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Improving Work Processes with PAS

Improving workflows is one of the key benefits of a workflow-based digital asset management (DAM) or asset management system (AMS). A predefined workflow structure organizes and improves the way digital assets are processed, managed and distributed. Here are some aspects of how a workflow-based system improves processes:

 

Automating Repetitive Tasks

Routine processes such as uploading, categorizing, approving, and archiving digital assets are carried out faster and more efficiently through automated workflows. This reduces the amount of time for users to manually perform these tasks.

 

  • Example: New visual content is created in a marketing team. The workflow can be set up to automatically upload it from the design department to the PAS system when it is completed and forward it directly to the marketing department for approval, without any manual intervention.

 

Automated Approval Processes

An important part of optimization is the automation of approval processes. In many companies, content or assets must be approved by several departments or individuals before they can be published or distributed. A workflow-based system can automate these processes by forwarding the assets automatically to the appropriate reviewers and tracking the status. This ensures that approvals are obtained more quickly and that there are no delays due to forgotten or missed approval requests.

 

  • Example: A workflow can be configured to send a notification to the head of legal or compliance when a new asset is uploaded to PAS, so that they can review and approve the asset before it reaches the production stage.

 

Consistent Compliance with Corporate Standards

The workflow-based PAS system ensures that every employee goes through the same processes to create, manage, and distribute digital assets. This leads to standardized workflows that ensure the quality of work and compliance with corporate policies.

 

This also ensures that content always complies with corporate design and communication guidelines. Organizations can be sure that all approved assets are consistent and adhere to brand standards.

 

  • Example: Each time a new packaging is created, a workflow is initiated that guides the asset through defined review steps – design review, brand compliance check, legal review and final approval by the marketing department.

 

Avoiding Bottlenecks and Delays

In traditional work environments, projects can often be held up by bottlenecks, where there are delays in communication or approval of content. Workflow-based systems optimize these processes by sending automated notifications and reminders to the responsible parties.

 

This type of automation minimizes the risk of human errors, such as forgotten approvals or tasks. In addition, the system can identify bottlenecks by notifying project owners of blocked tasks and enabling them to proactively resolve the issue.

 

  • Example: A project manager receives a notification when someone in the approval process is taking too long to give their approval. This helps the manager to intervene in a proactive way to ensure that the project stays on track.

 

Multiple User Roles and Assignment of Tasks

The PAS system allows for the assignment of roles and tasks to different users. By defining responsibilities, tasks are automatically forwarded to the appropriate individuals or teams, depending on their role and authority in the workflow.

 

This helps to improve collaboration and avoid confusion, because each user knows exactly when and which task they have to complete. The entire process becomes more unified and focused.

 

  • Example: A workflow can be set up to have an asset uploaded by a designer, which is then automatically assigned to the content manager, who adds the metadata and forwards the asset to the marketing manager for approval.

 

Timing and Deadline Management

With workflow-based systems, deadlines can be integrated into the process. Automated reminders and escalations ensure that deadlines are not missed and avoid unnecessary delays.

 

A system can be set up to automatically send alerts to stakeholders when a task is approaching or has passed the deadline. Escalation routines can also be defined to trigger certain actions if deadlines are missed.

 

  • Example: A workflow automatically reminds the marketing team that an asset must be provided for approval within two days. If the deadline is exceeded, the team leader receives a notification so that they can take action.

 

Summary of Process Optimization

A workflow-based AMS like PAS systematically structures and automates work processes. This contributes to higher efficiency, speed and reliability while minimizing errors and delays. At the same time, compliance with quality and corporate standards is ensured. The result is optimized, transparent and collaborative workflows that improve the entire digital asset lifecycle.

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