Serving as a Bynder DAM Admin is a critical role in your organization. You are the gatekeeper of your organization's digital asset management.
A Bynder Admin provides training and serves as the end users' primary point of contact if they have Bynder-related questions. You are responsible for customizing the Portal's homepage, maintaining assets and taxonomy, and setting user visibility and permissions.
This guide is designed to help DAM admins efficiently manage and optimize the use of Bynder's DAM, whether you are a brand new admin, just off of onboarding, taking over for a previous admin, or need a quick refresher!
Note
Are you the Admin for one of our other modules? Click here to find the right guide for you.
Post Onboarding Checklist
Customize the DAM for Your Organization
Customize the DAM for Your Organization
Adjust your Portal's appearance to align with your company's brand identity. This customization is primarily done during onboarding, but if your company undergoes any branding updates, we recommend updating your Bynder portal to maintain a consistent user experience.
| TO DO | FREQUENCY | TIP | |
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Customize your Portal URL to match your branding | During Onboarding | optional |
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Set up Single Sign On (SSO) for your Users (optional) | During Onboarding | recommended |
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Allow users who aren't logged in to upload assets for approval by enabling External Uploader (located on the login page) Tip - this is great when you're working with external agencies. |
During Onboarding Note: This feature is automatically enabled in your Portal; to turn it off, contact your Onboarding Manager or Customer Success Contact |
Once the assets are uploaded, they are sent to the Waiting Room, where you can approve or deny them. |
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Add your company logo to your Bynder account | During Onboarding | recommended |
| Set up a background image for your login | During Onboarding | optional | |
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Add company colors | During Onboarding | optional |
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Add your custom font | During Onboarding | optional |
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Upload favicon | During Onboarding | optional |
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Customize the login page | Post Onboarding | recommended |
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Customize error messages for users if they have a failed login or are denied access to the Portal | Post Onboarding | recommended |
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Create a general support form that can be configured within the Portal settings. This form allows users to ask questions or request Support directly on the Portal without leaving the page. It also allows users to contact the right department for help. This should not be to direct users to contact Bynder Support; it should be an internal contact. | During Onboarding | recommended |
| You can create a Custom Link Tab in the Portal to link to an external site, such as the Bynder Knowledge Base or another site your users may frequently visit. | Post Onboarding | recommended | |
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Add a custom Privacy Policy to display when users click the Privacy Policy tab within their Bynder portal. | During onboarding | optional |
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Create a User Access Registration Form to allow users to request access to the Portal via a registration form. |
During Onboarding But can be configured post-launch. |
Optional
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Set up derivatives Manually or automatedly, or use the crop tool to create derivatives. | During onboarding, it can be adjusted post-onboarding. |
Nice to Know
- Every Portal is enabled with the standard theme; however, you can upgrade to a custom theme if you still need to purchase one. Reach out to your Customer Success Contact to learn more about upgrading and associated costs.
Configure your Homepage
Your homepage is your users' first impression of your DAM. It plays a crucial role in reflecting your brand and showcasing what's happening within your organization. We've seen that companies who regularly update their portal homepage effectively rebrand and showcase new products or initiatives see a higher level of engagement from their users.
Need some inspiration?
- Look at some on-demand resources to get Homepage Deep Dive, Homepage Management Training, or the community to learn how other companies customize their homepage.
| TO DO | FREQUENCY | ADMIN TIP | |
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Add a Welcome Text to your homepage. Reach out to your Customer Success Contact | During onboarding | recommended |
| Create different content elements on your Portal's homepage in News Management. |
Monthly or Quarterly Based on whether there are any major company updates or initiatives, |
recommend | |
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Set up a clear channel of communication and available resources with your users. You can do this by featuring links on the portal homepage through Quicklinks or setting up a support form. |
Post Onboarding One time* |
*Please update this if your Bynder Admin changes to ensure communication is rerouted to the new Admin. |
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Publish a collection on your homepage highlighting key asset collections for easy access, driving users to a particular curated group of assets. |
Monthly or Quarterly Based on whether any major company initiatives can be highlighted in a collection |
Create a collection that includes all relevant information about a product launch and display it prominently on the homepage for easy access. |
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Add Quick Links to frequently used tools, guidelines, or external resources. |
Update if there are any changes or updates to resource links Quarterly or once a Year |
Link out to your company's intranet or website. |
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Feature Bynder Express on your homepage. This built-in FTP tool allows users to send large files without relying on email or adding them to the asset bank. |
During Onboarding One time* |
*Reach out to your Customer Success Contact if you want to make the Bynder Express button more prominent on your homepage. In Asset Bank permissions, you can limit who has access to Bynder Express. |
Weekly Maintenance
DAM, if only there were more hours in the week…
Suppose you only have one hour per week to spend on DAM maintenance. In that case, we recommend you prioritize auditing the waiting room, managing user access requests, refreshing your homepage, and publishing collections online.
| Task | Duration | Permission | Details |
| 20 minutes |
Request Types to Audit
Most critical audit areas.
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| 10 minutes |
[If you have user access request form enabled] Getting users into Bynder as quickly as possible helps ensure the DAM remains the single source of truth for your organization's content. |
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| 20 minutes |
The homepage is your users' first impression of Bynder, so keeping it up-to-date and relevant to your brand is important. Review the homepage elements regularly to ensure users have access to relevant, timely, and visually stimulating content. Here are some questions to consider:
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| 10 Minutes |
Published online collections allow all users to have access to specific collections.
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Monthly Maintenance
More Time to Spare?
If you have two to three hours each month, check these tasks off the list…These tasks will save you time and prevent you from having to do a larger audit at the end of the year.
| Task | Duration | Permission | Details |
| 30 minutes |
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| 20 minutes |
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30 minutes We recommend doing this once a Quarter or at least at the EOY |
Share these insights and wins with your internal stakeholders. |
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Ongoing Checklist
As a Bynder DAM admin, you may wear multiple hats, and managing the DAM is only one part of your day-to-day. And that's okay! We recommend continuously monitoring the following items to drive optimal DAM usage. Doing these things on an ongoing basis will help avoid any major future audits.
Are you crunched for time? Click here.
If you have more time to spare, you can check out these to-dos.
Upload Assets and Manage Assets
Fine Tune Your Taxonomy
During onboarding, your Onboarding Manager will help set up your taxonomy, which is the backbone of your Bynder portal. However, you can always fine-tune the taxonomy post-onboarding to account for your changing or growing business needs.
Note
Check out our taxonomy tips here.
| TO DO | FREQUENCY | ADMIN TIP | |
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Build out your Metaproperties and their options, as they are essential to your Bynder taxonomy and should be configured before you upload your assets. |
Set up During onboarding* Quarterly or Twice a Year |
*Although this is set up during the Onboarding Process, It is important to make this fluid and continuously build on your taxonomy as your company offerings expand, your users provide feedback, or you see stats in Analytics that point to making changes to your Taxonomy. |
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Set up additional taxonomy automations post-onboarding. These rules can trigger specific outcomes when certain conditions are met. For example, you can configure automation to show only certain metaproperty options once a particular metaproperty has been selected. |
Set up During onboarding* Once or Twice a Year |
Since automations are based on your metaproperties, you may need to change them when you change your metaproperty options. |
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Set up Smart Filters, which are convenient drop-down menus at the top of the Asset Bank. A smart filter drop-down can present a single or multiple metaproperties. |
Set up During onboarding* Once or Twice a Year |
*If Advanced Analytics is enabled, you can use those learnings to update your smart filters accordingly. |
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Tags help you to classify and describe your assets. You can manually add, edit, or delete tags while uploading or afterward. You can also utilize tags created from Text in Image Search (if enabled). |
Automated Tags are set up during onboarding. To turn this off, contact your Support. |
Tag your assets during the upload. Clean up tags during your asset audit |
Nice to Know
- Check out the on-demand taxonomy training here.
- Watch the recordings on metaproperty management.
Visibility & Permissions
There are two ways to restrict asset visibility in the DAM: either via Advanced Rights (marking an asset limited or archived) or by Setting Permissions Via Metaproperty (all assets with a certain metaproperty option are visible to either a certain permission profile or a user group).
Each can be applied for a different purpose. For example, advanced rights can be easier to implement as they are based on permission profiles; however, if you want to get more granular, it is best to set permissions via metaproperties.
For example, if you want INDD design files to be seen only by designers, you can hide assets marked as "Design File" by default and then set access rights for the Designers user group (or the Admin permissions profile) only.
| TO DO | FREQUENCY | ADMIN TIP | |
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Set Permissions Via Metaproperty |
Set up During onboarding* Quarterly, Once a Year, or whenever you update your Taxonomy. |
*Although this is set up during the Onboarding Process, It is important to make this fluid and continuously build on your taxonomy as your company offerings expand, your users provide feedback, or you see stats in Analytics that point to making changes to your Taxonomy. |
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Restrict access to certain assets in the Advanced Rights section when uploading or editing an asset. |
Set up During onboarding* One Time |
Nice to Know!
- Check out this helpful post in the community on how one Admin is structuring their visibility.
Upload and Manage Assets
Uploading and managing assets is one of the biggest jobs of a Bynder Admin. Select the best method for uploading assets that works for you.
Note
Check your analytics dashboard to find out your Portal's storage capacity. If you need help determining which analytics package you have, check out the comparison chart here.
| TO DO | FREQUENCY | ADMIN TIP | |
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Upload assets via Front End Uploader. Upload a maximum of 250 assets at a time. |
Set up During onboarding* Daily or Weekly |
Suggested Method |
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If you upload many assets, you can do so via Upload Assets via Mass Uploader. | One Time | |
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One Time |
Optional This is an additional paid service provided during the onboarding process. |
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One Time | ||
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Daily or Weekly |
Four areas in the waiting room need to be reviewed. First, audit areas are in the most important buckets. Is there a photographer who can send you assets via the external uploader? Do you have work-in-progress assets for a brand campaign in Asset Workflow?
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Asset Review | Monthly |
Once your assets are uploaded, you can edit single or multiple assets in batches. Batch editing is best when you make the same edit for all selected assets. We recommend limiting your edits to 1500 assets at a time. If you are editing more than 1500 assets, we recommend using the API. |
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Integrate Bynder with other tools and platforms used within your organization. |
Optional One Time |
Bynder offers pre-built integrations, but you can use our APIs and SDKs if integration does not exist or you prefer to build your connection. Share the following documentation with your developers. |
Nice to Know!
- If you use Studio or Asset Workflow modules, you can push assets created in these two modules directly into your DAM.
- You can avoid uploading duplicate assets into your DAM. Contact your CSM to learn more.
- If you change an asset's metaproperty and want to return it to its original version, you can track the changes in Change History.
- If you delete an asset, you can view it in the trash. You have 30 days to restore it. If it's been more than 30 days, please get in touch with Customer Support.
- If you have Search by Image enabled, you can search your Asset Bank to see if a similar or exact one exists before uploading a new asset or purchasing new content. Learn more about how to enable this feature from your Customer Success Contact.
User Management & Training
Various methods exist for adding users to the Portal and assigning them the necessary roles and permissions. We suggest conducting training sessions when you first invite users to the Portal and periodically, monthly, or quarterly. Here are some best practices for end-user training.
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Invite users via SSO and manage their permissions in Permission Management or via user profile mapping (OpenID or SAML). |
SSO is set up during onboarding Ongoing |
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Invite single or multiple users and assign them to a permission profile. |
Permission profiles are created during onboarding. Monthly or Quarterly |
You should conduct a monthly or quarterly audit of your users to ensure that no inactive users are taking up user seats and that permissions and user roles reflect any organizational changes. |
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Monitor User Access Requests | Daily or Weekly | If you enabled this form during onboarding. |
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End User Training | One Time | Check out these great resources from the Community Bynder Rollout: How can I excite my people? |
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Training and Updates | Monthly or Quarterly |
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Nice to Know!
- Please look at your portal's users and storage section to see if you are still deciding on the number of active users in your account or the remaining users you have left to assign.
- Give your users access to Bynder using our iOS and Android mobile app to access the DAM on the go!
Share Assets
You've uploaded your assets and invited your users; now it's time to share that content with them!
| TO DO | FREQUENCY | ADMIN TIP | |
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Share Assets | Ongoing | Anytime there is a new batch of assets that would get users excited, we recommend creating a collection and sharing it with your users either via Bynder or you can embed the Collection in an internal communication. |
Nice to Know!
- All users can use the following methods to search for assets in the DAM.
- Collections are a great way to share multiple assets with internal users and external contacts like agencies, distributors, or the press.
- Additionally, you can create a Public Collection to share multiple assets with non-Bynder users. You can adjust the permissions so the users can download all assets, watermark assets, or view the assets.
- You have the option to make assets public. This generates a URL for the original version of the asset, which can be shared with non-Bynder users or linked to your website. You can make certain assets visible or downloadable with a watermark. You can configure your Portal so the public URL becomes inaccessible once an asset is archived.
- (Optional) If enabled, your asset bank can become an Open Asset Bank. This allows anyone with your portal URL to access certain assets without logging in. Reach out to your Customer Success Contact to learn more about this and any associated costs.
Monitor Usage + Audit Assets.
Bynder admins play a pivotal role in maintaining the integrity of assets in your Asset Bank. Follow these steps to manage your organization's digital assets effectively. Leverage available resources, such as on-demand webinars and the Bynder community, to maximize the benefits of your Portal. Additionally, continuously monitor and improve your Bynder portal to enhance the user experience and ensure optimal performance.
| TO DO | FREQUENCY | ADMIN TIP | |
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Monitor usage in Analytics to understand how users interact with the DAM. This can help you improve your metaproperty options and filters and your user's search experience while navigating the DAM. | Ongoing | Learn more about analytics and get some practical tips on analyzing analytics reports. |
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Monitor the Internal and External usage of assets regularly via the Statistic Tab of each asset. You'll see how often users have viewed and downloaded an asset within your Portal. | Monthly or Quarterly | |
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Gather user feedback to identify improvement areas and implement necessary changes. |
Quarterly *Monthly |
Check out how other companies collect feedback. *If you enabled a support form in your Portal, please monitor the questions end users are sending and use their feedback to help improve your DAM. |
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Archive or delete outdated assets to keep your DAM relevant and up-to-date. | Quarterly | Learn more about auditing your assets here (coming soon!) |
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Use the Mass Version Updater to update multiple assets with new versions simultaneously. | Quarterly | |
| Conduct audits to assess and mitigate security risks or compliance gaps. | Quarterly or Annually | Check out these strategies and some helpful resources here. |
Nice to Know!
- Another way to help maintain the integrity of your asset bank is through our AI search functionalities. To enable these features, contact your Customer Success Contact.
Your Resources
24/7 Support
Search our Knowledge Base, regularly updated with support resources, troubleshooting tips, and solutions.
Join the Bynder Community
We recommend joining the Bynder Community to share ideas, ask questions, and connect with our Bynder customers and fellow admins! It is an incredibly useful platform for new Admins to learn from the other Bynder customers on best practices, join discussions, provide product feedback, and learn about our product roadmaps.
You can also get paired with another Bynder admin 1:1 for peer support. Learn more about our peer connections program here.
Stay up to Date
Subscribe here to receive emails about our product releases and other Bynder updates. We also post all of our new features here in our Knowledge Base.
Provide Product Feedback & Insights
Innovation is one of our core values, and we encourage customers to share their feedback. You can provide product feedback and feature requests via the Community, Vote on the Product Roadmap, Provide specific feedback to your CSM or Support, join an upcoming roadmap webinar, or join a product feedback session.
Still Can't Find What You Need?
Admin Guides to our Modules
Asset Workflow
With Asset Workflow, you can collaboratively, efficiently, and streamline brief, proof, and approve digital assets. You can also effortlessly manage content versions, capture vital feedback, and maintain brand compliance.
Content Workflow
The Content Workflow module helps you organize and produce large volumes of written content. From articles and blog posts to entire website builds or complex marketing campaigns
Studio
Studio is the ultimate platform for empowering your teams to create on-brand content in minutes, including images, videos, and GIFs.
Dynamic Asset Transformation
Dynamic Asset Transformation (DAT) connects the DAM content engine to your tech ecosystem and fully automates the asset optimization process.
Print Brand Templates
Print Brand Templates enable quick content creation and approvals while adhering to design principles, allowing you to get more out of your marketing.
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