We have onboarded more than 600 OpenAsset clients. While each implementation is different, there are a few basic steps that are common for all clients who successfully implement OpenAsset. While the average implementation takes around 3 months from kickoff to launch, this timeframe can differ based on the scope of the project and the resources available.
Who is going to "own" the OpenAsset implementation? It is critical to have one owner of this project that will work with your assigned Axomic Account Manager to make OpenAsset a success.
What are the resources available to the owner to help with the implementation?
Can colleagues help with organizing files for upload? Can they help with tagging files with keywords?
Agree on goals:
What is your goal for a timeline timeline to launch OpenAsset to core users? All users?
Do you want to integrate OpenAsset with a project database? Intranet?
Do you want to build custom InDesign or PPT templates? If so, do they need to be part of the initial launch?
Any other goals for OpenAsset?
Set a goal for migrating/uploading files into OpenAsset.
Agree on strategy for uploading projects and images into OpenAsset. Manual upload or Axomic Data Migration service?
Create projects (Our Onboarding Team can upload a list of projects with keywords for you!)
Add project images
Set date for completion of project keyword tagging
Start tagging projects with keywords
Complete project keyword tagging
Finalize file keyword structure
Agree how access levels & rank will be used
Determine who will be tagging files with keywords
Set a realistic deadline for completing the tagging of files
Complete the tagging of files with keywords. Note: Tagging all files with keywords does NOT have to be completed prior to rolling out to core users or even launching to the entire company. Even if all files are not tagged with keywords in advance of a roll out, users will still be able to search by project name/number and other project keywords.
Complete the tagging of files with access levels
Who are the different types of users that will be using OpenAsset?
What permissions do they need?
Who needs to upload?
Who needs to tag files with keywords?
Who needs to share albums?
Set up groups (E.g. User, Marketing, Administrator)
Set up global home page for all users
Do you want to integrate with Deltek Vision? If so, we'll help you configure the link to Vision and then map data to fields or keywords in OpenAsset.
Do you want to integrate with another database? Lets have your Developer chat with our Support team about using our APIs.
Any other integration needed? Check our our integration options available on Zapier.
Create and then upload your PowerPoint template to OpenAsset
Provide our Onboarding team with the master InDesign templates you'll need built into OpenAsset. We'll then get started configuring those in OpenAsset.
6. Launch to Core users
Agree on 30-day (minimum) period where the core users (Marketing) use OpenAsset and build it into their workflow.
Train core users on product and internal processes
Confirm any additional image sizes required and set up in OpenAsset
Complete any tagging of images that needs to be completed
Stop saving to and using images from old folder structure
Gather feedback from marketing team & log any changes required
Discuss feedback and make any required changes to system.
Finalize all internal procedures
Agree who will be performing the OpenAsset launch to all users and how Axomic can be involved
Agree whether launches are required in different offices
Prepare agenda and set date for OpenAsset launch to all users
Set deadline for archiving and removing old image folders
Consider the OpenAsset iPad app for the launch
Launch and train all OpenAsset users
