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Digital Asset Management
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Digital Asset Management · Available now

Keep each content item, reviewed version and usage right together.

A content team can organize work around Projects and content items, attach content files, capture media versions, and record the rights agreements and usage rights that govern use. Owners can follow production tasks and costs alongside the item that will eventually be published.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewProduction Tasks List
Digital Asset Management · Production tasks

Production Tasks List

Production tasks in one list

New production task
Production tasks in view
6
Open
2
In progress
2
Review
1
Open2
AST-2026-0418Select hero image shortlist
20 Oct
TSK-2026-0821Approve catalog print proof
28 Oct
Add
In progress2
PRJ-2026-0092Review color grade with producer
30 Oct
CST-2026-0146Upload final product thumbnails
03 Nov
Add
Review1
CNT-2026-0314Collect signed talent releases
30 Oct
Add
Completed1
RGT-2026-0057Export vertical video cut
20 Oct
Add
AST-2026-0418Production tasks · PT-65325
Open
TaskSelect hero image shortlist
Due date20 Oct
ProjectRegional lookbook production
Assigned toMarta Silva
Approve the versionPT-65325 · AST-2026-0418

Rights Manager reviews the submitted file and rights coverage.

Waiting for Rights Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
11
Saved views
14
Roles with set permissions
6
Reports and dashboards
8
Features

The library and its work

Every feature works on the same records. Pick one to see the screen your team works in.

Content library

Follow a content item from its project through review, publication and archive.

  • Project context
  • Item ownership
  • Release state
  • Content items
  • Projects
  • Content files
  • Media versions
  • Rights agreements
  • Usage rights
Explore content library
OverviewMy content items
Digital Asset Management · Content library

My content items

Content items

New
IdTitleContent typeDue atStatusProject
AST-2026-0418Autumn collection hero filmProduct photography19 OctDraftProduct care video series
PRJ-2026-0092Canvas tote product photographyCampaign video18 OctEditingAutumn home collection launch
CNT-2026-0314Storefront opening portraitsEditorial article14 OctReviewSpring packaging rollout
RGT-2026-0057How to care for linen videoSocial media graphic15 OctApprovedWinter field guide campaign
TSK-2026-0821Wholesale catalog coverCatalog layout18 OctPublishedStore opening photo library
6 of 6 records
AST-2026-0418Content items · CI-38212
Draft
TitleAutumn collection hero film
Content typeProduct photography
Due at19 Oct
ProjectProduct care video series
OwnerAva Moreno
Example screen with sample data
Process

From production to publication

From content draft to publication ships ready to use. One step needs a named approval before the work moves on: Approve the version (Rights Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Plan the project

    Set an owner, schedule and budget for the production work.

    AST-2026-0418PT-65325 · Content Manager
    Plan the projectBy Content Manager

  2. Produce the item

    Create an item under the project and assign the work.

    AST-2026-0418PT-65325 · Producer
    Produce the itemBy Producer

  3. Review the media

    Submit the rendition that needs a decision.

    AST-2026-0418PT-65325 · Producer
    Review the mediaBy Producer

  4. Check rights

    Read agreement coverage and the version's permitted use.

    AST-2026-0418PT-65325 · Rights Manager
    Check rightsBy Rights Manager

  5. Approve the version

    Approve the exact reviewed file after checking rights.

    AST-2026-0418PT-65325 · Rights Manager
    Approve the versionBy Rights Manager
    ApprovalRights Manager reviews the submitted file and rights coverage.

  6. Publish the item

    Release the approved item and record its publish time.

    AST-2026-0418PT-65325 · Editor
    Publish the itemBy Editor

Start with Content review

Inside a record

Keep external handoffs clear

Open any production task to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Task, Due date, Project and Assigned to.

  2. 2
    Linked records

    Records linked to this production task.

  3. 3
    Who works on it

    Admin, Content Manager and Producer, each with their own permissions.

  4. 4
    Process stages

    Assign production work and Publish the item, with the role that acts.

  5. 5
    Approvals

    Approve the version, with who decides.

Production Tasks ListAST-2026-0418
Digital Asset Management · Production tasks

AST-2026-0418

Select hero image shortlist · Open

Log activity
1
Record details
TaskSelect hero image shortlist
Due date20 Oct
ProjectRegional lookbook production
Assigned toMarta Silva
3

Who works on it

  • AdminManage Users, People, Projects
  • Content ManagerManage Projects, content items, production tasks
  • ProducerManage content items, content files, media versions, production…
4

Process stages

  • Assign production workContent Manager
  • Publish the itemEditor
5

Approvals

  • Approve the versionRights Manager
    Approved
Example screen with sample data
Approvals

Decisions on versions and costs

OverviewApprovals
Digital Asset Management · Overview

Approvals

Signed in as Rights Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • PC-57981AST-2026-0418
    PhotographyRequested by Admin
    Draft1dActions
  • PC-40744PRJ-2026-0092
    Video productionRequested by Admin
    Draft1dActions
  • PC-71123CNT-2026-0314
    IllustrationRequested by Admin
    Draft3dActions
  • PC-69499RGT-2026-0057
    Talent feesRequested by Admin
    Draft5dActions

Who approves what

DecisionApprover
Approve the versionApprove the exact reviewed file after checking rights.Rights Manager
Approve content filesRights Manager
Approve project costsFinance Manager
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Digital Asset Management to the work that is theirs. Pick a role to see what it starts with.

Admin

Sets up access and reviews cross-project records.

  • Manage Users, People, Projects
  • View content items, content files, media versions, rights agreements, usage rights, production tasks, project costs

Roles and permissions

Reports

See releases, rights and spending

Answer release, delivery, rights and cost questions from linked records.

Overview
Digital Asset Management · Overview

Digital Asset Management dashboard

This quarter

Project costs in view
6
Total amount
2,230
Draft
6

Production tasks by status

How far records got this quarter

StageReachedStep
Open28
In progress1657%
Review744%
Completed571%

Number of production tasks by status

Sample counts per stage

1000
100Open
60In progress
40Review
70Completed
Example screen with sample data
  1. 01Content by production state

    Group content items by Status and Project to see the release queue.

  2. 02Project delivery status

    Compare Projects by Status, Owner and due date.

  3. 03Task completion by assignee

    Group production tasks by assigned to and Status with completed at.

  4. 04Versions in review

    List media versions by Status and operational record.

  5. 05Rights expiration schedule

    Sort usage rights by expires at and Media.

  6. 06Agreement coverage by item

    Follow content items to linked rights agreements and their date intervals.

  7. 07Cost approval by project

    Group project costs by Project and Status and total Amount.

  8. 08Published content register

    List content items with Status Published, published at and Owner.

All reports and dashboards

Who it's for

Built for content teams

See how Digital Asset Management fits your kind of team.

Brand teams

Keep campaign assets, revisions and usage terms tied to the launch plan.

Media studios

Coordinate production tasks, review exports and keep delivered work traceable.

Content operations

Run a shared content library with accountable owners and rights review.

Controls

Review the exact file and use

Each stage, from content draft to publication, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom content draft to publication
Digital Asset Management · Process

From content draft to publication

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
5
Tables touched
8
Plan the project
Content Manager
StatusPlanned → Approved
RecordsProjects
Assign production work
Content Manager
StatusOpen → in progress
RecordsProduction tasks, Projects
Produce the item
Producer
StatusDraft → Editing
RecordsContent items, Projects
From content draft to publication
  1. Start
    Plan the projectPlanned → Approved
    Projects
  2. Step
    Assign production workOpen → in progress
    Production tasks
  3. Step
    Produce the itemDraft → Editing
    Content items
  4. Step
    Review the mediaDraft → Review
    Media versions
  5. Approval
    Approve the versionReview → Approved
    Content files
Example screen with sample data

See each stage in detail

AI agent

Get help preparing the work

Use Proto to prepare records and surface the next human decision.

It can

  • Producer: Prepare an item and its version record from the project context for the Producer to inspect.
  • Rights Manager: Show the agreement and usage intervals linked to a version awaiting review.
  • Editor: Gather the approved item's file revision, rights context and linked tasks before publication.
  • Finance Manager: Summarize a draft cost with its project budget and category for review.

Stays with a person

  • A person decides whether rights terms permit a use, whether a file is approved for release and whether a project cost is authorized.
  • The Editor remains responsible for the publication decision.
  • Proto can prepare linked records and answer questions from them, but the team must inspect the actual attachment, agreement and intended destination before a consequential action.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Digital Asset Management
  • File storage
  • Publishing destination
  • Rights source
  • Finance system
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 11 tables
11tables
  • Content library7
  • File revisions4
  • Media versions3
  • Rights coverage5
  • Production projects5
  • Project costs2
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Map the work

    Choose a representative project, content item, file revision, media version and rights agreement.

  2. Assign responsibility

    Name the project owner, Producer, Rights Manager, Editor and Finance Manager for the pilot.

  3. Bring in records

    Enter people, project context, items, tasks, rights and versions in dependency order.

  4. Rehearse review

    Submit a rendition and file revision, check rights coverage and approve the exact reviewed file.

  5. Rehearse release

    Publish the approved item, check the recorded time and linked tasks, then review a draft project cost.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Digital Asset Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Digital Asset Management for your business. Begin with one project, an item, a file revision, a media version and the rights terms needed for a real release.

How do file revisions relate to content items?

Each file revision links to a content item and records its own version, attachment, upload date and approving person. Keep corrected exports as distinct revisions so reviewers can identify the exact file they approved.

Can one content item have several media versions?

Yes. Each media version links to a content item and records its own version, file identity and review state. Usage rights can then be attached to the rendition they govern.

Where do rights agreements live?

A rights agreement links to a content item and records the party, allowed uses, dates and contract. A usage right links to a media version and records the licensee, allowed use and interval.

What happens when a version enters review?

The capture workflow resolves its linked content item and moves the submitted media version from draft to review. The review and approval decisions then use the linked file, item and rights context.

Who approves the release file?

The Rights Manager checks coverage and approves the exact submitted file revision. The parent content item becomes approved through that review path. The Editor then handles publication.

What changes when an item is published?

The publication flow marks the approved item published, records its acknowledged publish time and closes linked production tasks.

How is a project marked delivered?

When a linked production task reaches completed, its completion date is recorded and the project advances to delivered. Review the related content item separately for publication state.

How are project costs approved?

Finance reviews a draft cost with its linked project and amount. An eligible cost can move to approved; paid remains a separate finance state.

Set up Digital Asset Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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