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Launch Plan
Brand Asset Management Automation
[YourCompany.com] · Marketing Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of exactly what is being built, how the build is structured, what FullSpec needs from you, and what your role looks like once the automation is live. FullSpec handles every technical step from configuration to testing to go-live. Your role is to provide tool access, confirm one key decision before the build begins, and review the final result during user acceptance testing. Nothing in here requires any technical knowledge.
01What you're launching
You are automating the brand asset management process: the end-to-end flow that takes a new or updated brand file from upload through classification, approval, and distribution into your Brandfolder library. Today this runs as ten manual steps spread across four tools, consuming roughly 7 hours of marketing team time every week and leaving outdated files active in the library whenever archiving gets skipped. The automated version reduces that to three human touchpoints. The Asset Intake and Classification Agent handles duplicate checking and tagging, the Approval Workflow Agent manages Asana task creation, Slack prompts, and 24-hour reminders, and the Library Update and Archive Agent pushes approved assets to Brandfolder and retires superseded versions automatically. The brand lead still makes every approval decision. Everything else runs without anyone needing to act.
Process
Brand Asset Management: intake, versioning, approval, and distribution of brand files
Trigger
A new file is added to the designated Google Drive staging folder
Final output
Approved asset live in Brandfolder with correct tags and permissions, superseded version archived in Google Drive, asset register updated in Google Sheets, and stakeholders notified via Slack
Agents being built
3 agents: Asset Intake and Classification Agent, Approval Workflow Agent, Library Update and Archive Agent
Tools involved
Google Drive, Brandfolder, Asana, Slack, Google Sheets
Volume
Approximately 40 asset uploads or requests per month (around 210 automation runs/month across all steps)
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02How the build works
The build runs across four sequential stages: Connect, Build, Test, and Launch. FullSpec leads every stage. Your involvement is focused and straightforward: granting tool access early on, reviewing agent behaviour during testing, and signing off on go-live. Each stage has a defined scope and handoff point so you always know where things stand and what, if anything, is needed from your side.
Complexity level: Moderate. Estimated delivery window: 5 business weeks end to end. The delivery clock starts at the close of Connect, not payment. Connect is the stage where tool access is confirmed and the build brief is locked. Nothing is built until that stage is complete.
1Connect
Business days 1 to 5
FullSpec
Sends a credential request checklist for Google Drive, Brandfolder, Asana, and Slack. Reviews your existing Brandfolder collection structure and Google Drive folder hierarchy. Documents your naming conventions and tags any gaps that would affect classification accuracy. Locks the build brief and confirms agent scope.
You
Share API credentials or admin access for each tool using the secure credential form FullSpec provides. Confirm the Brandfolder collection hierarchy that will be used in the live build. Respond to any clarification questions about naming conventions or approval ownership within 1 business day.
2Build
Business days 6 to 20
FullSpec
Builds the Asset Intake and Classification Agent first, validating tag accuracy against a sample of your real historical assets. Then builds the Approval Workflow Agent including Asana task creation, Slack prompts, and the 24-hour reminder logic. Finally builds the Library Update and Archive Agent covering Brandfolder upload, permission setting, Google Drive archiving, and Google Sheets register update. Each agent is unit-tested before the next is started.
You
No action required during Build unless FullSpec raises a question about your Brandfolder structure or approval ownership. You may be asked to provide a small batch of historical assets for classification testing. Stay reachable at the email on file.
3Test
Business days 21 to 24
FullSpec
Runs a full end-to-end test using live assets through the complete flow: staging folder upload, classification, Asana task creation, Slack approval prompt, 24-hour reminder, approval and rejection paths, Brandfolder upload, archive trigger, and Google Sheets update. Documents results and shares a test summary with you before requesting sign-off.
You
Review the test summary and complete user acceptance testing (UAT) by uploading two or three real assets and confirming the outcome matches expectations at each step. The marketing coordinator and brand lead should both participate. Raise any issues via support@gofullspec.com within 2 business days of receiving the test summary.
FullSpec
Sets the automation live for all new asset uploads. Delivers the SOP and a short training note covering how your team uploads assets, how the brand lead responds to approval requests, and how to handle edge cases such as urgent releases. Monitors the automation for the first 5 business days post-launch and resolves any issues found.
You
Notify your marketing coordinator and brand lead that the live process is now active. Direct all new asset uploads to the designated Google Drive staging folder from this point forward. Stop updating the asset register manually. Reach out to support@gofullspec.com if anything looks unexpected in the first week.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is needed on your side. The table below lists exactly what is required for each tool and when it needs to be in place. Everything should be ready before the Connect stage closes so the build can start on schedule.
Google Drive
Admin access to the staging folder and archive folder, plus confirmation of the folder paths to be used for staging, approved assets, and the archive
Before Connect closes
Brandfolder
API key with read and write permissions, plus a confirmed map of the collection and section hierarchy to be used for approved asset uploads
Before Connect closes
Asana
Personal access token or OAuth credentials for the workspace, and confirmation of which project the review tasks should be created in and who owns the brand lead role
Before Connect closes
Slack
Bot token with permissions to post to the relevant approval and brand-assets channels, and confirmation of channel names
Before Connect closes
Google Sheets
Edit access to the existing asset register spreadsheet, or confirmation that a new register should be created as part of the build
Before Connect closes
One decision must be confirmed before Connect closes: the Brandfolder collection hierarchy. The Asset Intake and Classification Agent assigns every approved asset to a specific Brandfolder collection based on asset type and campaign. That mapping must be locked before the build begins. Changing the collection structure after the build starts requires rework and will extend the timeline. Please review your current Brandfolder collections and confirm the structure you want to use during the Connect stage.
04Your role once live
Once the automation is live, day-to-day asset management runs without your team needing to manage the process manually. The table below sets out what you are still responsible for and what you no longer need to touch.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / marketing team)
Upload new assets to the Google Drive staging folder using the agreed naming convention. The brand lead reviews and approves or rejects assets in Asana when prompted. Raise any edge cases or exceptions via support@gofullspec.com.
Manually checking for duplicates or prior versions. Renaming or tagging files. Creating Asana review tasks. Chasing the brand lead for a response. Uploading assets to Brandfolder. Archiving old versions. Posting Slack notifications. Updating the asset register spreadsheet.
FullSpec
Monitors automation health and error logs. Resolves any failed runs or integration issues. Applies updates if a connected tool changes its API. Responds to support queries at support@gofullspec.com within 1 business day.
Not applicable: FullSpec manages all technical upkeep.
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05What success looks like
The table below sets out realistic expectations for the first three months after go-live. Use these markers to judge whether the automation is delivering value at each stage. If something looks off against any of these signs of success, contact FullSpec at support@gofullspec.com and the team will investigate.
Timeframe
What to expect
Sign of success
Week 1
The automation handles its first real asset uploads. The brand lead receives Slack approval prompts and Asana tasks automatically. A small number of edge cases may surface, such as files uploaded with non-standard names that affect classification confidence. FullSpec monitors every run during this period.
At least one asset completes the full flow from staging folder to live Brandfolder record without manual intervention. No outdated version remains active after approval.
Month 1
The team adjusts to uploading directly to the staging folder and stops the old manual habits. The brand lead spends less time being chased and responds to structured Asana tasks instead. The asset register in Google Sheets updates itself after every approval.
Weekly asset admin time drops from 7 hours to approximately 1 hour. Brandfolder contains only current, approved assets. The asset register is accurate and up to date without anyone maintaining it manually.
Month 3
The process is fully embedded. The team no longer thinks about asset logistics because the system handles it. The brand lead's approval decisions are the only human input required. The audit trail in Asana shows a complete record of every approval.
Approximately 91 hours of team time recovered since go-live. Zero reports of outdated assets circulating in presentations or client materials. Asset request response time consistently under 2 hours. The business is on track for the $16,450 annual saving.
Next step: the Connect stage begins as soon as you are ready to share tool access. Use the credential checklist FullSpec sends after confirmation and return it before the Connect close date to keep the 5-week build window on track. Questions before then can go to support@gofullspec.com.
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