RunMags journal
How to Collect Advertiser Artwork Without Chasing
Artwork collection works best when requests identify the placement and production requirements. A portal or upload link needs to connect the file to the order and its deadline.
Send a placement-specific request
Include publication, issue or flight, product, dimensions, file requirements, material deadline and approval contact. Provide a clear submission route and reference. For an unchanged ad, confirm which existing version the advertiser wants to reuse. From the issue flatplan in RunMags, your team can send artwork reminders with an upload link and the deadline to every advertiser in the issue who has not yet delivered.
Check files before marking them ready
Record receipt separately from technical review. Check dimensions, resolution, color requirements, bleed and output format against the printer or channel's actual specifications. Confirm fonts and linked assets where relevant. Do not promise that a generic checklist covers every production environment.
Control proof versions and approvals
Give a revised file or proof a clear version. Preserve the approval decision, reviewer and time. Keep the current approved asset easy for production to retrieve while retaining the history. A file upload or an informal acknowledgement should not be treated as final creative approval.
Handle late and incorrect submissions
Assign rejected files to an owner with a clear correction request and new date. Escalate material risk before the production cutoff. A portal should show successful submission and actionable errors, but staff still need a queue for unmatched files and unresolved checks. Avoid retaining files or personal data beyond the agreed operational need.
A practical worksheet
A practical intake record includes order reference, issue, product, submitted file, uploader or contact, received time, version, checker and result. The technical check should use the real output specification: trim size, bleed, image quality, color requirements, fonts and any linked resources. A file that passes upload size limits may still fail those checks. Return a specific correction request rather than asking for a better file. Once approved, make the accepted version identifiable in the production record and preserve the superseded proof so the team can explain a later dispute.
Review checklist
- Connect each file to its order and placement.
- Separate uploaded, checked and approved versions.
- Use the actual printer or channel specifications.
