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How to Submit Deliverable Tickets

Step-by-step guide on how to submit Creative Deliverable Tickets for Paid Social Creative Service

Overview

This article is written for Social Ad Specialists and covers how to submit deliverable tickets once the Creative Refresh Date arrives and your "Create Paid Social Deliverables for Refresh" task fires.

Submitting tickets is what hands work off to the Creative Team, so accuracy here matters. Once tickets are submitted, the Copywriter and Graphic Designer will begin fulfillment, which is covered in the Deliverable Ticket Management guide.

Before you create any tickets, Review the AM's Note

Open the Creative Portfolio and read the most recent Note activity from the AM. It should contain the client's creative direction and any assets they provided for this refresh. This Note is your source of truth for the upcoming submission.

If anything is unclear or missing, follow up with the AM before creating tickets. Getting this right upfront prevents rework downstream.

Step 1: Create the first ticket

All tickets in an Ad Set are created from the Creative Portfolio, not from the Tickets object directly.

  1. On the Creative Portfolio, scroll to the Delierable Tickets card in the right sidebar and click + Add.
  2. Enter a placeholder name. HubSpot will automatically rename the ticket once it is submitted, so the name you enter here does not matter.
  3. In the Pipeline field, select Creative Deliverables. This is required. Selecting this pipeline surfaces the Dependent Properties box with all the fields needed for a deliverable. If you select any other pipeline, those fields will not appear.

Step 2: Fill out the Dependent Properties

The Dependent Properties box is where you define the deliverable. Complete the following fields:

  • Creative Refresh?: Set to "Yes" for refresh-driven deliverables and "No" for new build deliverables.

  • Deliverable Folder Name: This attribute links every ticket in the Ad Set together and drives the automation that notifies the AM when the full set is ready for client review.

  • Set this once on the first ticket. A common naming convention is to use the date and client name (e.g., MMDDYYYY – Client Name). Do not change this value on any subsequent ticket in the same Ad Set.

  • Number of Deliverables In This Ad Set: Tells the system the total size of the Ad Set. This must be identical across every ticket in the set. Do not modify it on cloned tickets.

  • Type of Ad: Identifies the format of this specific deliverable (Static Image, Simple Animation, GIF Graphic Design, etc.). This is the field that will most commonly differ between tickets in the same Ad Set.

  • Responsible Team Members: Determines who gets assigned and receives tasks. Select Copywriter, Graphic Designer, or both, depending on what the deliverable requires.

  • Requested Date of Completion: Turnaround times are calculated automatically based on the size of the Ad Set: Ad Sets with 4 or fewer deliverables get shorter turnaround times, and Ad Sets with 5 or more get slightly longer ones. You do not need to calculate these manually.

  • Priority: Sets the urgency level: Low, Medium, High, or Urgent.

  • Ad Draft Name, CTA Button, Number of Ad Copy Variations, Funnel Position, and Ad Placement should be completed as applicable based on the client's direction from the AM's Note.

Once all fields are filled out, click Create. HubSpot will auto-rename the ticket using the Folder Name and Type of Ad.

Step 3: Clone the ticket for the remaining deliverables

Rather than building each ticket from scratch, clone the first one for every additional deliverable in the Ad Set.

  1. Open the ticket you just created and select Actions > Clone.
  2. HubSpot will prompt you to review and modify the ticket before finishing the clone. Update Type of Ad and any other fields that differ for this deliverable.
  3. Leave Deliverable Folder Name and Number of Deliverables In This Ad Set EXACTLY as they are. Changing either of these on a cloned ticket will break the Ad Set grouping and prevent the Creatives Pending Approval automation from firing correctly.
  4. Click Clone.
  5. Repeat for each remaining deliverable in the Ad Set.

When the ticket is cloned, tasks are automatically assigned to the Copywriter and Graphic Designer based on what is set in the Responsible Team Members field.

This is the real handoff to the Creative Team. The status change that follows is notation only.

Step 4: Wrap up your task and update the status

Once all tickets are created, mark your "Create Paid Social Deliverables for Refresh" task on the Creative Portfolio as complete. Then move Creative Refresh Status to "Deliverables Submitted."

What happens next?

The Creative Team will work through fulfillment and internal QA on each ticket. Once all tickets in the Ad Set reach Pending Approval, the AM is automatically notified to share the creatives with the client. You will receive an email notification at that point as well. No further action is needed from you until the AM moves Creative Refresh Status to "Creatives Completed & Approved," which is your signal to implement in Meta.

Key rules to remember

  • Set Deliverable Folder Name once and never change it. It is what binds the Ad Set together and drives the Pending Approval handoff to the AM.

  • Keep Number of Deliverables In This Ad Set consistent across every ticket. If it differs on any ticket in the set, the automation will not fire correctly.

  • Always start from the Creative Portfolio when creating tickets, not from the Tickets object directly. The parent association is set automatically when you create tickets this way.