Workai Assets
One home for every document image video podcast PDF design brand asset
Workai Assets is the governed file and media layer of the Workai employee experience platform — folders and previews you already understand, with version control, permissions, audit logs and AI file search built in. Native Workai storage on Microsoft Azure.
Every file your organisation produces, in a dozen different places
Brand visuals in one drive. Policy PDFs in another. Training videos in a third tool. The campaign deck on someone's desktop. Workai Assets is the governed file and media layer of the digital workplace — any file type, in folders you already understand, with version control, permissions, audit logs and AI file search built in.
THE CHALLENGE
Files scattered across drives, tools and desktops
A separate drive for brand assets. Another for the L&D team. A third for ops procedures. The right asset exists — but nobody can remember its filename, its folder or who saved the latest version. And no one is auditing what gets shared with whom.
THE OPPORTUNITY
One governed store. Native to the platform people already use.
Any file type — documents, images, video, audio — in folders your people already understand. Version control on every file. Permission-aware sharing. Audit logs end-to-end. Shared repositories where teams collaborate around the asset. And AI file search that finds things by what they're about, not what someone called them.
Store
Any file type — in folders you already understand
Documents, images, video, audio — every file your organisation produces, in one governed home. Folders you already understand, file previews, permission-aware sharing — and reuse across intranet content, knowledge articles and communications. Native Workai storage on Microsoft Azure (not a pass-through to a separate drive).
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Any file type — documents, images, video, audio, presentations, archives
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Folders you already understand — no new mental model to learn
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File previews in-platform — open documents, images, video and audio without downloading
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Permission-aware sharing — every share respects the platform's role and identity model
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Native Workai storage on Microsoft Azure — not a pass-through to a separate drive
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Reuse across the platform — every asset available to intranet, knowledge and comms
Govern
Version control, audit logs and shared repositories
Every file versioned by default — history kept, not just replaced. Granular, permission-aware access that inherits the platform's role model. Activity logged for accountability. Shared workspaces where teams collaborate around the asset, not just one-off file shares. The governance a workplace needs — without the rigidity of a brand-asset portal.
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Version control — file history kept, every change tracked, none lost
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Permission-aware access — inherits the platform's role and identity model
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Audit logs — activity on assets is logged for accountability
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Shared repositories — teams collaborate around the asset, not just one-off file shares
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Same identity as the rest of Workai — Entra ID / SSO, one role model
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Native Azure storage with per-customer isolation and data residency in your Azure region
Find
Find an asset by what it's about — not what someone called it
AI file search with semantic and vector retrieval across the entire asset store — permission-aware end-to-end. Find an image by what it shows, a document by what it's about, a video by what it covers — without remembering the filename, the folder or who uploaded it. The standout AI capability that lifts Assets above plain file storage.
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AI file search — semantic and vector retrieval across the asset store
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Find by meaning, not filename — what an image shows, what a document is about
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Permission-aware — never surfaces assets the user can't access
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Folder navigation when you know where it lives — search when you don't
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File previews accelerate the find — see before you open
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Built on the same Workai Intelligence layer as Buddy — one AI, multiple jobs
Create
In-context creation — without leaving Workai
Approved-image libraries curated by admins, stock photo links via Pexels, a fast built-in image editor for crops and adjustments, Canva integration with your company templates — and AI image generation that produces on-brand visuals from a prompt. Every new asset lands in the store, ready to reuse.
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Approved-image library — admin-curated visuals selected and inserted into content blocks
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Built-in image editor — fast crops, resizes, basic adjustments; Canva for deeper design work
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Stock photo linking — free Pexels integration for licensed imagery
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Canva integration with company templates — design without leaving Workai
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AI image generation — on-brand, copyright-compliant visuals from a prompt, secure storage
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Image galleries with aspect-ratio control — multi-image visual stories in one block
Assets is your governed file and media layer — not a brand-asset portal, not a personal cloud drive, not a design tool
Workai Assets is the place every file in your organisation lives — documents, images, video, audio, PDFs — in folders you already understand, with version control, permissions, audit logs and AI file search built in. A brand-asset portal would lock the brand team into rights workflows and asset-expiry rules your business doesn't run on. A personal cloud drive would give people storage but not governance, search-by-meaning or reuse across the platform. A design tool would help one team create — Assets is where everyone's files live, find each other and get reused. Native Workai storage on Microsoft Azure. One identity, one permission model, one place every file you produce can be found by the people allowed to find it.
Files & Media Store
The Drive-like core — any file type in folders you already understand, with previews and sharing built in. Plus the central video and podcast libraries that handle media end-to-end.
One place for every file — see the shared repositories
See how any file type — documents, images, video, audio — lives together in folders you already understand, with previews and permission-aware sharing.
Governance & Repositories
Version control, permissions, audit logs and shared workspaces — the governance a workplace needs, on the same Entra ID and Azure infrastructure as the rest of Workai.
Version every file by default — see the governance layer
See version control, permission-aware sharing, audit logs and shared repositories — the governance that lifts Assets above plain file storage.
Creation & Design
In-context creation that lives where the asset will end up — approved images, stock photos, Canva company templates, a fast image editor and AI image generation. Every new visual lands in the store, ready to reuse.
Create on-brand visuals — without leaving Workai
See Canva company templates and AI image generation working hand-in-hand — every new visual landing in the asset store.
Integrations & Platform Reuse
Workai Assets rides the Microsoft 365 ecosystem and the same Entra ID identity as the rest of Workai — with Canva for design, Pexels for stock photos, Stream and Vimeo as video sources. Every asset is reusable across intranet, knowledge and comms in the platform.
Reuse assets across intranet, knowledge and comms
See how every asset stored in Workai is reusable across the platform — one source, many surfaces.
AI that finds files by meaning — and creates on-brand visuals from a prompt
Today: semantic + vector AI file search across the asset store, on-brand AI image generation, and Buddy reaching into Assets for natural-language file finding. Coming on the roadmap: AI file processing (video transcription, image description and PDF OCR), AI auto-tagging, AI metadata generation and AI asset recommendations.
Find an asset by what it's about — see AI file search
See semantic + vector AI file search across the asset store — and on-brand AI image generation that lands new visuals directly in the store.
Real use cases
How every team uses Assets to find, reuse and govern files
Assets adapts to what each team actually stores and shares — from brand visuals to policy PDFs to training videos. Explore real scenarios across the organization.
- Approved-image library keeps the visuals for stories on-brand without ad-hoc downloads
- Central video library handles all-hands recordings, leadership messages and campaign videos
- Reuse assets across intranet pages and comms campaigns — store once, publish anywhere
- AI file search finds the right image for the story without filename guesswork
- Policy PDFs, onboarding documents and benefits guides in one governed store with version control
- Permission-aware sharing — confidential HR documents never surface to the wrong audience
- AI file search finds the right policy by meaning — "what's our parental leave policy" surfaces the document, not the filename
- Auto-tagging (coming on the roadmap) will reduce manual organisation overhead
- Native Workai storage on Microsoft Azure — no third-party storage layer to manage
- One identity, one permission model — Entra ID / SSO across files, content and conversations
- Audit logs end-to-end — accountability for every asset action
- Per-customer isolation, data residency in your Azure region, ISO 27001 certified
- One governed file store for the entire organisation — no more file-fragmentation across drives
- AI file search across every asset — find what you need without knowing what to call it
- Version control means decisions reference the current document, not a stale copy
- Native to the EX platform — no separate tool to procure, no extra contract to renew
- Procedure documents, training videos and field guides in one place — accessible on the mobile app
- File previews speed the find on slow mobile connections — see before you download
- Permission-aware sharing — branch-specific assets surface to the right teams
- Reuse across the platform — the same training video plays in the intranet, in Knowledge and in Workai Mobile
- Approved-image library + Canva company templates keep visuals consistent across campaigns
- AI image generation produces on-brand visuals from a prompt — copyright-compliant, secure storage
- Pexels stock-photo integration for licensed imagery without separate subscriptions
- Shared repositories for campaign assets — the brand team works around the asset, not just shares it
Seamless integrations
Connect Assets with your Microsoft 365 ecosystem
Workai Assets shares the same identity model and runs in the same Azure tenant as the rest of the platform. Native Microsoft 365 / Entra ID integration; Canva for design; Pexels for stock; Stream and Vimeo as video sources. One identity, one permission model, one place every file lives.
Customer Success
Leading organizations govern every file with Workai Assets
From global retailers to telcos — see how Workai Assets gives every team one governed home for documents, images, video and audio, with AI file search that finds by meaning and in-context creation that keeps visuals on-brand.
What mattered to us was its ease of use and compatibility with our existing systems. In addition to the flexibility of the tool and the ability to adapt it to our constantly changing needs, we were also interested in its aesthetic side.
Wojtek Mrugalski
Internal Communication Manager at Żabka
with assets governed and shared across HQ, logistics and retail — one store, one permission model
The solution enables us to effectively reach all employees with key information, but also to carry out employee engagement activities that allow us to appreciate their involvement and motivate them to act.
Adrianna Maron
Corporate Communication Department at T-Mobile
finding files by meaning across the asset store — without remembering filenames
The implementation was rapid, and within just three months, we had a platform that transformed our internal communication and significantly increased employee engagement.
Piotr Kaniowski
Director of internal communication
from kickoff to launch — including asset migration, repository setup and AI file search configuration
Guided transformation
Seamless onboarding built on proven success
From the first repository to a fully governed file and media store with AI file search across every asset — your Assets rollout is guided by experience. Hundreds of deployments behind us; clarity, speed and confidence at every stage.
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Discovery & Strategy
We translate your existing file structure, sharing patterns and team workflows into a phased Assets rollout — drawing on patterns refined across hundreds of deployments.
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Configuration & Design
Folders, shared repositories, role-based permissions, AI file search index and Canva company templates configured following tested blueprints — fast time-to-launch.
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Launch & Adoption
Asset migration, repository pilot, frontline mobile training, brand-team onboarding to AI image generation — milestone-driven with hands-on adoption support.
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Continuous Success
Stay ahead with proactive care, regular AI updates and roadmap rollout (file processing, auto-tagging, metadata, recommendations) that keeps the store working harder over time.
Every step follows tried-and-tested scenarios — so your teams know exactly what to expect, from first workshop to post-launch growth.
One place for every file your organisation produces
See how Workai Assets gives every team a governed file and media store — any file type, in folders you already understand, with version control, permissions, audit logs and AI file search built in. Plus in-context creation with company templates and on-brand AI image generation. Native Workai storage on Microsoft Azure.