Full License vs Basic License – What Does Your Team Need?

Whether it’s continuing your gym membership after that New Year’s motivation has blown over, or forgetting to cancel that free trial after you’ve got your freebie – there are few things in life more frustrating than paying for something you’re not using. That’s why we’ve introduced a new system of user licenses at OpenAsset. 

By splitting OpenAsset licenses into two types, ‘Full’ and ‘Basic’, we’ve made it easier to ensure you’re only paying for the features you need. While your power users can continue to exploit the full functionality of OpenAsset, you can also introduce your wider team to OpenAsset at a reduced per-user rate. This ensures your firm gets more out of OpenAsset as a whole, without breaking the bank. This blog will focus on what these user licenses mean and how these different users might utilize OpenAsset. 

Full vs Basic – What’s the Difference?

The Full user license is the license you’re already familiar with – it allows users to take advantage of all of the OpenAsset features your firm has access to. For example, these users can upload and tag files, create and manage projects and employees, and manage different users, groups, and their permissions. On top of this, they can of course do the more basic core tasks, such as searching for files, dragging them into documents, and sharing them internally or externally. 

The Basic user is our new type of license, which offers a more streamlined experience of OpenAsset functionality at a much lower price point. These users won’t be able to upload or tag projects, nor will they be able to create or edit projects or employees. However, they will still be able to access and use files across the platform. As a result of this simplified feature set, Basic License users can quickly get up to speed with the platform, with little training required. This license has been designed to increase overall adoption across a firm, and therefore draw the most value from your assets (we cover this in more detail here). We recognize that users who log in to OpenAsset only to find and use images shouldn’t be charged in the same way as regular users, hence this new pricing structure.

Who are your Full Users?

Your ‘Full’ users are likely to be those who already use your system on a regular basis. These are users who upload images and files to the system, tag assets with keywords, or contribute to field data. This can range from users whose primary job is to manage your firm’s assets to those who may be more hands-off but occasionally contribute to general system upkeep. It also includes your system admin(s), who need to access different system preferences and assign permissions.

Some job functions that would typically require this Full License include Brand, Graphic Design, Marketing, and in some cases, HR. For example, your Graphic Design team may contribute heavily to system content, as they upload their edited images and documents into OpenAsset. Your Marketing team may also help to upload images as well as contribute to the tagging of keywords and writing of project descriptions. Your Brand team might act as the final point of contact to ‘approve’ images (via upload approvals) to ensure that images are of high quality and documents meet brand guidelines. If you have the Employee Module, it would also make sense that members of HR have Full License access so that they can input and manage employee profiles. 

Who are your Basic Users?

Your ‘Basic’ users might include some current OpenAsset users, as well as many more who could benefit from having access to your firm’s assets. These are users who will only have access to output-focused features, such as downloading files and building documents from templates, or those who just need visibility into Project Overviews and other information. 

Some job roles that may only require this Basic License include Sales, Bid Teams, and members of the C-Suite and Senior Leadership. For example, your Sales team may need to pull certain assets for one-pagers, presentations, or other collateral. They may also present directly from OpenAsset via Project Overview pages and the Slideshow tool. Your Bid Teams may need to do all of this and more. For example, they may also utilize templates to create brochures, project sheets, and employee resumes. Members of your C-Suite and Leadership team may also require these Basic features – not only to present to clients, or to pull assets ad-hoc, but also to ensure that they have a high-level understanding of all of the Projects that are in progress or that have been completed firm-wide. While we’ve only listed a few functions above, an argument can be made for having your entire firm on a Basic License (outside of those on a Full License), due to the knowledge-sharing benefits it offers.

Getting Started

If you think members of your team could benefit from a Basic License, or if you want to learn more about the different scenarios where a Basic License might make sense, feel free to contact your dedicated Customer Success Manager today. 

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DAM Insights

Expert Digital Asset Management
insights for AEC and Real Estate firms.