File Naming Conventions

Preventing Chaos by Streamlining File Systems Early

For many studios and agencies, campaigns are typically contracts where you’re to provide multiple deliverables; enough where it makes sense to systematize. The number of deliverables depends on the different formats/sizes, lengths, messaging, social platforms, etc. All these variables require us to strategically set up our project files from the beginning so that ongoing workflows, file sharing, project navigation, potential resource shifting, or irregular production times will reduce the number of unknowns and confusion. Not doing so could potentially waste unnecessary time/money or affect delivery times. It could also create frustration or stress for our colleagues.

Does this apply to me?

Definitely, if you are part of the production.

Most likely, if you have any hand in file handling or file management of the campaign.

Less likely (but still helpful), if your role has more of a ‘look, no touch’ responsibility.

This benefits everyone on the team; not just the artists.

Compared to industries such as TV broadcast, where templating and presets are the norm, studios ebb and flow using a similar approach, but only when applicable.

Non-negotiables vs Negotiables

Below is a list of some common best practices, as well as personal best practices that I’ve found helpful not only to myself but to my colleagues:

  • Dated files and folders

  • Artist initials

  • Archive folders

  • Usage of AE base project or use AE folder structure

  • Project cleanup maintenance

Everyone has their way of working, which is perfectly normal. Without affecting individual working styles, which areas can we collaborate and agree on so that there is unification in as many areas as possible?

Below is a list of some areas where I’d like to think many of us could come together:

  • Vocabulary

  • Deliverable Identification

  • File/Folder structure

  • Project File structure

  • *File naming conventions

Requirements before file optimization strategy

  1. Master deliverables list

    1. If delivered in waves, what does that look like?

    2. Are those waves flexible? Why does this matter?

      1. In some cases, it might make more sense to prioritize a specific format, product, or length to make the next wave of deliverables easier to create. This is a great time for the producer(s) and the artist(s) to discuss this.

Nomenclature / File Naming Conventions

It can vary case by case, but client delivery typically requires a specific file structure. Artists don’t necessarily have to use this structure, but should at least provide our producers with files using important identifiers.

In most cases, it’s usually best to name these files from the most common identifier to the least common identifier. Doing so dictates the order, which files are populated.

Project File Example:

JobCode_DeliverableIdentifier_Date_CreatorInitials_001

Note #1: (If applicable) Version number at the end so that it’s more visible.

Note #2: Some projects may need other variables depending on if and how a project is split up into multiple project files.

Deliverable Example:

JobCode_DeliverableIdentifier_Length_AspectRatio_Date

Reminder: Only variables should be included in the file name. Overall, common identifiers should be excluded to reduce redundancy and file name length.

Project Example 001

Client Deliverables List

File Naming Approach

[ JOBCODE ] - [ LINE OF BUSINESS ] - [ SEGMENT ] - [ TIER ]

BOFA1023PR24-Onbrd-Consumer-Gold

Not required (because they are not considered variables):

  • Format

  • Social Platform

  • Length

Using sub-folders

(It makes no difference if ‘Line of Business’ and ‘Segment’ were swapped.)

[JOBCODE]-[LINE OF BUSINESS]-[SEGMENT]-[TIER]. [JOBCODE]-[SEGMENT ]-[LINE OF BUSINESS]-[TIER]

What does it look like when sub-folders aren’t used?

Because ‘Line of Business’ and ‘Segment’ were swapped on the right, the ‘Onboarding’ group is now separated into two batches within that folder.

Every user might not remember to create sub-folders; whether it’s on our end or the client’s end. Additionally, files could be created and moved piecemeal depending on the stage of the project. The proper naming hierarchy will ensure deliverables are grouped properly, especially if handled by people less familiar with the project.

Project Example 002

50+ Deliverables

  • 8 Features

  • 3 Concepts Each

  • 3 Sizes Per Concept

  • 2 Versions Per Size

File Naming Approach

[ JOBCODE ] - [ FEATURE ] - [ AR SUBJECT ] - [ LENGTH ] - [ ASPECT RATIO ] - [ VERSION ]

GOOG0323IGAREFRESH23-AR-Panda-15-1x1_A

Not required (because they are not considered variables):

  • Social Platform

  • Length?

Next

Folder Structure