A key feature of a workflow-based digital asset management (DAM) or asset management system (AMS) is its high degree of flexibility and adaptability. This enables companies to customize their processes to meet their exact needs and goals. Here are the most important aspects of how this flexibility and adaptability work and the advantages they offer.
Customizable Workflows
Companies can customize the workflows in PAS to fit their own specific processes and requirements. This makes it possible to create tailored workflows for each department, use case, or project.
The platform allows you to customize the sequence of a workflow – from the creation and editing of an asset to its approval and release. This means that the PAS system can be adapted to the existing process, rather than teams having to change their process to use PAS.
Example: A marketing team that works with different campaign types can define a different workflow for each campaign that represents the exact steps required for that particular campaign, e.g. social media posts, email newsletters or print materials.
Scalability for Business Growth
PAS is scalable and grows with the business. This means that the number of users, the amount of assets and the complexity of workflows can be easily expanded without reducing the efficiency of the PAS system.
Companies can seamlessly integrate new departments, markets or projects by customizing workflows and adding new users. This is especially important for growing companies that need to respond quickly to new challenges.
Example: A company expanding from national to international markets can easily integrate new regions and teams into PAS by adding additional user accounts and customizing specific workflows for the new markets.
Integration with Other Systems
The PAS system can be integrated into a company's existing software environment, e.g. content management systems (CMS), customer relationship management systems (CRM) or project management tools. This integration ensures a smooth flow of information between the various platforms and improves efficiency.
Example: A company that manages their marketing campaigns through an ERP system can connect the ERP system to PAS so that, for example, metadata is automatically transferred to PAS, thus keeping the projects in PAS up to date.
Support for Various File Formats and Media Types
The PAS system is able to support a wide range of file formats – from images, videos, and audio files to documents and other specialized file formats. This allows teams from different departments to use the system for different use cases.
The flexibility to support various media types ensures that teams such as design, marketing, IT or product development can use the same platform without file format restrictions.
Example: A company that manages marketing images as well as technical drawings and product videos can store, organize and version all these file formats in PAS without having to use separate systems.
Adapting to Regulatory Requirements
In highly regulated industries such as healthcare, finance, and legal, companies often have to comply with specific regulatory requirements. PAS can be adapted to these requirements by setting up special workflows that ensure all legal guidelines are met.
The systems can be configured to comply with strict data protection regulations. This ensures that all data is managed securely and that legal requirements are met.
Example: A company in the pharmaceutical industry can set up workflows to ensure that all marketing materials and product information go through the legal review process before they are published.
Adaptation to Different Industries and Departments
Companies in different industries often have very different requirements when it comes to managing their digital assets. The PAS system can meet these industry-specific needs by enabling customization for different departments and industries.
Each department, whether marketing, sales, legal, or IT, can define their own workflows and processes within the system so that it is optimally aligned with their specific needs.
For example, a manufacturing company can set up workflows for product development that differ from those in marketing, allowing both departments to tailor the system to their specific requirements.
Summary of Flexibility and Adaptability
A workflow-based AMS like PAS offers organizations tremendous flexibility by adapting to specific business requirements, industry standards, regulatory compliance, and business growth. With customizable workflows, scalability, support for various file formats, and the ability to integrate with other systems, organizations can optimize their work processes while ensuring they are prepared for future demands.
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