Notion for Creatives: Managing Large Asset Libraries

Introduction

Frame.io is great for video. Google Drive is great for storage. But neither of them gives you context.

A folder named "Final_v2" tells you nothing. Which project is it for? Is it approved? Who worked on it?

The Storage Myth

"Notion has a 5MB limit."

False. On the Plus plan ($8/user), file uploads are unlimited in size. We have uploaded 2GB video files directly to Notion pages.

However, just because you can doesn't mean you should.

1. The Asset Database

Stop using inline images. Create a dedicated "Assets" database.

• Name: "Q1 Campaign Hero Image"
• Type: Select (Video, Image, PDF)
• Status: Select (Draft, In Review, Approved)
• File: Files & Media property

2. The External Link Method

For massive files (raw 4K footage), don't upload to Notion. It's slow to download.

Upload to Google Drive or Dropbox. Then, paste the share link into your Notion Asset Database.

Pro Tip: Notion has "Link Previews" for Google Drive. Paste the link and select "Paste as preview." You'll see the thumbnail and file details right inside Notion without leaving the app.

3. The Visual Gallery View

This is where you wow the client.

Creates a "Gallery View" of your Asset Database.

• Card Preview: Set to "Page Cover" or your file property.
• Card Size: Medium or Large.
• Fit Image: Check this so logos aren't cropped weirdly.

Now your client sees a beautiful Pinterest-style grid of their assets, not a boring list of filenames.

4. The Approval Workflow

Enable comments on the database items.

Client clicks an image card. It opens. They type: "Can we make the logo bigger?" inside the comments.

You change the Status from `In Review` to `Change Requested`.

This keeps the feedback attached to the asset itself, forever. No more digging through email threads to find feedback on "v2".

Conclusion

Creative work deserves a creative presentation. Don't hide your beautiful work in ugly folders. Showcase it in a Notion Gallery.