Assets are the reusable files - images, video, documents. Each carries a name, a type, tags, AI tags, the campaign and blueprint it belongs to, who created it, and an approval state.
Why It Is Central
Without a library, files live in chat threads and personal drives. The costs are predictable: the same image uploaded five times under five names, work rebuilt because nobody could find the original, and an out-of-date logo in use for months.
The library is only worth having if people actually put things in it and can find them again. Both depend on tagging.
Tagging
Two kinds. Tags are yours. AI tags are generated from the content of the file.
Generated tags help with the search you did not anticipate - finding every image with a person in it. Your own tags carry what the file cannot show: which market it is for, which campaign it belonged to, whether it is approved for external use.
A convention beats cleverness. Agree a small vocabulary and hold to it: market, product, format, usage. Ten agreed tags used consistently beat a hundred invented per upload.
Linking
An asset attaches to a campaign and a blueprint, and content links to the assets it uses.
Those links are what let you answer "what did we actually produce for that campaign" without a folder hunt - and they are what stops the same file being uploaded again by someone who could not find it.
Approval
Assets carry an approval state with a reviewer and a round, and can be approved by someone outside the organisation through a time-limited link. See Approvals.
Keep in mind
Approval state travels with the asset. A file approved for one campaign is not automatically cleared for another - usage rights, model releases and licences expire. If an asset has a usage limit, put it in the tags, because nothing enforces it for you.
Keeping It Usable
A library degrades unless someone tends it:
- Name files as someone searching would. Not "final_v3_new".
- Archive superseded versions rather than deleting them - history matters when a claim is questioned.
- Review annually. Anything untouched in a year is either genuinely archival or was never findable.
Common Questions
Can I bring in work from Canva or Figma? Yes, once connected in Operations. The connection keeps the link to the original rather than making a copy.
Who can see assets? Assets carry a visibility setting. Restrict anything unreleased.
What happens when a campaign ends? The assets stay. That is the point - they are reusable.
Someone deleted an asset in use. Assets soft-delete, so it can be recovered. The content linking to it is the fastest way to find what was lost.
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