How to Use ClickUp for Digital Asset Management

ClickUp can be configured as a flexible, scalable digital asset management (DAM) solution that helps creative and marketing teams organize files, streamline reviews, and collaborate in one place.

This how-to guide walks you through setting up workspaces, views, custom fields, and workflows to manage your digital assets efficiently.

Why Choose ClickUp for Digital Assets

Before building your workspace, it helps to understand why teams use ClickUp as a DAM alternative.

• Centralized hub for campaigns, files, and communication
• Flexible structure for agencies, in-house teams, and freelancers
• Multiple views for visual browsing, status tracking, and reporting
• Built-in collaboration tools for comments, proofing, and approvals

The original comparison of DAM tools and features is available in the Bynder alternatives guide on the ClickUp blog.

Step 1: Plan Your ClickUp Workspace Structure

Start by mapping how your organization produces and stores creative assets. Then translate that into your ClickUp hierarchy.

Define Spaces in ClickUp

Use Spaces to represent broad areas of work that own or request assets.

• Marketing
• Brand / Creative
• Product
• Client Accounts (for agencies)

Inside each Space, you will store campaign assets, brand materials, and cross-functional work.

Create Folders for Asset Grouping

Within each Space in ClickUp, create Folders that match ongoing initiatives:

• Brand Library (logos, templates, guidelines)
• Campaigns (by quarter or major launch)
• Social Media Content
• Sales Enablement Assets

This structure keeps high-level categories clear while still allowing detailed organization later.

Step 2: Build ClickUp Lists for Asset Collections

Lists are where you will manage specific sets of assets in ClickUp.

Example Lists for Creative Teams

• Campaign Assets – Q1 Launch
  Store all visual, copy, and video items for a particular campaign.
• Evergreen Brand Assets
  Host core brand files that should be reusable over time.
• Client-Specific Libraries
  For agencies, create a List per client or per client campaign.

Each task in a List can represent a single asset, a group of related files, or an entire deliverable.

Set Naming Conventions in ClickUp

Maintain clarity by standardizing how you title tasks and assets.

• Format: Campaign / Channel / Asset Type / Version
• Example: SpringLaunch2026 / Instagram / Carousel / V2

Consistent naming in ClickUp makes search and filtering much faster for growing libraries.

Step 3: Add Custom Fields in ClickUp for DAM Metadata

Metadata is essential for powerful digital asset management. In ClickUp, custom fields act as your metadata layer.

Core Metadata Fields to Configure

Add these custom fields to Lists where you manage assets:

• Asset Type (Dropdown: Image, Video, Copy, Design File, Document, Template)
• Channel (Dropdown: Web, Social, Email, Print, In-App, Presentation)
• Usage Rights Expiration (Date)
• Status (Dropdown: Briefed, In Progress, In Review, Approved, Archived)
• Brand / Client (Dropdown or Text)
• Version (Number or Text)

Once metadata is in place, you can slice and filter your ClickUp views by channel, status, or any other field.

Step 4: Upload and Organize Files in ClickUp Tasks

Each task can be the single source of truth for one asset or a set of related files.

Attach Files Correctly in ClickUp

1. Create a new task for each asset or deliverable.
2. Use the Files section to upload design files, images, or video previews.
3. Add working file formats (e.g., PSD, AI, Figma links) and final exports (e.g., PNG, MP4).
4. Use comments to note which attachment is the final approved version.

Storing related files under one task in ClickUp keeps revisions and collaboration focused.

Use ClickUp Docs for Guidelines

ClickUp Docs are ideal for supporting documentation around your assets, such as:

• Brand guidelines
• Voice and tone references
• Asset usage rules and licensing notes
• Campaign briefs and creative strategies

Link relevant Docs directly in your asset tasks so context is never lost.

Step 5: Set Up ClickUp Views for Asset Browsing

Views control how you see your tasks and assets inside ClickUp.

Recommended Views for Digital Asset Management

• Board View
  Organize tasks by Status or Channel for visual pipeline management.
• List View
  Display assets with key custom fields for quick scanning and sorting.
• Calendar View
  Track when assets are due to be produced, approved, or published.
• Gallery or Files View (where available)
  Browse thumbnails to visually identify images and design assets.

Configure filters and sorting in ClickUp so your team can quickly find what they need without manually scrolling through long lists.

Step 6: Build a Review and Approval Workflow in ClickUp

A strong DAM process requires clear review and feedback cycles. Configure this directly in your workspace.

Design a Simple Status Flow

Use task statuses in ClickUp to represent each stage of asset production:

1. Briefed
2. In Progress
3. Internal Review
4. Client Review (if relevant)
5. Approved
6. Archived

Drag tasks across statuses in Board view to visualize progress.

Use Comments and Assignments in ClickUp

To keep feedback structured, follow this approach:

• Mention stakeholders with @ mentions when an asset is ready for review.
• Use comment threads for specific feedback topics.
• Convert important comments into tasks or subtasks when they require changes.
• Mark comments as resolved as you address each note.

This ensures you always have a historical record of decisions and approvals in ClickUp.

Step 7: Manage Versions and Archiving in ClickUp

Over time, you will accumulate many iterations of similar assets. Proper versioning protects your brand and prevents confusion.

Version Control Practices

• Use the Version custom field to tag each revision.
• Note the approved version in the task description.
• Move older versions into a subtask or mark them as deprecated in the description.

Tracking versions in ClickUp protects teams from accidentally reusing outdated materials.

Archiving Assets

When an asset is no longer active but still needs to be referenced, you can:

• Change the Status to Archived.
• Move the task to an Archive List inside the same Folder.
• Tag the task with an Archive label and filter it out of daily working views.

This keeps your ClickUp workspace fast and focused while still preserving historical records.

Step 8: Enhance Reporting and Collaboration with ClickUp

Once your system is in place, you can start optimizing how teams work together.

Use Dashboards in ClickUp

Dashboards help you visualize the health of your creative pipeline.

• Track how many assets are in each status.
• Monitor upcoming deadlines by channel or campaign.
• Identify bottlenecks in reviews or approvals.

Configurable widgets in ClickUp let you surface the most important metrics for leadership and project managers.

Integrate ClickUp with Other Tools

Connect your workspace with design, storage, and communication platforms to reduce context switching.

• Link files from cloud storage when needed.
• Embed prototypes or previews using supported embed options.
• Use automations to notify teams when tasks change status or are ready for review.

Next Steps: Optimize Your ClickUp DAM Setup

As your digital asset library grows, keep refining your setup.

• Regularly audit custom fields to remove unused options.
• Standardize templates for recurring campaigns.
• Train new team members on workflows inside ClickUp.

If you want professional help refining your workspace or connecting ClickUp to a broader marketing stack, consult specialists such as Consultevo for strategic support.

By thoughtfully designing your structure, metadata, views, and workflows, you can use ClickUp as a powerful digital asset management hub that scales with every campaign and every brand you manage.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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