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Metadata – Use it For More Than Just Search!

WebDAM Hacks

We all know that adding metadata in DAM software makes your assets much easier to find. Metadata generally falls into two different categories: administrative information like the photographer’s name, rights information, location, date and time captured, etc., and descriptive information such as “family at the beach,” colors, seasons and other such details. Both types are frequently used to search and find assets, but there’s so much more you can do with metadata.

Below, we’ll describe step by step how La Quinta Inns & Suites uses metadata to help streamline an important but time-consuming task that almost all marketing and creative teams face: regularly updating the content on websites and other channels.

La Quinta’s team manages a lot of content for 800+ hotel properties. It’s critical that all incoming content from contributors is reviewed for brand consistency before La Quinta’s various websites are updated with the new images. WebDAM makes receiving new images from different locations a snap.

But with such large volumes of new content coming in from so many different sources, La Quinta needed a way to collect key information about the incoming content at the time of upload. Enter metadata!

Most new content being uploaded into La Quinta’s WebDAM is intended to replace an existing property image on or join an existing image gallery. To make this process smoother, La Quinta configured its metadata schema in WebDAM to collect this information as soon as the new content is uploaded, eliminating the need to reach out to contributors for these key asset details and speeding up the content updating process. Here’s how to replicate this WebDAM Hack yourself:

1) Configure relevant metadata fields within WebDAM

From the Metadata Schema page, add a custom field and name it Action Requested. Next, click on the tools icon under the Field Type column and enter in the options you want your contributors to choose from. For example, you can enter options for replacing or adding images to a specific page, or you can request your contributors to specify which website an image should go to. As you can see, La Quinta has entered two options for contributors: “Replace current image on” and “Add to – do not remove other images for this image type.”

Configure metadata

2) Fill out this field upon upload

Let all your contributors know that this field needs to be completed when an image is uploaded. They will see the new option in the metadata panel and can choose from the different options you entered in the previous step. So when La Quinta’s contributors upload new images, they are requested to choose from one of the two options described above. This gives La Quinta’s brand management team instant visibility into where new images are intended to go – no need to email contributors for image details.

LQ Metadata

3) Receive upload notifications

WebDAM will automatically send you a notification when new content has been uploaded or edited. Simply click on the image to see what action your contributor is requesting to take. At this step, La Quinta’s brand management team can review the new images to ensure they accurately and consistently represent La Quinta’s brand.

Notifications It takes just a few minutes to configure your metadata in this way, but the payoff is enormous. You no longer need to email your contributors asking about what new content is intended for – WebDAM automates the whole process for you.

As you can see through La Quinta’s example, metadata doesn’t have to be limited to searching for assets – it can be immensely useful for streamlining many marketing and creative workflows within digital asset management software. Stay tuned for more DAM Hacks to learn how you can get even more out of your metadata strategy.

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