Scope: the Brandworkz platform (current major version 10.x) and the free Essentials plan. Where marketing pages and the help center differ, the help center is preferred and the difference is flagged. Module availability depends on the plan (see Pricing).
Ingestion & storage
- Web upload: drag-and-drop into a folder or the upload button; max 1,000 files per batch S46 S14. Per-upload size limit: 20 GB in the help center ("due to the AWS CDN limitation") S46 vs 30 GB on the product and security pages S14 S20 Unverified (the two vendor sources disagree).
- File names with characters such as
/:*?<>|are rejected with a warning; executable types are on an upload blacklist editable by admins S46 S56. - De-duplication (optional): an upload whose MD5 matches an existing file becomes a shortcut to the original S1 S46.
- API upload to S3 pre-signed URLs, single or chunked (15 MB chunks) — see API S1. AWS transfer acceleration is offered for faster transfers S20.
- Versioning: upload a new version while keeping metadata and history; custom thumbnails can replace generated previews S47.
- Previews for MS Office, Sketch, Adobe XD, Adobe CC, CMYK TIFF/PSB/PSD; video playback up to 8K S14.
- Storage: unlimited on paid plans S12; AWS S3 with three-AZ replication S20.
- Desktop app / hot folders: Unknown (none documented).
Metadata & taxonomy
- Metadata is organised in metasets (sets of fields, each with a
systemRef) applied to assets, users ("user metadata") or downloads ("download metaset" = download form) S1 S54 S44. - Field types documented in the API: text, textarea, integer, select box, checkbox/multi-select, radio, date, hierarchical (pipe-delimited paths such as
Green|Lime green) S1; hierarchical tagging in the UI S47. - Fixed system fields: title, status (hidden / normal / view-only), publish date and expiry date (scheduled task can disable or publish assets automatically) S1 S44.
- Mandatory tagging on upload via Workflow; report of assets missing mandatory tags S14.
- IPTC captions/keywords can be imported automatically; embedded metadata is extracted synchronously at import S1 S55. XMP write-back on download: Unknown.
- Bulk edit of up to 500 assets in a spreadsheet-style editor; Excel export/import of tags and metadata S47.
- Multilingual metadata (per language code for text fields; translated options for choice fields) S1; Google Translate assistance S14.
- Admin "All Fields" page lists every custom field with type, systemRef and metasets, with warnings for inconsistent shared fields (10.3.1) S37.
Search & discovery
- Search engine based on Elasticsearch; the API exposes a simple keyword search and a raw Elastic query endpoint S1.
- Facets/filters shown automatically: file type, colour, orientation, status, folders and custom fields; admins order filters and can hide them from non-admins (10.3.1) S14 S49 S37.
- Full-text indexing of documents, automatic colour extraction, spelling suggestions S14.
- Unified index across assets, CMS pages, workflows, templates and user-generated artwork S14.
- Saved searches S49 S1.
- Visual/similarity or natural-language search: not documented (Unknown).
AI capabilities
- AI keywording: admins set the maximum number of keywords extracted per asset and a confidence threshold; a "keyword AI" icon appears in bulk edit S55 S47. The AI provider is Not public.
- Logos uploaded as Brand Elements are auto-tagged for usage and background (9.0) S42.
- AI Knowledge Assistant (beta, 10.9): conversational answers about the brand drawn from approved Brandworkz content, hosted on the vendor's cloud; participation via sales S31.
- Colour detection, full-text and usage insights are presented as AI-assisted capabilities in vendor content S14 S27.
- OCR, transcription, face recognition, generative image features: not documented (Unknown). AI governance / opt-out policy: Not public.
Organization
- Folder ("category") hierarchy; shortcuts let one asset appear in several folders; related assets S1 S29.
- Albums: private or shared collections with download options, categories inside albums (10.7), table/grid views (10.5) S33 S35.
- CMS pages: folders can be web pages built from blocks (Article, Gallery, Dynamic Templates, Brand Elements…) — used for brand guidelines and group home pages S41 S40 S1.
- Logo Finder (decision-tree logo picker, per brand), Showcase (best-practice gallery) S14 S15.
- Brand Kit: public, auto-generated page of logos, colours, fonts and typography from the Brand & Skinning settings (9.0); the Essentials plan is built around it S42 S12.
- Multi-brand: one area per brand with its own skin and optionally unique URL; users can switch brands; Identity Gateway (beta) adds a branded hub across several Brandworkz sites S19 S31.
Workflow & collaboration
- Approval workflow module: projects with stages and deadlines, approvers per group, dashboard, audit of approvals/rejections S17 S31.
- Annotations on assets and workflow stages (also exposed in the API) S17 S1.
- Workflow templates; upload approval via workflow (import with a pending status) S45 S1.
- Asset preview commenting for selected groups S55.
- Creative integrations: Adobe and MS Office (see Integrations) S12.
Rights & governance
- Permissions: users belong to one or more groups; group permissions control folder access, upload, create, modify, delete and the download options available per folder/album; individual admin roles (e.g. W2P admin) S54 S31.
- Asset status view-only (no download) or hidden (sysadmins only); automated by expiry/publish dates S47.
- Download forms (download metasets) capture usage information at download, stored with the asset S44 S48.
- Asset alerting emails (e.g. upcoming reviews/expiry) S55 S14.
- Licence-rights tagging is shown before insertion in the Office add-in S60 Unverified.
- Watermarking: Unknown (not documented). Retention policies: Unknown.
Distribution & delivery
- Sharing: unified interface with email, link and embed-code tabs; shares carry only download options the sender is entitled to; persistent album links; validity dates S36 S5.
- Download wizards (transforms): admin-defined image conversions (format, resolution, colour mode, cropping) and video conversions (MP4, compression, bitrate), assigned to groups and usages (asset download, CMS, W2P, WordPress…) S48.
- Smart Asset Embed: CDN links (mappable to the customer's own domain) built from metadata such as SKU, colour and angle, so e-commerce/CMS templates pull the right renditions and pick up new versions automatically S50.
- Downloads via AWS CloudFront CDN; bulk download through server-side zipping S20.
- Digital & Print Templates (web-to-publish): WYSIWYG editing of locked templates (banners, flyers, stationery, posters), QR codes, bleed options, localisation, approval routing and an Order Widget for print ordering S16. Dynamic Templates run on CHILI publish (re-hosted per region in 10.2; new UI in 10.3; publish/expiry dates in 10.6) S39 S38 S34.
- Office templates: Word and PowerPoint templates distributed through the Office add-in (10.1) S40; the marketing page also promises flags on off-brand parts of existing documents and profile-driven dynamic templates S18 (help-center coverage of these: Unknown).
Video & rich media
Analytics & reporting
- Reporting module (Kibana-based; upgraded in 10.7) with tabs for assets, albums & shares, CMS pages, logins; filters, counts, CSV export S33.
- Asset Insights (download forms, usage per asset) and Brand Insights S44 S12.
- Custom reports cannot be built by customers (FAQ) S44; custom dashboards are listed on the Enterprise plan S12 Unverified (older FAQ vs current pricing page).
Administration
- User creation by admins or self-registration with admin activation; user expiry dates; Excel/HTML user export S54.
- SSO: SAML 2.0 (Okta catalog app, Microsoft Entra ID guide), just-in-time provisioning (can exceed the licensed user count, with admin notification), IdP group mapping S53 S45. SCIM: not documented (Unknown).
- Security settings: session time-outs, password policy, auto-assignment of registering users to groups S56; 2FA S20.
- Brand & Skinning tool (UI colours, typography, WCAG contrast checks) S42; site translations (UI, CMS, Logo Finder, folder names) S45.
- Groups management redesigned with tabbed editing and Excel/CSV exports of members and permissions (10.9); new IAM model announced (10.8) S31 S32.
- Staging and live sites: each customer can have a staging ("qa") site in addition to production, used to test API changes S1 S5.