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Do you use metadata to tag your photos? How many of your current photos have keywords applied?

Recently we asked our customers these questions in our DAM Survey 2016. The answers surprised us quite a bit.

73% of our customers told us that they “need more keywords applied” to their assets—and these are the people that are already invested in a DAM system! Imagine how hard it is for people without a DAM system in place to locate key assets.

Digital Asset Management software has been around for years, but like most technologies, it’s constantly evolving to meet the demands of the modern era. Over the years, one thing has become abundantly clear: if you don’t have metadata tags to search with, it’s REALLY hard to manage assets in an ever-expanding digital universe.

Here are some things NOT to do:

Hire a person to manually affix keywords to hundreds or even thousands of assets (dream job!).


Force-attach keywords to all files that meet a specific criteria (file folder location, for example) via scripting or another bulk, unintelligent mechanism.

And here’s what you SHOULD do:

Automatically attach keywords via some artificial intelligence platform where well-trained algorithms with established taxonomies can interpret the images and apply “smart” tags to them.

If only such technology existed and was readily available…

P2.1-SS-Web-Keywords-Detail-ENOkay, enough teasing. Portfolio 2016 now offers a Smart Keywords module that’s
powered by Clarifai, the visual recognition technology built on the most powerful artificial intelligence in the industry. Simply upload your image and Clarifai suggests smart keywords to help you tag and organize your asset within seconds. One click. It’s that easy.

Skip the excruciatingly mind-numbing process of entering keywords manually. And eliminate the human error factor of common mistakes like typos or misspelled words. Win/win.

Keywords are what make any DAM system effective. Without them, you’re just swimming in a sea of random assets. By accelerating the keyword process, Portfolio Smart Keywords creates more time, energy, and resources for you to focus on doing great work!





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If you’re evaluating digital asset management (DAM) solutions, learning about customer experiences is an important step in the process.

We sat down with Les Barker, a seasoned Digital Strategist, to get his unique perspective on the value of digital asset management, best practices, work/life balance, and more! See what he has to say in this brief video.

If you’re interested in exploring digital asset management solutions further, our 45-day free trial is a great place to get started.

To learn more about digital asset management and its benefits, hop over to our Portfolio page.

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extensis-portfolio-2016-portfolio-packagingA major feature introduced with Portfolio 2016 was the addition of the Vault Catalog type (check out our :60 video demo at the end of this post). Previous to the introduction of the Vault, assets lived within the server’s directory structure. Organizing assets into folders using the operating system’s file structure has some conveniences. For example, you can just grab a file and throw it on a flash drive right from the desktop of the server. However, you can just as easily grab a whole folder of assets and trash them too. Scary thought!

Organizing assets in this manner exposes your organization unnecessarily and creates the opportunity for a major disaster. Of course, you could always recover from a previous back-up (you are diligent about keeping back-ups, right?), but that is a lot of extra effort. Why put yourself through that? You’ve painstakingly curated your collection of assets and they have real value so take every precaution to make sure they are safe and secure.

In addition to having best practices in place to limit access to the server and keeping on top of back-ups, use Vault catalogs to add an extra layer of protection for your digital asset management system.

Below are the Top 5 Benefits you’ll gain by using a Vault catalog to store your digital assets.

If you’re interested in giving Portfolio 2016 a closer look, we’ve got a 45-Day Free Trial so you can give it a test run.

Continue Reading »

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WithDigital Asset Management for Retail the fast-paced nature of the retail environment, product shots, layouts, and other creative files can quickly get out of control. Without a digital asset management system to help manage assets, it can be a challenge to find what you need, when you need it. put an end to this challenge, and will join me in an upcoming webcast where they will share their secrets for solving this time consuming problem.

Date: Tuesday, December 8, 2015
Time: 11:00 a.m. PST

Register here.

Presenters from

  • Mark Lefkin – Vice President, Creative Services
  • Michael Yi – Senior Designer, Creative Services

You’ll learn how:

  • reinvented how they manage digital assets
  • Digital Asset Management (DAM) improves their go-to-market process
  • Digital assets can be made accessible company-wide – instantly
  • DAM dramatically reduces time spent searching for assets
  • Keyword lists and automatic tagging expedites cataloging

At the end of the presentation, Mark, Michael and I will be available for a live Q&A.

We hope you can join us for this informative discussion. A recording of the Webcast will be sent to those who register.



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Interested in seeing the new features in Portfolio 2016, our latest Digital Asset Portfolio digital asset management softwareManagement system, up close and personal? Here’s your chance!

Extensis resident DAM expert, John Arnsdorf, will showcase “What’s New in Portfolio 2016” next Wednesday, November 18, 2015, in a live webcast at 11:00a.m. PST.

John will take you on a tour of features including:

  • Version control with ability to recover previous versions
  • Secure asset storage with all-new vault catalog
  • Manage asset workflow with check-in & check-out
  • Protect file integrity with asset locking
  • Improved email collaboration in NetPublish
  • And much, much more!

At the end of the presentation, John will be available for a live Q&A. Recordings of the presentation will be sent to all those who attend.

Register today for this free webcast!

To take Portfolio 2016 for a self-guided tour, try our free 45-Day Trial.



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Portfolio Digital Asset Management Software

Are you seeking more control over version management of your digital files?

Problem solved in Portfolio 2016! Plus a whole lot more!

Want to Know More?

If you’d like to be among the first to know how Portfolio 2016 can turbocharge your workflow, click here.


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Deciding whether or not you need a digital asset management (DAM) system can be a bit tricky and you may be asking yourself “…what is this DAM thing?” Guess what? You’re not alone. We would like to help you get a grasp on DAM and provide answers to common digital asset management questions:

What in the world is Digital Asset Management?

Maybe you know a little about digital asset management or maybe the concept sounds completely foreign. DAM is a way to organize, categorize, find, retrieve and store digital files, such as images, documents, audio and video clips. These digital files are referred to as assets because a significant amount of time and expense goes into creating these files – making them very important resources. To help locate files easily, digital asset management software typically uses a metadata and keyword-tagging system so you can find what you need fast.

Here’s a quick video delving further into DAM, with some highlights on our solution- Extensis Portfolio:


Portfolio-Video-Thumb Final


Why do I need Digital Asset Management Software?

More files mean more disorganization, which leads to lost time and money spent trying to find them (check out the DAM Infographic on just how much you might be losing). Imagine having the ability to let people inside and outside your organization find, organize, and convert media files quickly. DAM software does just that. By helping businesses locate, reuse and share assets, workflow improves, time is saved and profits increase. Digital asset management also provides the ability to properly track usage rights on assets, avoiding fees and offering the ability to easily sell and license assets.

What Industries Use Digital Asset Management Systems?

With the explosion of digital assets and media over the past decade, organizations spanning across many industries struggle with how to keep files organized, accessible, and properly managed. From higher education to retail organizations, museums to government, digital asset management is needed and used by many different types of organizations.

DAM Toolkit

We’d like to answer more of your questions and point you in the right direction by introducing you to our DAM Toolkit. The toolkit is chocked full of valuable resources aimed at helping you make an informed decision when selecting the best DAM solution for your organization. The toolkit includes: workflow assessment worksheets, guidelines on building selection criteria, an ROI calculator, a best practices guide, and much more. Before making a DAM decision, check out the kit and see if a digital asset management system is right for you!

Learn more about Extensis Portfolio – Digital Asset Management Software.

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“Where is that one picture we created for that one campaign that one time?”

Ring any bells? Personally, I understand this challenge. I recall being in an impromptu brainstorming meeting for a campaign that needed to be launched in a week. I tried to find a digital ad that was utilized for a like campaign six months prior. It’s simple, right? All we needed to do was change the ad copy, call-to-action, and boom! We have a “new” advertisement.


Well, not so simple. Five of us were searching and searching and still couldn’t find the native file. Design had to go back to the drawing board and create the ad from scratch. Not to mention, there were other assets we couldn’t find that needed to be utilized for the new campaign.

Now, marketing teams (agency or in house), work on a spectrum of projects from social media to search engine optimization and more specifically, creating content for the web, advertising, PR, email campaigns, and more. The list goes on. Keeping up with all of it can be a bit daunting, but we do so by working with the tools that we have.

Let’s revisit that last minute brainstorming meeting I was in. Let’s say our team utilized a digital asset management (DAM) system. Using a combination of metadata and keywords, I would search for the file and it would appear immediately, along with any other vital information such as use guidelines associated with that document. We could have easily downloaded the file, handed it to design along with updated copy, and Voila!

Here’s a little more about how digital asset management could have helped me and can potentially help you:

– Self-Service Distribution to Sales:
We know that Sales and Support regularly asks for collateral that is usually locked down in Marketing folders. It would save time if Sales and other departments could get what they need instantly without having to ask someone to track it down. With DAM, a self-service feature can be implemented so documents, project files, collateral, images, etc. can simply be downloaded and utilized instantly. Marketing saves time. Sales gets what they need, when they need it.

– Prevent Assets From Being Used Inappropriately:
Marketing teams can gain control over who has access to what and when. This decreases the risk of violating branding guidelines and liability. I can’t tell you how many times I’ve seen a logo sneak through the cracks and used incorrectly. With a digital asset management solution, marketing teams have the capability to place assets that can be trusted in the hands of people who can be trusted. Features exist that help control who can see assets and who can download them.

– Expire Assets When No Longer Approved for Use:
It’s a best practice to avoid deleting items that are no longer needed, but finding a place to archive these assets and finding them if needed can be tedious. Instead, DAM creates an easy way to archive these assets so they are not in visible. This can prevent misuse and reduce the risk of liability.

We have so many moving parts associated with so many projects and campaigns. Most need to be implemented and completed quickly while meeting high expectations. DAM is a tool that can help improve workflow and decrease organizational chaos so you can concentrate on meeting expectations, instead of trying to find an asset or worrying about someone else using an asset inappropriately. It’s one less thing we as busy marketers have to worry about. Happy Marketing!

Put your thinking cap on! Learn more about digital asset management.

We’ve been working hard to put together an all-purpose DAM Toolkit to help you learn more about digital asset management and make a strategic investment in a DAM system. The kit includes an ROI calculator, our up-to-date Digital Asset Management Best Practices Guide and more.

Check it out.

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Our new Portfolio release adds support for the latest OS X, advanced reporting features, and more

With the explosion of digital assets and media over the past decade, companies are struggling to keep them organized and accessible while ensuring version control. Locating and distributing files has become a major time and productivity killer.

Fortunately, Extensis Portfolio™ makes digital asset management (DAM) affordable for companies of all sizes. Originally released in October 2014, Portfolio transformed the user experience with suggested, guided search capabilities, millisecond results, a sleek new user interface and elegant thumbnail views. It’s used by hundreds of Fortune 5000 companies. And it’s just been updated to make it better than ever.

Get Your Assets in Gear with Portfolio 1.5

Portfolio has added full compatibility with Apple® OS X® Yosemite (v10.10) and advanced reporting options. It’s also faster than ever, with new features that increase the efficiency of importing, copying, updating, converting and exporting assets.

Continue Reading »

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With the explosion of digital assets and media over the past decade, companies struggle with how to keep files organized, accessible, and properly managed. More files means more inefficiencies in the form of lost time and money spent trying to find them.


The Ultimate Digital Asset Management (DAM) System Has Arrived: Introducing Extensis Portfolio

Introducing Extensis Portfolio


Our newest release of Extensis Portfolio™ couldn’t come at a better time. In the words of our esteemed Product Manager of Digital Asset Management Solutions, Maxwell Mabe, “This is the most significant update to Portfolio since its inception, addressing core DAM functionality with an emphasis on workflow and user experience.” Built for collections of up to 10 million assets, Portfolio gets them organized into a meaningful, usable collection, and lets you find what you need, fast. Continue Reading »

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