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September 2, 2025

How to Share Creative Assets With Marketing Teams (Boards, Public Share & Permissions)

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TL;DR

Pick one source of truth for assets and collaboration.
Standardize naming + tags so search returns the right version.
Use Boards (curated collections) for handoffs—not folders.
Share via Public Share (view-only) or Workspace Share (role-based).
Attach performance context to every asset and board.
Automate intake → review → approval with owners and statuses.
Maintain a smart archive with rights, expiry, and fatigue notes.

Why “just share the folder” breaks down

Folders help you find files, not decisions. Marketing partners need to know which asset, for which audience, on which channel, and why it’s the right one now. The fix is a lightweight system that bakes context and permissions into the share itself.

The 7‑step workflow (quick start)

Single source of truth — One home for all assets and comments.
Names & tags that mean something — So search = answers, not guesswork.
Boards for handoff — Curate 3–7 assets per channel with copy & UTMs.
Performance context attached — What worked, where, for whom.
Intake → review → approval — Clear owners, statuses, and timestamps.
Rights & fatigue — Track usage windows and freshness.
Archive with intent — Pin winners, de‑dupe near‑dupes, label evergreen.

Deep dive: Boards, Public Share, and Permissions

Boards (a smarter handoff than folders)

A Board is a curated, purpose‑built collection: launch kits, creator packs, learning boards. Each board bundles the essential context:

Goal & KPI: e.g., “CVR at target CPA $X for first‑time buyers.”
Audience + offer: persona, geography, promo details.
Approved assets: 3–7 per channel, with copy snippets and UTMs.
What worked / what to avoid: short bullets, no essays.
Owners & deadlines: who ships what by when.

Best practices

Keep boards lean. More than 10 assets dilutes signal.
Use sections per channel (Meta, TikTok, YouTube, Email/LP).
Pin top performer and fresh alternates to avoid fatigue.

Public Share (external, view‑only by default)

Use Public Share for agencies, creators, or execs who don’t need workspace access.

Generate a share link from the board.
Default to view‑only; include copy snippets/UTMs in the description.
Optionally set link expiry and download toggles.
Add a short readme at the top: goals, KPIs, do’s/don’ts.

When to use: outbound briefs, vendor reviews, quick stakeholder visibility.

Workspace Share (role‑based, collaborative)

Invite teammates when you need comments, approvals, or edits.

Assign roles: Editor/Designer (edit, upload), Marketer/UA (assemble boards, export), Reviewers (comment), Exec/Legal (view approved).
Protect quality by making approved assets read‑only.
Keep drafts visible only to creators + owners until in‑review.

When to use: production cycles, iteration, performance reviews.

Step‑by‑step setup (copy‑paste ready)

1) Single source of truth

Create a top‑level Creative Library with channels → objectives → campaigns. If you’re importing a messy drive, migrate by campaign in order of business priority, not by alphabet.

2) Names & tags

Use a clear filename and tag taxonomy that encodes platform, objective, format, hook, and version.

Filename pattern

Brand_Campaign_Platform_Objective_AssetType_Format_HookSlug_Version.ext # Example Acme_SummerSale_Meta_CONV_Video_9x16_FreeShipping_V03.mp4

Tag ideas: format (1x1, 9x16, static, UGC), hook (testimonial, urgency, founder), CTA (shop now, learn more), persona (first‑time buyers, students), stage (draft, in‑review, approved, shipped), rights (expiry, territory).

3) Intake → review → approval

Intake: creators submit via a simple form or “Drop Here” with required fields (campaign, platform, format, license dates).
Review: owner assigns status in‑review; consolidate feedback in comments, not email/Loom sprawl.
Approval: change status to approved or revision with reasons; lock approved assets read‑only.

4) Build the board

Title: Campaign – Channel – Objective
Top note: Goal/KPI, audience, offer, do’s/don’ts
Add 3–7 approved assets with copy snippets and UTMs
Attach a Learning section: what worked and why
Add Owners & dates so nothing stalls

5) Share it

Public Share for vendors/execs (view‑only; expiry on)
Workspace Share for collaborators (roles set; drafts hidden)
Post the link in one canonical place (Slack channel topic or issue)

6) Ship, measure, and annotate

Log IDs/UTMs on the asset card.
After launch, add a one‑line result to the board: “+28% CVR vs control, iOS, first‑time buyers.”
If fatigue triggers, pin the fresh alternate and note the swap.

7) Archive with intent

Move wrapped campaigns to Archived.
Pin the winner; label evergreen/seasonal/do‑not‑reuse.
De‑dupe near‑identicals; preserve the best annotated version.

Ready‑to‑use snippets

Handoff brief

[Campaign] Summer Sale – Conversion [Channel] Meta • TikTok [Audience] First‑time buyers [Offer] Free shipping + 15% off first order [KPI] Purchases; target CPA $X [What worked before] - Hook: “Dermatologist reacts” (+25% CTR vs control) - CTA: “Shop now” > “Get offer” by +11% CVR - Format: 9x16 UGC > 1x1 static for this persona [Must‑haves] - First 2s product close‑up - Price anchor on‑screen ($X) - CTA in first 5s and end card [Assets] - 3x approved videos (see links) - Copy snippets (30/60/90 chars) - UTMs + tracking IDs [Rights] - Licenses valid through Nov 30, 2025 (paid + organic, global) [Owners] - Creative: Dana • Marketing: Amir • Legal: Yael - Go‑live: Sept 12, 2025

Permissions note to agencies

You have access to the “Summer Sale – Agency Intake” board. Upload only to Intake. Approved assets are view‑only. Links expire in 14 days. Questions → #channel-name on Slack.

Naming snippet

Brand_Campaign_Platform_Objective_AssetType_Format_HookSlug_V##

FAQs

How do I share creative assets with marketing teams securely?
Use a Board with Workspace Share (role‑based) for collaborators and Public Share (view‑only + expiry) for external stakeholders.

What’s better: a shared folder or a board?
A board adds context (goal, audience, approved versions, results) so partners ship faster and avoid off‑brand or fatigued assets.

How many assets should I include in a handoff?
3–7 per channel keeps decisions clear. Link alternates if needed.

How do I keep assets from fatiguing?
Attach performance metrics to each asset; rotate in fresh alternates when stop‑rate/CTR dips, and annotate the board.

If you’re using Uplifted

Import your library and let auto‑tagging handle the basics.
Build Boards for Creator Packs, Launch Kits, and Learning Boards.
Turn on performance sync so ROAS/CTR/stop‑rate and fatigue surface in the asset view.
Ask the Creative Agent: “Find our best 9x16 testimonial for first‑time buyers that isn’t fatigued,” then drop results into a board and generate a brief in seconds.