Workspace

Workspaces and Collections mentioned in this article refer to Brandfolder features. For workspaces and collections in Smartsheet, see the collections in workspaces overview.

Workspace eliminates bottlenecks, allowing creatives and marketers to more effectively plan and manage the development and use of assets. Work-in-progress items can be displayed on landing pages while the assets are still under development. As a result, marketing projects and asset development become more agile.

Workspace integrates smoothly with Smartsheet, enhancing team efficiency while giving leadership a clear overview of marketing project progress. 

Creating a Workspace and adding team members

At the Brandfolder level, Admins need to select the + New Workspace button at the top-left. A new modal appears that lets you add a Workspace name (required), a URL (required), a due date, and a description.                                  

Adding team members and customizing the Workspace 

On the Workspace, the Admin can add team members using the icon above 0 Team Members. This opens the user management modal. 

The settings button allows Admins to change Workspace settings and upload a header image. 

Adding reference materials to a Workspace

Adding assets to a Workspace is similar to adding assets to Collections.

Selecting one or more assets displays the bulk management toolbar. Select Add to, and then Workspace. 

Once ready, the asset appears in the Workspace. Assets added to a Workspace can serve as reference materials to guide teams in creating new assets. Assets can include logos, masthead images, color palettes, and fonts used to create new assets. 

Adding tasks and task details

Admins and Collaborators of a Workspace can add new tasks by going to the Create asset dropdown within a section and selecting task. 

Currently, tasks are created as a generic file with a placeholder To do image. This allows for tasks to appear in integrations such as Adobe Photoshop. 

Selecting Create a task opens an asset modal that lets the user add more details to this task. Task details include: 

• Asset Name.
• Due Date - Select a date for task completion.
• Priority - Low, Medium, or High.
• File Type - Select from common generic file types.
• Size or Dimensions - Freeform size info.
• Status - Not Started, In Progress, Completed.
• Description - Freeform description of the Task to be done.
• Assign to - Available team members to assign to the Task.

Once you have entered this information, Task Details are available in the asset modal alongside Asset Details. 

This enables team members to add the appropriate tags and custom fields to the assets while working on them. 

CDN links can be accessed on the embed tab and used to add assets to email drafts or landing pages. 

Assets in a workspace that are incomplete display a not started/in progress banner at the Workspace level for all Workspace users. It also shows up as not/started in progress at the Brandfolder level for Admin users. Once an asset is marked as complete in the Workspace, it shows up for all users who have access at the Brandfolder level. 

Search, sort, & filter 

A Workspace has project-oriented advanced filters. Users can quickly toggle to only see items assigned to them. They can also filter by Status, Priority, and relevant Due Dates ranges. 

Assets can also be sorted by what is due next. 

Smartsheet integration

Brandfolder Workspace also closely integrates with Smartsheet. Learn more about the Workspace + Smartsheet integration.