Keeping versioned assets out of old delivery workflows

An approved new guide does not automatically remove the old one from forms, emails and scheduled campaigns. Treat asset retirement as a distribution change, and list every active route that can still send the previous version.

Keep a register of asset ID, version, owner, status and delivery destinations. When a version changes, compare its claims and audience with the old version. If the update corrects a material error, prioritise live automated sends. Decide whether people who received the old file need an update.

If the change is only a minor design refresh, a planned migration may be enough.

For HubSpot, open the workflows index and filter by Created in, then select Forms to find simple workflows created in form editors. This gives you a named starting point for finding form-driven email sends; it does not cover every other place an asset may be used.

Continue the route audit across live form automations, workflow emails, scheduled campaigns, CMS landing pages and blog posts, and storefront or product pages. Record each route separately so that updating one copy does not leave another delivery path pointing to the old version.

Keep the approved master in a known primary storage location. A DAM such as Frontify DAM can centrally store, govern and distribute assets; shared folders and native media libraries can also contain copies that need checking.

Use a consistent naming convention and meaningful version labels and comments. For Interactive Communications, Adobe Experience Manager as a Cloud Service supports multiple labelled versions, comparison and reversion.

Use a register row for each asset-version-route: asset ID; version; owner; status; approved by; delivery destination; and route checked. When a version changes, update the row rather than replacing the record of the previous version.

Test each route with a fictional contact: a fresh form submission, a repeat submission and any interest branch. HubSpot says contacts are enrolled in a simple workflow each time its form is submitted, even if they have enrolled before, so check repeat submissions as well.

After editing a route, check the actual attachment or destination, not just the workflow name. Confirm the route now points to the approved file, then test that the file opens and contains the expected version.

Archive the old asset only after the routes are updated and the new file works. Record what changed and who approved the replacement. A monthly clean-up and archiving cycle can help catch stale copies; this prevents a stale download from quietly contradicting a current campaign.

Old vs new asset version: decision criteria