ferrero-opentext/Python-Version/MARKDOWN_DOCS/USER_GUIDE.md

# Ferrero Asset Workflow - User Guide
## How to Work with the Ferrero DAM System

**For:** Creative Teams, Agencies, Campaign Managers
**What You'll Learn:** How to upload assets correctly and avoid common mistakes
**Reading Time:** 15 minutes

---

## The Big Picture: What You Need to Know

### The Process in Simple Terms

```mermaid
flowchart LR
    A[1. Campaign<br/>Created] --> B[2. Masters<br/>Downloaded<br/>Automatically]
    B --> C[3. You Localize<br/>& Score Assets]
    C --> D[4. Upload to Box]
    D --> E[5. Automatic<br/>Upload to DAM]
    E --> F{6. Approved?}
    F -->|Yes| G[✅ Done!]
    F -->|No| H[Fix & Re-upload]
    H -.-> C

    style C fill:#9C27B0,color:#FFF
    style D fill:#2196F3,color:#FFF
    style G fill:#4CAF50,color:#FFF
    style H fill:#FF9800,color:#FFF
```

**Your Role:** Step 3-4 (Localize, Score, and Upload)
**The System Handles:** Everything else automatically

---

## 🎯 The 3 Golden Rules

### Rule #1: Always Use the Naming Tool
**Never** type filenames manually. **Always** use the naming tool to generate them.

**Why?** The system reads your filename to understand:
- Which language this is
- Which market it's for
- Which master asset it came from
- What type of asset it is

Wrong filename = Asset won't process = Stuck in limbo

### Rule #2: Every Asset Needs a CreativeX Score
If you create 10 assets, you need 10 CreativeX scores.
If you create 200 assets, you need 200 CreativeX scores.

**No exceptions for client deliverables.**

**Why?** Quality scoring is mandatory. Assets without scores get a "0" which looks unprofessional.

### Rule #3: Always Use the SAME Tracking ID
When you get a tracking ID (like `pOiJ9s`), use it for **all** versions of that asset:
- German version: Uses `pOiJ9s`
- French version: Uses `pOiJ9s`
- Fixed/rework version: Uses `pOiJ9s`

**Never** reuse tracking IDs across different master assets.

---

## Your Workflow: Step-by-Step

### Step 1: You Receive an Email

```
Subject: ✅ Master Assets Downloaded - Campaign Summer_Promo

Your master assets are ready for localization:

1. nutella_summer_hero_pOiJ9s.mp4
   Download: https://app.box.com/file/123456789

2. nutella_logo_a7K9mP.png
   Download: https://app.box.com/file/123456790

Next Steps:
1. Download masters from Box (click URLs above)
2. Create localized versions
3. Get CreativeX scores for EACH version
4. Use Naming Tool to generate filenames
5. Upload to: https://app.box.com/folder/348526703108
```

**What to Note:**
- ✏️ **Tracking IDs** are in the filenames: `pOiJ9s`, `a7K9mP`
- 📥 **Download URLs** for each master
- 📤 **Upload URL** for your derivatives (A2→A3 folder)

---

### Step 2: Download Masters from Box

1. Click each Box URL in the email
2. Download files to your computer
3. Keep the files organized (you'll reference the tracking IDs)

**Pro Tip:** Create a spreadsheet tracking tracking IDs
```
Master File                  | Tracking ID | Derivatives Created
nutella_summer_hero_pOiJ9s.mp4 | pOiJ9s     | DE, FR, IT, ES versions
nutella_logo_a7K9mP.png        | a7K9mP     | Logo DE, FR, IT, ES
```

---

### Step 3: Create Your Localized Versions

Do your creative work:
- Translate text
- Add subtitles
- Adapt for market
- Create different aspect ratios (16x9, 1x1, 9x16)
- Create platform versions (Instagram, Facebook, standard)

**Example from 1 master:**
```
Master: nutella_summer_hero.mp4 (English)

You create:
- German version (16x9)
- German version (1x1 for Instagram)
- German version (9x16 for Stories)
- French version (16x9)
- French version (1x1 for Instagram)
- French version (9x16 for Stories)
... etc

Total: Maybe 20-50 derivatives from this one master
```

**⚠️ Important:** Save each file with a temporary working name for now. You'll rename them after getting the proper filename from the naming tool.

---

### Step 4: Get CreativeX Scores (MANDATORY)

**🔴 CRITICAL: Do this for EVERY SINGLE derivative you create**

#### For Each Derivative:

**1. Submit to CreativeX Platform**
- Log into CreativeX
- Upload your asset
- Submit for analysis
- Wait for analysis to complete (usually 1-24 hours)

**2. Download PDF Report**
- CreativeX generates PDF scorecard
- Download the PDF
- **IMPORTANT:** Make sure the PDF shows the correct filename

**3. Check the PDF Contains Correct Filename**

Open the PDF and verify:
```
Filename field shows: 6487512_NUT_SUMMER_OLV_30S_16x9_DE_de_pOiJ9s.mp4
```

**This must match EXACTLY what you'll upload to Box!**

If it shows the clean name without job number/tracking:
```
❌ Wrong: NUT_SUMMER_OLV_30S_16x9_DE_de.mp4
✅ Right: 6487512_NUT_SUMMER_OLV_30S_16x9_DE_de_pOiJ9s.mp4
```

**4. Upload ALL PDFs to Special Box Folder**
- Box Folder: `350605024645` (CreativeX folder)
- Upload all PDFs here
- PDFs can be named anything - we extract data from inside them

**5. Run Scoring (or Ask Ops Team)**
Someone needs to run: `python scripts/creativex_scoring_storing.py`

Or ask operations team: "Please run CreativeX scoring script"

**6. Verify Scores Are in System**
Ask operations to check:
```
"Can you verify my 20 CreativeX scores are in the database?"
```

They'll confirm: "Yes, I see 20 active scores"

**Why This Matters:**
- ✅ **WITH scores:** Your uploads get actual quality scores (71, 85, etc.)
- ❌ **WITHOUT scores:** Your uploads get Score=0 (looks unprofessional)

---

### Step 5: Use the Naming Tool

**For EACH derivative file you created:**

#### Open the Naming Tool
```
URL: [Your naming tool URL]
```

#### Fill in the Form

**Required Fields:**

**OMG Job Number:**
```
Enter your project number: 6487512
```

**Brand:**
```
Select from dropdown: NUT - Nutella
```

**Subject Title:**
```
Enter: SUMMER
(Max 15 characters, use hyphens not spaces: SUMMER-PROMO)
```

**Asset Type:**
```
Select from dropdown:
- Online Video (OLV) - for videos
- E-COMM: Hero Image (EHI) - for ecommerce hero shots
- Image/Front of Pack (IMG) - for images
- TV Commercial (TVC) - for TV ads
... (45 types available)
```

**Country:**
```
Select from dropdown: DE - Germany
```

**Language:**
```
Select from dropdown: de - German
```

**Tracking ID:** ⚠️ **CRITICAL FIELD**
```
Enter the tracking ID from the master filename: pOiJ9s

WHERE TO FIND IT:
- In the email you received
- At the end of the master filename: nutella_summer_hero_pOiJ9s.mp4
- Last 6 characters before the extension

IMPORTANT:
- Copy it EXACTLY (case-sensitive)
- pOiJ9s is different from pOlJ9s
- All derivatives from same master use SAME tracking ID
```

**Optional Fields:**

**Duration (for videos only):**
```
Enter seconds: 30
(Leave empty for images)
```

**Aspect Ratio:**
```
Select: 16x9, 1x1, 9x16, 4x5, etc.
```

**Spot Version:**
```
Select:
- MST (Master) - main version
- REF (Reference) - reference version
- Leave empty if neither applies
```

**Social Media (if applicable):**
```
Select platform:
- IGF (Instagram Feed)
- IGR (Instagram Reels)
- FBP (Facebook Post)
- FBR (Facebook Reels)
- Leave empty for standard assets
```

#### Click "Generate Filename"

Tool shows:
```
✅ Generated Filename:
6487512_NUT_SUMMER_OLV_30S_16x9_MST_DE_de_IGF_pOiJ9s.mp4
```

#### Click "Copy to Clipboard"

The filename is now copied - ready to paste!

#### Rename Your File

**Method 1: Save As**
- Open your derivative file
- Save As
- Paste the filename from clipboard
- Save

**Method 2: File Rename**
- Right-click your file
- Rename
- Paste the filename from clipboard
- Press Enter

**⚠️ DO NOT MODIFY THE FILENAME**
Use it exactly as generated. No spaces, no changes, no "fixes."

---

### Step 6: Upload to Box

#### Find the Upload Folder

From your email, find the upload URL:
```
Upload derivatives to: https://app.box.com/folder/348526703108
```

#### Upload Your Files

1. Click the URL (opens Box in browser)
2. Click "Upload" button
3. Select your renamed files
4. Upload all derivatives

**You can upload multiple files at once!**

#### What Happens Next

- Within 5 minutes: System automatically processes your files
- You receive confirmation email for each file
- Assets appear in DAM within 10 minutes

**You're done!** The system handles the rest.

---

### Step 7: Check Your Email

#### Success Email (Green)

```
Subject: ✅ Asset Uploaded to DAM - NUT_SUMMER_OLV_30S_16x9_DE_de.mp4

Your asset was uploaded successfully!

Clean Filename: NUT_SUMMER_OLV_30S_16x9_DE_de.mp4
DAM Asset ID: xyz789
Tracking ID: pOiJ9s

✅ CreativeX Score Added: 71 (from database)
✅ Uploaded to DAM Final Assets
✅ Deleted from Box
```

**This means:** Everything worked perfectly! ✅

#### Warning Email (Orange)

```
Subject: ✅ Asset Uploaded to DAM - NUT_SUMMER_OLV_30S_16x9_DE_de.mp4

... [same as above] ...

⚠️ CreativeX Score Missing
No score found for: NUT_SUMMER_OLV_30S_16x9_DE_de.mp4

Default Values Used:
- Score: 0
- URL: [placeholder]

To fix: Upload CreativeX PDF to Box folder 350605024645
```

**This means:** Asset uploaded BUT without quality score.

**Action:** Upload the CreativeX PDF for this asset.

#### Error Email (Red)

```
Subject: ❌ Upload Failed - [filename]

Asset processing failed.
Error: No master asset for tracking ID: pOlJ9s

The file remains in Box for correction.
```

**This means:** Something went wrong.

**Common causes:**
- Wrong tracking ID (typo)
- Filename doesn't match naming tool format
- Uploaded to wrong Box folder

**Action:** Check the error, fix the issue, re-upload.

---

## If Assets Are Rejected (A5→A6 Cycle)

### What Rejection Means

After you upload, approvers review your assets. They might reject some for:
- Legal issues (missing copyright, compliance)
- Brand guideline violations (wrong colors, wrong logo)
- Creative quality (needs improvement)

**This is normal!** Rejection is part of the quality process.

### You'll Receive a Rejection Email

```
Subject: ⚠️ NOT APPROVED Assets - Rework Required - Campaign Summer_Promo

The following assets need rework:

Asset: NUT_SUMMER_OLV_30S_16x9_DE_de.mp4
Tracking ID: pOiJ9s
Download: https://app.box.com/file/999

Rejection Comments:
📝 General Feedback: "Logo needs to be 20% larger"
⚖️ Legal: "Add copyright disclaimer at end"
🎨 IA&CC: "Brand colors not compliant - use #FF6B00 not #FF7700"

Next Steps:
1. Download the rejected asset from Box
2. Fix all issues mentioned above
3. Re-submit to CreativeX for new score
4. Upload new PDF to Box folder 350605024645
5. Use Naming Tool with SAME tracking ID: pOiJ9s
6. Upload fixed asset to A2→A3 folder
```

### How to Handle Rejections

#### Step 1: Read the Comments Carefully

You might get feedback from 3 sources:
- **Legal Reviewer:** Copyright, compliance, regulatory issues
- **IA&CC Reviewer:** Brand guidelines, visual identity, colors, fonts
- **General Approver:** Creative quality, messaging, effectiveness

**Fix ALL issues mentioned by ALL reviewers.**

#### Step 2: Download the Rejected Asset

- Click the Box URL in the email
- Download the file
- This is the version that was rejected

#### Step 3: Make the Fixes

Based on the comments, update your asset:
- Make logo bigger (if requested)
- Add disclaimer (if requested)
- Fix colors to match brand guidelines
- Address any other feedback

#### Step 4: Re-Submit to CreativeX

**🔴 MANDATORY:** You must get a NEW CreativeX score for the fixed version!

Why? The asset changed, so the quality score may change too.

1. Submit fixed asset to CreativeX
2. Wait for new PDF report
3. Download PDF
4. Upload PDF to Box folder 350605024645
5. Ask operations to run scoring script (or run yourself if you have access)

#### Step 5: Re-Upload with SAME Tracking ID

**CRITICAL:** Use the **SAME tracking ID** as the original!

**In Naming Tool:**
```
OMG Job Number: [7654321]  ← NEW job number (different project iteration)
Brand: [NUT]
Subject: [SUMMER]
Asset Type: [OLV]
... (same as before)
Country: [DE]
Language: [de]
Tracking ID: [pOiJ9s]  ← SAME tracking ID as original ⚠️
```

**Generated:**
```
7654321_NUT_SUMMER_OLV_30S_16x9_DE_de_pOiJ9s.mp4
↑ New job number
                                        ↑ SAME tracking ID
```

**Why SAME tracking ID?**
- Links the rework to the original
- System knows this is a fix, not a new asset
- Replaces the old version in DAM

#### Step 6: Upload to A2→A3 Folder

Upload to the SAME Box folder as before:
```
https://app.box.com/folder/348526703108
```

**NOT the rejection folder!** Back to the standard upload folder.

#### Step 7: Wait for Processing

System processes within 5 minutes.
Asset goes back for re-approval.

**Possible Outcomes:**
- ✅ Approved this time → Done!
- ❌ Rejected again → Repeat the process

**Some assets go through 2-3 rejection cycles before approval. This is normal.**

---

## Common Questions

### "How do I know which tracking ID to use?"

**Look at the master filename:**
```
Master filename from email: nutella_summer_hero_pOiJ9s.mp4
                                                 ↑
                                          Tracking ID = pOiJ9s
```

The last 6 characters before `.mp4` are the tracking ID.

---

### "I'm creating 50 derivatives. Do I really need 50 CreativeX scores?"

**Yes. Absolutely yes.**

Each derivative is unique:
- Different language = different score
- Different market adaptation = different score
- Different platform optimization = different score

**Budget for it:** If project is 100 derivatives, budget for 100 CreativeX analyses.

---

### "What if I make a typo in the tracking ID?"

**The upload will fail.**

Example:
```
Correct: pOiJ9s (lowercase i)
Typo:    pOlJ9s (lowercase L)

System looks for: pOlJ9s
Database has: pOiJ9s
Result: "Not found" error
File: Stuck in Box
```

**Fix:** Delete the file, rename with correct tracking ID, re-upload.

**Prevention:** Use copy/paste from email, never type manually.

---

### "Can I upload before getting the CreativeX score?"

**Yes, but...**

The asset will upload with Score=0 (default).

**Better workflow:**
1. Create asset
2. Get CreativeX score
3. Upload PDF
4. Then upload asset

**If you upload first:**
- Asset gets Score=0
- You'll see orange warning in email
- Asset is in DAM but looks unscored

**Can you fix it?** Yes, upload the PDF later, but the DAM asset will already show Score=0 initially.

---

### "I uploaded to the wrong Box folder. What do I do?"

**Fix:**
1. Delete the file from the wrong folder
2. Upload to the correct folder
3. Wait for processing

**Correct folders from your email:**
- **Derivative uploads:** A2→A3 folder (348526703108)
- **CreativeX PDFs:** CreativeX folder (350605024645)

---

### "How long until my file is processed?"

**Maximum 5 minutes** (usually 2-3 minutes)

The system checks every 5 minutes for new files.

**If it's been > 10 minutes:**
- Check if you uploaded to correct folder
- Check your email for error messages
- Check filename matches naming tool exactly
- Contact operations team

---

### "Can I edit the filename after the naming tool generates it?"

**❌ NO!**

The filename is generated in a specific format. Changing even one character can break the automation.

**Examples of "small" edits that break things:**
- Adding a space: `NUT SUMMER` instead of `NUT_SUMMER`
- Changing underscore to hyphen: `NUT-SUMMER` instead of `NUT_SUMMER`
- Changing case: `nut` instead of `NUT`
- Adding extra field: `NUT_SUMMER_V2_OLV` (don't add version numbers)

**Rule:** Use filename EXACTLY as generated. If you need to change something, go back to the naming tool and regenerate.

---

### "What if the master had 10 tracking IDs and I only need to create derivatives for 5 of them?"

**That's fine!**

You don't have to localize every master. Only create derivatives for the masters you need.

**Just make sure:**
- Use the correct tracking ID for each
- Don't mix up which master goes with which tracking ID

---

### "Can I use the same tracking ID for two different masters?"

**❌ ABSOLUTELY NOT!**

Each master gets its own unique tracking ID.

**Example:**
```
Master 1: nutella_hero.mp4     → Tracking ID: pOiJ9s
Master 2: nutella_logo.png     → Tracking ID: a7K9mP

Derivatives of Master 1: ALL use pOiJ9s
Derivatives of Master 2: ALL use a7K9mP

NEVER mix them up!
```

---

## Quick Checklist: Before You Upload

- [ ] ✅ I downloaded the masters from the Box URLs in the email
- [ ] ✅ I created my localized versions
- [ ] ✅ I submitted EVERY derivative to CreativeX
- [ ] ✅ I received PDF scorecards for EVERY derivative
- [ ] ✅ I uploaded ALL PDFs to Box folder 350605024645
- [ ] ✅ I verified scores are in the system (ask operations)
- [ ] ✅ I used the Naming Tool for EVERY derivative
- [ ] ✅ I copied the filename EXACTLY (no modifications)
- [ ] ✅ I used the CORRECT tracking ID from the master filename
- [ ] ✅ I'm uploading to the A2→A3 folder (URL from email)
- [ ] ✅ The PDF filename field matches my upload filename exactly

**If all checkboxes are ✅, you're ready to upload!**

---

## What NOT to Do

### ❌ Don't Type Filenames Manually

**Why:** You'll make mistakes. The naming tool generates the exact format needed.

**What happens:** Parse errors, stuck files, wasted time.

---

### ❌ Don't Skip CreativeX Scoring

**Why:** Score=0 looks unprofessional and doesn't meet quality standards.

**What happens:** Client questions quality control, reporting is incomplete.

---

### ❌ Don't Reuse Tracking IDs Across Campaigns

**Why:** Links to wrong master asset, wrong metadata applied.

**What happens:** Asset uploaded to wrong campaign, data corruption.

---

### ❌ Don't Upload to Multiple Box Folders

**Why:** Only one folder is monitored for your derivatives.

**What happens:** Files in wrong folder never processed.

**Correct folder:** Use the URL from the email (A2→A3 folder).

---

### ❌ Don't Edit Filenames After Generation

**Why:** Breaks the parsing logic.

**What happens:** File skipped, stays in Box forever.

---

### ❌ Don't Upload Before Getting Tracking IDs

**Why:** You need tracking IDs from the A1→A2 email first.

**What happens:** Files have no tracking ID, can't process, stuck in Box.

**Correct timing:**
1. Wait for A1→A2 email (masters ready)
2. Get tracking IDs from email
3. THEN start localizing and uploading

---

## Troubleshooting: What to Do When...

### "I uploaded 2 hours ago and haven't received an email"

**Check:**
1. Did you upload to the correct Box folder? (Check email for URL)
2. Is the filename exactly as generated by naming tool?
3. Does the tracking ID exist? (Ask operations to check database)

**Contact operations:** "I uploaded [filename] at [time] but no email received"

---

### "My email says CreativeX Score=0 but I uploaded the PDF"

**Check:**
1. Is the PDF filename field EXACTLY the same as upload filename?
2. Did the scoring script run after PDF upload?
3. Ask operations: "Can you check if score exists for [filename]?"

**Common issue:** PDF has clean filename but upload has job+tracking filename (must match exactly)

---

### "I got an error email saying wrong tracking ID"

**Fix:**
1. Check the tracking ID in your filename
2. Compare to tracking ID in the A1→A2 email
3. If different: Delete file, rename correctly, re-upload
4. Make sure it's exactly 6 characters, case-sensitive

---

### "I need to replace a file I already uploaded"

**For minor fixes BEFORE approval:**
1. File is already processed and in DAM
2. Download from DAM
3. Make fixes
4. Get new CreativeX score (if creative changed)
5. Upload with SAME tracking ID
6. System will overwrite

**For rejected files (A5):**
- You'll receive rejection email
- Follow the rework process
- Use SAME tracking ID

---

## Best Practices

### ✅ DO: Create a Tracking Sheet

Keep track of what you're working on:

| Master File | Tracking ID | Markets | Status | Notes |
|-------------|-------------|---------|--------|-------|
| nutella_hero_pOiJ9s.mp4 | pOiJ9s | DE, FR, IT | ✅ All uploaded | Scored 71-82 |
| nutella_logo_a7K9mP.png | a7K9mP | DE, FR, IT | ⏳ In progress | Need FR score |

---

### ✅ DO: Batch Your Work

**For large campaigns:**

Week 1: Markets 1-5
- Create derivatives
- Get CreativeX scores
- Upload PDFs
- Generate filenames
- Upload derivatives

Week 2: Markets 6-10
- Repeat process

**Don't:** Create all 200 derivatives, then try to score/upload them all at once. You'll lose track.

---

### ✅ DO: Verify CreativeX PDFs Before Uploading Assets

**Workflow:**
1. Create 10 derivatives
2. Submit all 10 to CreativeX
3. Get all 10 PDFs
4. Upload all 10 PDFs to Box
5. Wait for scoring script to run
6. Verify: "Operations, can you confirm 10 scores in database?"
7. THEN upload the 10 assets

**This ensures** all scores are ready before uploads happen.

---

### ✅ DO: Keep Job Numbers Consistent

**For same project:**
- All derivatives use same job number
- Example: 6487512 for entire German market batch

**For rework:**
- Use NEW job number (different project iteration)
- Example: Original 6487512, Rework 7777999

---

### ✅ DO: Double-Check Tracking IDs

Before generating filename:
1. Open the A1→A2 email
2. Find the master you're localizing
3. Copy the tracking ID from that specific master
4. Paste into naming tool
5. Verify it's 6 characters

**One tracking ID = One master = All its derivatives**

---

## Summary: Your Checklist

**For Every Derivative You Create:**

1. ☑️ Download master from Box (use email URL)
2. ☑️ Create localized version
3. ☑️ Submit to CreativeX
4. ☑️ Download PDF scorecard
5. ☑️ Upload PDF to Box folder 350605024645
6. ☑️ Verify score in system (ask operations)
7. ☑️ Open naming tool
8. ☑️ Enter all fields (brand, country, language, etc.)
9. ☑️ Enter CORRECT tracking ID from master
10. ☑️ Generate filename
11. ☑️ Copy to clipboard
12. ☑️ Rename file EXACTLY as generated
13. ☑️ Upload to A2→A3 Box folder (URL from email)
14. ☑️ Wait for confirmation email (within 5 minutes)
15. ☑️ Check email shows CreativeX score (not 0)

**If rejected:**
16. ☑️ Read ALL rejection comments
17. ☑️ Fix ALL issues
18. ☑️ Re-score with CreativeX
19. ☑️ Upload new PDF
20. ☑️ Use SAME tracking ID in naming tool
21. ☑️ Use NEW job number
22. ☑️ Re-upload to A2→A3 folder

---

## Contact & Support

### Who to Contact

**For questions about:**
- Tracking IDs: Check the A1→A2 email first
- Upload folders: Check the email for Box URLs
- Naming tool: [Naming tool support contact]
- CreativeX: [CreativeX support contact]

**For technical issues:**
- File stuck in Box: operations@oliver.agency
- Error emails: operations@oliver.agency
- Database questions: operations@oliver.agency

**For creative/approval questions:**
- Rejection feedback: Ask the approver directly
- Brand guidelines: IA&CC team
- Legal requirements: Legal reviewer

### What Information to Provide

When contacting support, include:
- Filename (exact)
- Tracking ID
- Time uploaded
- Error message (if any)
- Screenshot of naming tool (if relevant)

**Example:**
```
"I uploaded NUT_SUMMER_OLV_30S_16x9_DE_de_pOiJ9s.mp4 at 2:30 PM today
to Box folder 348526703108 but haven't received confirmation email.
Tracking ID is pOiJ9s from the Summer_Promo campaign.
Can you check the status?"
```

---

## Quick Reference

### Box Folders (from your emails)

| Purpose | Folder | When to Use |
|---------|--------|-------------|
| **Download Masters** | A1→A2 folder | When A1→A2 email received |
| **Upload Derivatives** | A2→A3 folder (348526703108) | After creating localized assets |
| **Upload CreativeX PDFs** | CreativeX folder (350605024645) | After receiving PDF from CreativeX |
| **Download Rejections** | A5→A6 folder | When rejection email received |

**Pro Tip:** Bookmark the A2→A3 upload URL - you'll use it frequently!

### Email Types

| Subject | Color | Meaning | Your Action |
|---------|-------|---------|-------------|
| ✅ Master Assets Downloaded | Green | Masters ready | Start localizing |
| ✅ Asset Uploaded | Green | Success! | None - all good |
| ⚠️ CreativeX Score Missing | Orange | Uploaded but no score | Upload PDF |
| ❌ Upload Failed | Red | Error occurred | Fix and re-upload |
| ⚠️ NOT APPROVED | Orange/Red | Rejected | Fix and re-upload |

### Naming Tool Fields

| Field | Example | Where to Get It |
|-------|---------|-----------------|
| OMG Job | 6487512 | Your project management system |
| Brand | NUT | Campaign brief |
| Subject | SUMMER | Campaign brief (max 15 chars) |
| Asset Type | OLV, IMG, TVC | Dropdown in tool |
| Duration | 30 | Video length in seconds |
| Aspect Ratio | 16x9, 1x1 | Your asset specs |
| Country | DE | Market you're localizing for |
| Language | de | Language of localization |
| Social Media | IGF, FBP | Platform (if applicable) |
| **Tracking ID** | **pOiJ9s** | **From master filename in email** |

---

## Remember

### The System is Designed to Help You

✅ **Automation handles** file organization, metadata entry, status updates
✅ **You focus on** creative work and quality
✅ **Emails keep you informed** at every step
✅ **Database tracks everything** - nothing gets lost

### Three Things the System Cannot Do For You

1. ❌ **Cannot generate filenames** - Use the naming tool
2. ❌ **Cannot score assets** - Submit to CreativeX
3. ❌ **Cannot fix rejection issues** - Read comments and make fixes

### If You Follow the Rules

✅ Assets upload smoothly
✅ Metadata is always correct
✅ Quality scores are attached
✅ Approvals go faster
✅ Less rework needed
✅ Campaign completes on time

### If You Skip Steps

❌ Files get stuck in Box
❌ Metadata is wrong in DAM
❌ Assets show Score=0
❌ More rejections (missing requirements)
❌ More time wasted fixing issues
❌ Campaign delays

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**The system works when you follow the process. The process is designed to be simple if you use the tools provided.**

**Questions?** Contact operations@oliver.agency

**Good luck! 🎉**

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**Document Version:** 2.1 User Guide
**Last Updated:** November 2025
**For:** Non-Technical Users (Agencies, Creative Teams, Campaign Managers)