Every campaign,
in one place

Start with the client, because that is who people ask about first. Inside each client, give every campaign its own folder, so a launch, a promo and a rebrand never share a space.

Inside a campaign, keep only a few subfolders and tie them to the way work moves: brief, working files, in review, approved and live. A small number is easier to keep clean than a long list of channel folders.

Name the asset first, then the version, then the stage if it is not obvious from the folder. Hero-Banner-v3-Approved.png tells a stranger what it is and whether it is safe to use.

Use a version number rather than words like final or new. Final is never final, and “final2” only tells you that someone gave up.

The biggest risk in a campaign library is not losing a file, it is using the wrong one. Make approval a visible move: when a client signs off, the asset goes into the Approved folder, and the older versions stay behind.

Keep the approval itself next to the asset, like the client email or a screenshot of the sign-off saved as a PDF. It saves a long argument later about what was actually agreed, and it also helps when usage terms for a photo or a font come up.

Keep Live proofs apart from the Approved source files, since a posted proof is a screenshot of the work, not the work. Write usage-rights end dates for stock photos and talent into the brief so they are easy to find when a campaign is reused.

A lot of studios lean on shared drives with a naming guide pinned in Slack, or a digital asset management tool for the big accounts. Proofing tools hold the review conversation, but the files still end up in a downloads folder or a client thread.

The gap is the loose stuff that sits between those tools: exports, PDFs from clients, photos from a shoot. Filex covers that gap. You describe your client-and-campaign rule in plain words, upload the files, and it reads each one and files it.

It files and names assets. It does not approve work, collect client feedback, edit images, or decide whether a design is on brand. It also needs the client, campaign or stage to show up in the file or its text, so a plain image with nothing on it may need a quick look from you.

Handoff to your proofing tool stays with you, and so does the final say on which version is approved. Older campaigns already sitting in your drive are a separate clean-up.