Stop chasing down ad files—let MediaOS do it for you. The Automated Artwork Collection system is designed to simplify and streamline how your team collects creative assets from clients. With configurable collection schedules, client-facing upload portals, and reminder emails, MediaOS handles the busy work so you don’t have to.
Setting Up Automated Artwork Collection #
To start configuring your automated collection process, click the Automation icon in the left-hand sidebar. On the automation page, you’ll see four tabs across the top: Workflow, Pipelines, Accounting/Automatic Billing, and Delivery. Click Delivery to begin.
From here, you’ll need to define when the system should begin collecting artwork for each product. Click Manage Rules on the right-hand side of the screen to open your list of products.
Each row will display a product name, its type, and an indicator showing whether the product is active. This is where you’ll configure the collection timeline and any quality checks you want to enforce.
Configuring Collection Timelines and Pre-Flight Settings #
To define your collection schedule, set values for the Days Before Start and Days Before Late fields.
The Days Before Start field determines how many days prior to the product's start date the artwork collection process begins. This setting controls when ads appear in the Missing Artwork Portal and when the system starts requesting materials. If this field isn’t configured, clients won’t be able to upload artwork or receive reminders.
Use the Days Before Late field to set a cutoff for uploads. After this point, clients will be blocked from uploading and prompted to contact your team directly.
If you’re using Pre-Flight Profiles, you can select one from the dropdown menu. When enabled, MediaOS will automatically scan uploaded files to ensure they meet your print specifications. You can also choose whether to Allow Errors—if this box is checked, clients will be allowed to submit artwork even if the file doesn’t pass the scan. If left unchecked, the system will require a corrected file before proceeding.
In the Artwork Instructions for Customer field, you can leave custom guidance—such as file format requirements or links to brand guidelines. Once you’re satisfied with your rule settings, click Save to apply them.
Tip: You can also access individual product rules by navigating through the Products page.
Accessing the Missing Artwork Portal Link #
The Missing Artwork Portal gives clients a clear view of which ads still need artwork and allows them to upload files, reuse old creatives, or request design help.
To access this portal, click the Accounts icon from the left-hand navigation menu. On the next screen, choose Accounts, then select a specific account from the list.
In the bottom-right corner of the account page, you’ll find several portal link options. Click the link labeled Missing Artwork to view that client’s portal.
From the portal, clients can upload artwork, reuse past files, or subscribe to a personal calendar showing their deadlines. If there’s an ad request attached to a line item, clients will not be able to upload a new ad—because in those cases, your team is handling the creative design.
Sending Automated Reminder Emails #
To automate reminder emails for missing artwork, go to the Automation section and return to the Delivery tab. Within this tab, locate the checkbox labeled Send Emails on the Following Schedule.
From the dropdown, choose how frequently you want reminders to go out. You can send them Daily, Weekly, Monthly, or Twice Monthly, depending on your preference. These reminders will only go to clients whose insertion dates fall within the timeframe you’ve defined.
Next, click the checkbox labeled Who Gets Emails. Here, you’ll choose whether to send reminders to Everyone with an upcoming insertion or Only those with a missing ad.
MediaOS will automatically determine who receives the reminder using the email hierarchy on the contract. If a Delivery Email is present, it will be used first. If not, the system will try the Billing Email, then the Sold To Email, and finally the Primary Account Email if no other contact is available.Choosing and Customizing an Email Template
Choosing and Customizing an Email Template #
Beneath the reminder settings, you’ll see a blue tab labeled Change Template. Click this to view or update the email template used for artwork reminders. You’ll be redirected to a template editor where you can revise the subject line, message body, or any dynamic content fields. When finished, click Save and Close.
Note: If you need help designing your templates, check out the Email Templates article or click the in-editor help link.
Clients can also upload their brand materials—including logos, color palettes, and company descriptions—by using the Branding Guide section in their portal. This ensures that your design team has everything they need to create on-brand ads from the start.
Final Thoughts #
MediaOS’s Automated Artwork Collection gives your team the tools to stay ahead of deadlines, reduce manual outreach, and deliver a better experience for clients. With built-in rules, email reminders, and client-facing portals, you can manage ad creative collection at scale—without all the back-and-forth.
