Start with the assets people request repeatedly
The first version of a portal should remove the most common email and chat requests. Make the obvious files easy to find before expanding into edge cases.
- Primary, secondary, reversed and icon logo files
- Current brand guidelines and quick-reference rules
- Approved photography and campaign imagery
- Presentation, social and document templates
- Current video, motion and audio brand assets
Separate approved delivery from project history
The client portal should not mirror the agency production folder. Drafts, exports, working files and old versions can exist in the system without becoming the default client experience.
Give each asset enough context to be used correctly
A filename alone rarely tells a client whether a file is current or where it should be used.
- Human-readable title and description
- File type, dimensions, duration or other useful metadata
- Approval or publication state
- Usage notes and tags
- Version history with one clearly current version
Organize around how the client thinks
Collections can mirror campaigns, channels, products, events or audiences. The same master asset can appear in several collections without duplicating the underlying file.