The folder structure is the backbone of Mediaflow’s DAM and a natural starting point. We always recommend that users of new Mediaflow accounts 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-thought-out folder structure not only makes managing and searching for your media files easier but also contributes to more efficient and productive workflows.
1. Base It on Your Organization
Every organization is unique, and your workflows and users determine the best way to set up your structure.
Workflows
Create a logical and intuitive hierarchy that reflects how your business operates by using consistent and clear names for folders and files. You can, for example, structure folders based on different business areas, usage purposes for images/files, various marketing channels, etc. It is also beneficial to have folders named after projects or campaigns since different types of files can be stored in the same folder.
Users in Media Portals and via Integrations
If you have a Media Portal and/or an integration with Mediaflow, you can create custom folder structures to categorize files in different ways. For example, you might organize folders based on your organizational structure, 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 keep a larger number of files per folder since you can search, sort, and display your files in multiple ways, making it easy to navigate within folders. Additionally, most files include a preview, allowing you to quickly see their format.
By adding metadata, it becomes easier to locate specific files based on content or other attributes. This eliminates the need for countless levels of subfolders, which are often required 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 based on various criteria.
3. Set Guidelines and Maintain Your Structure
By documenting guidelines on how to manage your structure, you can maintain order and efficiency. The Internal Information field on the homepage can be used for this purpose. Ensure that all users are trained in both Mediaflow and the specific guidelines you have established.
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, start there and let it evolve. To import an entire folder structure into your account, you can use FTP.