• As you type the system will filter to the ad number, Select the ad number when it appears. If
the ad number you are typing does not appear in the list, it may be for another customer or
the ad number does not exist in AdTracker.

Section 12b: Page 152

Pickup Function (cont’d)

• Click on Continue.

4. The next window will show the pickup confirmation. This is the confirmation that AdTracker
will pickup the DONE ad number to the BOOKED ad number. Click on submit to complete
the pickup process.

5. Once you see the Pickup Complete window, click on the X to close the window. The
background process to pick up the ad should be completed within 15 minutes.

You will receive an e-mail confirmation with a link to the proof. If the ad is a straight pickup, you must
approve the ad. If the ad is a pickup with change, you can submit your correction for the ad. Refer to
Section 6 for additional instruction on how to approve an ad or how to submit corrections.
If the ad you started with was at a DONE status, the Pickup process will take less than 15 minutes.
Anything longer than 15 minutes please consult with your local ad traffic coordinator.

Section 12b: Page 153

Pickup To Function (cont’d)

OLD SYSTEM Pickup
OLD SYSTEM pickups are the only pickups Creative Solutions will perform. If anyone asks for an
ATOL pick up an ad through your instructions, the ad will be put on HOLD, and your local ad traffic
coordinator will be asked to perform this pickup manually. Please refrain from doing so, as this can
delay the production cycle and creates additional work for your local ad traffic coordinator.
After the OLD SYSTEM pickup has been completed and approved in ATOL, the new ATOL number
will be your new pickup number. Refer to the new ATOL number when perform new pickups for future
ads.

Section 12b: Page 154

Pickup To Function with Spec Ads

Pickup Function with Spec Ads
This process is similar to the previous section, the only difference is the Spec Ad numbers start with a
different sequence. Refer to Section 4 for additional instructions on how to create a Spec Ad.
Please have the ad numbers for the completed and booked ads available, you will need them during
this process.

1. Search for the Spec ad you want to pick up. The ad should be in DONE status or SPEC SOLD
status for the ad to pickup without any failed pickups.

2. Select the ad by single clicking on the ad, then click on PICKUP.

3. In the new window start typing the BOOKED ad number.

• As you type, the system will filter to the ad number, select the ad number when it appears. If
the ad number you are typing does not appear in the list, it may be for another customer or
the ad number does not exist in AdTracker.

AC-AT150505

Section 12c: Page 155

Pickup To Function with Spec Ads (cont’d)

• Click on Continue.

4. The next window will show the pickup confirmation. This is the confirmation that AdTracker
will pick up the DONE ad number to the BOOKED ad number. Click on submit to complete
the pickup process.

5. Once you see the Pickup Complete window, click on the X to close the window. The
background process to pickup the ad should be completed within a couple of minutes.

You will receive an e-mail confirmation with a link to the proof. If the ad is a straight pickup, you must
approve the ad. If the ad is a pickup with change, you can submit your correction for the ad. Refer to
Section 6 for additional instruction on how to approve an ad or how to submit corrections.

Section 12c: Page 156

Parent/Child Ads

How to Order & Successfully Handle Parent/Child Ads

AKA group ads, sig pages, gang pages, structure pages, etc. Your site business system may not have
a way to order Parent/ Child ads or the child association may differ from these instructions. Please
contact your business system expert or local ad traffic coordinator to ensure that the ads are order
correctly.

A ‘parent’ ad is one ad number, and the ‘child’ ads that are placed into the ad should all have separate
ad numbers. Book the parent ad number if your business system first. Then Book each child ad
separately in your business system. Make sure each of the ‘child’ ads have declared its parent’s ad
number inside the field designated for your business system.

Step 1: Order the Parent Ad

The first step will be to order the parent ad. You do not have to have a layout for the parent page
ready at this time but you will need to have it ordered so that you can provide its ad number upon
ordering each child ad.

Step 2 - Ordering the Child Ads

In order for the child ads to be correctly associated to their parent ad, the ad number entered upon
ordering must be the full correct ad number. If this parent number is not correct and complete in
the child ad’s order, or if it has not yet been approved, we will not be able to place it on the parent
page. For this reason we ask that instructions not followed is not selected if you believe a child is
missing from the parent proof. Please contact your local site coordinator so that they can confirm
that the child ad was associated correctly with the parent (with the correct ad number) and that it
was approved prior to your submitting the instruction to place it.

You may now submit materials for both the parent and child ads.

Step 3 - Submit the Parent Ad Layout and Child Ad Materials

The layout for the parent page should include any instructions for headers, artwork and
background as well as the basic arrangement of the ads. On each child ad the ad number,
customer name and size (in inches*) should be indicated.

*Please Note: Child ad sizes must be indicated in inches and not in columns or modular sizes.

Materials for the child ads may be submitted before or after the parent page layout. Follow the
same process as any other ad through ATOL.

Section 13: Page 157

Group Ads (cont’d)

Important:

If changes/corrections are desired on the child ads, corrections must be submitted on the child
ad and not the parent. If changes to children ads are requested on the parent ad, your ad will be
placed on hold.

Be sure to submit corrections on the child ads early enough to allow enough time for the parent
page to be updated ahead of its’ pagination deadline.

Section 13: Page 158 Updated December 10th 2015

Group Ads (cont’d)

Parent - Child pages have proven a very successful way to sell ads by rallying around a certain theme, holiday,
event, cause or organization. Your site may refer to them as gang pages, theme pages or group pages. The
following steps will help you submit your ad orders and instructions successfully.

Step 1 - Order the Parent Ad

The first step will be to order the parent ad. You do not have to have a layout for the parent page ready at this time but you
will need to have it ordered so that you can provide its ad number upon ordering each child ad.

Step 2 - Ordering the Child Ads

Your business system will have a field where you can enter the parent page ad number when ordering the child ads. This
will associate the child with it’s parent page once it’s approved or released and a designer will be able to easily locate it and
place it on the parent page.

In order for the child ads to be correctly associated to their parent ad, the ad number entered upon ordering must be the
full correct ad number. For example - AC-000001234567-01. Notice the 2 digit site code, dashes and -01 are included. If this
parent number is not correct and complete in the child ad’s order, or if it has not yet been approved, we will not be able
to place it on the parent page. For this reason we ask that instructions not followed is not selected if you believe a child is
missing from the parent proof. Please
contact your local site coordinator so
that they can confirm that the child ad
was associated correctly with the parent
(with the correct ad number) and that it
was approved prior to your submitting
the instruction to place it.

You may now submit materials for both
the parent and child ads.

Step 3 - Submit the Parent
Ad Layout and Child Ad
Materials

The layout for the parent page should
include any instructions for headers,
artwork and background as well as
the basic arrangement of the ads. On
each child ad the ad number, customer
name and size (in inches*) should be
indicated.

*Please Note: Child ad sizes must be
indicated in inches and not in columns
or modular sizes.

Materials for the child ads may be
submitted before or after the parent
page layout. Follow the same process
as any other ad through ATOL.

IMPORTANT:

If changes/corrections are desired
on the child ads, corrections must be
submitted on the child ad and not the
parent.

Be sure to submit corrections on the
child ads early enough to allow enough
time for the parent page to be updated
ahead of its’ pagination deadline.

Section 13: Page 159

copyrights
and trademarks guide

“In summary, you have to ask,“Is this business capitalizing (monetarily or gaining enhancement through
association) by referencing a product, business or other item in an advertisement without permission?”

If the answer is yes, in most cases it is going to be an infringement.” — Copyrights & Trademarks

questions to ask proceed with
caution
Is the advertiser authorized to resell this product?
There is particular sensitivity around the
Can I verify that the business has permission to use reference to:
this item for promotion? NFL, NBA, NHL, MLB, NASCAR, NCAA,
collegiate and professional sports teams,
Is this the official logo for the brand in question? Super Bowl, March Madness, Sweet 16,
Elite 8, Final 4, The Big Dance, National
Is this business profitting from or trying to gain an Collegiate Championships, Disney, Star
advantage by implying an association with a brand Wars, Marvel, DC Comics, celebrities,
they do not own? athletes, TV/movie stars, marijuana,
firearms, adult entertainment
red flags
when in doubt,
There should always be a red flag regarding: consult

• Major, minor, and collegiate sports materials including Questions about possible infringement?
but not limited to: Email [email protected] or
• Team names, logos, and stadiums/venues GateHouse legal department with the ad
• Photos of players, teams, apparel, mascots number and your concern for review.
• Catchphrases, slogans, cheers
• Tickets to events

• Recognizable references, terms, or company names
• Statements from radio, TV, movies, and books
• Plays on copyrighted words (“Souper” Bowl)

• Images that clearly don’t belong to the company
• Any request to use “an image from Google”
• Images of famous people (sports, political,
pop culture figures)

• Requests to change logo colors of trademarks the
advertiser does not own

• Re-creation of social media screens that show
unrealistic amounts of likes or followers, altered site
appearance on device shown, deceptive claims or
content shared / retweeted without permission

Section 14: Page 160

appendix
and resources*

Copyrights / Trademarks
CLICK Copyright Search. . . . . . . . . . . . . . . . . . . . http://cocatalog.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First
CLICK Trademark Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . http://www.uspto.gov/trademark

Professional Sports
CLICK NFL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . http://www.hspa.com/nfl-trademarks/
CLICK NASCAR. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Email [email protected] or [email protected]
CLICK MLB. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (212) 652-1690 or email [email protected]
CLICK NBA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (212) 407-8000 or email [email protected]

Collegiate Sports
CLICK NCAA. . . . . . . . . . . . . . . . . . . . . . . . . http://www.ncaa.org/championships/marketing/ncaa-trademarks?division=d1
CLICK University of Alabama. . . . . . . . . . . . . . . . . . . . http://www.rolltide.com/sports/2016/6/10/licensing-faq-html.aspx
CLICK University of Florida. . . . . . . . . . . . . . . . . http://www.floridagators.com/sports/2015/12/10/_licensing_p_faq.aspx
CLICK University of North Carolina. . . . . . . . . . . . . . https://fa.unc.edu/files/2015/09/UNC-Logo-Sheet-April-2015.pdf
CLICK The Ohio State University. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . http://trademarklicensing.osu.edu/page/home/

Social Media
CLICK Facebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . https://en.facebookbrand.com/guidelines/brand
CLICK Instagram. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . https://www.instagram-brand.com/
CLICK Pinterest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . https://business.pinterest.com/en/brand-guidelines
CLICK Twitter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . https://about.twitter.com/company/brand
CLICK LinkedIn. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . https://brand.linkedin.com/policies

Miscellaneous
CLICK Disney . . . . . . . . . . . . . . DisneyCopyright.com or call 1-800-939-8265 or email [email protected]
CLICK Carnival Cruise. . . . . . . . . . . . . . . . . . . . . . . https://www.carnival.com/about-carnival/legal-notice/copyright.aspx
CLICK Unites States Olympic Committee. . . . . . . . . . . . . . . . . . . . http://www.teamusa.org/brand-usage-guidelines

Publisher Discretion
CLICK Marijuana. . . . . . . . https://www.leafly.com/news/industry/state-by-state-guide-to-cannabis-advertising-regulations
CLICK Alcohol. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . https://www.ttb.gov/advertising/alcohol-beverage.shtml
CLICK Tobacco. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . http://betobaccofree.hhs.gov/laws/

*These links are for reference only. All searches
must be cleared through legal because of nuances
in determining infringement.
March 2017

Section 14: Page 161

ATOL STATUS DEFINITIONS

Local Statuses

These are statuses that can be changed by the local trafficking team.

ATOL Status Definition
BOOKED
CONVERTED New ad order entry received from site business system
COPIED
CREATED Ad has been manually converted from a different display ad
DONE program and is waiting to be proofed out
HOLD Copying a print ad into another print ad in the Cloud Edition; the
KILL ad you are copying into will be in this status
LOCAL Ad was inserted by the AdTracker client through remote desktop
M-PICKUP (not through the business system)
OLD SYSTEM Ad is completed, has been approved, and has been delivered to
PICKUP FAIL the site FTP site(s)
PICKUP WC Questions and/or materials needed on this ad to progress any
PROOF OUT further
Ad has been sent a Kill directive by the business system. All further
RELEASE work has stopped on ad

TO PROOF Ad will be dealt with at the local site
XP-PICKUP
Only Used if instructed by the Implementation Team

Ad is done and in site's old system, no need to rebuild. Used when
Creative Solutions brings a new site on board
The ad being picked up is not in status DONE, SPEC POSTED, SPEC
SOLD, or 3rd Party; or, the ad cannot be found in the system
Result of copying/pasting inside AdTracker client (remote desktop
version of AdTracker)
Result of TO PROOF - Ad has a proof attached and is in a
correction cycle
This is the same as approving an ad through ATOL. You set to
RELEASE inside the AdTracker client inside remote desktop, or the
Cloud Edition.
Make a proof of this ad - the result is PROOF OUT

Status indicating ad is a Xpance pickup

Section 15: Page 162 Updated: October 2, 2017

ATOL STATUS DEFINITIONS (cont’d)

Statuses Monitored by Creative Solutions

These statuses are monitored by Creative Solutions and do not require action by an ATOL user.

ATOL Status Definition
DELIVERY FAIL
FTP FAIL Ad delivery failed to the site FTP directories
Ad/comments/additional materials failed to be delivered to
LINK ERROR vendor's FTP site
LS_ERROR Outsourced ad has link issues and cannot successfully be proofed
LS_HOLD out unless the failed links are resolved
MATERIALS_ATOL Ad has failed to enter the vendor's workflow system
PACKAGED
PRESS RDY FAIL Ad is on non-compliance hold with vendor
PROOF FAIL Materials have been submitted via ATOL (submission, not
REC_PRF_FS correction)
Ad is being zipped and prepared for delivery to vendor
RECEIVED
Press ready ad has failed Asura preflight
RELEASE FAIL
ROUTE IN FAIL Ad has failed the proof preflight process
ROUTER FAIL Sourced ad is being replicated between two data centers before
SRC FAIL going to TO PROOF status
TONING FAIL Ad has gone through the relinking process successfully and is
TONING FAIL waiting for processing by Creative Solutions. At this time only White
Glove ads come in as RECEIVED
Ad was released (approved) but has failed at Auto EPS or Asura
preflight
Ad is not being moved to the next process by the system
The AdTracker process to route files in and out of the system has
failed
Ad has failed to be sent to the vendor
Artwork has failed to be processed by the automated toning
software
Artwork has failed at the Claro level

Section 15: Page 163 Updated: October 2, 2017

ATOL STATUS DEFINITIONS (cont’d)

In Production Statuses

Ads with these statuses are currently being worked on by the Creative Solutions.

ATOL Status Definition
AT STUDIO
CORR CHK Ad has successfully entered vendor's workflow system

CORRECTIONS_L Corrections have been submitted and need to be checked by
IN USE Creative Solutions before ad processes
INCOMPLETE Corrections have been submitted for this ad and have been
MATERIALS IN placed in the Creative Solutions production workflow queue
MATERIALS RVW Ad is in use by a system process, artist or traffic person at Creative
QUALITY RVW Solutions, or local site
Ad is in production, but the work has temporarily paused
Materials have been placed in the Creative Solutions production
workflow queue
Materials have been submitted for the ad - the Creative Solutions
team is reviewing the submission
Ad is in quality review at Creative Solutions

Statuses Monitored by Creative Solutions

These are TEMPORARY system statuses you may see during the ad creation cycle and do not
require action by an ATOL user.

ATOL Status Definition
2A-FAIL Ad has failed to enter the vendors' workflow system (but has
reached their FTP site)
2A-HOLD
Ad is on non-compliance hold with the vendor

2A-KILL Ad has been killed by vendor through AdTracker
ASSIGNED System assigns ad to the AdTracker sourcing publication before
ASURA RETRY delivering to outsourcer
ATOL_APPROVED Ad is being sent through Asura again
CHANGE Ad has been approved via ATOL
CORRECT_ATOL Ad has changed size or color and is waiting for the Creative
Solutions team to review

Ad has corrections submitted via ATOL

Section 15: Page 164 Updated: October 2, 2017

ATOL STATUS DEFINITIONS (cont’d)

ATOL Status Definition
CORRECTIONS Corrections have been submitted and the system is consulting the
CR RELEASE database for where the ad should be sent
DELIVERY RETRY Release a pdf submitted as a true press ready ad (PRINT AD ONLY!)
Ad has failed delivery to the site FTP server(s); system will retry for
FTP CONFIRMED several minutes
Ad/comments/additional materials have been received on vendor
IN USE SOURCE FTP site
Ad is in use by one of the internal AdTracker processes used for
REC_PRF_FS outsourced ads
Sourced ad is being replicated between the two data centers
RECEIVED_FS before going to TO PROOF status
Ad is being synced between the two data centers, right before
RELINK_IN going to RECEIVED status
Ad has entered the Creative Solutions workflow and is waiting to be
RTC PRF FS processed by the Relinker PC
RTC PRF HOLD Ad is waiting for the automated toning process to finish toning
SITE DELIVERY before proofing the ad.
SOURCING Ad has artwork not completed by the automated toning process
SPEC SOLD
WAIT ASURA Ad is on its way to the site FTP directory
WAIT CR
WAIT EPS Ad is in the process of sourcing to a vendor
WAIT PROOF
WAIT_ATOL Spec ad has been picked up into a live ad number

WAIT_XML Ad is waiting for Asura to pick it up and process it

WAIT_XML Ad is in the CR (print ad - press ready) workflow

Ad is in the process of having the proof or final eps made

Ad is waiting for the system to move it to the correct Asura queue
Temporary status - proof is in the process of being posted to ATOL
(either proof or final proof)
Waiting for outsourcer's workflow system to send xml file back that
will change the status of a sourced ad
Waiting for outsourcer's workflow system to send xml file back that
will change the status of a sourced ad

Section 15: Page 165 Updated: October 2, 2017

DTO STATUS DEFINITIONS

DTO Statuses

There are several DTO statuses are linked to ATOL statuses that will automatically change depending
on what stage of the ad creation cycle is at and if you have started the DTO. Please note that some
statuses are manually changed by the Digital Ad Ops Team.

ATOL Status Definition

ATOL HOLD The creative build for the ad is on HOLD by Creative Solutions

BOOKED The DTO has not been edited for scheduling

AD PEND APPRV Status of the DTO when ad is pending approval in ATOL
CREATIVE RDY When a DTO status was in SCHEDULED WAITING ON AD, once the
creative is approved in ATOL it will move here
CREATIVE REVISED When a DTO has been in Completed status and a creative revision
is put through ATOL, once the creative is approved in ATOL it will
move here (trigger off ATOL)

INCOMPLETE Ad is in production, but the work has temporarily paused

KILL Ad has been sent a Kill directive by the business system. All further
ORDER REVISED work has stopped on ad
At a COMPLETED DTO status, if a user edits any of the fields inside
the DTO it will move here

When a DTO had been filled out in entirely and the Creative has
RDY FOR SCHEDULING been approved in ATOL. Both steps have to be completed to move

to this status (trigger off ATOL and DTO being completed)

READY FOR CODE Same as RDY FOR SCHEDULING, but for rich media ads.

WAITING ON CREATIVE When materials have been uploaded through ATOL and the ATOL
status is Materials RVW

Section 15: Page 166 Updated: October 2, 2017

DTO STATUS DEFINITIONS (cont’d)

Manually Updated Statues

There DTO statuses are manually changed by the Digital Ad Ops Team.

ATOL Status Definition

COMPLETED When a DTO has been scheduled and all set it will be moved
here

KILL PENDING Ads that need to be Killed are moved here. Manually done for
sites using New Ad Order

READY FOR CODE Same as RDY FOR SCHEDULING, but for rich media ads. We had
asked to get rid of this status and have it replaced with RDY FOR
SCHEDULING, but it was not done.

SCHEDULED WAITING When a DTO has been completed and the campaigns have
ON AD been set up, but the creative is still outstanding in ATOL

Used for OnTarget/ReTargeting when there is not enough activity
Waiting on Pixel Activity on a retargeting pixel, or the pixel has not been placed on the

client's site

WAITING ON RESPONSE A DTO will be put in this status if Ad Ops is missing information
and can not set the campaign up

Section 15: Page 167 Updated: October 2, 2017