Streamline Your Digital Asset Management Processes: Extensis.com

Streamline Your DAM Processes

How Workflow Automation Can Help Digital Asset Management

With the explosive growth in demand for images, video, and campaign collateral across organizations, a digital asset management system has become a critical enabler for teams to be able to quickly locate and use relevant content on demand.

Yet, being tasked to manage and distribute the ever-growing number of digital assets your organization creates and owns can be challenging. Are your assets being uploaded with the correct metadata and naming conventions? Are those assets being uploaded to the correct folder? Are approved assets made available to end users - not those that are considered a work in progress? Are expired assets no longer available for use, yet still searchable in an archive?

Updating each asset manually is not a viable option. Effective use of a digital asset management system is greatly benefited by automating your workflow. With Portfolio Workflow Automation, DAM system administrators can create and manage automated workflows with minimal IT assistance. While there are unlimited ways you can automate your workflows, here are a few use case examples and benefits:

Clean Bulk Asset Ingestion

You’ve got dozens, if not hundreds of new images for a new product release that require consistent naming and addition of metadata such as part number(s) and price from your Product Information Management System. You also want to ensure that assets are not being uploaded before meeting minimum requirements, such as correct format and basic metadata related to the product image.

Create an Asset Ingestion workflow that automatically checks assets against a list of pre-defined requirements. Assets which meet those requirements can then be modified with additional metadata prior to loading into Portfolio. You can be notified by email which assets have and haven't met the requirements and need to be manually approved or edited prior to being added into Portfolio. All of which makes managing large asset uploads efficient, minimizing the time and manual effort involved, and ensuring assets are “clean” and easily accessible to relevant end users.

Systematic Creative Project Management

High demand for digital assets from end users requires a quick turn-around time for delivering new and revised creative assets. Yet many creative departments are still using email and other manual processes to gather feedback from stakeholders and obtain approval for finished assets prior to use. This makes it difficult to find an audit trail, and to ensure that extended teams are only using marketing and brand approved assets in their campaigns.

By building automated creative project approval workflows with Portfolio Workflow Automation, work in progress assets can be systematically reviewed and commented on by each approver, leaving an audit trail and only allowing approved assets to be available for use. Reminder emails and notifications are sent if action has not been taken within a specific time frame. This ensures that creative teams have an organized way to receive feedback, and everyone knows which assets are approved for use.

Accelerated File Conversion and Asset Distribution

Your social media team requires assets in particular sizes and formats, as does your web publishing group, email marketing team, distributors and resellers. It would not be unheard of to have hundreds of derivative assets that need to be published to dozens of channels and applications for proper use.

Instead of taking days to manage this process manually, you can convert and deliver each group’s needed assets with the simple action of saving an approved asset in a Portfolio folder or gallery. In your sharing and distribution workflow, you can automate the resizing and formatting of your assets to meet each channel’s specific requirements, and tag them for use by that particular channel. The workflow can also be set to notify each stakeholder when new assets that have been published and are available for use. Better yet, if you also have Portfolio NetPublish, converted assets can be automatically save and shared onto any NetPublish site you’ve already created.

Managed Asset Lifecycles

Are the assets being stored in your digital asset management system growing exponentially? Is it possible that there are expired or other out-of-date assets still available in your DAM catalog? Archiving assets is an important but often overlooked aspect of managing the health and usefulness of your system. Having expired or irrelevant assets available slows down your system and makes search results difficult to comb through.

Creating an automated asset management and archival workflow can automatically query the entire system for assets that are soon to expire, and move them to an archival catalog. Archival storage can be on-premise or cold storage in the cloud, such as Glacier from Amazon Web Services. It can also notify stakeholders by letting them know the list of assets that are about to expire, and which have been archived, or notify them after the action has been taken. This ensures that your DAM system is only allowing relevant assets to be made available to end users.

Using Portfolio Workflow Automation helps you manage assets more efficiently by providing your stakeholders and end users with the most useful and relevant content in a timely manner. This solution can help teams who are developing content collaborate and communicate in an organized way. This also ensures systems of record, audit trails and reports that are easily accessible. Your workflows can be configured by a DAM system administrator with simple drag and drop actions, minimizing the IT resources otherwise required to build and manage workflows.

As mentioned, there are many workflows that can be automated and many different ways to automate them, including the ones we’ve outlined above. If you are interested in increasing efficiency and cost savings in your organization, please contact us to discuss how Portfolio Workflow Automation can support your existing workflows.