Digital Asset Management Workflows

Build the workflows of your dreams that will bring ROI for your Digital Asset Management and free up time for your team.
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What are 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 of assets. Streamline content creation and asset handling by automating manual workflow.


Streamline operations

Doing the same thing over and over? Create actions that automate those processes and reduce mundane tasks.


Stay up-to-date with all your assets

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


Organize access permissions

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 are the best way to up your DAM's ROI.

7 Workflow Ideas that Save Time for Your Team

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.

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! 


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. 

img-screenshot-marker metadata



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.



You can create a clickable bookmark that executes a search for a tag in question. That means all your search results are only a single click away. Even easier, Set an alert for a specific search result and you will receive a notification at your preferred frequency – from immediate to monthly basis.

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



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.


img-capture-action notify



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 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. 


Examples of the Use of Workflow Tools

See how various kinds of workflow tools, such as markers, can be used to get you an overview of your assets and save time. Click on each tag to learn more.


A container for assets. Think of Archives as the folders on your computer where you would normally store files. When you upload assets, they are stored in an archive. You can then pick out a selection of those assets and share them with someone using an album. 



A marker showing that this asset is included in a campaign.
You can easily find which assets have been used for which campaign using markers. 



 A marker showing that this asset is unpublished and not available to users. 




 A marker showing that this asset is available for FotoWare Partners. 

You can set which groups in your organization can have access to which asset using markers. 




 A marker showing that this stock image has usage restrictions. (e.g. Copyright, expiry date, etc)




A marker showing that this asset is available to unauthenticated users. 



A collective term for all the information about the assets in FotoWare. Some metadata is extracted automatically from files (creation date, size etc) while other metadata is added by users, such as Title, Description and Keywords. Additional metadata fields can be created to your heart's content! You can see more details by clicking an asset.



Creating alerts

After performing a search, you can create an alert to get a heads-up via email when new content that matches the search arrives in the archive.



 A marker showing that this asset is part of currently valid asset collections.




 A marker showing that this asset is available for internal use only.



Alerts bell

You can open up the list of defined alerts and manage (edit or remove) them.



SmartFolders help users perform advanced predefined searches in an archive with a single click. Similarly to the folder navigation that can be enabled on archives, it provides a way to create a meaningful structure of "folders" that, when clicked, in reality, execute a predefined search on the server and returns the result.

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