Gather in one place all the elements that your company uses - for marketing, campaign management, public information, presentations, internal compliance documents, information notices and documents, and branding guidelines. Then enable easy access for identified people or organisations, and define use cases, while maintaining security and accountability.
Enable logins for specific users - whether departmental (or all internal) staff; collaborating design, PR or media agencies; distributors, suppliers, or franchisees - either by individual emails or domains.
Group items according to use or need: by department, location, event, or any other purpose. Then ‘tag’ each item with multiple identifiers, which will aid searches.
Document creation
Be creative with documentation - whether for campaigns, infographics, marketing, presentations, compliance information. Your designers can upload templates of branded items which identify sections for personalisation - with the house style adhered to automatically, whatever new text is entered.
Define a process for specific people to approve items, and enable ‘viewing’ or ‘editing’ permissions.
Brand guidelines
What are all the elements of your company’s brand: colours, logos, sizes, typography, symbols? How are these communicated to your design agency, or to clients? What happens with changes? How can third parties access the latest versions, or the correct size and type of file? All is now beautifully collated, in one place, with up-to-the-minute guidelines.
There’s now no excuse for out-of-date brand elements to be used, as the guidelines (and displays of all the elements) can be kept scrupulously up-to-date.
See the colour that you have been given the Hex code for (red). Or translate it into RGB (255.0.0) and CMYK (0.00, 1.00, 1.00, 0.00). All will now be crystal clear.
Versioning
When you consult a document, a campaign plan, a presentation or a manual, you need to feel assured that you are following the latest, or correct, version. The system ensures that these are identified, and that former versions are archived for reference. Meanwhile, links made within the system to an item will automatically take you to the latest version.
There’s no need to delve into archived folders, alternative files, or former campaigns. All is here.
Access and permissions
Define who can see items in your portal, who can edit items, who can create items. Each item can have a different permitted access - so that users can be tasked for instance with creating certain items, then can be allowed to read others and edit one or two.
Each user, or group of users, can be permitted to access whole sections of the portal, or single items according to their company role and responsibilities.
Users are able to carry out specified tasks when accessing an item: from simple ‘read only’ access, to having the authority to edit and even to delete an item.
A portal administrator can change permissions as he/she sees fit. The system makes everything very clear, and easy to adjust swiftly.
Real-time collaboration
This is where significant time can be saved. Without lengthy messages, emails, notes in margins, telephone conversations, or communication software, you can get to the heart of the opinions of your collaborators instantly. The system streamlines collaboration directly on documents and other uploaded items, so that there’s no lack of clarity or time wasted.
Whether your colleague is in your office, or 1,000 miles away, matters not a jot. If you both (or all) have access permissions, you can collaborate effectively.
Users can annotate an item, and you can check on their comments later. Or you can collaborate at the same time, in which case a document can be created instantly.
A senior employee can oversee the work of a junior member of staff while the work is being carried out, making small suggestions on the way.
Approval and sign-off
Organise for named staff to approve specific documents or templates prepared by others, before they are able to appear in the portal, or before they are available for general release. If you wish, a specified person can be nominated to carry out an official sign-off even after formal approvals have been enacted.
No manager needs to be left out of the loop or in the dark if processes of approval and sign-off are ensured and adhered to.
Reporting and analysis
This is where you can track and analyse who has accessed which items, ascertain which assets are most popular, and study the results of promotions. You will be able to customise your data reports to suit your business needs, and keep your finger on the pulse of a fast-paced and rapidly changing environment.
Visualise asset views, downloads and link sharing over time, or for a specific time period. Analyse which assets have performed best for a particular campaign, and remove assets which are low performing.
Track user activity, sharing requests, and asset usage. Understand which users are benefitting the most from the system, and drive adoption to lesser-engaged users.
Gain better understanding of asset search terms, in order to improve future content updates.
”Dissemination of images and assets is very important for us. Now, the BrandSafe system is visually attractive and easily searchable, and allows our distributors/partners to view everything quickly and simply”.
