Stop the chaos!
Stop managing your marketing assets' review dates and version numbers on spread sheets, monitoring paper job bags or email based reviews. Stop the countless emails, meetings and searching for the latest versions of your documents. Use the Asset Store to gain control by letting the solution manage the asset lifecycle from upload through to archiving.
Once key data is entered for your marketing assets updating, reviewing, withdrawing and / or archiving becomes a seamless, scheduled process with full version histories and audit trails available for those that need them.
There are four ways of ingesting your marketing assets and all are permission based.
- Bulk upload - heavily used during implementations.
- Direct upload - if you have the permission.
- File uploaded for approval – file upload with an approval process.
- Check in from a project – for approved assets created, or updated, in the Projects Module (read more in Collaborative review and approval).
Each asset has an assigned use-by-date, which drives the RAG (Red, Amber, Green) report. The RAG highlights how close the asset is to its use-by-date. Any items past their use-by-date are flagged as such and locked down so they cannot be used.
It is a separate step to archive an asset in the system, which removes it from (most) peoples search results.
Asset Lifecycle reporting
View the status of all assets within your system, by user or by business unit for an immediate overview of items coming up for review, or already out-of-date. This is a great tool to show evidence of managing literature properly, especially if you are in charge of compliance and need to provide an audit trail. Status reports can be emailed to management teams. Summary RAG reports can be promoted to user dashboards.
Any item which needs updating can be temporarily withdrawn or checked out from the Asset Store - the asset status will change to unavailable and users won’t be able to download or distribute it. Once the item has been updated and checked back into the Asset Store, it will automatically replace the old version on the desired date. Only permissioned users will be able to view the old versions. A full history of versions (with who uploaded, changed asset data, checked in from a project) is visible.
Only certain users have permissions to archive, you determine which ones can do so. All items archived remain available for a number of years to stay compliant with regulatory requirements. Users with appropriate permissions can search through archived assets and re-activate them when required.