Asset organization
Puts every campaign file in one library with a naming rule, one current version, and its licence end date attached, so nobody has to ask which logo is the real one.
Tools
Bynder, Contentful, Canva, Notion, Slack
Outcomes
One current version of every asset • Expired rights caught a quarter early • Approved files found without asking • Every asset has a named owner
Documentation
Instruction-ready detail below
Every campaign produces more files than anyone plans for, and without a rule they end up in three places at once. This workflow gathers the campaign folder, the design tool, and the uploads from the site, then gives every file one home and a name that carries the campaign, the format, the version, and the date it was approved. It reads the licence attached to each asset and pulls forward anything whose rights end this quarter, along with the pages, emails, and ad slots still using it. A file that matches an asset already in the library is flagged as a duplicate instead of being filed twice, and a short note goes to the owner asking which version wins. The library index updates as files arrive, so searching a campaign name returns the whole set rather than four of the eleven. What a human still decides is which version is final, whether a licence is worth renewing, and what happens to an asset nobody is using now; the workflow finds the files and the expiring dates, and the person who owns the brand signs off on the answer.