How to Use ClickUp for Digital Asset Management

ClickUp can streamline how your team organizes, reviews, and launches creative assets when you set it up as a simple digital asset management workspace. This how-to guide walks you through a clear, practical setup based on the workflows compared on the Brandfolder alternatives guide, but adapted so you can manage everything directly in one flexible platform.

Why Build a Digital Asset Hub in ClickUp

Traditional digital asset tools often feel rigid, while creative teams need flexibility. Using ClickUp as your central asset hub gives you:

• A single home for briefs, proofs, and final files
• Collaboration across marketing, design, product, and sales
• Powerful search and filtering without a steep learning curve
• Custom workflows that match how your team actually works

Instead of jumping between multiple tools, you can centralize planning, production, and distribution inside one workspace.

Step 1: Plan Your ClickUp Workspace Structure

Before you create any tasks or upload assets, decide how to structure your workspace so files are easy to find months later.

Choose a ClickUp hierarchy for assets

A simple, scalable structure could look like this:

• Workspace: Company or agency name
• Space: “Creative & Assets”
• Folder: By department or channel (e.g., “Brand”, “Paid Media”, “Social”, “Product Marketing”)
• List: Campaigns, products, or asset collections (e.g., “Q3 Product Launch”, “Evergreen Social Library”)

Within each List, individual tasks represent either a single asset or a group of closely related deliverables.

Define naming conventions in ClickUp

Consistent naming makes search and filters far more effective. Create a short naming standard for all asset tasks, for example:

• CAMPAIGN-TYPE-CHANNEL-VERSION
• Example: Q3LAUNCH-BANNER-PAIDSEARCH-V2

Document this in a pinned Doc inside your Space so everyone in ClickUp follows the same rules.

Step 2: Set Up ClickUp Custom Fields for Assets

Custom Fields turn a simple task list into a structured asset database. Add the fields your team needs to track and filter.

Recommended Custom Fields in ClickUp

• Asset Type: Dropdown (Image, Video, PDF, Presentation, Ad, Social Post, Template, Other)
• Usage Channel: Dropdown (Web, Social, Email, Paid Ads, Print, Sales Enablement)
• Brand/Product: Dropdown for product lines or brands
• Final URL / Live Link: URL field to the published asset or landing page
• License / Rights Expiration: Date field
• Owner: People field for accountable teammate

Keep the first version of your field set light. You can always refine it as your ClickUp asset library grows.

Step 3: Create ClickUp Views for Different Teams

The same assets look different to a designer, a marketer, and a stakeholder. ClickUp Views help each group see what they need without clutter.

Key List and Board Views in ClickUp

• Production Board View: Kanban board grouped by Status (Brief, In Progress, Review, Revisions, Approved, Live)
• Asset Library List View: Table with columns for Asset Type, Usage Channel, Owner, Rights Expiration
• Campaign View: Filtered view showing only one campaign or product launch

Save each view and share it with the right audience so everyone has a one-click way to find the assets they need.

Gallery-style views for creatives in ClickUp

For visual teams, create a view that highlights thumbnails and attachments:

• Use the default task layout with large attachment previews
• Pin the most recent or approved media to the top of each task
• Group by Asset Type so designers quickly scan images, videos, or PDFs

This helps ClickUp function more like a traditional digital asset repository while still supporting full project workflows.

Step 4: Build a Reusable Asset Workflow in ClickUp

A clear workflow keeps assets moving from idea to approval to distribution. Use ClickUp Statuses and automation to guide the process.

Set ClickUp Statuses for creative assets

In your creative Space or Folder, create a custom Status set such as:

• Brief
• Ready to Start
• In Design
• Internal Review
• Client/Stakeholder Review
• Revisions Needed
• Approved
• Scheduled/Live
• Archived

Each asset task moves through these steps, giving the entire team a real-time view of progress.

Use ClickUp templates for repeatable work

Turn your best workflow into a task template:

1. Create a task with all subtasks, checklists, Custom Fields, and descriptions filled out.
2. Include standard subtasks like “Finalize copy”, “Design draft”, “Proofreading”, “Compliance review”, “Upload final”, and “Update links”.
3. Save it as a reusable template in ClickUp.
4. Use this template whenever a new campaign or asset request comes in.

This ensures every asset follows the same quality checks without extra manual setup.

Step 5: Manage Reviews and Approvals in ClickUp

Streamlined reviews are one of the biggest reasons teams adopt digital asset platforms. You can replicate that inside ClickUp with structured feedback tools.

Handle feedback on files in ClickUp

When you upload images or PDFs to a task, reviewers can:

• Open the file in the preview window
• Add comments at specific points on the asset
• Reply to each other and resolve threads as changes are made

Each comment automatically appears in the task activity, so there is no confusion about which version the feedback belongs to.

Track approvals and versions in ClickUp

To keep approvals organized:

• Use a Custom Field like “Approval Status” with options Draft, In Review, Approved.
• Attach each major version of the file and label it clearly (V1, V2, Final).
• Move the task to “Approved” once all required reviewers have signed off.

This gives you an instant record of who approved what and when, entirely inside ClickUp.

Step 6: Make Assets Easy to Find in ClickUp

The value of a digital asset system depends on how quickly people can find the right file. Use consistent metadata and ClickUp search together.

Optimize tasks for fast discovery

For every final asset task, ensure that you:

• Include relevant keywords in the task title and description
• Fill in Asset Type, Usage Channel, and Brand/Product fields
• Add the final file in a clearly labeled attachment
• Include the public or live URL where the asset is used

Later, teammates can use filters and search terms to pull exactly what they need instead of recreating work.

Use spaces and filters as your asset catalog

Within your creative Space in ClickUp:

• Pin a master “Approved Assets” view that filters Status = Approved
• Group this view by Asset Type or Usage Channel
• Save a filter for each department (e.g., Sales only sees Sales Enablement assets)

This creates a practical asset catalog that mirrors features in stand-alone tools, while staying connected to your day-to-day projects.

Step 7: Connect ClickUp With Your Wider Tech Stack

A strong digital asset workflow stays in sync with other systems like CMS platforms, ad managers, and collaboration tools.

Simple integration ideas for ClickUp

Depending on your stack, you can:

• Store source design files in cloud storage and link them in ClickUp tasks
• Embed links to the final landing pages and live creatives
• Use automation to notify channels (like email or chat) when a task reaches Approved

If you want expert help designing an integrated setup around ClickUp and your existing tools, consider working with consultants such as Consultevo to align workflows across your organization.

Step 8: Maintain Governance and Permissions in ClickUp

Good asset management includes control. You decide who can create, edit, or use each asset.

Use role-based access in ClickUp

Configure access so that:

• Editors and designers can modify tasks and upload new versions
• Stakeholders can comment and approve but not change key fields
• View-only users can browse the Approved Assets view without editing

This balance protects your brand while keeping collaboration smooth.

Archive and retire assets in ClickUp

Over time, your library will grow. To avoid clutter:

• Move outdated or expired assets to an “Archived” status
• Filter standard views to hide Archived items
• Use the Rights Expiration field to flag assets for review

This keeps your live views current while preserving the full history of your work.

Next Steps: Evolve Your Asset System in ClickUp

Start with a simple structure: a dedicated creative Space, a small set of Custom Fields, and a clear workflow for briefs, production, and approvals. As your team gets comfortable, refine your ClickUp setup with more tailored views, automation, and integrations.

By treating tasks as assets and views as your searchable library, you can turn ClickUp into a flexible, scalable digital asset hub that supports every stage of your marketing and creative lifecycle.

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

“`