Organizing Assets Guide

Learn how to organize your Storyblok asset library for easy discovery and efficient management.

Overview

A well-organized asset library helps teams:

Find assets quickly
Avoid duplicates
Maintain consistency
Scale efficiently

Prerequisites

BlokMCP connected to your MCP client
Management token with asset permissions
Understanding of your asset needs

Folder Structure Strategies

By Content Type

/images/
  /products/
  /blog/
  /marketing/
/videos/
/documents/
  /pdfs/
  /presentations/

When to use: Clear separation of media types needed.

Create these asset folders:
1. "images" folder
2. "images/products" subfolder
3. "images/blog" subfolder
4. "videos" folder
5. "documents" folder

By Project

/2024-q1-campaign/
  /images/
  /videos/
/website-redesign/
  /hero-images/
  /icons/
/brand-assets/
  /logos/
  /colors/

When to use: Project-based organization, temporary campaigns.

By Date

/2024/
  /january/
  /february/
/2023/
  /december/

When to use: Time-sensitive content, news sites, event photos.

Hybrid Approach

/brand-assets/
  /logos/
  /brand-guidelines/
/marketing/
  /2024-campaigns/
  /social-media/
/products/
  /product-photos/
  /technical-specs/

When to use: Most organizations - combines type, purpose, and time.

Naming Conventions

File Naming Best Practices

Good examples:

product-hero-blue-widget-v2.jpg
blog-header-getting-started-2024-01.png
logo-company-name-primary-color.svg

Bad examples:

IMG_1234.jpg
final_FINAL_v3_really_final.png
Screen Shot 2024-01-15.png

Naming Pattern

[content-type]-[subject]-[variant]-[version].[ext]

Examples:
product-photo-blue-widget-front.jpg
blog-hero-tutorial-responsive.png
icon-social-facebook-square.svg

Renaming Existing Assets

For all assets in the "uploads" folder:
1. List assets with generic names (like IMG_, Screen Shot)
2. Show me their current usage in stories
3. I'll provide better names based on usage
4. Update asset titles and filenames

Metadata Best Practices

Essential Metadata

Always include:

Alt text - For accessibility and SEO
Title - Descriptive, searchable name
Copyright - Ownership and usage rights
Tags - For cross-folder organization

For all product photos:
1. Add copyright "© 2024 Company Name"
2. Tag with "product", product category, and product name
3. Add descriptive alt text
4. Update title to include product name

Tag Strategy

Use tags for:

Status: approved, needs-review, draft
Usage: homepage, blog, social-media
Season: spring-2024, holiday, summer-sale
Rights: licensed, internal-only, public-domain

Tag all holiday campaign assets:
1. Add "holiday-2024" tag
2. Add "approved" if ready to use
3. Add usage tags ("email", "web", "social")

Asset Discovery

Finding Assets

Find all product photos:
- In the "products" folder
- Tagged with "approved"
- Uploaded in the last 6 months
- Format: JPG or PNG

Show me all assets:
- With "homepage" in the title or tags
- Not used in any published stories
- Larger than 2MB

Duplicate Detection

Find potential duplicate assets:
1. List all assets with similar filenames
2. Compare file sizes
3. Show upload dates
4. Help me identify which to keep

Migration and Cleanup

Organizing Existing Library

Phase 1 - Assessment:
1. Count assets by folder
2. Identify orphaned assets (no folder)
3. List generic filenames
4. Show assets without metadata

Phase 2 - Quick Wins:
1. Move orphaned assets to "unsorted" folder
2. Create main folder structure
3. Move obvious categories (logos → brand-assets)

Phase 3 - Deep Clean:
1. Rename generically named files
2. Add metadata to all assets
3. Remove true duplicates
4. Archive old campaign assets

Folder Consolidation

I have assets scattered across many folders.
Help me consolidate:
1. Show all folders and asset counts
2. Suggest logical groupings
3. Create new folder structure
4. Move assets in batches
5. Delete empty old folders

Maintenance Workflows

Monthly Cleanup

Monthly asset audit:
1. Find assets uploaded > 90 days ago
2. Check which are unused in stories
3. Move unused to "archive" folder
4. Tag for potential deletion

New Asset Process

When uploading new assets:
1. Upload to appropriate folder
2. Add descriptive title and alt text
3. Tag with status and usage
4. Add copyright info
5. Notify team via Slack webhook

Quarterly Review

Quarterly asset review:
1. Count assets by folder
2. Identify heavily used folders needing subdivision
3. Find rarely accessed folders for archival
4. Update tagging strategy based on usage
5. Document folder structure for team

Team Collaboration

Folder Permissions

Set up folder permissions:
1. "brand-assets" - Read-only for most users
2. "marketing/campaigns" - Marketing team full access
3. "products" - Product team full access
4. "archive" - Admin only

Naming Standards Document

Create a shared document:

# Asset Naming Standards

## File Naming
[type]-[subject]-[variant]-[version]

## Folder Structure
/brand-assets/ - Official brand materials
/marketing/ - Campaign and promotional
/products/ - Product photography
/blog/ - Blog post images

## Required Metadata
- Alt text (required)
- Copyright (required)
- Tags (at least 2)
- Title (descriptive)

## Tagging Conventions
Status: draft, review, approved
Usage: web, email, social, print
Season: q1-2024, holiday, summer

Common Scenarios

E-Commerce Product Photos

Organize product photos by:
/products/
  /category-name/
    /product-sku/
      product-sku-front.jpg
      product-sku-back.jpg
      product-sku-detail-1.jpg

Tag with: SKU, category, color, size variants

Blog and Content

Organize blog images:
/blog/
  /2024/
    /january/
    /february/
  /evergreen/
  /author-headshots/

Name: blog-[post-slug]-[image-type].jpg

Marketing Campaigns

Organize campaigns:
/marketing/
  /campaigns/
    /2024-q1-launch/
      /email/
      /social/
      /web/
  /templates/
  /stock-images/

Archive after campaign ends

Best Practices Summary

Plan structure upfront - Design before uploading
Consistent naming - Follow conventions strictly
Rich metadata - Alt text, tags, copyright
Regular maintenance - Monthly reviews and cleanup
Team documentation - Share standards with everyone
Archive old content - Don't delete, move to archive
Use tags liberally - Enable cross-folder discovery
Leverage AI - Use Claude to bulk update metadata

Need help organizing your assets? Ask Claude to analyze your current structure and suggest improvements!