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Google Drive & Frame.io Setup
We can’t achieve our clients’ dreams without incredible ads, and we can’t make incredible ads without some consistent organization!
Google Drive
Step 1 | Download Google Drive for Desktop
If it isn’t already installed on your computer, download Gdrive by following this link
Step 2 | Set up Client Folders
Every client at CTC has a folder that lives in Google Drive. When we onboard new clients, we create their Client Folder and add files that will help us design their ads!
The files we add to the client folder are separated into three buckets:
Ads – This is where all of the ads we’ll make for the client live! We organize this folder by Sale Creative & Evergreen Creative.
NOTE: Evergreen refers to content that is continually relevant and stays “fresh” for viewers over a long period of time. Sale Creative correlates to any ads that use a percentage off or campaign (ex. gift with purchase, BOGO)
Assets – This is for all of the assets; videos, images, graphics, music, etc. that we’ll utilize when we’re making ads. Depending on the client, this folder might look pretty unique!
NOTE: be sure to separate assets that come from the client, and assets that come from the CTC studio in the highest level asset folder.
Brand – This is for big picture brand assets such as logos, font files, and brand books/brand guidelines.
Step 3 | Naming Folders & Files
Naming toolkit folders: At CTC, we make toolkits full of ads that will help our clients achieve their dreams! Every toolkit begins with a brief, and every brief has a brief code and a project title. When we start a folder for a new toolkit, the first thing we do is name the toolkit with that brief code, followed by a four-letter client code, and finally, the project title.
Ex. [Brief code]_[Client Code]_[Project title]
When your finished ads are ready for internal review it’s time to export assets into the Internal Exports Folder on google drive. This folder is where your internal revisions between you and your CS will live. Once ads are approved internally, it’s time to move them to the Client Review folder. These 2 folders will mirror your Internal Review & Client Review in Frame.io.
Naming ad files: Some ad toolkits are small, with only a few final exports, and some can be huge, with over 50!
How do we keep those ads organized? We use a similar naming convention as the toolkit folder, with some added information; the aspect ratio of the ad, as well as the version number and round number.
Ex. [Brief code]_[Client Code]_[Project title]_[Size]_[Version]_[Round]
What’s a version number?: At CTC, creative testing and iterating is the name of the game. This means you might have multiple versions of the same ad, with simple changes in copy or a different CTA. When you receive a brief, the Creative Strategist responsible for the brief will list out each version they want to test!
What’s a round number?: It’s possible that the client might want some edits to the creative after we’ve sent it over for their review. If this is the case, we include a round number to make sure we keep track!
For more clarity on CTC naming conventions, check out this Cheat Sheet!
Frame.io
Step 1 | Creating Folders
Frame.io allows us to easily share and review the ads we make internally and with clients! Each client has a folder in Frame.io. Inside each Client folder lives the folders for every ad toolkit we make.
Each Client folder is categorized by year & Quarter (1, 2, 3, 4)
Q1 – Jan, Feb, Mar | Q2 – Apr, May, Jun | Q3 – Jul, Aug, Sep | Q4 – Oct, Nov, Dec
To create a new folder for the toolkit you’ve made ads for, go to the appropriate Quarter and click the “New” button in the upper right-hand corner of Frame.io. Then click ”New Folder”
Rename the new folder with the Month, Brief code, followed by the client code and toolkit title.
Ex. [Month]_[Brief Code]_[Client Code]_[Project Title]
Step 2 | Uploading into Frame.io
Once your ads are exported, upload them to Frame by either dragging and dropping them, or by using the frame UI.
Inside this new project folder you will create 2 separate folders. The first folder is for Internal Review between the designer and the creative strategist.
Ex. [Internal Review]_[Brief Code]_[Project Title]
Once Internal assets are loaded into Frame, the Multimedia designer will input a review link for Creative Strategist into Asana.
Then, the Creative Strategist will leave consolidated notes and action items directly in the comment section of each relevant version of the Frame.io project.
After making revisions, the designer will stack the newest creative on top of the previous creative. Reminder, you only start counting Round Numbers for Client revisions and not internal revisions.
Once the ads are approved internally, then we create a new Client Review Folder to share with the client.
Ex. [Client Review]_[Brief Code]_[Project Title]
Step 3 | Organizing in Frame.io
In order to keep track of revisions and comments, you will stack the newest creative on top of the previous creative that you altered. Make sure that the files are properly named with the Round Number (Ex. R2, R3, R4) so you can easily toggle through and see the past revisions. In the top right corner of Frame, you can sort by “Custom” to make sure your ads are in order.
All creative must live in its original folder and be stacked accordingly. Reminder, you only start counting Round Numbers for Client revisions and not internal.
Ex. [Brief Code]_[Client Code]_[Project Title]_[Size]_[Version]_[Round].mp4
Ex. B326_BLOM_FATHERSDAY_9x16_V2A.mp4
Ex. B326_BLOM_FATHERSDAY_9x16_V2A_R2.mp4
Ex. B326_BLOM_FATHERSDAY_9x16_V2A_R3.mp4
Step 4 | Sharing in Frame.io
The process for sharing the Internal Review and Client Review folders is the same.
Once files are uploaded to the client review folder, right-click the share button on the lower right corner of the folder and select the “Share” button
Then Click “Review Link” in the drop-down menu
Be sure to adjust settings so that downloads, comments, and approvals are allowed.
Copy Link under Link Access
Review links should be easily identified when searching.
Step 5 | Deleting in Frame.io
Although Frame.io is a great tool for sharing our work, we do not have endless storage. This is why it’s very important for us to delete old Project Folders & Clients.
Be sure to delete all quarter folders in Frame.io that are 6 months old.
