Help a Teammate Find the Right Creative Asset
A practical retrieval method for teams with many similar exports, plus a simple asset index example.
“Where is the latest logo?” often means more than one thing. The person may need a transparent image for a website, an editable vector for a designer, or a print-ready file for a vendor. The first step is to clarify the use, then identify the approved file for that use. Sending the newest file in a folder is not enough.
Ask three retrieval questions
- Where will it go? Website, document, email, social post, or print.
- What can the recipient open? A ready-to-use image, editable source, or both.
- Which release is current? The latest modified file may still be under review.
With those answers, an asset index can point to one primary file and any alternate format. The index does not need special software; a small table in a document or webpage works.
| Use | Approved file | Alternate | Note |
|---|---|---|---|
| Website header | harborfield_header_wide_v03.webp | harborfield_header_wide_v03.jpg | Same crop, alternate format |
| Square social post | harborfield_social_square_v03.png | None | Use this crop, not the wide header |
| Editable campaign source | harborfield_campaign_v03.svg | None | Keep with the project source files |
Harborfield Coffee is a fictional teaching project. The table demonstrates the relationship among files; it is not a claim that these files exist on this site.
Put the index near the files
An index is useful only if a recipient can find it. Place a README in the delivery folder and link to the current approved set from the project overview. Keep old versions in a clearly marked archive or review area. If the asset is published at a stable URL, record that URL as well, but do not assume the URL points to the newest version without checking it.
The index should describe intended use, not merely repeat filenames. “Header image for the public website” helps a teammate make a decision; “image 1” does not.
Keep approval and access visible
If an asset requires approval, record who makes that decision in the project process and keep an approval note next to the file. If a file contains licensed or private material, include a concise usage note and share it only with the right people. A folder name cannot communicate all rights or permissions by itself.
When replacing an approved asset, update the index and notify people who use the earlier version. Check scheduled posts, templates, and published pages where the old file may still appear. A replacement file in the folder does not update those locations automatically.
Measure whether the system works
Give a new teammate a task such as “find the approved square graphic for today's post.” If they can identify the correct file and its use without opening several near-identical exports, the index is effective. If not, record the point of confusion and fix the labels, structure, or approval note.
Continue: Use the naming guide, version guide, and delivery checklist together.