11 digital asset management features to make your life easier

How long do you currently spend searching for your brand’s images and videos? How often do you go to Google Drive or Dropbox and scroll endlessly through a list of digital files, hoping that the one you want will miraculously appear?

You get frustrated at your teammates who asked for the latest product shots, not because you don’t want to help them, but because you can’t remember what the file’s called or what folder it’s in. 🤦‍♀️

It’s honestly a nightmare.

That’s why digital asset management (DAM) is your saving grace. 🙌

What is digital asset management?

Digital asset management is a software tool that lets you manage your brand’s assets from one central location. That’s images, videos, graphics, audio files and brand guidelines. Often used by marketing teams, DAM lets you find, share and deploy creative files to your channels. 🚀

But that’s not all. From downloading specific crop sizes to creating portals for your freelancers and agencies — DAM has loads of features that’ll save you time, money and let you get back to the job you were hired to do.

So, let’s get into them, shall we?

11 key digital asset management features

Search your files

One of the most important features of a digital asset management system is being able to find your content quickly. You won’t be trawling through shared drives or getting lost in file names like ‘img.1982734.JPG_final’.

A good DAM will use auto-tagging, custom tags and filters to make finding digital content quick and easy.
Take Planto, a fake brand we created in Dash. Say we’re looking for a cactus. 🌵All we need to do is type the keyword into the search bar.

image9-png-2

Auto-tagging means Dash can find any image that has a cactus plant in it. We can also use filters on the left-hand side to narrow down our search. In this case, we want to find a plant that is as easy to care for as possible. We can do this by using a custom field that we’ve already set up: ‘care level.’

Use custom tags in Dash

“Un-killable” —that’s my kind of houseplant! 🙏


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Upload your visual content

Uploading your assets is the first thing you’ll do when you purchase a DAM. Using your images and videos would be the whole point of you using a DAM, after all!

Your team members, agencies and freelancers will likely be uploading too. So it’s important you make sure your images go into the right folders and are tagged properly. (Don’t worry, you’ll have the ability to approve and reject assets uploaded by external teams. But we’ll get into that later on in this post).

When you upload into Dash, you’ll get auto-tag suggestions as we’ve already mentioned. But you can also add your own tags, custom fields, title and description.

Look at this image that I want to upload into Planto’s Dash.

Upload content to Dash

Dash has already recognised that this is an ‘aloe’ and ‘plant’. So, if anyone wants to search for an aloe vera plant in the future, this image will show up in the results.

What’s more, Dash’s duplicate detection feature can see that this image has already been uploaded. Oops! At least this avoids any clutter (like you might get on your network drives). 😅

Download different size and image formats

What goes up, must come down. ⬇️

Downloading is a core feature of digital asset management. And just like uploading, you’ll get the option to make your download as relevant to you as possible.

Let’s download this lovely Fishbone Cactus.

presets in Dash

Here we’ve got the option to download the image as a JPG or PNG. And there are various preset sizes, as well as social media presets.

Social presets in Dash

This means you won’t have to faff around trying to reduce your image size or adjust it for social. Simply download in the dimensions you need and off you go!

Filling Pieces, one of our ecommerce customers, uses this feature all the time. Alberto, the brand’s Marketing Manager says:

“Anyone producing content, like the social team, are able to download specific sizes without relying on a graphic designer. For example, IGTV and Pinterest. It’s very convenient.”

What’s about the specs that are specific to your company? Good job you can set custom presets in the admin section. 🙌

Preset sizes in Dash

For example, your website or online storefront will have specific dimension requirements. If you set this up in your admin section, it means anyone can download images to the exact size required. No more dodgy, out-of-proportion banners!

You can also use the crop tool to cut down an image to the size you need.

Custom crop areas in Dash

Uploading and downloading are the things you’ll be doing a lot in your DAM. So if you pick one with a good download and upload user experience (UX), you’ll thank yourself in the long run. (Luckily, Dash has you covered there 😇).

Share with your team, agencies and resellers

Sharing your brand’s marketing materials is super-easy in DAM, and there are several ways you can do it.

Share by URL

In Dash, you can generate a share link from a selection of images. Simply send it to your recipient on Slack, email, or however you communicate with your team.

Share by email

You can also email the link directly from Dash. Simply pop in the recipient’s email address and off it goes. 📨

Sharing in Dash

Unlike certain email providers (yes Gmail, we’re looking at you 👀), you can send up to 500 assets in one go. You won’t be getting any ‘your file is larger than 25MB’ notifications. 🙄

Collections

A collection in Dash is a private selection of assets that you can share with teammates or external teams. For example, you might want to share a collection of lifestyle images with your social media agency. Simply add the images you want to share to your collection and invite people to join.

Collections in Dash

Collections won’t expire, and your contributors will automatically see any news images you add.

Portals

Want to give your resellers a place to search and find your assets, but don’t want to give them full access to your Dash? Set up a public portal (with or without a password). Anyone using the portal will have access to the same filters and search capabilities as a regular Dash user, but they won’t be able to make any changes.

Filling Pieces have a public portal that they share with resellers. You can see it looks just like a regular Dash account, but with select assets. It gives external teams that professional, on-brand feel every time they log in. 🪄

Portals in Dash

Assign permissions to different teams

Another core feature of digital asset management is being able to assign permissions to your users. Imagine you’ve got some hot-off-the-press product images that have come in from your photographer.

Not all of them will be suitable for social media or your website. So you might want to hide certain images from your marketing team.

To do this in Dash, you can set up groups of users and hide certain folders from them.

Assign permissions in Dash

In Planto, we’ve given our social team access to the products and campaign folders. This way, you know your teams are only using approved assets. And, from their end, they won’t need to sift through loads of unnecessary assets or come to you for approval every time.

Speaking of which…

Approve and reject content

It’s easy to keep your image and video files free from clutter in Dash. With approval workflows, you can make sure everything that’s uploaded is exactly as you’d like it.

This digital asset management software feature is handy for anyone dealing with external content creators. Say you’re a brand manager who needs to make sure all photography follows your brand guidelines. If a freelance photographer uploads something that doesn’t quite hit the mark, you can reject it and request amendments.

This is what the upload screen will look like for your contributor.

Send assets for approval in Dash

For you, the admin, you can accept or reject at will. 🙌

Manage different versions of your assets

Designers, you know how time-consuming it is to update a graphic or logo and then email everyone the new designs. But it’s got to be done —nobody wants to see last year’s summer campaign ad doing the rounds. 🤦‍♀️

With DAM, you won’t have to worry about it. Version control’s got you covered.

In Dash, you can upload a new version of an asset and it’ll automatically replace the old one. Anyone who’s downloaded it previously will get an email notifying them of your shiny new version. 

You can find out more about how DAM can work for designers in my blog post. 🧑‍🎨

Set usage rights and expiry dates

You don’t want to get into hot water with expired images or video files you no longer have rights to. You may know that the photos you rented last year are no longer available to use, but does the rest of your team know?

With DAM, managing rights is a breeze.

In Dash, you can add expiry dates and usage rights to individual images.

 

See usage and expiry dates in Dash

This image can be used on the website, but it will expire in 2025. When the expiry date is reached, anyone who’s downloaded it will get an email notification. And expired assets will no longer show up in your browse folders.

Smooth interface and user experience (UX)

Anyone currently using Dropbox or SharePoint will know that these systems are clunky and uninspiring. Thumbnails are tiny (or non-existent) and you often have to know the exact name of an image, or else spend ages opening and closing different files before you find what you’re looking for.

It doesn’t do your assets justice. That’s why we’ve built Dash to have the best interface and user experience possible — a DAM feature that many enterprise vendors forget about. 🤷‍♀️

Just look at Planto’s homepage.

Dash UX and interface

They’ve customised their branding (which is super-easy to do in your admin settings) and their folders and assets are organised as large thumbnails so they can find what they need at a glance.

Our customers also love our interface. 🤗Check out this G2 review:

“The interface is easy to navigate, quick to understand, and designed with the user in mind. My favourite part about Dash is how thoughtfully it was built - it isn't clunky and the features and functionalities of Dash are just right for any startup.” ✨

Integrate with your favourite tools

Any good DAM will come with a host of integrations. These allows you to connect up with your favourite tools and build a tech stack that’ll make your job a whole lot smoother.

At Dash, we have loads of integrations for you to choose from. Here are just a handful:

  • Figma, Sketch and Adobe Creative Suite - perfect for designers who’re fed up with the constant downloading and uploading to network drives
  • Canva - for marketers and brand managers creating blog headers, social posts and other marketing graphics. Simply drop in your assets from Dash and away you go.
  • WordPress - upload your images from Dash directly to the WordPress CMS image library
  • Hootsuite - for scheduling all your gorgeous brand images in social media
  • Slack, Asana and Gmail - pop images from Dash into your email, to-do lists and message thread

  • Zapier - the tool for connecting up with pretty much any app that Dash hasn’t got a native integration for (yet).

A DAM that grows with your brand

As your brand grows and evolves, you need your digital asset management tool to adapt with you. That could be anything from increasing users, adding additional integrations or new features to meet your needs.

With Dash, you only pay for what you need. You’ll get all the core DAM features as standard including searching, sharing, uploading and deploying. You can then add on any extras like portals and custom presets as and when you need them. Take a look at our pricing page to find a plan that works for you.

We also have an Ideas Hub where you can let us know anything extra you’d like to see in Dash. Our Developers and Customer Success Managers continually monitor and prioritise your requests, so don’t be afraid to tell us what you think!

Which DAM is best for my brand’s images and videos?

Ready to try a digital asset management platform for yourself? You can try Dash free for 14-days, no strings attached. 🙌 Simply pop in your email, open your Dash and start uploading your assets.

If you’re still not sure, download our free DAM comparison worksheet to help you keep track of your research.


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Resource

The Digital Asset Management Comparison Worksheet

Whittle down your choices and pick the right digital asset management tool for your brand

Download now!!!

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