When packaging, product photos, approvals, and documentation live across emails, servers, and shared drives, teams lose time and confidence. Files get duplicated. Versions get mixed up. People spend more energy hunting for “the right file” than moving work forward.
At RoboHead Converge 2025, Will Goad sat down with Marci Habber, an independent consultant who has supported Dyma Brands for years. They unpack how they built a reliable, scalable digital asset system using the RoboHead Library.
Dyma Brands is a packaged goods company. If you have ever used relish or made hot cocoa from a packet, you have probably seen their products.
The Pain That Triggered Change: Rework Cost and Version Confusion
Marci described a familiar problem: approvals were “everywhere.” Feedback lived in emails. Files lived on servers. Old versions lived in folders no one trusted. Signed-off artwork had no consistent home.
The biggest impact was time. Re-dos were expensive. Teams could not confidently identify which files were official, which created errors across marketing, creative, plants, and production partners.
Dyma Brands centralized everything in RoboHead, then tied the final approved artwork directly to the Library. That created visibility, version control, and searchability. Marci shared a striking outcome: rework dropped by 90%.
Start With the Process, Then Build the System
The work did not start with folders. It started with mapping.
Marci and the team mapped the approval process end to end, then rebuilt that path inside RoboHead to match how Dyma actually works. Clear ownership, trackable steps, and deadline visibility replaced reactive email chains.
A critical detail: access stayed tight. A small set of admins added and managed assets. The broader organization pulled what they needed, with confidence that the Library reflected the approved assets.
Designing the Library for Clarity, Speed, and Accuracy
The Library structure was built to match the team’s real workflow, then reinforced with strict naming conventions.
Marci emphasized consistency as the foundation. Each product folder followed the same internal pattern, making it easy for anyone to locate what they needed without second-guessing.
A simple example of the structure:
- Approved art stored in the main product folder for fast access
- Subfolders for supporting materials such as documents, GTIN artwork, archives, and photographs
- Older versions cleaned up during migration so the Library stayed reliable from day one
Dyma’s build required cleanup of legacy files, then careful organization before uploading. Marci described it as starting from ground zero, then rebuilding with intention.
Making Search Work Like a Shortcut
One adoption driver was how quickly people could find what they needed.
Dyma aligned projects, artwork approvals, and Library assets using consistent identifiers. Marci shared that the first set of numbers in an item stays consistent across the system, so searching that identifier surfaces related project files, Library files, and notes.
That reduces friction for teams that need answers fast, especially across departments and locations.
Workflow Automation That Moves Approved Work Into the Library
Dyma’s workflow was designed so approved assets flow into the Library automatically.
Marci explained a staged approval process where files move through the right stakeholders, then land in the Library after signoff. That prevents “approved” work from living in email attachments and prevents teams from using drafts by mistake.
Training by Role: A Quiet Advantage That Drives Adoption
The system worked because the rollout was treated like an operational change, not a tool install.
Marci runs training every quarter. She trains by role and location, so each group learns only what matters for their responsibilities. Marketing trains together. R&D trains together. Print teams train together.
That keeps training focused, increases accountability, and helps every group understand the specific checks they own.
External Sharing Without Exposing Everything
Dyma works with vendors and private label partners. Library sharing had to be controlled.
Marci described a clear approach:
- External links can be created for specific assets, limiting what vendors can see
- Links can be shared at specific workflow stages for final signoff
- Vendors can receive a link directly to the relevant Library folder when appropriate
The intent is simple: partners see what they need to approve or produce, without being overwhelmed by, or gaining access to, unrelated assets.
What It Took to Build It Right
This was not an overnight change.
Marci shared that Dyma spent over six months building, testing, refining, and training. The Library contains over a thousand asset groups and tens of thousands of total files.
Her advice for teams starting a Library initiative:
- Plan first, build second
- Map out your real workflow before building out the system
- Test with a subset of users before going live
- Train consistently, in role-based sessions
- Protect the Library’s integrity with tight admin control
The Real Outcome: Trust at Scale
Dyma Brands did more than organize files. They built trust.
Once the Library became the source of truth, teams could move faster with fewer mistakes. Plants could produce with confidence. Marketing could find current assets instantly. Vendors could approve without confusion. Rework dropped dramatically.
This session was recorded during RoboHead Converge 2025, held December 9–10, 2025.
