How should I name the stories?

Please work with your Director of Operations / team leads to confirm naming conventions in Content Planner. A Content Planner Story name will be used to create Lucid Link folder names for the Art team once the images are uploaded in Intake Portal. Any special characters in the story names will be replaced by a "_" in Lucid Link.

What content fields can I search for in the search bar?

Content Name, Description, Homeowner, Designer.

How does Content Planner connect with Workday?

A new story creation generates a "project" code in Workday. When we create an assignment, like a contributor for a photoshoot, it generates a "project task" that gets mapped to a workday tag for a photoshoot when it's commissioned. Any providers under that tag will get mapped to that project too

Can I push a finished story from Content Planner to Copilot?

Yes, once there are hi-res images available in Content Planner, the “Push to Copilot” button will light up. Content Planner can only create Article shells in Copilot, no other templates are available yet

How do I add a subcategory for my brand?

To add a subcategory to Content Planner, reach out to the Product Manager or Global Support team. They can add this for you in the tool.

What do we do with print stories that we want to turn into digital stories?

The copy function in Content Planner allows you to copy stories from print to digital plans. When in the Content Settings view, select the “Copy’ function in the top right and select where you would like the copy to go. Please note as of July 2024, the copy action only copies the below data fields:

The following content data fields do not copy over:

When do actuals show in Planner?

Once costs are received from a supplier, the worktags are received from Workday (when they are aligned to a Project ID), the actuals are pushed into Content Planner.

Can I add a provider after I commission the story?

Yes, but you cannot delete a provider after commissioning. If you wish to delete a provider after commissioning please raise a SNOW ticket.

For breaking news, do I do the NCA flow in Intake Portal retrospectively to assign rights if I need to get an image up? (Ellie)

Ideally, yes! The goal is to have rights associated with all images we publish. The more visibility an image has, the more important it becomes that we have the correct rights to use the image and that those rights are properly documented.

What happens if I have a Hiregenics assignment?

If your contributor for an assignment works for Conde Nast via Hiregenics, you can follow this process to correctly add them in Content Planner:

The steps for the creation of the SOW for Hiregenics contributors is exactly the same as a standard contributor (editorial users will specify $0 fees/expenses for the SOW). Editorial teams will only be able to create the SOW for Hiregenics when the Business Affairs team approves the contracts. In the meantime, for the writing assignments the Editorial users can select a Contract for the story, and wait to create the SOW.

Example:

How do I send the commissioning note?

You can add and save a contributor before sending the commissioning note (aka Work Order in Content Planner). This is important in case a contributor needs to change (ex. Swapping out a photographer), or be contacted prior to sending the commissioning note or ‘work order.’

To send a commissioning note:

If you encounter any issues, please contact Business Affairs.

What is the difference between a Provider and Contributor?

A Contributor has rights associated with assets, whereas a Provider does not. Contributors must have a signed commissioning agreement or “work order.”

When Managing a Contract for a Contributor, what do the different Deal Statuses mean?

If there is an existing Global Contract for a contributor, you will see the details of the contract below. The deal status indicates the stage of the contract approval.

The options are:

When can I create a new Work Order from the contract?

When a contract is not “Fully Executed”, it needs to be signed before the WO is initiated and available to be signed.

What do I do if I need to change a Work Order? Ex. Change the fees?

Please reach out to Business Affairs (ba_contract_analysts@condenast.com) if you need to change or cancel a Work Order. Killing a story will not effectively kill the Work Order. Business Affairs need to be involved in renegotiating of the WO and a new one can't be raised as the first one needs to be canceled and needs to be managed by the BA team in RightsLine.

If I want to delete a story from a plan, how do I do so without “Killing” it and having it remain in a Plan?

If you have created a “Bin” plan, please move the story over and then raise a SNOW ticket to delete the story via Global Support

What notifications are sent from plans?

Visual editors and editors will receive notifications to emails when stories are updated with new assets, images are in Lucid Link, images have been sent to AEM DAM. If the notifications are too high of a volume, you can create a Gmail label so they filter into a certain folder.

What is the difference between Edition, Campaign, Basket, and Future?

For example, you can come up with a story idea for a house. You could input the details you have by creating Content in Basket. Once you know you want to shoot the house for a print issue, you can move the story to ‘Edition: Futures’ and commission a photoshoot. When you are ready to allocate it to an issue, like November 2024, you can move the story to the Edition: November 2024.

What happens if I don’t upload image assets via Intake Portal?

In the case of direct upload to LucidLink, assets won't travel to AEM DAM as well as not having rights assigned to them.

How do I know which Work Order to select?

The latest Work Order is always at the top of the list when opening up “Existing work orders” drop down

Can I see the Work Order sent to a contributor?

Please ask Business Affairs to share the Work Order if you wish to see it.

If I’m commissioning contributors as an illustrator, how should I add them to the Content Planner? If working with an illustrator who goes through an Agent, who should we put as the contributor in Planner - the agent or the illustrator? AKA who should sign the Contract and Work Order?

You put the contributor in Content Planner. If their contact was set up to have the agent sign, that should come through on the Word Order email address.

The Work Order doesn't include a total amount of both Fee and Expenses. How do we confirm the total with the contributor?

You can put the total amount in the contributor notes section of the Work Order.

How often does the Workday Finance data pull through into Content Planner when invoices are being paid and I want to see actuals in Content Planner?

There is a bi daily sync that happens : 1.30PM IST & 8.30PM IST

I just tried uploading really large tiffs to Intake Portal and It was taking ages. I'm still having to upload in batches, and it's still pretty slow, but it works. Is there advice for uploading large files?

For uploading large files, we recommend not having too many browser tabs open and ensuring you have a stable internet connection. The upload time will be comparable to uploading files to Google Drive. Thumbnail generation time depends on the file size.

When looking to assign rights against a Non Commissioned asset. A PR agency has given the rights to use the image via an email response, but the PR agency originally sourced the image from a photographer/individual and said it was ok to use in the email to H&G. When assigning the rights in Intake Portal, should we be adding the PR agency or should it be the original source of the image to the "existing agreement" rights association in Intake Portal? then upload the PR agency email response?

From Business Affairs :

Current practice is to refer to the source CN acquired rights from, which may not be the photographer or author, since that is the party granting us usage rights. For instance, we frequently publish images from a variety of photographers via stockhouses like Alamy or images from fashion brands that were taken by an independent photographer. Those images are tracked against the fashion brand or stockhouse, not the photographer so we can backtrack where we obtained permission.

Decision :

If H&G are getting permission from the PR agency, they would be H&G’s source and would be the correct contributor name

What are the different boilerplate contracts available for me to add in Content Planner?

The Contributor Engagement Agreement is a copyright license - that is, we won’t own the commissioned works, but will have broad editorial reuse rights. The Global Copyright Assignment Agreement grants Condé Nast ownership of the copyright, and is our preferred agreement.

Below is the full response from the BA team : The Contributor Engagement Agreement is a copyright license, pursuant to which the contributor retains copyright and the Company gets certain reuse rights. The Copyright Assignment Agreement is the one by which the company owns the copyright in the commissioned works and is the preferred agreement. You can find this information on the presentation we did in the Spring here: https://docs.google.com/presentation/d/1YfA7TGLRPk1pKnnpoRgD2VetNDcqCl0jduJ_5V6bOW0/edit

When getting an agreement for image usage via email, and then upload against the image in Intake Portal, do you have a template request we can send to the image provider to get the response we need?

You’re welcome to use the below copy to get the agreement response:

“Could you please confirm that [COMPANY] has all rights to the images to allow House & Garden to publish them in print and online? And if there is a photographer who requires crediting please let us know the name.”

When creating a new contributor to assign the non commission assets to an Exciting agreement in Intake Portal. If I'm getting the email approval from different individuals at the same publishing house/company for the different images. What is the correct process for creating the contributor in Intake Portal and later reselecting them for new images?

Please create the one company entry with the initial contact name and email. You can then reuse the same company name for the other agreements even if it's coming from a different individual at the same company. The Editor can then enter the different individuals' details in the notes section when assigning the rights.

Can I assign an external contributor as an editor in Content Planner?

External Contributors can not be added as an editor. Only internal staff within your brand can be assigned as an editor to the story in Content Planner.

I’m unable to find the matching Component ID from Content Planner in Workday to pay contributor/provider invoices with the finance team?

In Workday, you will need to use the Content Planner component Task ID which you can find in the Project Plan tab, under the project (story/content) in Workday, then add this ID to the Additional Worktags field, to find the matching resources and upload the relevant invoices. Please note that the contributor components need to be commissioned in Content Planner. Supplier invoices can be created only against the contributors/providers in Workday, which will be available after commissioning the contributor/component in Content Planner.