Which brand-asset changes may an agency make without fresh approval?

Separate access, editing, and distribution authority

An agency may need to reposition an approved logo in an advertisement without having authority to redraw the symbol. A production supplier may need finished artwork without permission to distribute source fonts. These are different decisions.

Fictional exercise: an agency receives an approved two-part logo lockup. The brand owner permits placement adjustments within approved presentation requirements but has not approved symbol reconstruction or font-file redistribution.

The older template workflow defines which design elements stay fixed. This workflow instead identifies which party may perform each change, which derivative uses are permitted, and whose approval is required.

Build a four-party asset permission matrix

Identify the brand owner, agency, underlying asset rights holder, and production supplier. Record each party's actual task and approved access. The same organization may occupy more than one role, but that should be confirmed rather than assumed.

Adobe Fonts and Adobe Stock provide provider-specific licensing examples. Their permissions do not automatically apply to assets from unrelated suppliers.

Record derivative uses and permission boundaries

Permission should identify the asset version, permitted operation, intended media, recipients, relevant territory or campaign where applicable, and any actual expiry or review condition. Do not invent a fixed permission period when the agreement provides none.

For the fictional agency, a revised advertisement may preserve the approved lockup while changing its location. A redrawn symbol is a different derivative requiring review. Possession of an editable file does not settle either question.

Itemlume provides raster logo concepts, not automatic vector masters, agency access controls, or third-party license administration. Text planning is free after sign-in; image and video generation follow current quoted prices.

1. Inventory the exact approved logos, fonts, and licensed artwork.
2. Identify the actual owner and license source for each asset.
3. Record permitted edits, recipients, destinations, and relevant limits.
4. Assign fresh-approval authority for changes outside that scope.
5. Check whether permission remains applicable before each new campaign use.
6. Transfer only the approved files and instructions to each party.

Test the handoff against one real editing request

Ask the agency to describe its proposed change before delivering additional source files. Compare that request with the matrix. If the change is outside the approved scope, pause and route it to the responsible owner.

Do not infer that a subscription ending automatically cancels every existing permitted use. Check the actual supplier terms and relevant agreement instead.

Preserve the asset version, permission evidence, approval decision, recipient, and review trigger. If the agency changes, the campaign expands, or a logo is redesigned, repeat the applicable permission review.

Record the decision in a manual worksheet

Manual Four-Party Brand Asset Change Permission Register

The download contains fictional practice rows. Actual evidence and release decisions are blank for you to fill in. This manual record does not inspect products, update a store or certify compliance. Keep private material out of public copies.

Download the English CSV worksheet