How Quantious helped a global tech enterprise prepare a high volume of digital assets for distribution across partners around the world—all in under two weeks.
A global technology company needed to prepare over 17K digital assets for a coordinated launch across 83 partners in 23 countries. In their digital asset management system (DAM), each item is required to have completed metadata fields, making it easier to organize, search, and surface assets.
With such a high volume of assets and metadata, and launch less than two weeks away, the client turned to Quantious.
The Challenge
The client faced a high-volume DAM workflow requiring 26 metadata fields to be filled out for each asset. This meant about 460K data points would need to be completed in time for launch. Managing that process manually would not only be time-consuming, but also tedious.
Beyond that, assets would need to be organized within the DAM and coordinated for final availability across all 83 partners. To meet the tight timeline, we would need to automate as much as possible while ensuring accuracy and flexibility.
Our Approach
To get started, Quantious needed to come up with a streamlined, accurate way to fill out metadata for each asset. To do this, we used AI-assisted development to build a custom Google Apps Script. This script would read the client’s Google Drive folder structure, then automatically populate a Google Sheet with corresponding filenames. Because the file names followed an established naming convention, the script was able to parse information from each one and populate the 26 metadata fields automatically.
We kept the metadata logic in separate tabs of our centralized Google Sheet rather than hard-coding it into the script. This gave us flexibility to update rules as needed and apply the changes across the dataset without rebuilding the entire automation each time.
To streamline asset upload, we set up a workflow that automatically ingested the files from a dedicated Google Drive folder into a holding area of the DAM. Using a custom script from the DAM’s API, we were able to automatically send the metadata from our Google Sheet directly to the corresponding assets in the DAM holding area.
From there, we leveraged an automation within the DAM to place assets in their assigned locations and prepare them for release based on their metadata.
The Impact
Our automated workflow supported an on-time, global release of over 17K assets, with all 83 partners across 23 countries receiving access at the client’s designated day and time.
Our tagging automation helped cover more than 460K metadata entries, saving the client team an estimated several days of manual work on this launch. For the Quantious team, the streamlined process saved approximately 20 hours of project work by reducing repetitive asset and metadata management.
By thinking ahead and taking potential changes and updates into consideration, we were able to build a flexible, scalable process that improved metadata consistency and made updates easier to manage. Instead of correcting or editing assets one by one, our automation enables changes to be applied across our Google Sheet in batches and pushed directly into the DAM.
Need a smarter, faster way to streamline workflows?
High-volume, manual processes can be tedious and time-consuming. Quantious can help connect the systems you already use and automate repetitive processes, ensuring greater speed and accuracy while freeing you up for other tasks. Let’s build a more scalable way to work.