Avoiding Duplicate Files in BrandLife

1. Why Duplicate Files Are a Problem

• Version Confusion: Team members may accidentally use outdated or incorrect versions.
• Wasted Storage: Duplicate files take up unnecessary space in your account.
• Reduced Productivity: Searching through multiple versions slows down workflows.
• Brand Inconsistency: Incorrect or outdated files may end up in campaigns or client deliverables.

2. How BrandLife Helps Prevent Duplicates

a. Smart Upload Detection

When you upload an asset, BrandLife checks for file name and metadata similarities. If a duplicate is detected, you’ll be prompted to confirm before completing the upload.

b. Version Control

Instead of uploading multiple copies, you can upload a new version of an existing asset. This keeps all versions organized in one place and ensures your team can always find the latest file.

c. AI Tagging and Search

AI tagging helps make duplicates more noticeable—if two assets share identical tags and previews, you can easily identify and merge them.

3. Best Practices to Avoid Duplicates

1. Use Consistent File Naming
   • Adopt a clear naming convention for assets.
   • Example: ProjectName_VersionNumber_Date (e.g., SummerCampaign_V3_2025).
2. Rely on Version Control
   • Always upload updates as a new version rather than a new file.
   • Encourage your team to replace outdated assets instead of duplicating them.
3. Search Before Uploading
   • Use the search bar or filters to check if the file already exists before adding it.
   • Searching by tag, collection, or file type helps confirm if an asset is already in the library.
4. Organize with Collections
   • Place files in the appropriate collections to prevent accidental re-uploads.
   • Clear organization makes it easier for team members to locate files.
5. Set Permissions Wisely
   • Assign upload permissions thoughtfully so only the right team members can add assets.
   • This reduces the chance of multiple people uploading the same file.

4. Handling Existing Duplicates

If you discover duplicate files in your BrandLife library:

1. Identify the Correct Version
   • Confirm which file is the most recent or approved.
2. Consolidate into a Single Asset
   • Delete outdated duplicates.
   • Use version control to attach historical versions to the correct file.
3. Update Links
   • If duplicate links were shared externally, regenerate a new link from the correct version.

5. When to Contact Support

If you’re unsure about duplicates or need help cleaning up large numbers of assets, contact BrandLife Support at help.brandlife.io. We can assist with bulk clean-up, merging, or migration support.

Key Takeaways

• Duplicate files can cause confusion, waste storage, and reduce efficiency.
• BrandLife’s smart upload detection and version control features help prevent duplicates.
• Establish naming conventions, search before uploading, and organize with collections to avoid duplicate files.
• Consolidate existing duplicates to maintain a clean and reliable asset library.