Regulations and Best Practices for Review Rounds

Review Round Schedule

Initial Review Round (Print-Ready Review)

1. The Production Team sends out the initial review round, the print-ready review, by 10 a.m. CT on the scheduled day.
2. The Publisher sends edits to the Editor by a mutually agreed-upon time before the submission deadline.
3. The Editor compiles the changes, adds them to the review round PDF, and uploads the PDF to ARC by 10 a.m. CT the business day after the print-ready review round PDF is released.

The print-ready review round feedback PDF is due back from the local teams the following business day by 10 a.m. CT. There is a very quick turnaround time, and there are strict rules around what kind of changes can be made at this point. 

The number of edits they are allowed is based on page count, not tier:

• 36-60 page magazines are allowed up to 50 edits
• 68-92 page magazines are allowed up to 80 edits

• 100+ page magazines are allowed up to 110 edits

  
  
  

Download the free Adobe Acrobat Reader and use the highlighter tool for text edits; the comment box is for ad moves and notes on photos.

Final Review Round

1. The Production Team sends out the final review round by 5 p.m. CT the day the print-ready review feedback is submitted.
2. The Publisher sends edits to the Editor by a mutually agreed-upon time before the submission deadline.
3. The Editor compiles the edits, adds them to the final review round PDF, and uploads the PDF to ARC by 10 a.m. CT the business day after the final review round PDF is released.

This is the final round of changes for the magazines. There is a very quick turnaround time, and there are strict rules around what kind of changes can be made at this point. 

The number of edits they are allowed is based on page count, not tier:

• 36-60 page magazines are allowed up to 5 edits
• 68-92 page magazines are allowed up to 10 edits
• 100+ page magazines are allowed up to 15 edits

Review Round Edits

How to Download PDFs

1. All review round activity will be available through the Editorial tab.
2. The deadlines for the Review Rounds can be viewed under the Issues tab. Make sure to select the correct month/year from the drop-down menu at the top of the page.
3. You will receive an email on your Print Ready Delivered Date once your first proof is available in ARC.
   1. However, you can also access all of the review PDFs under the Review Rounds drop-down tab in the middle of the page.
4. Click Download Print Ready Review to download the first round PDF of your magazine to your desktop.

How to Upload PDFs

1. Select Choose File to upload your PDF document when the edit requests are complete.
   1. Do not use the Notes box, as this box is for the in-house design team; all edits should be contained within your feedback PDF.
2. 2. After the review round feedback PDF is selected and opened (you will see the file name next to the Choose File button), click Upload.
3. In the event you need to upload a new feedback PDF, you should follow the same process as the initial upload and select Choose File to upload your new PDF document. You may upload up to 2 replacement PDFs to ARC for each review round. Each new PDF will be designated as a Version (ex., Print Ready Review Feedback Version 2).
4. Note that each new version of the feedback PDF uploaded to ARC fully replaces the previous PDF. Previous versions will not be reviewed or used.

PDF Setup

1. Download the free version of Adobe Acrobat Reader.
2. Open the PDF using the software.
3. From the menu bar, choose View > Page Display.
4. Check Two Page Scrolling, Show Gaps Between Pages, and Show Cover Page in Two Page View to view the publication as it will be printed.

Making Edits

1. Text Edits: Use the Highlight Text tool to highlight text changes and provide exact replacements in the comments sidebar. Use the Strike-Through tool when needing to remove text.
2. Photo/Ad Edits: Use the Add Sticky Note tool to mark images and ads. The sticky note tool can also be used to add text to a page, like a calendar entry. 
   1. Be specific about where you place these sticky notes. Placing them in general areas can confuse the designers.
   2. Be sure to highlight the exact text you need replaced. Any incorrectly highlighted text may be overwritten by your replacement text. 
3. Comment Sidebar: Open the sidebar to review your edits and keep track of the number of edits made.

Edit Restrictions

Here are some of the most important restrictions during the review rounds to ensure a smooth and efficient publication process:

• No New Materials: We cannot accept new images or advertisements. This includes any images or ads that have been added to the system for future months.
• No Redesigns: We cannot accommodate redesign requests. This includes both a single request for a redesign or a collection of smaller requests that would collectively result in a redesign.
• Limited Text Replacement: We cannot replace more than 50% of an article's original body text. This rule applies to both a single large edit and a combination of smaller edits.
• No Deletions for Expansion: We cannot delete ads or articles to make more room for the expansion of other articles or to add new advertisements.
• Edit Limits: You cannot submit more edits than the number allowed for your magazine's page count.

For the full list of edits dos and don’ts, see the expanded list below. 

No Edits Needed

Option 1: Select the button No Edits Needed under the notes box. Please note that once selected, this action cannot be undone.

Option 2: Submit the PDF with an edit stating “No edits needed.”

Can’t Dos in Review Rounds

• Do not request multiple edits or group edits into a single comment.
• Do not ask questions in the edits.
• Do not “reply” to an edit to add additional edits.
• Do not give extra or unnecessary information in the edits - only include the information the designer needs to know.
• Do not add the edit to the page you want the ad moved to - it should go where the ad is currently placed. 
• Do not make multiple edits using the tools - type into the comment bubble or highlighter space so only one comment is made.
• Do not rearrange the magazine (moving 50% of the magazine’s articles to a different place). You should put the articles in the order you would like in the Content List before the editorial deadline. 
• Do not remove or swap out a client's insertion associated with an invoice or payment. 
  • If the client is invoiced per the Advertising Agreement Terms and Conditions, we must run the client's ad if the advertiser previously provided materials.

Ads

Not allowed:

• Ads that have been attached to the PDF
• Requests to delete ad space to extend editorial
• Requests to remove or replace house ads with new editorial content
• Swapping ads of different sizes
• Placing fractional ads (e.g., ¼, ⅓, ½, or ⅔ page ads) on the back cover – only full-page ads are permitted.
• If a client has been invoiced for an ad, you cannot replace the client’s ad or house ad with another client's past ad.  

Layout Design

Not allowed:

• Requests for a redesign of the layout
• Requests to move multiple articles to a different place in the magazine (reordering 50% of the magazine). 
• Requests for movement of photos or copy that would be considered a redesign
• Any edit that goes against City Lifestyle’s editorial and design style (ex., changes to body copy size)
• Requests to move editorial elements outside of the safe area (1/4-in. from the edge of the page)
• Page swaps with stationary departments such as any of the designated front of book content 
• More than 50 edits for a magazine with 60 or fewer pages
• More than 80 edits for a magazine between 68 and 92 pages
• More than 110 edits for a magazine with 100+ pages

Copy

Not allowed:

• Replacing more than 50% of an article's body text anywhere but Lifestyle Letter, Business Monthly, or Events
• Deleting articles so additional ads can be placed 
• Deleting articles so that other articles can be expanded
• Adding titles to the masthead that are not listed in ARC as the approved title

Images

Not allowed:

• Adding any images that were not previously uploaded in ARC by the issue month’s editorial deadline
• Adding stock images without having a provided stock ID number
• Images that have been attached to the PDF or submitted somewhere other than through ARC
• Images that have been uploaded to ARC under a different month
• Asking for images to be enlarged by over 130%

Allowed Edits in Review Rounds

Editorial Changes

Text Modifications

You can request word changes, new phrasing, or additional captions across the Cover, Lifestyle Letter, Table of Contents, City Scene, City List, Events, and Articles sections. These edits apply to titles, subtitles, photo captions, pull quotes, and body copy (with a maximum limit of 50% changed for body copy entered as individual edits).

How to Request Text Changes

Use the markup tools in Adobe Acrobat Reader to make changes. The Comment tools should not be used for any text changes. 

• Replace Text: Use the Highlighter tool to mark text and enter the exact replacement text.
  • Note: You may replace no more than 50% of an article's original text, and all edits must be entered individually. Do not highlight and replace an entire article at once, even if you are making minimal changes; doing so makes it impossible for the designer to track your edits, and the request will be denied.
• Delete Text: Use the Strikethrough tool to cross out text and type “Delete” in the comment box.
• Text Corrections: Use the Highlighter tool to mark the incorrect word and provide the exact corrected version in the comment box.
• Punctuation Edits: Use the insert text cursor, click where you want to insert punctuation, and type it in the comment box to add punctuation after the text.

Note: The comment tool should not be used for any text changes. It should only be used for photo changes or ad requests. 

Department-Specific Changes

Cover Edits

Allowed changes:

• Magazine Title Color (Black or White)
  • Ex. “Change Johnson County City Lifestyle text to white.”
• Border Type (White or Full Bleed)
  • Ex. “Change the border to full bleed.”
• Cover Photo Placement Adjustments
  • Ex. “Shift the photo to the left to eliminate the quilt and window."
  • Ex. “Please bring the model’s head forward to cover the word ‘Lifestyle’ in the title.”
• Text Movement
  • Ex. “Move the main teaser ‘LOVEABLE ART’ to cover the white wall between the side table’s top and bottom shelf.”
• Replace Web Category in Teaser (Find the correct category in ARC under the Web tab)
  • Ex. “Change the category to ‘Health + Wellness’”

Lifestyle Letter

Allowed changes:

• Swap a Photo (Only photos uploaded to ARC before the current issue’s deadline or from a past issue)
  • Ex. “Please replace it with the photo used in the April 2026 issue.”
• Replace the Signature (Only previously used signatures)
  • Ex. “Please replace it with the signature used in the May 2026 issue.”
• Edit a Title, Name, or Email in the Masthead 
  • Note: Only one Publisher may be listed, and only available titles in ARC can be used.
• Add, Remove, or Replace Contributing Writers and Photographers 
  • Note: Only the first and last names are required.

Table of Contents

Allowed changes:

• Replace a Featured Article
  • Note that this request takes two edits. One to update the text and a separately noted request to change the photo. 
  • Ex. “Replace the article listed for page 24 with the article, ‘Festive Fall Drinks’ on page 56.”
  • Ex. “Replace the photo for page 24 with image 3 from the Festive Fall Drinks article.”
• Replace Web Category or Department Name 
  • Note: Only listed categories in the Web tab or Departments in the Assignment tab can be used.

Business Monthly

Allowed changes:

• Reorder Entries
  • Ex. “Swap the Direct Primary Care entry with the Dog Washing Takes Over entry.”
• Edit Titles or Descriptions
• Replace a Business Monthly Entry (Only one per issue)
  • Include the title, description, and stock photography number (no new images will be accepted other than stock images).

City Scene

Allowed changes:

• Reorder Images
  • Ex. “Swap image 3’s position with image 5.”
• Add Photo Credits
  • Ex. “Add an overall photo credit for Gainway Photography”
  • Ex. “ Add a photo credit for @CityofLeawood on image 4.”

City List

Allowed changes:

• Change a Category (Only categories from the ARC dropdown list)
• Update the Business Name, Website, Or Phone Number

Editorial Articles

Allowed changes:

• Text Color (Only on text that is colored something other than white or black)
• Background Color (Only for colored layouts, not white backgrounds)
• Replace an Article with Evergreen or National Content
  • If you're replacing the entire article, please include the total page count of the article. If you want the team to move the removed article to a future month, that needs to be stated as well.
  • Ex. “Replace article with one page of National Content.” 
  • Ex. “Replace article with one page of the Evergreen article titled ‘Home Cooking for Fall.’”
  • Ex. “Replace this 3-page article with 3 pages of National Content. Move this article to December 2027.”
• Edit Body Copy 
  • Note: You may replace no more than 50% of an article's original text, and all edits must be entered individually. Do not highlight and replace an entire article at once, even if you are making minimal changes; doing so makes it impossible for the designer to track your edits, and the request will be denied.

Events

Allowed changes:

• Replace an Event
  • Must include the Title, Date, Time, Location, and Description
• Change the Event Details
  • Including the date, title, location, time, and description.

Photo Changes

You can request to move, replace, or recrop photos within their frames—or request stock images—during the review rounds. All non-stock replacement photos must be uploaded to ARC prior to the current issue's editorial deadline.

Photo changes (moves, replacements, recropping, or stock photo requests) can be requested in any editorial section, including the Cover, Lifestyle Letter, Table of Contents, City Scene, Business Monthly, and Articles. Advertisements are excluded.

How to Request Photo Changes

Use the Comment tool for all photo change requests. 

Replace a Photo: Be specific in your description, including the image number from ARC.

• Ex. “Please swap this photo with image 3 in ARC of two children with painted faces.” 

Note: The image number should reference the image number shown in ARC (numbers from top to bottom, left to right). 

Move a Photo: Be specific in your description, including specifically where you want to move the image to. 

• Ex. “Move this image to bottom right space on page 24 replacing the photo of the child and horse.”

Recrop a Photo: Give as much detail as possible about how you would like the image adjusted. 

• Ex. “Adjust this photo so the dirty napkin on the table on the left side of the image is no longer showing.”

Request Stock Photo: All stock photo replacement requests must include the Adobe Stock photo number, or they will not be completed. 

• Ex. “Replace this image with stock photo 417986216.”

Ad Swaps and Moves

Use the Comment tool for all ad requests.

Allowed changes:

• Replace an Ad with a House Ad
  • Ex. “Replace this ad with the City Lifestyle house ad.”
• Replace an Ad with a Previously Published Ad
  • The ad must be the same size. Include the client name of the ad, the month and year of the issue the ad was run in, and the page number the ad appeared on. 
  • The replacement ad must be for the same client. 
• Swap an Ad’s Placement with Another Ad
  • Ex. “Swap this Compass Dental ad with the ad for Powers Electric on page 17.”
  • Ex. “Swap this ¼ page Compass Dental ad and ¼ page Powers Electric ad with the ½ page Re/Max Realty ad on page 18.”
• Swap an Ad with a Neighboring Publication’s Ad 
  • Provide the publication name, issue date, client name, and page number the ad ran on.
  • Ex. “Replace this ad with the ad for Compass Dental in Johnson County, May 2024 issue, page 24.”

Official Ad Swap Policy

Ad insertions can be replaced with house ads or the client’s last approved ad due to deadline restrictions. Please note:

• Only clients who have previously published ads may be swapped.
• Requests must be submitted via the review round PDF.
  • If the request is submitted by any of the local team’s staff, it will be considered a request approved by the publisher.
• The issue date of the previously published ad must be provided and valid.
• No new artwork or attachments of old artwork will be accepted.
• We will not bill this client or add this to the ad list. This is only meant to be a possible trade or “goodwill” swap.