Workflow Scenarios in Digital Asset Management

Workflow within a digital asset management system can add make interaction with the system and its collaborators significantly more comfortable and effective.  Here's a couple scenarios to demonstrate what I mean.  
 

Scenario One

The first is a simple scenario.  A company digital asset management policy states that all images must have metadata.  The ensures they're easy to find and also has the required information about the image once it is found.  Here images first uploaded are set with a New workflow status.  That status changes to Partial and Data Complete along the way.  
 
Then when the original uploader or another team member edits the metadata, they set its workflow status to Partial Data or Data Complete.  The simple but useful aspect of workflow this is that images can be added and nobody needs to be pecking around for images that don't have data entered.  
 
Workflow in 3 Stages:
Stage 1: All newly added images automatically have the New workflow status applied. 
Image Workflow Status: New.
 
Stage 2: Enter Data and mark it as either Partial Data or Data Complete.  
Image Workflow Status: Partial Data.
 
Stage 3: Once all data for an image is entered, it mores to Data Complete.  In some scenarios these images would then be moved to some type of published folder.
Image Workflow Status: Data Complete.
 
Strictly speaking, DAM systems don't necessarily need to have data keyed.  It can come from a number of sources, such as AI object recognition, it's folder name, it's collection name, address info auto populated based on GPS stamps, etc., all which DBGallery supports.  But even then, the New images should be set as Data Complete once they're moved to the appropriate folder or collection, indicating they ready for the general use within the system.
 
This example is very typically of individuals and small teams, but can be a part of a larger teams add-tag-ready means of ensuring images are properly tagged.  And of course a properly tagged collection is worth 10 times one that isn't. 
 

Scenario Two

A fuller, more complex, scenario would look something like the following.  Your team creates a complex piece of work, such as a multi-layered vector graphic that needs to be approved by a client.  For that, a workflow system must support the following.  It utilizes four other aspects of advanced digital asset management systems: Event Notifications, Annotations, Version Control, and Workflows.
 
Stage 1: Someone on the create team uploads their new image file.  
Image Workflow Status: New.
 
Stage 2: The client receives a notification that a new file was added to their project folder.  This notification was setup by subscribing to new files added to that folder.  
Image Workflow Status: New.
 
Stage 3: The client reviews the file and scribbles a few annotations across the image indicating what needs to be adjusted.  These are supplemented with text comments associated with the image in the same area the annotations are made.  They set the workflow status to Requires Adjustment.  This annotated image is saved as a new version of the original image.
Image Workflow Status: Requires Adjustment.
 
Stage 4: The creative team receives a notification that a file's workflow status has changed to Requires Adjustment.  They receive this message due to subscribing to workflow status changes in their client's project folder.  They make adjustments after reviewing the annotations and comments.  They upload a new version of the file, setting the workflow to Client Review Requested.  
Image Workflow Status: Client Review Requested.
 
Stage 5: The client receives another notification when the workflow status has changed.  They click on a link in the notification email to open the image.  They open the versions sidebar, choose their annotated version, and do side-by-side comparison of their annotated request against the newest image.  This time they're totally in love with that teams work!  The client sets the workflow status to Approved.
Image Workflow Status: Approved.
 
Stage 6: The creative team gets notified of this status change and sets the final workflow status to Complete.
Image Workflow Status: Complete.
 

Summary

Real life scenarios can vary from both of these.  At times a larger number of groups may be collaboring.   Most scenarios do utilize the above basics, such as a defined workflow, annnotations, automatted status change notifications, and of course versioning as files change.  DBGallery fits beautiful into any of these scenarios, allowing you to define the workflow that fits your situation.  It is flexible enough to adjust as a team requires.