Short answer
A work-in-progress asset is a file still in production or review that is not yet approved for use. Some DAMs manage WIP files; others manage approved assets only. Buyers need work-in-progress support in the DAM when creative teams want review, versioning and approval in the same system that later distributes the final file.
How work-in-progress assets work in a DAM
Work-in-progress assets work in a DAM as files held in a restricted area until approval. Only the project team, reviewers and approvers see them, and search, portals and integrations exclude them.
A DAM that manages work-in-progress files usually offers five functions:
- A separate workspace or status that hides drafts from the approved library.
- Versioning with check-in and check-out for layered source files.
- Review tools for comments, annotations and side-by-side comparison.
- An approval workflow with named reviewers and deadlines.
- A promote step that publishes the final export with its metadata carried over.
Work-in-progress files are often large layered sources, such as layout, vector and raw photo files. DAMSelection assessment: storage, egress and AI credit consumption drive five-year DAM cost more than licence fees, so price draft storage separately from the approved library.
Example of a work-in-progress asset
Worked example: a campaign team reviews layered design files before final export. The designer uploads three drafts of a key visual to the campaign workspace, and brand and legal reviewers annotate each draft.
After approval of draft 3, the designer exports a flattened master and promotes it to the approved library. The DAM copies campaign, product and rights metadata from the draft to the master. The layered source stays in the workspace, linked to the final asset, for future edits.
Work-in-progress asset in a DAM selection
Work-in-progress scope is decided at Checkpoint 2: Define. The buyer chooses which system owns drafts: the DAM, a marketing resource management tool or the creative tools themselves. Record that decision in the requirements before demos start, because it changes which vendors fit.
If the DAM owns drafts, test these points at Checkpoint 5: Test:
- Upload a layered source file and show a usable preview.
- Annotate a draft and route it to two reviewers in sequence.
- Promote the approved export and show which metadata carries over.
- Log in as an external portal user and confirm drafts stay hidden.
The requirements builder captures the scope decision. The DAM vs MRM guide explains where review and planning tools fit.
Common work-in-progress asset mistakes
The most common work-in-progress mistake is mixing drafts and approved files in one searchable library. Users then download unapproved versions for live channels. Other recurring errors:
- No promote step, so final files arrive without metadata.
- Keeping every draft forever, which inflates storage.
- Paying for draft review in the DAM while another tool already covers it.
Related terms: Check-in and check-out, Asset lifecycle.
Frequently asked
Should work-in-progress files live in the DAM?
Work-in-progress files belong in the DAM when reviewers, approvers and the final library sit in one team and one process. Creative teams with their own review tool often keep drafts there and send only approved exports to the DAM. Decide at Checkpoint 2: Define.
How do you keep work-in-progress assets out of the brand portal?
Keep work-in-progress assets out of the brand portal with a status or workspace rule that excludes drafts from every external view. Then test the rule with an external user account. Search, portal, API and share links all need the same exclusion.