Projects, assets, and versions

Projects organize assets

A project groups related creative work—for example, a launch deck, campaign email, social image, and product page. An asset is one individual piece of that work.

An asset does not have to belong to a project. You can create it as ungrouped work and file it into a project later.

Projects also provide a progress view across their assets. The project’s overall picture is calculated from the asset statuses inside it, so there is no separate project status to maintain.

Create a project

1. From Dashboard or Review queue, select New, then New project. You can also begin from Projects.
2. Give the project a name that reviewers will recognize, such as a campaign or initiative name.
3. Add a short description when context will help collaborators understand the scope.
4. Create the project, then add assets or invite standing reviewers.

You can also create a project inside the new-asset form. This is useful when the first asset and its campaign are being added together.

What you can add

• PowerPoint decks: .pptx
• HTML emails: .html or .htm
• Documents: .pdf
• Images: .png, .jpg, .jpeg, .webp, or .gif
• Video: .mp4 or .webm
• Live web pages: a complete HTTPS address

Uploaded files can be up to 100 MB. A live web page records its address rather than a frozen copy, so its content may change after the review.

Brightproof checks both the filename and the uploaded content. Renaming an unsupported file to a supported extension does not make it uploadable. For reliable video playback, use a browser-compatible MP4 or WebM export.

Create an asset

1. From Dashboard or Review queue, select New, then New asset. From Assets, select New asset.
2. Choose Upload file or Live web page.
3. Select a supported file or enter a complete HTTPS address.
4. Give the asset a clear title.
5. Optionally choose an existing project or create a new project in the Project field.
6. Select Create asset. Brightproof opens the asset while it prepares the preview.

Preview processing: Decks and PDFs can take a couple of minutes to prepare. The page updates when the preview is ready, so you do not need to upload the file again.

Images, videos, and HTML emails normally become available without document conversion. PowerPoint decks and PDFs are rendered into page images so reviewers can navigate, zoom, and place feedback consistently.

If processing fails, the asset shows the reason and a retry option for the creative team. Confirm that the source file opens normally before retrying.

Draft and shared work

Every new asset starts as Draft. Draft gives the creative team time to check the preview, file the asset correctly, attach a checklist, and choose reviewers.

When the asset is ready, turn on the sharing switch in its Info tab. The control changes to Shared with reviewers and the asset enters In review.

Returning an asset to draft hides it from reviewers and guest links without deleting the review history. Use this when work was shared prematurely; do not use it as a substitute for uploading a revision after feedback.

A project also controls access

Filing is not only organizational. Everyone invited to a project can review every asset in it, including assets added later.

When you move an asset into a project, that project’s reviewers gain access immediately. When you move it out, anyone whose only access came from that project loses access. A separate invitation to the asset continues to work because project and asset invitations are independent.

Check before you move: Brightproof shows an access warning when a move will add or remove project-based access. Review the message before you select Save.

To move an asset, open its Info tab, find Project, and select Move or Add to project. Choose the destination and read the access message before saving.

Project membership and direct asset invitations are independent. Moving an asset does not copy, merge, or delete direct reviewer invitations.

Add a new version

1. Open the asset you want to update.
2. Select the three-dot asset menu, then Upload new version.
3. Choose a file of the same asset type, then select Add version.

A new version does not overwrite the earlier one. Use the version menu in the asset header to open previous versions. Older versions are read-only and keep the comments and decisions from their own review round.

Adding a version starts a new review round. Every reviewer needs to record a decision on the current version, even if they approved an earlier version.

Review an earlier version

Use the version menu in the asset header to choose an entry marked Previous. Previous versions are read-only: you can inspect their artwork, comments, checklist, and decision history, but you cannot add new feedback to them.

Return to the entry marked Current before commenting or deciding. This avoids responding to an earlier state of the work.

Compare revisions

When an asset has at least two renderable versions, select Compare in the asset header. Brightproof adapts the comparison to the content:

• Images, decks, and PDFs appear side by side with coordinated navigation.
• Videos use synchronized playback.
• Emails and live pages appear in parallel previews.

During comparison, use the revision checklist to mark an earlier open comment as Addressed, Not addressed, or N/A on the new version. This records what you observed during comparison, but it does not resolve the original comment and does not change approval status.

Keep the history understandable

Use a stable asset title across versions. Put revision details in the uploaded file name or the review discussion instead of creating a new asset for every edit.

Create a separate asset when the deliverable is genuinely different or needs a different reviewer group. Add a version when it is the next revision of the same thing.

For the full path from draft through approval, see The review and approval process.