Streamline creative collaboration with built-in ad request and proofing tools that keep teams, clients, and designers aligned every step of the way.
What are Ad Requests #
Ad Requests in MediaOS serve as internal job tickets used to manage the development, revision, and approval of ad creative. These requests are especially helpful when your team is designing an ad for a client, working with freelance or in-house designers, or when you need to consolidate artwork instructions, reference materials, and communications in one centralized location.
Each ad request is directly tied to a line item on a contract and can include multiple ad versions, creative feedback, client files, and notes between internal stakeholders.
How to Create an Ad Request #
To create an ad request, navigate to the relevant line item, then scroll to the Delivery section. Click Create Ad Request to open the request builder. From there, you can assign the task to a teammate or a MediaOS Studio designer (note: Studio credits are required for this option). You’ll then set a due date, input the headline and any supporting copy, and provide clear design instructions.
If applicable, upload reference files such as logos, brand guidelines, or sketches to help guide the creative direction. Once everything is filled out, click Save to create the request. The assigned user is immediately notified. For internal communication, use the @ mention feature in the activity feed to tag collaborators or ask follow-up questions.
Tracking and Managing Ad Requests #
To manage your active ad requests, go to the Requests tab in MediaOS. You can filter the list by account, status (such as In Progress, Completed, or Canceled), assigned user, proof status, creation date, or sold by.
Ad requests are displayed in a Kanban-style board, allowing you to drag them between different status columns—like Assigned, In Design, Proof Sent, and Approved—to visually track progress. Click the Kanban View button to toggle between list and board views for easier navigation.
What is Proofing #
Proofing is the structured review process that takes place after a creative has been uploaded. MediaOS proofing tools allow internal users and clients to review artwork, leave direct comments, approve ads, or request revisions—all while keeping a clear record of feedback and version history.
Every proof is linked to a specific ad request, and each uploaded version is archived so teams can reference earlier designs and decisions throughout the project lifecycle.
Uploading a Proof #
To upload a proof, scroll to the Proof section of the corresponding ad request and click Upload Proof. Add your creative file (accepted formats include PDF, JPG, or PNG), name the version (for example, “Version 1”), and click Save.
Once uploaded, you can tag collaborators to notify them, email the proof to clients or team members, and monitor the status of the proof. Version history and feedback are tracked automatically, providing a comprehensive audit trail.
Tip: Clients can leave comments and approve or request changes directly via their Artwork Portal or the email link they receive.
Reviewing a Proof #
To review a submitted proof, click View Proof from the ad request. This opens a preview where users can leave comments, mark up specific areas (e.g., "Move logo to top left" or "Increase font size"), and submit their response.
Users then have the option to Approve, Reject, or Comment on the proof. If rejected, the proof remains active and will await a revised upload.
Admin Settings for Proofs #
Admins can manage proofing settings by navigating to System Settings > General Settings, then searching for “Proofs.” Here, you’ll find several key configurations:
You can enable or disable the Allow Download option to control whether clients can download a watermarked version of the proof. The Auto-Convert to Ad toggle automatically assigns the approved proof as the final ad file tied to the insertion. Enabling Allow Clients to Approve/Reject lets clients directly influence creative status, while Comment Conditional Approval prevents clients from approving if unresolved comments exist.
You may also require clients to leave feedback when rejecting a proof using Comments Required on Decline, or limit approvals to internal users only with Internal Approval. Lastly, Auto Assign Post-Approval can be used to automatically assign the final proof as the live ad file once approved.
Notifications and Workflow #
MediaOS ensures seamless communication throughout the ad creation process. Users tagged in proofing discussions are notified immediately. When a proof is rejected, a notification is triggered for the designer to revise and resubmit.
Once a proof is approved, it is automatically assigned to the corresponding line item and stored in the Ad Library for reference and reuse. Every activity—approval, comment, upload—is timestamped and logged, offering a complete history of the ad development process.
