FS-DOC-03Operations
Process Runbook / SOP
Brand Asset Management
[YourCompany.com] · Marketing Department · Prepared by FullSpec · [Today's Date]
This runbook is the day-to-day operating guide for your brand asset management automation. It tells your marketing coordinator, brand lead, and marketing manager exactly what the system does on its own, what they are responsible for, and how to respond when something unexpected happens. FullSpec has built and configured every automated step described here. Your team's only ongoing responsibility is the single human approval decision and the exception responses noted in Section 03.
01Process overview
The Brand Asset Management automation runs continuously in the background, watching for new files added to your Google Drive staging folder. The moment a file lands, three agents handle classification, approval routing, and library publication without anyone needing to initiate anything. The brand lead remains the only human in the approval decision. Once that decision is recorded in Asana, the asset moves to Brandfolder, the old version is archived, stakeholders are notified via Slack, and the asset register in Google Sheets is updated, all without manual action. The result is a Brandfolder library that is always current and a full audit trail of every approval.
Process name
Brand Asset Management
Trigger
A new file is added to the designated staging folder in Google Drive, or a team member submits an asset request.
Final output
An approved, tagged asset published to the correct Brandfolder collection, with the superseded version archived in Google Drive, stakeholders notified in Slack, and the Google Sheets asset register updated.
Agents running
Asset Intake and Classification Agent, Approval Workflow Agent, Library Update and Archive Agent
Tools involved
Google Drive, Brandfolder, Asana, Slack, Google Sheets
Weekly volume
Approximately 10 assets per week (~40 uploads or requests per month)
Human checkpoint
Brand lead records an approved or rejected decision on the Asana review task. This is the only manual step in the flow.
Process owner
Marketing Manager
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02Step-by-step: what happens and who acts
What you actually need to do: The only action your team must take in the normal flow is for the brand lead to open the Asana review task, review the asset against brand guidelines, and mark it as approved or rejected. Everything before and after that step is handled automatically. If the brand lead does not respond within 24 hours, the system sends one automatic reminder via Slack.
Step
What happens
Who acts
Type
1
A file is uploaded to the designated Google Drive staging folder. The automation detects the new file immediately, capturing the file name, uploader identity, and timestamp.
Designer or agency partner (uploads file)
Automated
2
The Asset Intake and Classification Agent reads the file name and available metadata. It determines the asset type, likely campaign association, and version number, checks for any duplicate or superseded asset already in Brandfolder or the staging folder, and produces a structured tag set including a duplicate flag if one is found.
Asset Intake and Classification Agent
Automated
3
The Approval Workflow Agent creates a new task in Asana, assigns it to the brand lead, attaches the Google Drive file link, includes the inferred asset type and any duplicate flag, and sets a due date 48 hours from creation.
Approval Workflow Agent
Automated
4
A formatted Slack message is sent directly to the brand lead containing a link to the file and a prompt to record the decision in Asana. If no decision is logged within 24 hours, one automatic reminder is sent to the brand lead via Slack.
Approval Workflow Agent
Automated
5
The brand lead opens the asset from the Asana task link, reviews it against brand guidelines, and marks the Asana task as approved or rejected. If rejected, the brand lead adds feedback notes in the task. This is the single human gate in the entire process.
Brand Lead
Human
6
If the asset is rejected, the Approval Workflow Agent routes a notification back to the designer via Asana, including the brand lead's feedback notes. The designer revises the asset and re-uploads the corrected file to the staging folder, restarting the flow from Step 1.
Designer (revision and re-upload only)
Automated
7
On an approved decision, the Library Update and Archive Agent uploads the tagged asset to the correct Brandfolder collection, sets the appropriate access permissions, and writes the asset description using the tag data from the intake agent.
Library Update and Archive Agent
Automated
8
The previous version of the same asset is automatically moved to the archive folder in Google Drive and marked as superseded in Brandfolder, removing it from active search results so no one can access the outdated file.
Library Update and Archive Agent
Automated
9
A standardised Slack notification is posted to the brand-assets channel with the asset name, type, version number, and a direct Brandfolder link. Simultaneously, the Google Sheets asset register is updated with the new filename, version number, approval date, and Brandfolder link.
Library Update and Archive Agent
Automated
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03Handling exceptions
Situation
What the system does
What you do
File uploaded with a vague or non-standard name (e.g. 'final_v2_REAL.png')
The intake agent attempts classification using available metadata. If confidence is too low to assign a reliable asset type or campaign tag, the agent flags the task in Asana with a 'Classification uncertain, please confirm' note and halts before creating the review task.
The marketing coordinator opens the Asana flag, renames the file following the naming convention, and re-uploads it to the staging folder. The flow then restarts automatically.
A duplicate or near-identical asset is detected at intake
The intake agent sets a duplicate flag on the structured tag output and includes a note in the Asana review task identifying the existing asset by name, version, and Brandfolder location. The brand lead sees this information before making their decision.
The brand lead reviews both assets and makes the approval decision as normal. If the new upload is genuinely a replacement, approve it and the old version will be archived automatically. If it is a genuine duplicate, reject the task and the designer is notified to withdraw the file.
Brand lead does not respond within 24 hours
The Approval Workflow Agent sends one automatic reminder to the brand lead via Slack at the 24-hour mark. If there is still no response after a further 24 hours, the Asana task is flagged as overdue and the marketing manager receives a Slack alert.
The marketing manager follows up with the brand lead directly. There is no automated escalation beyond this point. The asset stays in the staging state until a decision is recorded in Asana.
Designer re-uploads after rejection but with no changes made
The intake agent runs classification again on the new upload. If the file is identical or near-identical to the previously rejected version, it raises a duplicate flag in the new Asana task and notes that the prior version was rejected, with the rejection date.
The marketing coordinator or marketing manager contacts the designer to confirm the revision was completed before the review cycle restarts. If the file is genuinely revised and the duplicate flag is incorrect, no action is needed as the brand lead will see the flag in the task and can proceed.
Brandfolder is temporarily unavailable during a library upload attempt
The automation retries the Brandfolder upload up to three times over a 30-minute window using exponential backoff. If all three attempts fail, the approved asset remains in the staging folder and the marketing coordinator and marketing manager each receive a Slack alert describing the failure and including the asset name.
The marketing coordinator checks Brandfolder's status page. Once the service is confirmed restored, notify the FullSpec support team at support@gofullspec.com so the upload can be triggered manually or the retry window can be reset. Do not upload manually to Brandfolder without confirming with FullSpec, as this may create a version conflict in the asset register.
Google Drive staging folder connection is lost or credentials expire
The automation stops triggering new runs. No new assets are classified or routed until the connection is restored. No data is lost, but any files uploaded during the outage will not be processed automatically.
Contact FullSpec support at support@gofullspec.com with the subject line 'Drive trigger offline'. FullSpec will reconnect the integration and manually queue any files that landed during the outage. In the meantime, ask uploaders to hold new assets until the connection is confirmed restored.
04Who to contact and when
Fill in the team rows below once your team is confirmed. Keep this table current whenever roles change, especially if the brand lead or marketing coordinator changes, as both are active participants in the approval flow. The FullSpec rows are fixed.
Role
Name
How to reach them
Marketing Manager (process owner)
[Your name]
[Rep email]
Brand Lead (approval decision)
[Your name]
[Rep email]
Marketing Coordinator (exception handler)
[Your name]
[Rep email]
Designer (asset revision)
[Your name]
[Rep email]
FullSpec Builder (build and config changes)
FullSpec Team
support@gofullspec.com
FullSpec Support (errors, outages, trigger failures)
FullSpec Support
support@gofullspec.com
Contact FullSpec support first for any situation where the automation has stopped running, a Brandfolder upload has failed after retries, or the Google Drive trigger has not fired when expected. Do not attempt to reconfigure credentials, reconnect integrations, or modify Brandfolder collection settings independently, as these actions can break the tag mapping and version logic.
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05Ongoing maintenance
This automation is designed to run without daily attention. The maintenance tasks below are the minimum needed to keep classification accurate, approval routing reliable, and the asset library clean over time.
Whenever a new campaign or product line is created
Add the new campaign name to the classification reference list used by the Asset Intake Agent, and create the corresponding collection in Brandfolder before any assets are uploaded. Contact FullSpec to update the tag schema if the new campaign introduces a new asset type category.
Marketing Manager, with FullSpec if tag schema changes are needed
Whenever the Slack message template or Asana task format needs updating
Send the revised template text to FullSpec at support@gofullspec.com. Do not edit the Slack or Asana integration settings directly, as changes to the message format can break the approval prompt logic.
Marketing Manager requests, FullSpec implements
Monthly spot-check (first week of each month)
Open Brandfolder and confirm there are no assets marked as active that should be archived. Check the Google Sheets asset register for any rows with missing version numbers or blank approval dates, which indicate an upload that did not complete cleanly.
Marketing Coordinator
Monthly error-log review (first week of each month)
Review the error notifications sent to the marketing manager's Slack channel over the past 30 days. Note any repeated failures involving the same asset type or uploader. If more than three errors occurred in a month, forward a summary to support@gofullspec.com for investigation.
Marketing Manager
Whenever a team member joins or leaves
Update the contact table in this runbook. If the departing team member was the brand lead or marketing coordinator, notify FullSpec immediately so that Asana task assignment and Slack approval routing can be updated to the replacement's name before the next asset is uploaded.
Marketing Manager notifies FullSpec via support@gofullspec.com
Quarterly volume review (every three months)
Compare the actual number of assets processed against the baseline of approximately 40 per month. If volume has grown significantly, review whether the current automation platform tier and Brandfolder storage plan remain appropriate. Share volume figures with FullSpec if a capacity review is needed.
Marketing Manager, with FullSpec if platform changes are required
The most common maintenance issue for this process is classification tags becoming stale after new campaigns launch. When a new campaign or product is introduced and the campaign name is not added to the intake agent's reference list, assets are tagged with a generic or incorrect campaign label. This corrupts the Brandfolder collection structure over time and makes assets harder to find. Update the tag reference list before each major campaign launch, not after.
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