8 Essential Digital Asset Management Features

Digital asset management systems are the perfect digital libraries for all types of files. DAMs have evolved significantly, offering a basic set of features that streamline asset management and improve productivity across various industries. In this article, we will explore essential digital asset management features, which can turn long and frustrating search moments into a thing of the past.

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Must-have Digital Asset Management Features

Below, we will discuss in detail the core digital asset management (DAM) features: secure storage for multiple file formats, file organization, file search and retrieval, file sharing, user roles and permissions, version control and history, collaboration tools, integrations, analytics and reporting. This functionality lays the foundations for any modern and versatile digital asset management system.

Secure Storage for Multiple File Formats

Imagine having a safe digital library where you can store various digital files. From PDFs to images, design files, and videos, all your creative files are securely stored in one location. However, storing files is just one aspect. DAM systems also provide strong security measures like SSO logins to keep your data safe, backed up, and protected from disasters and unauthorized access.

File Organization

We’ve all faced the difficulty of locating a particular file amid a sea of digital content. A digital asset management platform uses advanced metadata and attributes like date of creation or modification, keywords, etc. to help organize and categorize files. One can even apply keywords automatically with AI.

The more detailed the metadata, the easier it is to search and sort through files. This simplifies file management and ensures swift retrieval of required assets.

File Search and Retrieval

Locating a specific digital asset can sometimes feel like finding a needle in a haystack. That’s why DAM software has multiple search operators and advanced search options, enabling users to quickly find the necessary files.

Pics.io DAM offers such search tools as saved searches, advanced search options, and custom fields. You can now save precious time and focus more on creation and less on searching!

File Sharing

The beauty of digital asset management software lies in how it facilitates file sharing, catering to both internal and external stakeholders. You can easily distribute digital assets to your team, clients, or vendors using websites - branded portals. You only need to generate a sharing link (can be modified) and set up the necessary permissions. There's no need to send files via email or update links to Google Drive folders.

The same works for receiving files from external contributors and contractors. You only need to send them a sharing link, they will upload digital assets in an inbox (also a branded portal), and these files will automatically become a part of your DAM system.

User Roles and Permissions

While managing access rights can be challenging, DAM solutions simplify this task. These platforms offer customizable user roles and permissions for secure access and control over assets.

Pics.io DAM: How to set up user roles and permissions

Whether you want to assign access based on internal roles, set up a hierarchical permission structure, or audit permissions for adherence and effectiveness, DAM systems make it all possible. Only the right people have access to your digital assets, maintaining security, and preventing misuse.

Version Control and History

Handling multiple versions of a file can often turn into a logistical nightmare. But, with DAM, you can say goodbye to confusion. Digital assets management allows storing all the versions efficiently, switching between them, and even setting up a current version. The version control feature ensures that all changes are tracked and recorded. This gives you a clear history of who made the changes, when, and a summary of what they did.

Moreover, Pics.io DAM comes with an intuitive file comparison tool for both images and videos that allows comparing asset's versions. This functionality makes reviewing easier and keeps things accurate and consistent across versions.

Digital asset management system goes beyond managing digital assets; it also aids in collaboration between internal and external users. With features that allow users to share feedback on assets and tag teammates directly within the platform, DAMs are truly a game-changer for team collaboration.

One of the use cases is leaving feedback directly under the necessary digital assets by tagging teammates and leaving comments. The user can then receive notifications about such updates via Slack or email right away.

Integrations

Those who are already utilizing various project management, design, and marketing tools are in for a treat! A digital asset management solution can be integrated with these and many other tools, adding to the overall functionality and efficiency. Some of the famous DAM integrations are Figma, Trello, Hubspot, Jira, and others.

Analytics and Reporting

Understanding the performance of your digital assets is crucial for making informed decisions. That’s where the analytics and reporting feature comes in handy. It shows what assets have been downloaded most often, by whom, etc. Such information can be used for creating and planning future marketing campaigns, for example. The analytics and reporting feature provides all the insights you need.

Final Thoughts

As businesses continue to generate more digital content, it’s clear that DAM systems will play an increasingly important role in managing these assets and helping businesses stay competitive. Digital asset management features like file organization, secure storage for different file formats, file sharing, and others, streamline the process of managing digital assets. They also support content management flow from creation to distribution.

As we look toward the future, it’s evident that digital asset management systems will continue to evolve, becoming even more integral in our digital world. So, whether you’re a small business or a large corporation, there’s no better time than now to harness the power of DAM features.

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When you’re an AEC firm trying to manage an ever-growing library of digital assets efficiently, a Digital Asset Management (DAM) system is not just an advantage—it’s a necessity. However, these industries require a DAM solution that is designed specifically for these industries and offers a powerful suite of AEC tools.

So, which DAM software checks all the boxes for AEC firms? OpenAsset. As a leader in the DAM space, OpenAsset exceeds traditional DAM features to address the unique challenges faced by project-driven organizations.

But what makes OpenAsset a game-changer for AEC professionals? In this blog, we dive deep into the top OpenAsset features that every user should know. From its AI-powered search capabilities to its seamless project-based structure, we’ll explore how OpenAsset is revolutionizing the way firms manage, share, and leverage their digital assets.

By the end of this blog, you’ll have a better understanding of the key OpenAsset functionalities and how they help your AEC firm create winning proposals and win more business.

What Is OpenAsset?

OpenAsset is a Digital Asset Management (DAM) software designed for AEC firms. It provides a centralized platform for these firms to manage, organize, and share digital assets such as photographs, design files, branding materials, and project documents.

Specifically, OpenAsset features are tailored to support the unique needs of project-driven organizations, enabling them to catalog and find assets based on project metadata effectively.

Moreover, OpenAsset facilitates improved collaboration among team members and stakeholders by streamlining access to digital content. This helps enhance marketing efforts, proposal creation, and project presentations through easy access to relevant assets.

Who Needs OpenAsset?

As mentioned above, OpenAsset features are particularly beneficial for firms and organizations within architecture, engineering, and construction. These industries often manage large libraries of project-specific digital content, including photographs, design documents, CAD files, and marketing materials.

Moreover, AEC firms rely on high-quality visuals and project documents to respond to RFPs and showcase their work to potential clients and stakeholders. Therefore, OpenAsset helps them organize, manage, and share these assets efficiently, enhancing their ability to create compelling presentations and proposals.

Specifically, marketing professionals at AEC firms need efficient ways to manage and repurpose digital assets across various platforms. OpenAsset supports these efforts by providing tools for organizing, tagging, and distributing marketing collateral. They also have automated ways to create project sheets, resumes, and other AEC deliverables.

Top OpenAsset Features

On G2’s ‘OpenAsset Features’ page, OpenAsset ranks above average in every digital asset management category:

Whether you’re already an OpenAsset user or considering its implementation within your organization, this section will highlight the key features that set OpenAsset apart as a leading digital asset management solution.

1. Metadata and Tagging

With OpenAsset, you’re not just organizing your assets; you’re creating a system that aligns perfectly with the way your firm operates. The platform gives you the flexibility to categorize and manage your digital content in a manner that makes accessing and using these assets as intuitive and efficient as possible.

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Your files become effortlessly discoverable through customized metadata. This system allows you to tag your assets with project-specific keywords automatically, ensuring that keywords at the project level are instantly applied to related files, streamlining the search process and enhancing productivity.

The ability to create custom fields to store relevant information alongside your files transforms your digital asset library into a powerhouse of searchable data. Whether it’s specific project details, client information, or unique asset attributes, the metadata you curate with OpenAsset is instantly searchable, making it a breeze to find exactly what you need when you need it.

2. Advanced Search

OpenAsset is designed to ensure every piece of your digital content is easily searchable and accessible to your entire team and organization. With OpenAsset, discovering your top digital assets becomes a breeze.

OpenAsset’s search features are carefully designed to cater to the dynamic needs of the AEC firms. Applying keywords and metadata to your projects is straightforward, streamlining the process of retrieving these assets in the future with minimal effort.

Additionally, OpenAsset simplifies the process of finding digital assets by allowing users to search based on projects or properties. This functionality enables teams to quickly access all relevant assets associated with specific projects, streamlining workflow and enhancing productivity.

Leveraging keywords that include an entire project—such as the city, client name, or project type—teams can effortlessly locate groups of digital assets. This broad, yet effective approach to categorization ensures that finding assets related to specific themes or clients is straightforward and fast.

With digital assets carefully stored by project or property and with all the relevant metadata your team requires, searching for and finding the best files is not just possible but effortlessly efficient.

Moreover, OpenAsset enables searches based on file-specific identifiers, such as building elements or materials used. This level of detail ensures that AEC marketers, business development managers, and/or pursuit teams can find exactly what they need, whether they’re looking for examples of specific materials or design elements.

Lastly, by leveraging OpenAsset’s advanced search capabilities, you and your team can explore a wider array of options through image similarity, broadening your selection choices.

Based on taxonomy and the way you decide to configure your OpenAsset system, you can have powerful search capabilities that ensure your team can find the perfect assets for any project, presentation, or proposal with unprecedented speed and efficiency.

3. The Employee Module

The Employee Module boosts your organization’s efficiency by streamlining the creation of RFP resume documents. You can create employee resumes within minutes to use with bids and proposals through OpenAsset.

Your project teams represent your most significant asset, and OpenAsset simplifies the process of highlighting their skills. By storing employee information and associating employees with their respective projects, you enhance the visibility of their contributions.

Additionally, the Employee Module streamlines your workflow by enabling seamless synchronization of employee information between OpenAsset and your CRM or ERP systems, all done automatically. Integrating your CRM or ERP system data with OpenAsset creates more cohesive and streamlined workflows.

Here are some key Employee Module features:

• Store comprehensive employee data along with defined headshots, ensuring that resumes and marketing materials always feature the most current and professional images.
• Connect your employees with relevant digital assets and projects based on their roles. This feature allows for a dynamic showcasing of each team member’s contributions to projects.
• With formatted InDesign templates, generating employee resumes becomes as simple as a click of a button. Whether you need to create resumes for individuals or entire teams, OpenAsset minimizes effort and maximizes efficiency.
• Recognizing the importance of accurate and consistent employee-related data, OpenAsset integrates with systems like Deltek or Unanet, serving as the single source of truth.

Moreover, OpenAsset’s Employee Module is more than just a tool for managing digital assets; it’s a comprehensive solution for showcasing your team’s talents and achievements. The ability to effortlessly highlight their team’s expertise, streamline resume creation, and ensure data accuracy gives your team a competitive edge in the market.

With the Employee Module, AEC firms can focus on what matters most – winning new business and showcasing your team’s expertise.

4. Advanced AI

Incorporating artificial intelligence (AI) into your tech stack can significantly enhance process efficiency and streamline operations. OpenAsset goes beyond just helping you locate the files you need; it leverages AI to introduce you to similar assets.

Leveraging AI, OpenAsset enhances your ability to discover images that share similar AEC characteristics throughout your database. This goes beyond basic digital asset management; it’s about discovering images with similar features, enriching your options, and simplifying the selection process.

The ability to find images based on similar features makes batch editing simple. You can find and select groups of images and add relevant keywords across all of them at one time.

Moreover, AI Suggested Keywords in OpenAsset offers a streamlined approach to tagging images. This innovative feature not only simplifies the process of manual tagging but also helps AEC firms in developing and broadening their taxonomies with both general and industry-specific keyword suggestions for every image.

Additionally, OpenAsset’s Content Assist feature, powered by Generative AI, empowers users to quickly generate project descriptions and employee bios by utilizing existing Project and Employee data.

This accelerates content creation and ensures consistency and relevance across your digital asset management efforts.

5. Industry-Specific Integrations

OpenAsset, designed with AEC professionals in mind, seamlessly integrates with the tools and software that are staples in these fields. It offers robust connections to the CRM and ERP systems that AEC firms rely on. Integrating OpenAsset enables your team to create documents easily and effectively.

By integrating with your ERP, CRM, or project management systems, you streamline data management and enhance the connectivity of your operations. These integrations facilitate a more efficient workflow for managing digital assets and various aspects of project management.

Additionally, OpenAsset enhances document production by integrating with essential tools like InDesign for easy access to your asset library. You save time by dragging and dropping images straight from your DAM into InDesign or PowerPoint.

Another major benefit of integrating your tools is that there will be no more broken links. The integration automatically saves and preserves all image links— so you can build documents with images stored in the cloud.

This integration eliminates the need for separate searches and downloads, saving valuable time and ensuring consistency across your projects. With OpenAsset, you have the confidence that every piece of material produced is of the highest quality.

Moreover, OpenAsset’s REST Application Programming Interface (API) enables tailored custom integration and functionality. This allows businesses to create custom solutions or integrations that align precisely with their unique needs and operational processes.

Third-party integrations make it easy to connect applications through triggers that kick off automated workflows. For example, you can connect OpenAsset to your CMS and automate a project creation in OpenAsset when you win an opportunity in Salesforce.

By linking OpenAsset with your CMS platform, such as WordPress, you can ensure images on your website are automatically updated. And it works both ways. Not only can you automatically upload new images to your CMS when they are uploaded to your DAM, but you can automatically upload images to your DAM when they