Creative Refreshes In HubSpot

External Links:

Creative Refresh Video Tutorial

HubSpot User Guide: Creative Refreshes

Screenshot Walkthrough Guide

The Creative Refresh workflow automates the process of updating creative assets for Paid Social services on a regular schedule (30, 60, or 90 days). The system automatically generates tasks at key milestones to keep Account Managers and Social Advertising Specialists aligned throughout the refresh cycle.

Where to Find Creative Refresh Information

Creative Portfolio Project

• Each Paid Social Service has an associated Creative Portfolio project
• Named "Creatives - [COMPANY NAME]"
• Contains all creative refresh controls and tracking

Key Sections:

• Left Sidebar: Creative Refresh Controls (cadence, date, status, reset option)
• Center Card: Quick view of upcoming refresh date and status
• Quickbase Requests Tab: Where you submit creative requests

How the Workflow Works

16 Days Before Refresh Date:

• Tasks auto-generate for Account Manager
• AM discusses refresh with client
• If new assets provided, AM submits Paid Social Change Request

On Refresh Date:

• Task auto-generates for SAS to create deliverables
• SAS submits request via Quickbase Requests tab
• Update status to "Deliverables Submitted"

During Creative Development:

• Creative team develops assets in Quickbase
• When assets sent for client review, update status to "Creatives Pending Approval"

After Client Approval:

• AM updates status to "Creatives Completed & Approved"
• Implementation task auto-generates for SAS
• SAS implements creatives in campaigns
• Update status to "Creatives Implemented" when all Creatives are approved and added to Campaigns

Automatic Reset:

• When moved to "Creatives Implemented," date automatically resets based on cadence
• Status clears and cycle begins again

Creative Refresh Status Stages (In Order)

1. Blank → Waiting for refresh period to begin
2. Refresh Request Submitted → 16-day window triggered
3. Deliverables Submitted → SAS submitted Quickbase request
4. Creatives Pending Approval → Assets under client review
5. Creatives Completed & Approved → Client approved assets
6. Creatives Implemented → SAS completed implementation → Triggers automatic date reset

Manual Overrides

Changing Refresh Cadence:

• Consult Team Lead before changing
• Update Creative Refresh Cadence dropdown (30, 60, or 90 days)
• Use Creative Refresh Reset to recalculate date

Creative Refresh Reset:

• Only use when manually rescheduling (not part of normal workflow)
• Change from "No" to "Yes" to trigger recalculation

Manual Date Adjustment:

• Use date picker to select specific date if required

Quick Tips

✓ Let automation run - The workflow works best without manual intervention

✓ Update statuses promptly - Certain status changes trigger the next phase

✓ Don't mark tasks complete early - Wait until ALL deliverables are implemented to complete the process.

✓ Store assets in Portfolio - Upload client-provided assets to attachments

✓ Extend due dates if needed - Keep tasks open while work is in progress

Common Issues

Kick-Off Tasks not generating?

• Refresh the page and wait 30 seconds
• Verify refresh date is within 16 days (for AM tasks) or equals today (for SAS tasks)

Date didn't reset after implementation?

• Refresh page and wait 30 seconds
• Verify you moved status to "Creatives Implemented" (not just completed task)
• Check Creative Refresh Cadence has a value
• Use Creative Refresh Reset as manual override if needed
• Contact Tristan Storr if issue persists
  
  

Can't find Creative Portfolio?

• Check Projects section on Service record
• Look for project titled "Creatives - [Company Name]"
• Click "View all associated Projects" if needed
• Contact Tristan Storr if no Creative Portfolio exists

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Questions? Contact Tristan Storr or your Team Lead for support.