Get Started as a Bynder Admin

Serving as a Bynder Admin is a critical role in your organization. You are the gatekeeper of your organization's digital asset management. This is an important role with a huge impact.

A Bynder Admin provides training and serves as the end users' primary point of contact if they have Bynder-related questions. They 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 just need a quick refresher! 

Explore our list of resources to help you become a successful Bynder DAM admin.

Note

Are you the Admin for one of our other modules?  Click here to find the right guide for you. 

Post Onboarding Checklist

uncheckedCustomize the DAM for Your Organization

uncheckedConfigure your Homepage

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 During Onboarding optional

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Set up Single Sign On (SSO) for your Users (optional) During Onboarding recommended

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Enable External Uploader, which is located on the login page. 

During Onboarding


Note: This feature is automatically enabled in your portal; to turn it off, contact your Onboarding Manager or CSM

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
unchecked Set up a background image for your login During Onboarding optional

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Add company colors Post Onboarding optional

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Add your custom font  Post Onboarding optional

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Upload favicon Post Onboarding recommended

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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.  Post Onboarding recommended
unchecked Create a Custom Link Tab in the Portal if you want 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. Post 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, if you have not already purchased one, you can upgrade to a custom theme. Contact your Customer Success Manager 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?

  TO DO FREQUENCY ADMIN TIP

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Add a Welcome Text to your homepage. Contact your Customer Success Manager. During onboarding recommended
unchecked Create different content elements to appear 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*

*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* 

*Contact your Customer Success Manager 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.

Ongoing Admin Checklist

Many Bynder admins wear multiple hats, and managing the DAM is only one part of their day-to-day. And that's okay! We recommend monitoring the following items continuously to drive optimal DAM usage.

Crunched for time? Click here.

If you have more time to spare, check out these to-dos.

uncheckedFine Tune Your Taxonomy

uncheckedVisibility & Permissions

uncheckedUpload Assets and Manage Assets

uncheckedAudit Waiting Room

uncheckedUsers Management & Training

uncheckedShare Assets

uncheckedMonitor Usage + Audit 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. 

  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, 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

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 a bit 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!

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

To find out your portal's storage capacity, check your analytics dashboard. If you're not sure 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 a large number of assets, you can do so via Upload Assets via Mass Uploader. One Time  

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Upload Assets Using SFTP 

One Time

Optional 

This is an additional paid service provided during the onboarding process.

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Upload Assets Using the Bynder API or SDKs

One Time  

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Audit Waiting Room

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 revert to the 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 Manager.

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.

  TO DO FREQUENCY ADMIN TIP

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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
  • Provide training sessions for new users and updates for existing users on new features or changes in the system.
  • Stay updated with new features to leverage the latest enhancements; updates will be sent out during each cycle. To subscribe to receive emails, click here.
  • Increase User Adoption by following these steps.
  • Provide training and resources to help users navigate and utilize Bynder effectively. 

Nice to Know!

  • Please refer to your portal's users and storage section if you are still determining 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. Contact your Customer Success Manager 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, you can just contact your Customer Success Manager.

DAM, if only there were more hours in the week…

If you only have one hour per week to spend on DAM maintenance, we recommend you prioritize auditing the waiting room, managing user access requests, refreshing your homepage, and publishing collections online.

Task Duration Permission Details
Audit Waiting Room 20 minutes

Request Types to Audit

  • External Uploader
  • Upload
  • Download
  • Workflow Approval (if enabled)

Most critical audit areas.

  • Is there a photographer sending you assets via an external uploader?
  • Do you have work in progress for a brand campaign in Asset Workflow?
Manage User Access Requests 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.



Refresh your Homepage 20 minutes

The homepage is your users' first impression of Bynder, so it's important to keep it up-to-date and relevant to your brand. Review the homepage elements regularly to ensure users have access to relevant, timely, and visually stimulating content.

Here are some questions to consider:

  • Has the news slider been the same for months? Fresh, dynamic content keeps users engaged.
  • Does a navigation tile need to be updated? Ensure that the navigation reflects the most current and important links.
  • Are there new quick links that help users access what they need faster? Make it easy for users to find what they're looking for quickly.
  • If you notice trends in your users' questions, consider adding a news item, quick link, or navigation tile to help clarify common points of confusion. Keeping your homepage updated can significantly improve user experience and satisfaction.
Publish Online Collections 10 Minutes Published online collections allow all users to have access to specific collections.
  • Having a lot of collections here can be distracting for users. Make sure the ones that have been there a while are still necessary.
  • Deactivate or delete published collections if needed.

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
Manage Metadata 30 minutes
  • Your taxonomy should grow with your company; keep it up. Review the most popular smart filters and see if there’s a way to expand or refine them to be more specific.
  • If users rely on tags for upload or search instead of smart filters, consider adding the common tags as a metaproperty or smart filter.
  • Look at your Analytics to learn more about how your users access content. What is popular? What is not?
  • Review searches without results. See which user search terms don't return results in the Asset Bank. If users can't find what they're looking for, they're less likely to use Bynder and fall back into old habits (like saving files on the desktop, asking colleagues to send them assets, etc.) This is a great indicator of what needs to be uploaded to the DAM.
User permissions and access 20 minutes
  • Are all your users up to date and in the appropriate profiles?
  • Are there users who have left the organization still have access to the DAM?
Review Analytics

30 minutes


We recommend doing this once a Quarter or at least at the EOY

  • Check important data points for you, then compare and contrast with different filters and dates to see trends in DAM and asset usage.Analytics is where you go to understand everything happening within the portal. If you’re running a campaign, seeing user logins during that period is great. Are uploads generally increasing? Are user logins steady?

Share these insights and wins with your internal stakeholders.

Keep content relevant 20 minutes
  • Use date and metadata information like "Date Added" to ensure you’re still aligned with what the organization has been doing for a year or two.
  • Use the advanced filter to review older content- archive as needed
  • Have a new metaproperty for new assets? Make it required so this content doesn’t have any metadata gaps.

Available 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?

Contact Customer Support

Get to Know Our Other Modules 

Asset Workflow 

With Asset Workflow, you can brief, proof, and approve digital assets collaboratively, efficiently, and streamlined. You can also effortlessly manage content versions, capture vital feedback, and maintain brand compliance.

Get Started as an Admin

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

Get Started as an Admin

Studio

Studio is the ultimate platform for empowering your teams to create on-brand content in minutes, including images, videos, and GIFs.

Get Started as an Admin

Dynamic Asset Transformation

Dynamic Asset Transformation (DAT) connects the DAM content engine to your tech ecosystem and fully automates the asset optimization process.

Get Started Here

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.

Get Started Here

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