The folder structure forms the backbone of Mediaflow’s DAM and is a natural starting point. We always recommend that new Mediaflow users take some time to carefully plan a sustainable folder structure. Under the Media Bank tab, you manage all the files you upload to Mediaflow and create a shared folder structure that fits your organization.
Tips for a Sustainable Folder Structure in Mediaflow
A well-structured folder system not only makes managing and finding your media files easier but also leads to more efficient and productive workflows.
1. Base It on Your Organization
Every organisation is unique, and your workflows and users influence the best way to organise your structure.
Workflows
Create a clear and logical hierarchy that reflects how your business functions by using consistent and descriptive names for folders and files. For example, you can organize folders based on different business areas, purposes for images/files, marketing channels, and so on. It's also helpful to name folders after projects or campaigns, as this allows different types of files to be stored in the same folder.
Users in Media Portals and through Integrations
If you have a Media Portal or an integration with Mediaflow, you can create custom folder structures to organise files in various ways. For example, you might organise folders by your organisational hierarchy, website categories, or different markets.
Users in Mediaflow
In Mediaflow, you can create user groups to restrict folder access for specific users. Setting up the right permissions for different user groups is essential for a well-functioning folder structure, ensuring that only authorized users have access to the appropriate folders.
2. Utilize the Search Function and Metadata
In Mediaflow, you can store more files per folder because you can search, sort, and display your files in various ways, making it easy to navigate within folders. Additionally, most files include a preview, so you can quickly see their format.
Adding metadata makes it easier to find specific files by their content or other attributes. This removes the need for multiple levels of subfolders typical in traditional folder structures on a computer or server. With the search bar at the top of Mediaflow, you can search by all metadata and filter results based on different criteria.
3. Set Guidelines and Maintain Your Structure
By documenting guidelines for managing your structure, you can keep order and efficiency. The Internal Information field on the homepage can serve this purpose. Make sure all users are trained on both Mediaflow and your established guidelines.
In Mediaflow, you can archive folders within your folder structure to create a clearer overview of your active materials.
4. Let the Structure and Workflows Evolve
The most important step is to get started! If you have a folder structure that works for you today, begin there and let it develop. To import an entire folder structure into your account, you can use FTP.