To upload your media files to shots Vault, start by navigating to the Add Spots page, which you’ll find on the left-hand navigation bar.
Once on the Add Spots page, you can either drag and drop your files directly into the designated upload area or use the traditional file selection method. To do this, click 'Select Files' which will open Finder (on Mac) or File Explorer (on Windows), locate the file(s) you wish to upload, select them, and click OK.
The drag-and-drop method is demonstrated in the illustration below.
The top bar provides an illustration of the overall upload progress as a percentage. Each individual spot within your bulk upload will display a checkmark once it has been successfully uploaded.
While the spots are uploading to our server, this is the time to begin filling out the required information in the various fields provided.
Important Note: shots Vault uses matching credits to link content to Company and People pages. Therefore, it is crucial to match your company to the listing in our database. You can do this by selecting the appropriate company from the TypeAhead drop-down menu while filling out the information fields in the uploader.
For example, if you are crediting an agency, you will need to select the specific agency location, such as "Agency Name, New York", to ensure the correct match. See the example below for guidance.
You can add additional credits by clicking the Add Credit box located on the right-hand side or by attaching a credit sheet/document.
A pop-up box will appear with two tabs: one for People and one for Companies.
If adding a person:
Select the People tab at the top.
Type the name you wish to add and select the correct name from the TypeAhead suggestions.
Update or add their Job Title as needed.
Choose the relevant Production Category (e.g., Ad Agency, Animation, DP, Editing, etc.).
Click the Add button.
A list of all the people you’ve added will appear within the Add Credit section for your reference.
For bulk uploads (i.e., uploading more than one spot), you can enter the credit information at the top of the uploader. Once the credits are filled out, you can click the Apply Bulk Data button, which will copy all the added credits into every spot within the uploaded campaign.
This saves you from having to repeatedly input the same credits for each spot.
The process is illustrated below.
The Submit to Shots and Embargoed checkboxes are located within the options for each file you have uploaded.
Submit to Shots Magazine: This box becomes available when you have selected an air date that qualifies for publication and have submitted a press release either manually or by uploading a document. Checking this box alerts the editorial team to the spot's presence in the shots Vault database. Please note, this does not automatically upload the spot to the Shots website. Instead, it flags the spot for editorial consideration.
Embargoed: Selecting this box allows you to set an embargo date. The spot will remain hidden on the platform until the specified embargo date has passed, ensuring your embargo requirements are met.
Each spot requires a minimum of the following information: title, brand, product, and at least one of these three credits, director, production company, or agency, to be entered into the provided fields before the spot can be uploaded.
If a spot is missing any required information, a Details Not Complete indicator will appear next to the individual spot's file name. Once all required fields are completed, you will see a "Details Complete" indication. When both the Details Complete and Uploaded checkboxes turn green, the spot is ready to be submitted to shots Vault.
Once all the required fields have been filled out and any additional information, such as keywords, descriptions, air dates, taglines, etc. has been added, the Submit Spots button will become active and ready to press. After clicking the button, the spots will proceed to transcode and appear on the shots Vault platform.
The transcoding process typically completes within a few minutes, and the spot will immediately be available to view on any of the people or company pages you have credited within the spot.
If, for any reason, the spot doesn’t appear in the correct place or fails to transcode, our media team will investigate the issue on your behalf as soon as possible.
If you have any questions about this process, please don’t hesitate to contact us via Intercom’s live chat feature. A member of our team will be more than happy to assist you.