The Library: what’s new

You likely know The Library by now – our online system where you submit and manage the clearance of your ads (plus order Clearcast Delivery and Subtitles!).

Well, your feedback on the system has been invaluable and we’re delighted to announce a series of improvements to make your experience even smoother and more efficient.

We’ve introduced updates in February and July, with more to be rolled out throughout the year! Check back here for updates.

19th February: ‘Agency action required’ warning

We’re introducing a bold new feature to help keep things moving swiftly.

🤔 The problem:

When working on your submission, it’s essential to assign it to a Clearcast user after you’ve taken an action, otherwise it will remain assigned to you and we won’t be able to work on it. Historically, some users have forgotten to do this, meaning the submission can’t progress.

✅ The solution:

Now, whenever a submission is assigned to you, a brightly coloured ‘agency action required’ warning will appear on the material list. This gives you a clear and immediate signal when it’s your turn to take action, ensuring everyone knows exactly who’s responsible at each step.

This added visibility is designed to make your workflow simpler and more intuitive, so you can focus on what matters most – creating great ads!

19th February: Agency name field

The next handy feature will help you to stay organised.

🤔 The problem:

When creating a new material, you’re asked to input your agency name. This allows all of your agency’s submissions to be linked together. However, it left some room for human error with the data entry, which could make filtering the material list trickier due to different variations of the name.

✅ The solution:

Now, the agency name field will be auto-filled for you! This means that you can sail through the process, confident that your material will always linked to the correct organisation.

Another great benefit is that when filtering your material list, all materials will be organised under one singular name, eliminating any unhelpful variants!

30th July: Material list

This update should make it easier for you to find the material you’re looking for.

🤔 The problem:

Because The Library can be used to submit materials for other services, as well as clearance, all materials previously could appear together. This meant that historic content and non-clearance materials could make it harder to find the items you were actively working on for clearance. This was previously distinguished in the system as ‘default view’ and ‘clearance view’.

✅ The solution:

To make things simpler, we’ve split these views into separate menu items. You’ll now see All Materials which contains every material on your account, regardless of age or purpose, and Clearance Hub, which displays materials submitted for clearance within the last 13 months. The latter gives you a more focused view of current clearance work and makes it easier to find active submissions.

30th July: Long-form service levels

Introducing three new service levels for greater clarity.

🤔 The problem:

When submitting long-form materials, the available service levels didn’t always clearly match the type of submission you wanted to make.

✅ The solution:

We’ve added three new long-form service levels: Longform – Revision, Longform – New script and Longform – Work in progress. This provides clearer submission options, greater transparency and more flexibility when selecting the appropriate service level for your material.

30th July: Purchase order functionality

This update is fundamental to an accurate and swift billing process.

🤔 The problem:

When submitting materials for one of our paid-for services (i.e. Fast Track or teleshopping) there was no way to provide a purchase order (PO) number at the start of the process, or specify which organisation should receive the invoice, ultimately slowing down the process.

✅ The solution:

Now, at the start of the submission process, you can select the organisation to be billed and add a PO number. This gives you greater visibility of billing information, reduces admin steps and helps to make sure invoices are issued to the correct organisation.