Keep your Digital Asset Management system organized by identifying and managing exact file duplicates. This feature helps you maintain a clean library and optimize storage space.
What Qualifies as a Duplicate File?
A duplicate file is defined as an exact file match based on the file's unique hash value (MD5). This means:
- The file content must be identical byte-for-byte
- All file types are supported for duplicate detection
- Files are compared using their hash values, which are calculated when you upload files to the DAM
Understanding File Hashes
When you upload a file to the DAM, we automatically calculate an MD5 hash value for it. This hash acts like a digital fingerprint for your file.
Important: The hash is based on the actual file content, including any embedded metadata (such as EXIF data in images or document properties). This means:
- If two files have different embedded metadata, they will have different hash values and won't be identified as duplicates
- Metadata you add through the DAM interface (tags, descriptions, custom fields) does not affect the hash value, since this information isn't part of the original file
Accessing the Duplicates Feature
The duplicate detection feature is available to all customers. Here's how to use it:
Viewing Duplicates
- Select any file in your DAM
- Open the side panel for that file
- Navigate to the Duplicates tab
Note: Like other tabs in the side panel, you can change the location of the Duplicates tab to fit your workflow preferences by clicking on the small settings gear on the right to sort your tabs.
If no duplicates exist for the selected file, you'll see the message "No Duplicates Found".
Managing Duplicate Files
When duplicates are found, you can take action to manage them:
- Click the Manage Assets button in the Duplicates tab
- This opens a view showing all duplicate files together
- From here, you can perform bulk actions such as deletion
The management view includes:
- Standard file filters to help you sort and organize duplicates
- List view displaying metadata information for each duplicate file
- All the tools you need to review files before taking action
Important Considerations Before Deleting
⚠️ Critical: Before deleting any duplicate files, you must carefully review:
- Metadata differences: Even though files are duplicates, they may have different tags, descriptions, or custom metadata that could be important
- Shared content: Check if duplicates are being used in different collections, boards, or have been shared with different teams
- Usage context: Understand where and how each duplicate is being used in your organization
When you attempt to delete duplicate assets, the system will display a warning message to remind you to review this information.
Permission Considerations
The Duplicates feature respects your existing library access permissions. This means:
- You will only see duplicates for files you have permission to access
- If a duplicate exists in a library you don't have access to, it won't appear in your duplicates view
- When managing duplicates, you can only take actions on files where you have the appropriate permissions
Best Practices
To make the most of the duplicate detection feature:
- Review before you delete: Always examine metadata and usage before removing duplicates
- Check all contexts: Verify where each duplicate is being used across collections and shared content
- Consider consolidation: Rather than immediately deleting, consider whether you can consolidate metadata and references to a single file
- Regular maintenance: Periodically review your library for duplicates to maintain organization