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Workflow

A workflow in a DAM is a work process

It is about how assets are integrated into the DAM - at Eikona into the TESSA DAM. Manufacturers and retailers have different requirements here, which also depend on whether there is a photography process that needs to be mapped or whether assets are simply delivered. Several workflows can also be mapped within a DAM - even fully automated ones, if the assets are created by automated production processes or are delivered unalterable.

Workflows in Manufacturing Companies

In the age of digitization, manufacturing companies need to provide a wide range of assets. At the core of this are photos of products and their usage (e.g., ambiance or action photos). Usually, both classes of photos are realized through different processes. Product photos are often taken by producers abroad or created entirely virtually (using CGI). Action photos may be taken on ski slopes, in vacation destinations, or even at construction sites. In both cases, the image material must ultimately land in a DAM (Digital Asset Management) for further processes and be made available. There needs to be a human who decides whether the photo is suitable for use or if adjustments are necessary.

Manual Workflow

This process can be mapped in the TESSA DAM according to the company's requirements. In general, it may look like this:

  1. The asset is placed in an input folder. Process owners have the option to release the asset directly or request adjustments.
  2. In the adjustment folder, photographers find image materials along with instructions for revisions. Once the revision is completed, the photo is moved back to the input folder.
  3. Assets that are no longer needed can be moved to an archive. It's important to consider whether archived assets should only include those that have already been used to separate them from scrap.

Such workflows can be further differentiated as needed. A "On Hold" step is often helpful for better process visibility, while too many workflow steps can lead to process owners losing track, at least initially.

Automatic Workflow

When dealing with certificates, user manuals, product data sheets, or other non-modifiable documents in the integration process, these documents can go through an automatic workflow in a DAM like the TESSA DAM. Within this workflow, only the type of asset, categories, and metadata for further processes are checked. Data integration can run, for example, through dedicated folders on an FTP server. Data providers place new data there, which is then integrated into the DAM through an automatic workflow. If errors are identified in the process, the files go into a queue for rework. Manual file naming is the most common source of errors.

Workflows in Retailers

For retailers, the situation is slightly different from manufacturing companies. Some retailers have their own photography process, while others simply process photo material from producers. If retailers have their own photography process, the workflow structurally differs little from that of a manufacturing company. If retailers use photo material from producers, it primarily involves assessing the assets for suitability and standardization. These often involve similar processes to the automated processes discussed for manufacturing companies.

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