For much of the history of digital asset management (DAM), the term “digital asset” referred to a rich media file, such as a photo or video. While DAM systems can store assets that are highly text-based, such as brochures, the most common practice has been to use other tools outside of a DAM to manage and collaborate on text-based content, including Microsoft Office documents.
Microsoft Office’s 1.2 billion worldwide users can store, share, download, preview, and with an Office 365 subscription – edit files in their DAM. This new feature enables teams to work more fluidly between rich media and text files and eliminates the need to first download or check out text files from MediaValet before previewing in full and editing.
How does it work?
With or without an Office 365 subscription, MediaValet users can open assets in viewing mode to see full previews of Word documents, PowerPoint presentations and Excel files.
With an Office 365 subscription, users working in MediaValet open the edit function, which prompts the login to Office Online. Once logged in, DAM users have full access to Microsoft’s online editing tool, and every change made is tracked back in MediaValet.
Why is it important?
In-app previewing and editing eliminates the need to download files to view them in full. Users can view their content stored in their DAM while they are online.
Subscribed Office 365 users can edit content directly while asset versions are tracked in MediaValet. You no longer have to check out a file manually, change it offline, and then re-upload it and check it in as a new version to the DAM. The whole process is now fluid between MediaValet and Office 365.
Here are 7 scenarios where you’ll want to access Office Online right inside your DAM:
1. Creating & Controlling Sales Collateral
Big or small, sales teams need access to the company’s most up-to-date sales enablement documents. Individually, sales reps need an easy way to customize these documents where appropriate to the industry, market and brand of prospects. Because reps need to make changes on a case-by-case basis, it can be difficult to maintain the integrity of sales collateral and keep it consistent.
But if you store this collateral in a DAM, all items will be subject to permissions and version control. Now, with MediaValet, your teams can also login to Office Online to perform edits to Word, PowerPoint and Excel files, and any changes will be tracked in full back in the DAM.
2. Launching New Products
When managers need to update everyone with the latest information, it isn’t always easy to make changes and then communicate those changes and the incorporation of new materials across digital workplace teams. If something becomes different with your product line, how will you inform sales and marketing? If you need to update sales collateral, how do your reps get this information? MediaValet can help you streamline the marketing-sales handoff by getting that exchange to happen inside the DAM. Ultimately, you’re going to have more control over all collateral that gets distributed out to other people.
3. Creating Marketing Content
Teams can upload early blogpost drafts to MediaValet. Once there, the editor can check it out, login to Office Online, and make any required changes. Many teams have multiple editors going over all content that goes live, and this process can easily be repeated for as many editors and content approvals as you need. Each document’s version history will always indicate who last edited or changed the document, and editors can also add comments if they have other tangential suggestions. All of Office Online’s editing features are accessible by simply clicking the edit function in MediaValet.
4. Sharing digital asset files
One of the most critical functions of a DAM is easy file sharing. But it isn’t always as simple as it might seem at first. On a regular basis, digital assets are created, edited and shared. But often, a new change will be required in that file before the person it was sent to sees it. In this case, if there is an error, you can go in and change whatever you need to, but what’s new with MediaValet’s in-app editing feature is that the link that was originally sent will always reflect the most current changes. If you had sent the doc in the email, that change would not be accounted for. So you go into MediaValet, make the change via Office Online, and you don’t need to send anything a second time.
5. Building & Managing Investor Decks & Quarterly Reports
Most digital workers these days, no matter their line of business, need to work on the go. MediaValet’s in-app full viewing and editing just made that so much simpler.
PowerPoint presentations can be viewed and edited from any location with a Wi-Fi connection. Last minute changes are simple by just using a browser to access MediaValet, opening the file, and then logging in to Office Online.
If you need to share such a document, the share prompt allows you choose to keep the original formatting or change the file type on the fly – keep your presentation as a PowerPoint or render it as a PDF.
6. Updating Training and Onboarding Materials
For training and onboarding materials, the key is to always have the most up-to-date items easily available. In-app editing is perfect for the task because quick adjustments can be easily made and instantly tracked back in the DAM where everyone will access the document. Larger-scale changes are also simple to make and track because in-app editing allows you to link directly into all of Office Online’s document and presentation editing functions.
7. Working Seamlessly with Agencies
With MediaValet, you no longer have to use email as the primary tool in your content editing and feedback process. In-app editing moves those moments of collaboration from email to the DAM system, which means no more downloading documents to personal computers, editing, changing the file name, re-uploading to a new email and sending back. Anyone who needs to edit, proofread or approve a document can access it through the DAM, make all changes and suggestions, and the original content creator will see those changes the next time they access the item in the DAM.
While there are many scenarios where this function will be valuable, it is becoming incredibly important as many organizations use digital assets while working with various external creative agencies. The DAM provides a level of ease when making changes and pairs that with the ability to control the document under scrutiny by multiple parties in one single file located in one place.
These are just some ideas. Anytime you need to edit business materials that are stored digitally as Office docs, you can do it from inside your DAM.
For more information on the value of this feature, check out our blogpost: Can You Edit Office Documents in Your DAM? We Can!