Understanding Digital Records

Digital Records form the foundation of the platform, supporting the management, sharing, and discovery of digital assets. By organizing information around structured record types, the system captures relationships between users, actions, events, and content-enabling a flexible, scalable framework for asset distribution across teams and audiences.

This article introduces the core Digital Record types and explains how they work together to deliver a seamless digital asset management experience.

Account Records

Account Records store details about client or internal accounts, including user preferences and activity history. In addition to managing access, they support tracking of asset distribution and engagement-particularly when assets are shared through connected portals.

• Contact Records: Every Contact must be associated with an Account.
• Portal Records: Accounts can be linked to Portals to enable distribution tracking.
• Copyright Records: Copyright ownership can be assigned to an Account.

Contact Records

Contact Records store personal or organizational contact details such as names, email addresses, and phone numbers. These records support communication workflows and, like Accounts, enable tracking when connected to Portals.

• Account Records: Each Contact is tied to a parent Account.
• Portal Records: Contacts may be linked to Portals to monitor engagement or control access.
• User Records: Contacts are linked to Users for managing login and permissions.

Portal Records

Portal Records are the primary method for distributing digital assets, supporting both internal collaboration and external sharing. Portals can be configured as Internal or External depending on your needs.

Internal Portals are accessible only to authenticated workspace members and are ideal for collaboration and review workflows. Access is controlled by assigning specific workspace users, and users inherit their library permissions.

External Portals generate a public link for sharing with clients, partners, or prospects. They offer access control options including password protection and email restrictions, along with expiration dates.

Portals include built-in engagement metrics: unique visitors, total visits, and total downloads. When accounts and contacts are linked to external portals, tracking extends to those records.

Portal content can include:

• Assets: Individual files shared directly.
• Folders: Entire folders from the library.
• Portal Collections: Assets organized into groups within the portal, each with a custom thumbnail.

Key relationships:

• Asset Records: Shared individually or grouped via Folders.
• Account/Contact Records: Optional associations enable expanded distribution insights (external portals) or access control (internal portals).

Showcase Records

Showcase Records are used to build curated, visual presentations of digital assets. The current implementation focuses on gallery-style displays-ideal for showcasing campaign content, product imagery, or creative work.

Each Showcase is assigned a saved filter, which determines the assets that appear in the gallery. This structure makes it easy to assemble and maintain dynamic presentations that update automatically as matching assets change.

Showcases are optimized for external audiences and provide a polished way to present assets to clients, partners, or the public.

Copyright Records

Copyright Records capture ownership and usage rights associated with digital assets. These records help enforce compliance with intellectual property policies and guide proper asset usage across teams and channels.

• Asset Records: Copyrights are linked to the assets they govern.
• Account Records: Ownership can be attributed to internal or client Accounts.

Asset Records

Asset Records represent the core content within the platform-individual digital files stored and organized within the library. These records connect directly to all other record types, enabling enrichment, discovery, governance, and distribution.

Assets can be enhanced with metadata to improve categorization and searchability. Copyrights define ownership and usage terms, ensuring proper rights management. User audit information is available in the asset details view, showing who created and modified each asset.

Key relationships:

• Folders: Assets are stored within a structured folder hierarchy.
• Metadata Records: Attach categories and searchable descriptors.
• Portal Records: Assets can be shared via Internal or External Portals.
• Copyright Records: Define ownership and usage restrictions.
• Subassets: Supplementary files stored within an Asset record.

Subassets are supporting files tied to a parent Asset. They are useful for:

• Supplementary design files
• Alternate product views or detail shots
• User manuals or technical documents

Other Record Types

• Metadata Records: Define classification systems for organizing and filtering assets.
• User Records: Represent individual platform users and their credentials.
• User Group Records: Define access levels and roles for multiple users at once.

Conclusion

The platform’s record-based architecture provides a robust and flexible system for managing digital assets at scale. Each record type-whether representing content, collaboration, or contact-plays a specific role in enabling secure, trackable, and impactful asset sharing.

Understanding how these record types interact helps teams unlock the full value of the platform-streamlining workflows, improving control, and supporting richer engagement across internal and external users.