How I manage large media files in monday.com as a marketing team
Key takeaways
- What counts as a large media file on a marketing board?
- Hero images, full-resolution photography, layered social templates, PDF one-pieces, and video thumbnails and stills. Actual video files should live in a video platform, not monday.com.
- How does a marketing team keep monday.com fast?
- Keep masters in the DAM, put compressed working copies on the board, and run a File Compress automation so every image and PDF is compressed the moment it is uploaded.
- Where should video live?
- In your video hosting or storage. Put the thumbnail and a link on the monday.com item. A raw video file near the 500MB limit does not belong on a board.
- What about the campaign asset packs sent to partners?
- Zip the approved assets column into one archive per campaign with the Zip Files action and share the link.
An in-house marketing team generates media at campaign cadence: every launch is a set of hero images, social variants, a landing-page mockup, a one-pager PDF, and video stills. Attach all of that to campaign items at full size and monday.com gets slow and expensive. Here is the setup my team uses.
Draw the line at what monday.com is for
monday.com is the campaign tracker. It is not the DAM and it is not the video platform.
| Asset | Home | On the board |
|---|---|---|
| Photography, layered templates | DAM | Compressed working copy + link |
| Video files | Video hosting / storage | Thumbnail + link |
| Campaign creative for review | — | Compressed JPEG / PNG |
| One-pagers, decks | — | Structurally optimized PDF |
| Partner asset pack | — | One ZIP per campaign |
The board carries the smallest useful version of each thing, and a link to the real one.
Why keep video off the board entirely
A 400MB clip on an item will not stream in monday.com, it slows the board for everyone, and it is a worse home than your video platform. The Files column is storage, not playback.
Compression on the board
On the campaign board template:
When a file column changes on Creative, compress images and PDFs from Creative, save in place, medium.
Every campaign inherits it. See how I compress hundreds of images in monday.com for my marketing team for clearing the existing backlog with a batch status change, and reducing monday.com file storage usage for the account view.
Partner and stakeholder packs
When a campaign is approved, run the Zip Files action on the Approved column into a Pack column. Partners, resellers, and regional teams get one archive.
The short version
Keep photography in the DAM and video in a video platform; the monday.com board holds compressed working copies, thumbnails, and links. Automate compression on the campaign template, batch-clean existing boards, and zip approved assets into one pack per campaign. See the setup guide.
Frequently asked questions
- Can monday.com store video files?
- It accepts uploads up to 500MB, so short clips fit, but board and item views are not built to stream video. Keep video in a dedicated platform and reference it from the item.
- How much can compression save on a marketing board?
- Medium compression typically reclaims 45–60% of the space that images and PDFs occupy, and it stops daily storage growth.
- What compression level for campaign creative under review?
- Medium. It is visually clean for stakeholder review and roughly halves the file. Masters stay in the DAM for production use.
- How do I apply this across every campaign board?
- Add the compress-on-upload recipe to your campaign board template so every new campaign inherits it, and run a one-time batch cleanup (a status-triggered recipe plus a batch status change) over existing boards.
- Does compressing on the board affect what we publish?
- No. Published assets come from your DAM or build pipeline. The board copy is for tracking and review only.
Zack
File Compress Developer at ColumnMate. Writes about file management, storage, and automation inside monday.com.
Related reading
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