How to Build a Collection System for Your Assets That Works for Your Team

1. Understand Collections

Collections in BrandLife are like folders, but more flexible. They allow you to group assets by:

• Projects or campaigns
• Asset type (images, videos, documents, design files)
• Departments or teams
• Brand guidelines or themes

Collections can contain sub-collections to create a hierarchical structure, making it easier for your team to locate assets.

2. Define Your Collection Structure

Before creating collections, define a system that reflects your team’s workflow:

1. Identify main categories: Start with broad categories such as “Marketing,” “Social Media,” “Product Photography,” or “Design Files.”
2. Decide on sub-collections: Within each main category, create sub-collections for specific projects, campaigns, or asset types.
3. Keep it intuitive: Use clear, descriptive names so team members immediately understand where to find or add assets.
4. Consider team roles: Collections can be organized to match team responsibilities (e.g., “Creative Team,” “Sales Assets,” “Events”).

Example structure:

• Marketing
  • Social Media
    • Instagram Posts
    • Facebook Ads
  • Print Collateral
• Product Photography
  • New Arrivals
  • Lifestyle Shots
• Brand Guidelines
  • Logos
  • Fonts & Colors

3. Create Collections in BrandLife

Step 1: Navigate to Collections

1. Log in to your BrandLife account.
2. Go to the Collections tab in the main dashboard.
   

Step 2: Create a New Collection

1. Click New Collection.
2. Enter a clear, descriptive name.
3. Add a description if needed to provide context for your team.
   

Step 3: Add Assets

• Upload new assets directly to the collection or move existing assets into it.
• Use tags and metadata to make assets easily searchable.

‍

4. Set Permissions for Your Team

• Assign access permissions to collections to control who can view, edit, or share assets.
• Example: Marketing team can edit social media collections, while Sales team has view-only access.
• Permissions help prevent accidental edits or deletions and ensure sensitive assets remain secure.

5. Maintain Your Collection System

A good collection system evolves as your team and assets grow:

• Regularly review collections: Archive outdated campaigns or assets to keep collections relevant.
• Standardize naming conventions: Consistent file and collection names make searching faster.
• Encourage tagging: Tags make it easy to locate assets across multiple collections.
• Document the system: Create a short guide for new team members to understand your collection structure.

6. Best Practices

• Keep it simple: Don’t overcomplicate collections with too many layers.
• Use descriptive names: Avoid vague titles like “Miscellaneous” or “New.”
• Leverage metadata: Use tags, descriptions, and categories for faster search.
• Review periodically: Archive old campaigns, consolidate redundant collections, and update naming as needed.
• Collaborate with your team: Involve stakeholders in designing the structure to ensure it works for everyone.

Key Takeaways

• Collections in BrandLife are flexible folders that help organize assets by project, type, or team.
• Define a clear structure before creating collections to save time and prevent confusion.
• Use sub-collections, tags, and metadata to improve search and accessibility.
• Assign permissions to control access and protect sensitive assets.
• Regularly maintain your collection system to ensure it remains efficient as your library grows.