[Use Case Marathon] Week 10 - Digital Assets Management ๐Ÿ“Ž

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Hi Community ๐Ÿค—

Another Wednesday has arrived, and we are excited to discuss digital assets management in Wrike with you!ย 

This is the last post in our use case marathon, but not to worry, weโ€™ve got more useful content and discussions planned for the coming months, so please stay tuned ๐Ÿ™Œ

A huge thanks to everyone whoโ€™s been participating in these use case discussions ๐Ÿ’š

Real-life example:

Working in any kind of business usually involves dealing with digital assets - designs in marketing or product teams, contracts in services, and HR teams, you name it. There are different ways of storing, sending, and managing them - emails, instant messengers, and various kinds of depositories. Itโ€™s also possible to do all of that in Wrike. Using Wrike as your online hub for managing digital assets can help you ensure easy access for all or designated team members.

Digital Assets Management Setup

You can start by creating a simple space and folder structure to track all of the assets within Wrike. It can be a separate โ€œAssetโ€ space or a folder for assets in spaces created for managing different departments, clients, or regions. You can create a separate task for each asset and set up key custom fields to capture critical asset data that can be used for smart search, reporting, and filtering data. Create automation using a custom workflow status to allow automatic transfer of the asset from the project directly into the Digital Assets Management space once completed and auto-tag assets within your key categories.ย 

What functionality is being used:

  • Spaces
  • Folder structure
  • Attachments
  • Tagging
  • Files View
  • Custom Fields
  • Custom Workflows
  • Automation

ย 

Are you using Wrike for digital assets management? If you are, please share your setup in the comments! ย 

If you arenโ€™t using Wrike for asset management yet but would like to learn more about how this works, please also let us know in the comments below! ๐Ÿ‘‡

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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Hi Lisa, this is very interesting - especially the automation rules you mentioned. I'd love to get some more details here: How do you suggest using the automation exactly? Moving a subtask containing assets to the asset folder if a project is completed, so the attachments are collected in this folder?

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We include almost all our internal review files in Wrike as well as many other types of branding guidelines for our clients.ย  I also like the idea of automation rules for file archiving as well!

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Hey Florian Kislich! yes, there are I think multiple ways to use automation with digital assets - like automated archiving upon status changes, automated tagging (adding to folders or moving to folders) also upon status changes or custom field changes.ย 

Thanks for sharing Sherrie Besecker!ย 

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We are not using Wrike to manage our digital assets, but the automation idea you mentioned could be useful for other activities. I will need to investigate further and thanks for the advice.

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We use Wrike for approval of digital assets, while the assets themselves are housed on our internal servers. I use automation to remind approvers they need to review materials in X number of business days, etc. It has reduced approval times be adding this.ย 

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I would love it if the files could appear like tasks do but not have descriptions like a task and had an icon indicating the difference of File vs task and also maybe Type of file as well.ย 

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Glad to help Kevin Thalackerย ๐Ÿ™Œ

Thanks so much for sharing how you're managing digital assets Elizabeth Kennedy Bayerย ๐Ÿค—

Jessi Beamerย Thank you for suggesting! It would also be great if you could create a separate Product Feedback post ๐Ÿ˜Š

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With the number of blueprints and drawing files we use, I'm not sure Wrike would have the storage capacity for us to use this function.

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Thank you for adding in Debbie Brownlie! I will ask your account's CSM to reach out to you to discuss this in more detail ๐Ÿ‘

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

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We do not use wrike internally for digital asset management, but we do keep track of deadline of when our clients owe us deadlines!ย 

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We are using automations at a pretty basic level, which is notifiying when a task is complete..etc.ย 

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Hi Taylor Gustafson, thank you for taking the time to share your work practices ๐Ÿ˜Š

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Our company refuses to invest in a DAM, so this has really peaked my interest! I would love to see a video tutorial of the steps outlined above.

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Thank you for your interest and feedback,ย Pamela Coxย ๐Ÿ˜Š

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My organization has a lot of graphic assets and Wrike is definitely useful to keep them organized and avoid confusion between "drafts" and "final" versions.

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Thank you for sharing Heather Hernandezย ๐Ÿ™Œ๐Ÿผ

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This is really exciting! I can't wait to set it up!ย 

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Interesting solution. I never thought about using Wrike in this way, but I'd love to see more details.

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Welcome to the Community Katie Hutmacher, and thank you for your interest here!ย 

If you could share some detail on the industry you work in and whether or not you manage many assets, I could advise on the next steps. For example, if you have to manage many of them, I'd suggest creating a separate folder within your team's space and cross-tag with tasks or projects.ย 

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