Assets in Collections
Kontent.ai
Asset management permissions system enabling content teams to organize and control access to media assets through collections – improving security for confidential materials while maintaining easy access to shared resources.
🎯 Problem
User and company desired outcomes for the feature.
User Desired Outcomes
For Connie (Copywriter):
- Easily find the right asset to work with – no more irrelevant assets
- More reliable content editing environment with controlled access to assets in collections
For Stacey (Content Strategist):
- More control over asset library through asset permissions in collections
- Less damage from viewing/publishing wrong assets – confidential assets can have limited access while public assets remain accessible to everyone
For Dave (Developer):
- Same programmatic capabilities via API (must have)
- Improved API for asset management (nice to have)
Company Desired Outcomes
- Enhanced content orchestration and governance abilities
- Improved content consistency and higher proportion of reused vs. duplicated content
- Secure confidential asset storage within Kontent.ai, reducing expenses compared to external tools
Content Production Impact
- Higher efficiency in finding right assets for Connie
- More control over asset library thanks to permissions
Content Compliance Impact
- Less damage from wrong assets being viewed/published
- Confidential assets with limited access, public assets accessible to everyone
📊 OKRs
Objective and key results defined for the feature launch.
🔍 Solution Space
Shaping Process
- Migration complexity: The biggest technical challenge was migrating existing assets to the new collection-based system
- Folder vs Asset collection dependency: After extensive analysis, we decided that each asset can have 0-1 collection assigned independently from the collections of folders. This decoupled approach provides flexibility while maintaining governance
🎨 Design Process
Comprehensive design process from problem definition to final handoff.
- Kickoff & Problem definition – Aligned with PM on goals and constraints
- Shaping workshops – Cross-functional sessions to explore solution space
- Design studio – Collaborative ideation with the team
- Prototype
- Usability testing – Testing designs with real users
- UX & Copy reviews – Final polish before handoff
Prototype for Usability Testing
Design Hand-off
Designs with annotations ready for pre-grooming:
🌊 Impact
Collections with permissions give content teams granular control over asset access, improving security for confidential materials while maintaining easy access to shared resources. This enhances content orchestration, reduces duplication, and enables secure storage of confidential assets directly in Kontent.ai.