Guidelines on upload of assets in a Design System

Note: Please refer to your client guidelines on how to administer Design System. The following are general guidelines and suggestions on how to use Activator to upload local shared assets.

Even though Activator has the functionality that allows users to upload local assets directly into the Design System, Activator Support advises users to upload local assets via Veeva Vault PromoMats or keep the storage of assets at Veeva Vault PromoMats instead of using the Design System for storage of all assets. This will mean using Veeva Vault PromoMats as your digital asset management (DAM) tool. 

There are three reasons why: 

• The content uploaded directly to Activator and stored in the Design System is not reviewed or approved.

• Having many local assets uploaded directly to the Design System will increase the download time to the end device.

• Uploading to Vault makes it possible to share digital assets across your brands and products. 

When uploading digital assets to the Veeva Vault PromoMats, the digital assets should be approved and meta-tagged appropriately. This way you can easily find the digital assets via the filter selection from Slide and Design System. Digital assets can be meta-tagged directly to products and countries for the ease of finding them again.

If you as an agency do not have the appropriate rights to approve assets in PromoMats, uploading a picture directly to the Design System might be faster. Else assets can also be stored in the Slide instead of the Design System. 

Local assets could be digital assets such as:

• Pictures     

• Videos     

• Audio     

• Other

When using your Design System or Veeva PromoMats Vault to upload digital assets, we recommend the following:

• Use of naming convention is recommended e.g. Picture 1, Picture 2 is not recommendable, while COUNTRY_YEAR_BRAND_ DESCRIPTION makes sense in most cases.     

• Avoid using special characters when naming digital assets (and slides / binder).     

• For visual elements such as pictures, we recommend using scalable vector file formats such as PNG or SVG format.     

• Generally, we recommend using high resolution visual elements such as pictures, as this makes visual elements more scalable     

• It is possible to deactivate the option to upload local assets all together in Activator. Please contact your Activator Account Manager for further information.

Activator Support recommends testing material after each upgrade of Activator and related Design System. The same testing is recommended when an upgrade of Veeva Vault PromoMats has taken place.