Brand Asset Request & Approval: Capture the Intended Use, Then Release the File
A simple internal request form for anyone who needs a brand asset or custom usage — a partner wants the logo, a rep needs a one-pager — that captures the intended use and audience, routes it to a brand manager who approves (and releases the asset link) or declines with a reason, and logs every request so your brand stops getting handed out over email and Slack with no record.
A logged-in web tool where anyone can request a brand asset and state how they'll use it, the request is matched to your approved-asset list, a brand manager approves (releasing the asset link) or declines with a reason, the approved link is delivered and every request is logged, and you can export a clean request-history CSV — so nothing is ever shared without a record of who, what, and why.
Before you start
- A Supabase account (free)
- A Vercel account (free)
- A Resend account (free)
- Your list of approved assets (or a CSV/Google Sheet of asset names and links)
- Claude Code or any AI coding agent
The problem this kills
Someone messages you: "Hey, can I get the logo? A partner needs it for their site." You dig up a file, drop it in the chat, and move on. Three weeks later that logo is stretched, recolored, and sitting next to a claim your legal team would never approve — on a site you didn't know existed. And there's no record that the request ever happened, no note about what it was for, and no way to tell the partner "actually, that's not an approved use."
That's the reality for most brand and marketing ops people. Asset requests arrive over email, Slack, hallway conversations, and texts. You're the gatekeeper, but you have no gate — just a memory and an inbox. You can't see what's been shared, with whom, or why. External and partner requests, the ones that most need a careful look, get the same casual treatment as an internal deck.
You don't need a heavyweight brand portal or a developer to fix this. You need a single front door for requests that captures the intended use, puts a human approval in front of every release, and keeps a record. You can build it yourself, with AI, in an afternoon.
What you'll build
A clean internal web tool with one job: turn every "can I get the logo?" into a tracked, approved request. Anyone on your team (or a partner, if you allow it) opens a request form: who they are, which asset they need, exactly how they intend to use it, the audience, and the deadline. The tool matches the request against your list of approved assets so the requester is asking for something real. Then it lands in a brand manager's review queue. The manager reads the stated use, and external or partner requests get flagged for a closer look. They click Approve — which releases the approved asset link to the requester — or Decline with a reason. Every request, approval, and decline is logged, and you can export a tidy request-history CSV anytime. Duplicate requests (same person, same asset, same use) are merged so you're not reviewing the same thing twice.
What's inside the Implementation Plan
The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — how requests reach you today, who is allowed to approve, what your approved-asset list looks like and how it's named, what "intended use" details actually matter for compliance, which requests count as external/partner and need closer review, your typical and peak request volumes, and your messy edge cases — and then it tailors the form fields, the matching logic, the approval rules, and every later step to your answers. This is not a generic template; the agent reflects a short spec back to you and waits for your thumbs-up before it builds anything. From there it walks the agent through the request form, the asset matching, the brand-manager review-and-approve screen, the link delivery, the audit logging, and the CSV export — each step with a ready-to-copy prompt. There's also a fallback so you can build the whole thing today even if your assets live in a Google Sheet: import a CSV of asset names and links, and export the request log.
The governance it includes (this is the point)
This is the entire reason the tool exists, so it ships with the controls a brand team needs: login so only your people (and approved partners) can use it, row-level security so you only ever see your own organization's requests, a complete audit trail of who requested, approved, declined, and downloaded which asset and when, a hard human-approval gate so no asset link is ever released until a brand manager signs off, and duplicate guards keyed on requester + asset + intended use so the same request can't be processed twice. The intended use is captured and stored on every request for compliance, and external/partner requests are flagged so the risky ones get the closer look they deserve.
Who it's for
Brand managers and marketing ops people who get asset requests over email and Slack with no record, who are accountable for how the brand is used out in the world, and who are tired of handing out files on trust. If you can describe how someone asks you for the logo today, you can build this.
You've got this — start with the plan, paste the first prompt, answer the interview, and you'll have a real request-and-approval front door for your brand by the end of the afternoon.