The client had implemented Aprimo DAM and Workflow but faced serious adoption issues
Employees
1000+
Locations
Worldwide
Industry
Retail
Business Type
Enterprise
The Ask 🆘
The client had implemented Aprimo DAM and Workflow but faced serious adoption issues including inconsistent metadata made assets nearly impossible to search. Users were bypassing workflows due to complexity and approval delays caused product launch slowdowns. Overall, content contributors lacked clear training. The DAM was in place — but the process wasn’t working for the people using it.
The Challenge 🚨
Metadata
Inconsistent metadata and poor asset classification
Avoidance
Users were bypassing workflows due to complexity
Delays
Approval delays caused product launch slowdowns
The DAM was in place — but the process wasn’t working for the people using it.
Value Delivered 🎯
Complete Metadata Overhaul
Designed a sustainable metadata model aligned to user personas and content types. Created a controlled vocabulary to reduce tagging inconsistency. Applied conditional logic and inheritance to reduce user input effort
Workflow Optimization
Re-mapped key workflows to reflect actual marketing and e-commerce processes. Simplified stage gates, approval chains, and task notifications. Added business rules to automate common handoffs and prevent delays
Training and Governance
Developed role-based training for Consumers, Contributors, and Librarians. Created a governance playbook to keep the model clean post-launch. Built custom job aids and videos integrated into the Aprimo experience
✅ 300K+ legacy assets cleaned and reclassified
✅ 40% drop in stakeholder complaints
✅ Support tickets cut in half
Key Takeaways
1️⃣ Aprimo’s flexibility is powerful — but it needs thoughtful strategy and governance
2️⃣ Metadata is the foundation of asset findability and user adoption
3️⃣ Workflow design must reflect how people actually work, not how software works
4️⃣ Training isn’t a one-time event — it’s a key part of the rollout strategy
✅ 40% drop in stakeholder complaints
✅ Support tickets cut in half
Key Takeaways
1️⃣ Aprimo’s flexibility is powerful — but it needs thoughtful strategy and governance
2️⃣ Metadata is the foundation of asset findability and user adoption
3️⃣ Workflow design must reflect how people actually work, not how software works
4️⃣ Training isn’t a one-time event — it’s a key part of the rollout strategy
Share
How We Helped
< 30
The avgerage number of seconds for a user to complete and asset search
4.2
Number of days for to complete a review workflow
88%
User adoption rate within 3 months on re-launch
About Aprimo
Aprimo is a complete content operations and marketing project management software solution to manage content planning and creation all in one platform. Aprimo’s SaaS Digital Asset Management (DAM) and Work Management solutions give your teams the power to create, manage, and share engaging, on-brand customer experiences more efficiently than ever before, in every channel.
voolama can help you implement Aprimo the right way.
Schedule a free callback today to discuss how we can help with your Aprimo consulting needs.
voolama can help you implement Aprimo the right way.
Schedule a free callback today to discuss how we can help with your Aprimo consulting needs.
voolama; Making Work, Flow.