Using Alias Names for managing Google Drive folders
If you plan to allow the system to create folders in Google Drive, you need to make sure you set up alias fields on your products. The system will use your naming convention to create folders in the system and use the alias names to name your files that go to Google Drive.
Aliases can be set on print and digital publications and issues, as well as each digital media product.
Aliases are particularly helpful if your system configuration Export Ticket Files to a Single Folder is set to no. When this configuration is turned off, a hierarchy and structure of folders will be automatically created in your Google Drive account based on the alias names you've set on your publications, issues, and digital media products.
To set up Aliases for print or digital ad items, navigate to Settings > Products > Publication & Issue Setup.
Click on the ellipsis next to a Publication name and select Edit Publication. When you are editing the Publication, you will see a text field for ‘Alias’, where you should add the name you want to see as your Google Drive folder.
Note
The Alias field is limited to 11 characters, so you may need to shorten or abbreviate your Publication names.
Follow the same steps to add an Alias name to the Issues you want Google Drive folders for.
From the Publication & Issue Setup page, click on the ellipsis next to the Publication name once again, and select Manage Issues. Once you are on the Volumes & Issues page of the Publication, click the ellipsis next to the Issue name and select Edit Issue. On the Edit Issue page, fill in the ‘Alias’ field for the issue.
Warning
In order for your print and digital ad ticket files to be uploaded to Google Drive correctly, you need to add an Alias for both the Publication and the Issue. If you have an Alias for a Publication but not one of its issues, files uploaded to tickets for that issue will not be added to Google Drive.
For digital media products, aliases will need to be added on a product level.
To add aliases to digital media products, navigate to Settings > Products, then choose the desired product type. Here, use the ellipses icon to edit a product, and add a value in the 'Alias' field. Make sure to save your changes.
For service and event products, aliases are not required.
Instead, the product category for the service or event item will be created as a folder in your Google Drive account.
Here is an example of how aliases can set up a file structure:
This service item is in the 'Misc.' product category.
And the 'Monthly Publication' has an alias set on it called 'MonthlyPub'.
And finally, the August issue for the Monthly Publication has an alias of 'Aug 23'.
Once files were added to tickets in Ad Orbit to each of these items, folders were automatically created in Google Drive based on the aliases set.
In the image below, you can see the 'Misc' service product category, as well as the Monthly Publication and August issue, all of which are nested under the Base Folder 'My Tickets'.
New 10/10/2023