ZoomSphere Files is your new go-to for organizing all your team’s stuff in one place. It’s like your cloud storage but better because it’s built right into ZoomSphere. Here’s the lowdown:
What are Files?
Content Library Magic: Its a shared cloud storage linked to a Workspace for you to keep all your campaign assets—photos, videos, documents—at your fingertips. It also works with the Scheduler, Workflow Manager, Notes, and Chat!
Team Sharing Made Easy: Everyone with access to the workspace can jump in, collaborate, and stay on the same page.
Talk It Out: Every file has its own comment section, so you can hash out ideas, give feedback, and keep discussions tied to the exact asset.
Learn more about the key features here.
How to Get Organized
Files are fantastic because they let you create dedicated folders for different purposes, giving you the flexibility to organize everything you need for work. This makes it super easy to find what you need without wasting time searching.
Let’s explore the types of folders you can set up:
By Client and Project:
Workspace A:
Branding: Store all client logos, color palettes, and brand guidelines.
Campaigns: Create separate folders for each campaign—like "Summer Sale 2023"—with subfolders for ads, videos, and performance reports.
Media: Have dedicated folders for photoshoots, raw videos, and edited content.
Reports: Organize performance analytics, monthly reviews, and client feedback.
Projects: Separate folders for each project, like "Website Redesign" or "Holiday Campaign," so everything from mockups to final assets is easy to find.
Workspace B:
Branding: Store all client logos, color palettes, and brand guidelines.
Campaigns: Create separate folders for each campaign—like "Summer Sale 2023"—with subfolders for ads, videos, and performance reports.
Media: Have dedicated folders for photoshoots, raw videos, and edited content.
Reports: Organize performance analytics, monthly reviews, and client feedback.
Projects: Separate folders for each project, like "Website Redesign" or "Holiday Campaign," so everything from mockups to final assets is easy to find.By
Content-Type:
Images, Videos, Story posts - create a folder for each post type, for instance, an individual folder for images and videos dedicated exclusively to your Instagram/Facebook Stories, then another folder for 9:16 vertical videos (Reels, TikToks, and Shorts) – you get the idea.
Branding: Centralize logos, custom fonts, and all the original illustrations—think logo variations, brand color codes, and icon sets.
Marketing Materials: Store banner ads, promotional videos, and infographics in organized folders for quick access when creating new campaigns.
Documents: Keep all contracts, strategy documents, and financial reports neatly filed away.
Chronological:
Create folders for each year, broken down to another folders by each month.
2023:
January: Files related to the start of the year, like kick-off meetings and new project plans.
February: Group all your content and reports from February, like completed campaigns and monthly reviews.
2022:
November & December: Archive end-of-year campaigns, holiday promotions, and the final reports of the year.
and so on...
Campaigns and Events:
Gather all your important files from each campaign or event and store them in individual folders for easy access and organization.
Summer 2023 Campaign: Store every asset related to the campaign—photos, promotional videos, final performance reports, and even brainstorming notes.
Event XYZ: Gather everything in one place, from planning documents and marketing collateral to post-event summaries and feedback forms.
Black Friday: Get all your Black friday content in one place.
Hybrid Organization:
Client A:
2023 & 2022: Combine different organization methods—have a folder for each year, then divide it into projects, branding, and reports. This way, everything is where it should be, whether you're looking for last year’s brand assets or this year’s Q1 performance report.
Use Cases and Examples
1. Branding Assets:
Store different formats and versions of client logos, fonts, color palettes, and complete brand guidelines. This ensures consistency across all your client’s marketing materials.
Logos: Different formats and versions of your client’s logos.
Fonts: The font files used in your client’s branding.
Colors: Color palettes and specs tied to the brand.
Brand Guidelines: The full set of branding guidelines.
Illustrations: Original graphic elements used in your materials.
Templates: Ready-to-use design templates for various needs.
2. Marketing and Ad Materials
Store product photos, video ads, infographics, e-books, and more. These materials can be quickly accessed and reused in different campaigns, saving time and ensuring brand consistency.
Photos: Product shots, event photos, and other visual content.
Videos: Commercials, vlogs, tutorials, and social media-ready clips.
Banner Ads: Digital banners formatted for web and social media.
Infographics: Visual data and info tied to your marketing campaigns.
E-books and Brochures: Digital publications for marketing purposes.
3. Communication and Presentation
Save all client presentations, reports, and strategy documents in one place. This ensures your team always has the latest versions and can collaborate effectively.
Presentations: PowerPoints and PDFs for client meetings or internal use.
Reports: Monthly, quarterly, and annual performance and analysis reports.
Campaign Proposals: Documents and presentations pitching new marketing campaigns.
Surveys and Questionnaires: Tools for gathering customer feedback.
4. Internal Documentation
Store contracts, strategic documents, meeting notes, and administrative documents. Keep all vital records organized and accessible to relevant team members.
Contracts and Agreements: Legal docs and agreements with clients.
Strategic Documents: Plans, strategies, and goals tailored for each client.
Meeting Notes: Notes and minutes from client meetings and internal discussions.
Administrative Documents: Invoices, orders, and other financial or operational paperwork.
👉 Just ensure you can share these documents with all the users that have access to the given Workspace!💡
5. Technical and Development Files
Store source files for design work, scripts, code for websites, and databases. This makes sure all technical assets are securely stored and easily accessible.
Source Files: PSD, AI, INDD files for graphic design work.
Scripts and Code: For websites, ad campaigns, and more.
Contact Databases: Lists of contacts and email lists for marketing.
👉 Again, ensure you can share these files with all the users that have access to the given Workspace! 💡
Conclusion
ZoomSphere Files is more than just a storage solution—it's a tool for organizing, sharing, and collaborating on all types of content. Whether you’re managing branding, marketing campaigns, or internal documentation, the Files keeps everything in one easy-to-access space, helping you work smarter and more efficiently. Start exploring the possibilities today!
