[Use Case Marathon] Week 10 - Digital Assets Management 📎

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Hi Community 🤗

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

This is the last post in our use case marathon, but not to worry, we’ve got more useful content and discussions planned for the coming months, so please stay tuned 🙌

A huge thanks to everyone who’s been participating in these use case discussions 💚

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. It’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 “Asset” 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. 

What functionality is being used:

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

 

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

If you aren’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! 👇

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.  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. 

Thanks for sharing Sherrie Besecker! 

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

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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. 

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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. 

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Glad to help Kevin Thalacker 🙌

Thanks so much for sharing how you're managing digital assets Elizabeth Kennedy Bayer 🤗

Jessi Beamer Thank you for suggesting! It would also be great if you could create a separate Product Feedback post 😊

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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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 👍

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! 

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

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Hi Taylor Gustafson, thank you for taking the time to share your work practices 😊

Cansu Community Team at Wrike Wrike Product Manager Aprenda sobre as funcionalidades e melhores práticas em Wrike com o nosso Treinamento Webinar Online

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

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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! 

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. 

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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We're just preparing to launch Wrike, and this is one of the top requests from our staff - all files in one place with smart search. We currently store all client documents on our server, averaging 60 documents/month/client. Is it feasible that we could migrate over time and store all client files on Wrike? Is there any reason we couldn't?

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Hello Stacey Powell, welcome to Wrike! 

It is possible of course, with two important points. I would recommend having a strict policy about deleting files within your team because if a file is erased from "Recycle Bin" it will be lost. The second is about your account's storage availability, if you'd like, I can reach out to your Wrike Representative on your behalf for them to get in touch with you about this 🙋🏻‍♀️

Cansu Community Team at Wrike Wrike Product Manager Aprenda sobre as funcionalidades e melhores práticas em Wrike com o nosso Treinamento Webinar Online

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