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Creative Refreshes for SAS

Breakdown of the SAS's responsibility within the Creative Refresh process.

Overview

As a Social Ad Specialist (SAS), you serve as the bridge between the Account Manager and the Creative Team. Your responsibilities are concentrated at two points in the cycle:

  1. Submitting deliverable tickets at the start of fulfillment

  2. Implementing approved creatives in Meta at the end.

Between those two points, your role is to be available to answer questions from the Creative Team as they work through their tickets. You also carry the single most important closing action in the entire process, as the cycle will not reset without you.

Step 1: Receive your task on the refresh date

Your first notification arrives on the Creative Refresh Date itself, when you receive a "Create Paid Social Deliverables for Refresh" task on the Creative Portfolio and an email notification prompting you to submit tickets.

Before you create a single ticket, open the Creative Portfolio and read the most recent Note activity from the AM. This Note contains the client's creative direction, any new assets they provided, and any specific requests for this cycle. It is your source of truth for the upcoming submission.

If anything is unclear or missing, follow up with the AM before proceeding.

Step 2: Create deliverable tickets

Create one ticket per deliverable in the Ad Set, directly from the Creative Portfolio's Tickets card. The first ticket is built from scratch using the Creative Deliverables pipeline. Each subsequent ticket in the same Ad Set is cloned from the first.

The most important field you will set is the Deliverable Folder Name. Set it once on the first ticket and never modify it on any cloned ticket. This field is what binds all tickets in the Ad Set together and drives the automation that notifies the AM when the full set is ready for client review. Changing it on any ticket after the fact breaks that grouping.

Number of Deliverables In This Ad Set must also be identical across every ticket. Do not adjust it when cloning.

For a full walkthrough of the ticket creation process, including all required fields, see the Submitting Deliverable Tickets article.

Step 3: Wrap up and update the status

Once all tickets are created:

  • Mark your "Create Paid Social Deliverables for Refresh" task as complete.

  • Move Creative Refresh Status to "Deliverables Submitted."

This status change is a notation only and does not trigger any automation. The Creative Team already has work in their queue because the tickets and their auto-assigned tasks exist. Moving the status is simply your signal that ticket submission is done.

Step 4: Be available during fulfillment

Your active role pauses once tickets are submitted, however, you are expected to be responsive if the Creative Team has questions about a ticket, the client's assets, or the scope of a deliverable.

Questions will typically come through as Note comments on the relevant ticket.

You will receive an email notification when the full Ad Set reaches Pending Approval, so you know it is with the AM and client for review. No action is required from you at this point.

Step 5: Implement approved creatives

When the AM moves Creative Refresh Status to "Creatives Completed & Approved," you will receive an email notification and an "Implement New Creatives for Refresh" task. This is your signal that the client has given final approval and the creatives are ready to go live.

Pull the approved assets from the individual deliverable tickets or directly from Ad Lab, and implement them in Meta as soon as possible.

The AM and client are waiting on this step before the cycle fully closes.

Step 6: Close the cycle

Once implementation is complete, you have two paths to close the cycle:

  • Preferred: Mark the "Implement New Creatives for Refresh" task as complete. This automatically advances Creative Refresh Status to "Creatives Implemented."

  • Fallback: Manually move Creative Refresh Status from "Creatives Completed & Approved" to "Creatives Implemented."

Either path works, but the status must reach "Creatives Implemented" one way or the other. This is the step that tells the system to recalculate the next Creative Refresh Date, clear the status field so the cycle can start fresh, and send the AM a confirmation email.

🔴If this step is skipped, the next refresh will not be scheduled🔴

You should also move each individual deliverable Ticket Status to "Completed Deliverable" if the AM has not already done so.

Your responsibilities at a glance

You have one required status change in the process: "Deliverables Submitted," which is notation only. The cycle's actual reset is driven by task completion or the manual move to "Creatives Implemented." Both matter.

The two things that stall the process if missed: submitting tickets on the refresh date, and closing the cycle after implementation. Everything in between runs without you, but the Creative Team and AM are depending on both ends being handled promptly.