What is a DAM workflow, why do you need one, and how do you create one?

Discover how a well-thought-out approach can help your marketing team take full advantage of the time-saving features provided by a digital asset management system.

A digital asset management system (DAM) is more than just a location to store digital information related to your business’s intellectual property. Using automation and artificial intelligence improves productivity and efficiency in the process of finding and recycling marketing assets. Workflows must be documented in a DAM for system administrators to be able to maximize system performance and minimize inefficiencies. While most MAM systems lack this functionality, a DAM might be able to create new versions of assets that were already in existence.

Marketers may quickly create several variations of an existing image in the DAM, as opposed to submitting a request through a project management platform and waiting for new versions to be uploaded to the MAM. This is not the same as the procedure that needs to be used with the MAM. There’s a good chance that this modification will result in significant time savings at work.

The concepts underlying business procedures are susceptible to misunderstanding because most marketers are either millennials or Gen Zers with five years or less of work experience. When questioned about the workflows they use on a daily basis, some people might find it difficult to express what comes to mind.

[Exactly what is a workflow?]

To put it another way, a workflow is simply the set of procedures that an employee follows from the start of a project to its completion. The delivery process, as understood by DAM managers, is the method by which a new asset is requested, developed, and provided.

The average person rarely considers the specific actions that need to be taken to complete even the most routine of activities. How long does it take you to decide to go grocery shopping and how long does it take you to put the food you have bought away?

It is possible to divide the field of marketing into a number of related tasks. The results are virtually always undeniable, even though authors, designers, and developers sometimes find it challenging to articulate the creative process (inspiration, perspiration, and activation).

[How to make a diagram of a workflow]

This is an example of the procedure for a standard marketing project:

Preferably, a project request should be in the form of a brief with precise guidelines about the messaging, style, and materials that must be included.

an initial draft for the customer, which could include one or more components based on how complex the request is. A customer may request separate draughts of the copy and design, or the asset(s) may be fully mocked up with copy and design in place.

a feedback and revision cycle in which the client offers suggestions and changes to the creative team.

A second draught delivery with subsequent feedback and amendment rounds, if required, must occur before a final proof can be produced.

a last verification process in which one or more interested parties review and approve any changes made to the finished asset or assets.

delivery of the final asset (s) to the client.
the project’s conclusion and the final asset(s) being moved to a company archive.

These steps could each involve one or more discrete tasks, such as:

Making pictures.

Putting templates into use.

acquiring the consent of the brand manager for particular products, like logos.

proofreading and copy editing.

Internal consultation before draughts and edits are sent to clients.

A number of copy or design elements are evaluated by the law or other authorities.

Extra measures in the approval procedure to ensure coordination amongst several organizational or operational departments.

Examining a process such as this might help your team develop their own procedures. By utilizing these stages as benchmarks, they can discuss the steps they take to move from one step to the next.

[Creating a Flow Chart for a Process]

To make the workflow mapping process easier to handle, a range of templates and flowcharts are offered. Many of these features are already built-in as basic features of the desktop programs you use, like Microsoft Word, Excel, PowerPoint, and Keynote. All you need is a notepad and a list of things to do. As an illustration, consider the following:

Request a Project

Assume project management.

Employ writers and artists.

If a web developer is required, assign them.

Select brand manuals and make sure you review them again.

Write the first draft of the text.

Create three placeholder images that the creative team can assess.

With a project management tool such as Adobe Workfront, Confluence, Trello, or Asanar, they may be converted into fully functional forms and templates with email notifications to the appropriate parties, automatic data entry, and deadlines.

[Building tasks for the workflow in your DAM]

Workflow automation is a feature that many different digital asset management systems include, which helps to expedite processes and remove bottlenecks.

Adobe Experience Manager Assets, for instance, has a proof approval process that links to stakeholders and clients, both internal and external, enabling them to approve proofs even in the absence of access to the digital asset management system.

The system will automatically maintain a record of any comments, updates, and corrections after the DAM and project management tool have been integrated via the API. Copies or links will be sent via email to individuals who have requested them.

Often, the last step of packing and uploading doesn’t need to happen if the completed files are uploaded right away to the DAM. This eliminates the need to bombard clients with emails or store confidential data on the cloud, making it easier for your team to update them on the status of their projects. It also simplifies the task of keeping up solid client ties for your team.

[DAM workflows boost productivity and effectiveness:]

The great majority of actions that are possible are performed “in one’s brain.” But without shared workflows that save time for all parties involved, teams cannot benefit from each other’s innovation and experience.

After processes are finalized, DAM administrators will have the ability to inquire about the necessary procedures.

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