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Digital Asset Management

Only approved, licensed media leaves the building

Versions, approvals and usage rights decide which rendition each channel may receive on a given date, and expired media is withdrawn rather than forgotten.

Walk through it All capabilities

The capability

The newest file is not always the right file

Photography and video are often licensed for specific channels, regions and periods. A newer version may still be awaiting approval, and an older one may have expired. When distribution simply sends the latest file, companies publish unapproved or unlicensed media.

Autonera keeps the full version history of each asset with approval status, usage rights and expiry. When a channel requests media, the platform selects the most recent version that is approved and licensed for that channel, region and date. If none qualifies, the request is blocked and the gap is reported.

Renditions such as web sizes, print-resolution files and cropped variants derive from an approved master and inherit its rights. When rights expire, affected products and channels are identified so replacement media can be approved before withdrawal.

Problems it solves

Where this work usually breaks down

01

Unapproved versions distributed

The latest upload is sent before review is complete.

02

Expired licences

Agency photography continues to appear after the licence term.

03

Region-restricted media

Images licensed for one market appear in another.

04

Rendition sprawl

Derived files lose the rights and approval of their master.

Functional capabilities

What Asset Versioning & Rights includes

Version history
Keep every version with uploader, approval and change notes.
Approval workflow
Require review before a version becomes usable.
Usage rights
Record channel, region, period and licence holder for each version.
Expiration handling
Identify affected products before expiry and withdraw on the date.
Governed renditions
Generate renditions and transformations that inherit master rights.
Replacement review
Approve replacement media before an expiring version is withdrawn.

How it works

Select the right version of a compressor image

Change the channel, region and publication date. The platform picks the newest approved version licensed for that request, and explains why the others are excluded.

REQUEST · COMPRESSOR-HERO.TIF

Deliver version 2

  1. Version 3

    Approved
    Pending
    Channels
    web, print, marketplace
    Regions
    US, EU
    Expires
    No expiry

    Version not approved

  2. Version 2Selected

    Approved
    Yes
    Channels
    web, print
    Regions
    US, EU
    Expires
    2026-12-31

    Usable for this request

  3. Version 1

    Approved
    Yes
    Channels
    web, print, marketplace
    Regions
    US
    Expires
    2025-06-30

    Not licensed in EU; Rights expired 2025-06-30

In industrial operations

An air compressor manufacturer manages agency photography

Agency licences differed by region and expired annually, and marketing had no reliable way to know where each image was in use.

  1. Licence terms are recorded per version.
  2. New photography waits for approval before distribution.
  3. Products using expiring images are listed 60 days ahead.
  4. Replacement images are approved and distributed before withdrawal.

Result: Channels receive only approved, licensed versions, and expiry no longer surprises the team.

Autonomous operations

How autonomous execution changes asset versioning & rights

Agents monitor approvals, rights and expiry dates and prepare replacements so brand owners approve rather than chase.

Agents carry out

  • Track upcoming expirations
  • List affected products and channels
  • Propose replacement assets
  • Withdraw expired media on schedule

People decide

  • Approve versions
  • Record licence terms
  • Approve replacements

Evidence recorded

  • Version selected for each delivery
  • Rights evaluated
  • Withdrawals and approvals

Related capabilities

Works alongside

Feature guide

Digital Asset Library

Images, drawings, video and documents searchable by product context.

Feature guide

Product Asset Relationships

Asset roles linked to families and variants with channel scope and inheritance.

Feature guide

Product Data Syndication

One approved record transformed and delivered to each channel's requirements.

Feature guide

Workflow & Approvals

Conditional approval routing, roles, separation of duties and decision history.

Capability area

Digital Asset Management

See where Asset Versioning & Rights fits in the wider Digital Asset Management capability.

Buyer FAQs

Questions evaluators ask

What happens when rights expire?

Affected channels stop receiving the version and the gap is reported so a replacement can be approved.

Can renditions have different rights from the master?

Renditions inherit the master's rights by default. Narrower restrictions can be applied.

Is the newest version always distributed?

No. The newest version that is approved and licensed for the request is distributed.

Can we see where a version is used?

Yes. Product links and delivery history show where each version has been distributed.

Are image transformations supported?

Common resizing and format conversions are supported. Specific transformation presets are confirmed during evaluation.

Your next step

See Asset Versioning & Rights on data like yours.

Bring a real file, catalog or record set. We will walk through how Autonera would handle it and where your team keeps the final say.

Book a Demo