Digital Asset Management Workflows

Build the workflows of your dreams to free up time for your team and bring ROI for your Digital Asset Management.

FREE E-BOOK

7 DAM WORKFLOWS

that saves you and your team hours of time.

DOWNLOAD E-BOOK

Automate tasks with workflows

A workflow is a set of business or task-based processes that aims to be completed in a digital asset management system.

Automate mundane tasks or get your files to market sooner by easily creating workflows for designing, reviewing, approving, and publishing assets.

Streamline content creation and asset handling by automating the manual workflow.

Streamline Operations

Save time for your team by creating actions that automate repetitive processes and reduce mundane tasks.

Stay up-to-date

Get an overview and quickly track the status of all your assets by using markers or getting notifications.

User Access

Use groups to control who can access a certain set of files. Users only see files they have the correct rights for.

Return on Investment

Well-designed workflows and automations are the best way to increase your the ROI of your DAM solution.

Learn Digital Asset Management's workflow examples to common, yet dreary operations that you can speed up or fully automate in the FotoWare system to make your day just a wee bit brighter.

Markers to approve the use of an asset

By using markers, which display a small icon in the top of assets in an archive, users are able to quickly determine whether or not an asset can be used. Markers are set by the system administrator and can be configured to appear on all assets that have a certain value in a specific metadata field - e.g. the expiry date of a license or where the asset has been licensed for use.

Using FotoWare, the Financial Times have been able to ensure that their journalists, social media team, and staff at their sister publications can easily identify and know exactly which images they can or cannot use.

Get our eBook to learn more about the Financial Times' case and how to set it up for your team!
Markers to identify missing metadata

Metadata is a central feature of any Digital Asset Management system. It enables you to easily find and re-use the content you spend time creating, increasing the life-cycle of that content and maximizing its value. Metadata also helps you to automate mundane tasks, allowing you to spend more time doing what you do best. What this means is that ensuring that users add metadata is crucial.

With our own internal FotoWare system, we have taken steps to ensure that no file is uploaded without the important metadata it needs - but, in case that does happen, for whatever reason, markers can be automatically applied as a reminder for users to add more metadata.

Get our eBook to learn more about the case and how to set it up for your team.
Approval process with consent forms

In FotoWare, each group of users that participates in image approvals are assigned to different hierarchical classes. As images are offered for approval, it steps through each one of these classes sequentially. The approval process is clear and fast with a formulated workflow. It also provides a clear documentation trail.

Previously, image approvals at San Francisco Ballet were done manually so it took unnecessary time to walk around to find the right people to get approval, and it was hard to make an accurate decision with printouts.

Get our eBook to learn more about how San Francisco Ballet's has solved the problem, how to set it up for your team, too.
Notifying when an asset with certain metadata is added
Notifying when metadata is missing

On our own FotoWare site, we decided to allow users to upload content by only providing a minimum of metadata: a title, description, and at least one tag. We notify users that they need to fill in some additional metadata on the assets they’ve uploaded using a FotoWare action that combines a metadata update with a webhook.

Get our eBook to learn more about the case and how to set it up for your team.
Being GDPR compliant with forms

You can be GDPR compliant with all your assets within FotoWare by managing forms and metadata. For example, one can easily retrieve the assets associated with the consent in question and purge the content or manage access to it. Asset markers in the FotoWare system can be used in combination with the above to visually indicate the level of consent given.

National Healthcare UK ensures all their medical photoshoots are GDPR compliant using FotoWare.

Get our eBook to learn more about National Healthcare UK's case and how to set it up for your team!
Access level permissions using metadata

Access level can be set at archive level, collections or individual files. By selecting a file and opening the action menu the user can set access to the pre-customized level. This can be easily managed by defining groups of users.

For example, the National Institute of Dramatic Art has employee level, students level, and public. The administrator can select the files of choice and assign the desired permission. No duplicates of the files are created and the custom markers on the preview grid give users a clear & visual indication of who has the rights to access the collection at hand.

Get our eBook to learn more about NIDA's case and how to set it up for your team.