Webinar Popup Cancel button
Asset Management
February 22, 2024
April 1, 2024

How AI is Changing the Way we Work with Assets

Rangan Das

How AI is Changing the Way we Work with Assets

February 26, 2024
April 1, 2024
Rangan Das


The way we work with assets is changing rapidly, thanks in large part to the rise of artificial intelligence (AI). AI in Digital Asset Management (DAM) is transforming how businesses store, organize, and access their digital assets, from images and videos to documents and presentations.

In the past, asset management was often a manual and time-consuming process. Employees would need to manually tag, categorize, and describe each asset, which could be error-prone and inefficient. This made it difficult to find and use the right assets, which could hurt productivity and workflow. 

Imagine this: You're a graphic designer with a looming deadline. Your brain brims with creative ideas, but you're bogged down by an insurmountable task – finding the perfect image for your project. You sift through endless folders, each overflowing with hundreds of uncategorized photos, desperately searching for that elusive visual gem. Sound familiar?

This scenario is a daily reality for countless creative teams across the globe. In today's content-hungry world, managing a plethora of digital assets – from images and videos to logos and fonts – has become a monumental challenge.

How did traditional DAMs work before AI?

Before AI, traditional Digital Asset Management systems were quite challenging to navigate. Here are some issues with them:

Keyword Limitations

These systems heavily relied on basic keyword tagging, which often failed to capture the true essence of emotions depicted in assets. For instance, an exquisite painting of a sunrise over a misty Scottish glen might be tagged simply as "landscape" and "yellow." This approach lacked the depth to express the emotional or visual nuances of the artwork. Searching for specific phrases like "sunlight filtering through ancient pines" resulted in generic tree images rather than the evocative visuals needed for a project. This rigidity hindered creative exploration and made it difficult to stumble upon unique and fitting assets.

Traditional DAMs presented a challenge in accessing and utilizing assets effectively due to their reliance on simplistic keyword categorization, limiting the discovery and utilization of nuanced and emotionally resonant content.

Versioning challenges

Old ways of sharing and working on files used to be tricky. People sent files via email and used spreadsheets to keep track of changes. It was hard to know which version was the latest, leading to confusion and wasted effort. Picture spending time on a project, like creating a brochure, only to find out later that another team was working on a different version – that caused a lot of frustration and wasted time.

Siloed workforce

Before AI-powered systems, storing and sharing files was like keeping each file on its island. It was tough to share between teams, and getting permission to access files was complicated. This made it hard for different teams to work together and slowed down the creative process.

Poor storage and security

Creative projects involve various file types (images, videos, documents), leading to scattered storage across devices, servers, or even physical drives. Locating specific files became a time-consuming task, causing delays and inefficiencies in workflows. Ensuring file security and controlling access to sensitive assets was challenging. Traditional methods lacked robust security measures, leading to concerns about unauthorized access or data breaches.

Ransomware Cyberattack Goes Global - Bloomberg

Businesses also suffer from massive data loss from ransomware attacks. Such attacks can often damage digital assets stored in on-prem devices. Source: Bloomberg

Compliance conundrums

Dealing with copyrights and usage rights was also challenging. Older systems didn't keep track of these rights well, which meant using files could be legally risky. Imagine putting a beautiful picture on your website, only to get a legal warning later – that's a nightmare for any creative project.

Inadequate analytics

Without proper tracking and analytics tools, understanding asset performance, usage patterns, or audience engagement was challenging. This hindered data-driven decision-making and optimization of content strategies.

These problems weren't just annoying; they blocked creativity, made working together harder, and could lead to legal trouble. But things are changing. AI-powered systems for managing digital files are here to help. They make it easier to work together, speed up the creative process, and make sure files are legally safe. 

Working smarter with AI-powered asset management

The challenges with older DAM systems went beyond just being inefficient; they acted as barriers to creativity, teamwork, and legal security for digital assets. But AI-powered DAMs aren't just an upgrade; they're a whole new way for creative teams to handle digital assets. Let's explore how these intelligent systems break down these obstacles and create a more flexible and efficient creative process:

Semantic search simplified

AI-powered DAMs, like Artwork Flow, go beyond simple keywords. They understand the content and meaning of your files, letting you search based on feelings, settings, or even specific elements within an image. Instead of searching with words, imagine asking for "pictures of a sunny Tuscan vineyard with rolling hills" and getting images that capture the rustic beauty and calmness of that scene. This "Visual Search" feature makes searching more like a conversation, leading to unexpected discoveries and new creative ideas.

Tags help you find the right assets faster. AI automatically generates the tags for you, so that you don’t have to.

Better version control

Artwork Flow's "Version History" makes handling different file versions easy. You can track changes, compare different versions, and switch back to earlier ones—all in one place. This means team members can smoothly work on different versions, building on each other's work with clarity. No more lost files or conflicting edits; this feature ensures everyone stays updated with the latest changes.

Enhanced collaboration

Break down barriers between teams with creative collaborative features. These features create a space for real-time collaboration across different departments. You can share assets, manage permissions, and track progress all in one spot. Imagine designers, marketers, and writers collaborating seamlessly, blending their ideas to create something amazing. This collaborative environment goes beyond departmental boundaries, encouraging free-flowing ideas and boosting creativity.

Online proofing enhances creative collaboration.

Compliance assurance

The right management feature ensures legal compliance by automating license tracking, sending alerts about expiring permissions and managing access controls. This feature guarantees that every asset used is done so legitimately, allowing creative teams to focus on their work without legal worries or concerns about compliance regulations.

Automation for efficiency

Artwork Flow's tags and metadata generation features automate asset categorization and tagging. This automation saves valuable time previously spent on manual organization tasks like spreadsheets and tagging. Instead, it anticipates organizational needs, streamlining asset management and allowing creative minds to spend more time on actual creative work.

AI-powered DAMs like Artwork Flow go beyond being mere tools; they act as essential companions in the creative process. With user-friendly search functions, seamless collaboration capabilities, and robust compliance features, Artwork Flow empowers creative teams to work efficiently, swiftly, and with confidence. By embracing these AI-powered systems, teams can break free from past limitations and explore the vast possibilities they offer. This shift allows creative potential to flourish, enabling work to truly stand out and shine.

Tips to make the most of AI-powered tools

The creative landscape is undergoing a seismic shift, with AI-powered Digital Asset Management (DAM) systems emerging as the maestros of a digital asset symphony. But wielding this power gracefully requires more than just pressing play. To truly unleash the creative potential of your AI-powered DAM, here are 12 tips to leverage AI-enabled asset management and take your creative endeavors to new heights:

  1. Build a strong data foundation: Think of your data as the foundation of your creative edifice. Feed your AI diverse, well-organized datasets – a vibrant tapestry of images, videos, and sounds. The richer the tapestry, the more intricate and compelling your artistic compositions can become.

Artwork Flow allows you to create a strong foundation for your brand assets by maintaining centralized brand guidelines

  1. Be clear and precise: Ditch the vague generalities and embrace concise, specific descriptors. Your AI is not a mind reader, but a skilled interpreter. Provide clear directions and watch as its insights resonate with your artistic vision, like a perfectly tuned instrument amplifying your creative voice. Precise prompts provide better results. Prompt engineering is a rapidly growing field that aims to explore how to better communicate with AI chats. 
  2. Explore new paths: Don't be afraid to leave the familiar score and venture into uncharted sonic territories. Utilize AI's intuitive search capabilities to explore based on mood, atmosphere, or even visual elements. You might stumble upon hidden gems that spark unexpected creative chords.
  3. Give and take feedback: Feedback is the bridge between two artistic souls. Provide constructive feedback on your AI's suggestions, guiding its learning and refining its understanding of your creative language. This continuous dialogue ensures your artistic visions stay aligned, like a conductor and their orchestra working in perfect harmony.
  4. Automate the mundane repetitions: Let your AI handle the tempo-killing tasks, like auto-tagging, version control, and metadata generation. This frees your creative energy to focus on the grand composition of your project, like a maestro dedicating their full attention to the emotional arc of the piece.
  5. Use visual intelligence: AI isn't just about words; it understands visuals too. Use its visual abilities to search based on feelings or specific things in an image. Imagine finding the perfect scene based on the mood it captures.
Create the perfect visuals for your post using the Studio AI generator in Artwork Flow that can help generate layouts, create posts, and more.

  1. Collaborate efficiently: Tear down the silos and create a vibrant creative ensemble. Utilize your AI-powered DAM as a hub for seamless collaboration, fostering real-time feedback and progress tracking across teams. This ensures everyone plays in harmony, amplifying the creative energy within your organization, like a conductor drawing together the diverse voices of their orchestra.
  2. Shield your creative rights: Rest assured knowing your AI acts as your legal guardian angel. Utilize its rights management features to stay compliant with licensing and usage permissions. Let it handle the legalese while you focus on composing your masterpiece, like a conductor ensuring their musicians have the freedom to express themselves within the boundaries of the piece.
  3. Use data insights: Track your artistic journey with data-driven insights. Analyze how you and your AI partner interact with the DAM system, identifying areas for optimization. Look for trends in search queries, collaboration patterns, and asset usage. This data-driven approach allows you to fine-tune your workflow and extract the most value from your AI collaborator, like a conductor analyzing the performance of their orchestra to refine their technique.
  4. Keep learning: AI is a continuous learning journey, not a static destination. Stay informed about the latest advancements in AI-powered DAM technology. Explore new features, attend workshops, and engage with the creative community. The more you learn together, the more innovative and expressive your artistic collaboration can become.
  5. Experiment with Creative AI Tools: Don't limit yourself to the standard search and organization features. Explore AI-powered tools like image generation, style transfer, and even automated music composition to add unexpected layers of creativity to your project. Think of it as incorporating innovative instruments into your symphony, expanding your artistic palette.
  6. Foster a Culture of AI Creativity: Encourage your team to embrace the potential of AI-powered DAM. Share best practices, host workshops, and celebrate creative successes achieved with AI assistance. This fosters a culture of innovation and collaboration, allowing everyone to become a conductor of their creative endeavors.

By incorporating these professional keys, you can transform your AI-powered DAM from a mere tool into a powerful creative partner, allowing you to orchestrate a symphony of innovation and push the boundaries of what's possible within your digital assets. Remember, the true magic lies in the harmonious blend of human inspiration and AI-powered augmentation. 


Discover the cutting-edge in digital asset management powered by AI with Artwork Flow. More than just a DAM system, Artwork Flow acts as your guiding maestro, streamlining your work process and enhancing your creative ideas. Through its easy search, smooth teamwork, and efficient automation, Artwork Flow gives you the freedom to create confidently, swiftly, and with endless imagination. Don't let old limitations hold you back. Begin your journey toward a symphony of creativity. Explore Artwork Flow today and witness firsthand the capabilities of AI-driven DAM. Your masterpiece is ready to take shape. Try the demo today!

Download our free Ebook
Thank you!
Form submitted successfully
Oops! Something went wrong while submitting the form.
Manage and scale your creative operations with Artwork Flow.
Try for free