How I manage images and files in monday.com as a marketing agency
Key takeaways
- What is the biggest file problem for an agency using monday.com?
- Volume across clients. Ten clients each posting campaign creative, social assets, and screenshots means the account's Files storage grows every single day.
- How does a marketing agency keep monday.com fast?
- A compress-on-upload automation on every client board, so images and PDFs are optimized the moment they land, plus a one-time batch pass over existing boards.
- How do you handle monthly client reports?
- Zip the report assets column into one archive per client per month with the Zip Files action, share the single file, and keep it on the item as the record.
- Do clients ever notice the compression?
- They notice boards load faster. Medium compression is visually clean for review; the agency keeps full-resolution masters in its DAM.
I build File Compress and I have watched a lot of marketing agencies use it, because agencies hit the monday.com file problem harder than anyone: many clients, each generating a stream of images and documents into the same account. Here is the setup that keeps it manageable.
Why agencies fill up monday.com storage
A single in-house marketing team produces a lot of files. An agency multiplies that by its client count. Campaign creative, social variants, ad screenshots, brand guideline PDFs, competitor research decks — every client board is an image firehose, and the Files column stores every upload at full size.
Without a system, the account storage report only goes one direction.
The structure: per-client boards from a template
Each client gets a board created from a standard template with consistent columns:
| Column | Purpose |
|---|---|
| Briefs & References | Client-supplied inputs |
| Creative | Work in progress and review |
| Approved | Signed-off deliverables |
| Monthly Report | Assets for the client report |
Because every client board has the same shape, the same automations apply everywhere.
The automation layer
On the template board, so every new client inherits it:
When a file column changes on Creative or Approved, compress images and PDFs from that column, save in place, medium.
See automatically compress images in monday.com. New clients are covered from day one. For existing clients, I run one batch cleanup per board — a temporary status-triggered recipe fired across every item at once.
Monthly client reports
At month end, for each client: run the Zip Files action on the Monthly Report column into a Report Package column. One archive, shared via file link or a client view. It stays on the item as the permanent record of what was delivered that month.
The short version
Per-client boards from one template, a compress-on-upload automation baked into that template, a one-time batch pass for existing clients, and zipped monthly report packages. Masters stay in the DAM. See how I manage large media files in monday.com as a marketing team and the setup guide.
Frequently asked questions
- Should each client have its own monday.com board?
- Yes, in most agency setups. Per-client boards keep files, permissions, and automations isolated, and make it easy to share a filtered view with each client.
- How do I roll compression out across every client board?
- Install File Compress once at the account level, then add the compress-on-upload automation to each client board — or to your client board template so new clients inherit it.
- What compression level should an agency use?
- Medium for client-facing creative and review assets, high for internal archives and old campaigns. Keep uncompressed masters outside monday.com.
- How much storage does this actually save?
- On image-heavy agency accounts, medium compression commonly reclaims 45–60% of Files storage, and it stops the daily growth.
- Can non-admins run compression?
- An admin installs the app once and sets up the recipes. After that, compression runs automatically for everyone whose uploads or status changes trigger it — no per-user setup.
Zack
File Compress Developer at ColumnMate. Writes about file management, storage, and automation inside monday.com.
Related reading
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