Dude, where's my pdf?

Rabiah Coon, November 3, 2022

We are going to take a look at the end of the creative process when files are handed off or shared for use by the client or receiver. In previous articles, we have covered the request process, work prioritization, feedback, and approvals, and the top ten creative process pain points. 

When we look at the issue of file storage, it is like the issue with the request process. There are too many options within one team or project. Within one company, teams seem to manage various file systems and as more agencies or third parties are added to a single project, the issues of where files are stored along with the naming and versioning of files can all be problematic.

 One respondent mentioned that “It would be helpful to get everything in one place versus having the internal team using Monday.com, agencies sending decks via Google docs, and so on.”

And, we heard multiple times that people have to go between a file storage system and their own devices like this person who said, “Uploading review files has been quite tricky as we have to download them onto our personal laptops before sharing which makes the process quite slow.”

Then, once a file is approved, it may be sent via email, another file storage system or even sent in chat. Eventually if changes are made, it is easy to see how outdated images or assets can end up being used.

Ultimately, the recommendation 3|SHARE makes is to do the following:

  1. Identify a file management tool that can be accessed by all parties who need files
  2. Create a file naming convention that is easy to understand so people can locate files with ease
  3. Create a folder structure that is clear and ensures users use the most recent or approved version of a file

You might be wondering what digital asset manager to use. At 3|SHARE, we recommend Adobe Experience Managers' Digital Asset Management (DAM) system. It’s robust set of features makes asset management easy, and Adobe Workfront integrates with AEM DAM (as well as other systems).

Using Workfront means the issue of not knowing where to find files is resolved. They are all in one place that is incorporated into Workfront. The result is reduced time finding files and less error with using the wrong files. File naming conventions need to be determined and enforced by the team but having everything in one system will make discrepancies easier to identify and resolve.

Contact 3|SHARE for assistance with your digital asset management, creative process needs or any other digital marketing use cases we can assist with. We're happy to answer questions about how you can use Adobe Experience Manager and Workfront in your business. 

Rabiah Coon

Rabiah Coon is 3|SHARE's Sr. Marketing Manager and former Project Manager. She loves the flexibility 3|SHARE offers employees, allowing them to work from anywhere. And, she enjoys working with clients and the great outcomes we acheive. Outside of work, Rabiah performs standup comedy and hosts More Than Work Podcast.