SugarSync Information for J.W. Pepper Assets

Modified on Wed, Aug 6 at 11:14 AM

Thank you for taking the time to review this information! This document will cover two important topics regarding any assets or files for your items: information about how to format assets, and how to use our preferred file sharing program, SugarSync. This should hopefully help you feel confident with uploading or managing any files that Pepper should use on our website.

SugarSync

Folders Overview

When you login to SugarSync, you should see two main folders that you can access. The first is labeled 01_Review_Assets. The second is 02_Web_Assets.

Review Assets Folder

The 01_Review_Assets folder is used to store files being submitted for review. They can be either drafts or final files. Our editors will need complete audio and score/octavo samples to preview your upcoming pieces.

An important note: J.W. Pepper will not use any files in the Review Assets folder on our website. If a file is ready to be published, please upload the file to the 02_Web_Assets folder.

Web Assets Folder

Once a file is uploaded to the 02_Web_Assets folder, this tells J.W. Pepper that the file is able to be published on our end. The 02_Web_Assets folder is divided into various sub-folders to make the different types of assets easy to see and store. This also helps our uploading system know what type of asset we’re trying to upload.

The sub-folders in 02_Web_Assets, as well as their uses, are as follows.

01_Cover_Images – Cover image files
02_Score_Previews – Samples of the full score/octavo (complete samples preferred)
03_Audio_Samples – Sample recordings of an item (complete samples preferred)
04_Downloadable_Content – Files to be used for digital download items that are sold online
05_ePrint_Files – Files to be used for digital ePrint items that are sold online
06_POD_Files – Files to be used for Print On Demand versions of items that are sold and shipped to customers

Please note: In order to make sure we can access everything in Web Assets properly, please refrain from creating any new folders within this area. By creating a new folder in Web Assets, it can interfere with some of the automations that we use when uploading these files on our end.

Files

Sample Asset File Types

When uploading assets, we request that the samples provided use specific file types. This is necessary since our website is programmed to use specific types of files for each type of asset. Below are the types of samples we use and the requested file type for each one.

Cover Images – JPG files
- Please make sure they are .JPG files and not .JPEG files. Though they are similar, this has caused issues in the past.
Score Previews – PDF files
Audio Samples – MP3 files

ePrint / Downloadable Content / POD File Types

For ePrint and POD Files, we request that those are provided as PDF files. Please also make sure these files do not have a watermark before uploading them

For Downloadable Content, the recommended file type will depend on what is supposed to be included with the download. Typically, we recommend using the same file types as listed above, depending on what is being sold. We can also upload other file types too if needed for the product. If you’re unsure if we can use a specific type of file, please ask us before uploading it.

You can also upload ZIP FOLDERS for Downloadable Content if there are several files that should be included with a specific item. If that is the case, you can upload that zipped folder to the Downloadable Content folder in SugarSync. The customer can then download the ZIP folder all at once after purchasing the item.

File Names for Assets

Regardless of the type of asset, we request that each sample use a standardized naming convention. This allows our computer systems to match up these files without the need for manual file manipulation on our end. Below is the needed information in the file name for your Cover, Score, and Audio samples.

Your product number for the item
- Please do not use an ISBN number
An underscore
The full title of the piece
- Please make sure that the title in the file name matches the exact, full name of the item.
- Please do not put any extraneous information before or after the title of the piece.
  - Unneeded information can include what type of sample it is, or information about the specific voicing for the sample. This information is not necessary for these assets.

As an example, a correct file name would show as follows:

Cover Images
- JWP123_The Title of the Piece.jpg
Score Preview
- JWP123_The Title of the Piece.pdf
Audio Sample
- JWP123_The Title of the Piece.mp3

Please note: All the information included in the file name is case sensitive. This includes both the Publisher ID number and the title. This would need to match exactly with what we have in our database for this piece to upload properly. If it does not match, we will have to manually make changes to the file when uploading.

Downloadable Content File Names

The file naming conventions that we request for Downloadable Content are nearly identical to the Asset files. Below is the requested information that should be included for Downloadable Content file names.

Your product number for the item
An underscore
The full title of the piece

Examples of accepted file names for Downloadable Content are as follows.

JPW123_The Title of the Piece.pdf
JWP123_The Title of the Piece.mp3
JWP123_The Title of the Piece.zip

As mentioned previously, you can also have several files in a ZIP folder. If that is the case, you can put all of the files in a ZIP folder and name the folder using the steps listed above.

ePrint and POD File Names

The naming process for ePrint and POD files is similar to the steps listed previously, with some important alterations. There are also differences between Choral files and instrumental files. We will go through each of these variations below.

Choral ePrint and POD File Names

Choral ePrint and POD file names must include the following information:

Your product number for the item
An underscore
The title of the piece
- Example:
  - JWP123_The Title of the Piece.pdf

Instrumental ePrint and POD File Names

Instrumental ePrint and POD file names must include the following information:

Your product number for the piece
An underscore
A two-digit sequential number for each part in the piece
- These numbers start with “00”, which is for the score. Each subsequent part has an ascending number afterward
- The numbers must go in score order
- There should always be two digits in this number. This means there should be a leading 0 for any singular number
A second underscore
The full title of the piece
The name of the individual part
- Example:
  - JPW123_00_The Title of the Piece Score.pdf
  - JWP123_01_The Title of the Piece Violin I.pdf
  - JWP123_02_The Title of the Piece Violin II.pdf
  - JWP123_03_The Title of the Piece Viola.pdf
  - JWP123_04_The Title of the Piece Cello.pdf
  - JWP123_05_The Title of the Piece Bass.pdf

Disclaimers Regarding File Issues

Please note: If a file is sent to us in the incorrect file type, or with the incorrect file name, this may cause a delay in processing. Pepper will either need to manually change this, or we may contact you requesting that a corrected file is sent to us. Either situation would delay this from being uploaded, which is why we humbly request that this is checked before uploading to SugarSync.

SugarSync Disclaimers

There are a few other points regarding SugarSync, and files in general, that we wanted to inform you of. Please check the following information regarding other important knowledge for SugarSync

First, any new or updated assets that are uploaded to SugarSync do not automatically update on our website.

For brand new pieces, please make sure that you are using Airtable or a provided spreadsheet to input your new items, along with submitting the Click Up Intake Form. Once the new pieces are in our database, we will then upload any new assets that are available in SugarSync.

To update assets of existing products, we will need to be notified. Please submit a new Click Up submission and select the Assets option. You can leave a brief note to say if it’s for multiple asset updates, or if it’s for a specific asset. Once we receive that, we will push through the newer assets

Finally, please note that J.W. Pepper does not normally check or maintain your SugarSync folder. We can always view anything in your folder, but we are not regularly checking to see if any new files were uploaded there. Also, we may occasionally remove older files that we already have in our systems to clear out space if needed.

Closing

Thank you for your attention to this matter! We appreciate you taking the time to review this important information. We look forward to working together to present your products in the best way possible. If you ever have any questions regarding anything in this document, please let us know!