Frequently asked questions

Iconik is the cloud-native media management solution that eliminates creative chaos. We turn your scattered files into an organized, searchable library that your entire team can access from anywhere. Manage, search, and collaborate on video, audio, and media files from anywhere—on-premise or cloud. With AI-powered metadata, real-time review, and editing integrations, Iconik eliminates media production bottlenecks.

In simple terms: Think of Iconik as Google for your media files, but with powerful collaboration tools built in. You can find any video, image, or audio file in seconds, share it instantly, and get feedback without the email nightmare.

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Three things Iconik does exceptionally well:

Makes everything findable – AI automatically tags your content so you can search for "that basketball commercial from last year" and actually find it.
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Brings your team together – Real-time collaboration tools that work whether you're in the office or working from home.
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‍Works with what you have – BYOS model connects to your existing storage (cloud or on-premise) without forcing expensive migrations.

Iconik serves different roles across media organizations, each hiring it to transform their operations from cost centers into competitive advantages:

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Iconik for marketers
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• Launch campaigns faster by eliminating asset hunting.
• Respond to trends in hours, not days.
• Empower teams and partners with self-serve access to approved content.
• Repurpose footage to maximize ROI.
• Show the C-suite marketing’s strategic value with faster execution.

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Iconik for asset managers
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• Gain clear visibility and control over all media usage.
• Eliminate repetitive manual tasks with automation.
• Scale your infrastructure without surprise costs.
• Transition from being a cost center to a strategic enabler.

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Iconik for producers and creatives
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• Stop wasting time searching and focus on creating.
• Access hours of footage with transcript-driven search.
• Collaborate globally in real-time with frame-level feedback.
• Consistently deliver high-quality output without technical hurdles.
• Be recognized for great work, not just process management.

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Iconik for CTOs
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• Solve storage economics—scale usage predictably.
• Turn IT into a strategic driver of creative velocity.
• Connect to existing systems with open APIs.
• Automate content lifecycle with minimal manual ops.
• Deliver secure, compliant, and high-performance infrastructure.

"Where is that file?"

‍Teams waste up to 1.8 hours daily searching, often recreating assets they can’t find.

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"Which version is final?"

‍Confusing version chains delay approvals and disrupt workflows.

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"Why are storage costs so high?"

‍Traditional systems lead to uncontrolled expenses.

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"Why is our software so hard to use?"

‍Creatives want intuitive tools, not complex interfaces.

‍Solution: Iconik is a cloud-native media asset management (MAM) platform that solves these challenges with AI tagging, global search, real-time collaboration, and integration with your existing storage and tools.

Iconik uses AI and metadata to automatically tag content. You can search for "basketball commercial January" and find it, even if the file is named "Final_v2.mov". Search spans all connected cloud and on-prem storage.

Real customer feedback: "Finding assets is now instant instead of taking hours" - Urban Brew Studios

Yes. A powerful metadata strategy can help you to easily sort through content. Furthermore, Iconik automatically analyzes your content and creates searchable metadata for:

• Objects and scenes in videos (cars, buildings, people)
• Faces and logos
• Spoken words (through transcription)
• Technical specifications

You can also create custom metadata fields and use smart collections that automatically organize content based on rules you set.

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Absolutely. Iconik connects to multiple storage systems simultaneously:

• Cloud storage: AWS S3, Google Cloud, Azure, Wasabi, Backblaze B2, Cloudflare R2
• On-premise: Any NAS, SAN, or local storage
• Hybrid setups: Mix and match as needed

One search queries all your connected storage, making everything appear as a unified library.

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Traditional file storage (like Google Drive) stores files but doesn't understand media content.

• Stores files but doesn't understand media content
• Limited search capabilities
• Basic folder organization
• No media-specific features

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Iconik:

• Understands media content (can preview video frames, extract audio waveforms)
• Automatically tags content based on what's inside the files
• Provides intelligent search across all content
• Offers collaboration tools designed specifically for media workflows
• Integrates with creative software and approval processes
• Allows you to connect existing storage

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Yes, Iconik supports a "Bring Your Own Storage" (BYOS) model. You do not need to migrate all of your files to use Iconik. You can mount your existing cloud storage (AWS S3, Google Cloud Storage, Wasabi, etc.) directly in the admin section. Once connected, Iconik will:

• Index your existing content
• Create lightweight proxy files for fast access
• Make assets available to authorized users
• Keep your storage costs with your current provider
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Note: For performance optimization, proxies and keyframes are stored on Iconik's storage infrastructure, but you can use your own proxy storage if you wish, for a cost.

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The Iconik Storage Gateway is a lightweight application that runs on Mac, Linux, or Windows systems. It acts as the bridge between your on-premise storage (NAS/SAN/DAS) and the Iconik cloud platform, allowing you to keep high-resolution files locally while making them accessible globally.
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Key functions:

• Monitors and indexes your local filesystems automatically
• Generates proxy files locally (so you don't need to upload massive files)
• Pushes only the smaller proxy files to the cloud
• Maintains links between cloud proxies and your on-premise originals
• Enables automatic metadata extraction from folder structures
• Supports custom workflows and business logic integration
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‍Why this matters: You can deploy one ISG on your network and your entire team gets instant access to browse, search, and collaborate on your on-premise content from anywhere, without needing to download files or maintain complex setups.

Iconik's proxy-based architecture ensures your team can access and work with large media files regardless of bandwidth limitations or file locations.

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Smart proxy workflows:

• Iconik automatically creates lightweight proxy versions of all media files and brings these to the cloud
• Team members stream and preview these smaller proxies instead of massive original files
• Proxies maintain visual quality for review and collaboration while being significantly smaller
• Original high-resolution files stay safely in your storage (cloud or on-premise)
• When you need the full-resolution file, Iconik can retrieve it on demand

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Global team access:

• Remote editors can browse, search, and review content instantly using proxies
• No need to download multi-gigabyte files for basic collaboration
• Frame-accurate previews and timecode-specific commenting work quickly
• Multiple team members can access the same content simultaneously without bandwidth bottlenecks

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The Iconik Storage Gateway (ISG):

For on-premise content, the ISG acts as a lightweight bridge that:

• Keeps high-resolution content on-premises
• Automatically generates proxies and keyframes locally
• Pushes only the smaller proxy files to the cloud
• Links cloud proxies to on-premise originals
• Optionally uploads full-resolution files when specifically needed

‍Real-world impact: This approach means a team in New York can instantly review and collaborate on footage stored in a London facility, while editors working remotely can browse thousands of hours of content without waiting for downloads or consuming massive bandwidth.

1. Cloud storage: Mount your existing cloud storage in the admin section
2. On-premises storage: Install the Iconik Storage Gateway (ISG) on your local network
3. Hybrid setup: Combine both approaches for maximum flexibility

The system will automatically begin indexing your content and generating proxies for fast access.

Iconik is built as a globally load-balanced hybrid cloud system using microservices architecture. This design ensures:

• High availability and performance
• Scalability for growing media libraries
• Distributed processing capabilities
• Resilient infrastructure

Minimal. The only local component required is the Iconik Storage Gateway (ISG). Requirements vary based on your media volume and transcoding needs:

‍Minimum setup:

• Small environments: Lightweight VMs with a few processors and 4GB RAM

Transcoding workloads:

• 4 CPU cores and 4GB RAM per concurrent transcode stream
• Same sizing applies to Iconik Edge Transcoders

Operating systems: 

• Mac, Linux, or Windows

Iconik is built for the unpredictable demands of modern media workflows. Our comprehensive load testing validates real-world performance that creative teams depend on.

• High availability and performance
• Easy deployments and updates
• 24/7 system monitoring
• Distributed processing capabilities

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Proven performance at scale:

• Sub-150ms response times maintained from hundreds to thousands of concurrent users
• Linear scaling that grows with your business without performance degradation
• Successfully handled thousands of requests per second during peak testing

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Enterprise-grade infrastructure:

• Globally load-balanced hybrid cloud system on Google Cloud Platform and AWS
• Kubernetes-orchestrated microservices with automated horizontal scaling
• Multi-region redundancy with active-active replication for 99.9% uptime

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What this means for your team:

• No slowdowns during project deadlines when everyone needs assets simultaneously
• Predictable performance whether you have thousands or millions of assets
• Your creative workflows continue uninterrupted, even during system updates

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Customer feedback: "The system is almost always available…[the team] can always do their job, connect. The interface is almost always fluid. It just works."

Iconik transforms the entire review process by combining professional media management with advanced collaboration tools: no more downloading, re-uploading, or chasing feedback across scattered tools.
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Iconik offers the following via a unified workflow:

• Review directly from your organized media library—no file transfers or re-uploads
• Automated approval workflows with clear audit trails
• External stakeholder access without system accounts
• Playlist support for reviewing sequences in story context
• PDF annotation for scripts, brand guidelines, and storyboards
• Async timestamped comments: Leave feedback when convenient, with full context preserved
• Synchronized sessions: Frame-accurate real-time collaboration where everyone sees the same moment simultaneously
• Master-quality playback: Review original files (32-bit EXR, ProRes 4444) with the desktop player for pixel-perfect accuracy
• Optimized proxy review: Fast, browser-friendly collaboration for distributed teams and quick approvals

Yes. Iconik delivers much of what Frame.io offers plus the comprehensive media management foundation that standalone review tools lack.

Why teams are switching:

• Complete workflow integration: Asset management and review in one platform; no more tool juggling
• Real-time + async: Frame-accurate synchronized sessions when you need alignment, timestamped comments when you don't
• Storage freedom: Use your existing cloud or on-premise storage; no forced migration or vendor lock-in
• Cost efficiency: Eliminate separate review platform fees while gaining powerful media management
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Migration success: NowThis achieved 33% lower post-production costs by consolidating from Frame.io to Iconik's unified platform.

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Iconik is designed for distributed teams:

• Browser-based access from anywhere
• Proxy workflows for fast remote access
• Real-time collaboration tools
• Sync across time zones

Iconik has built a comprehensive AI framework for automatically tagging video and audio assets. The AI tagging system uses machine learning to automatically identify and label elements such as faces, logos, and keywords within media files, streamlining searchability by generating accurate, searchable metadata so you can find assets instantly.

AI integration:

• Automatic identification of people, objects, logos, etc
• Includes workflow tools for manual review and approval of AI-suggested tags
• Currently supports Google Video Intelligence and Amazon Rekognition. Iconik uses its own AI model for facial recognition.
• Bring your own AI: Can integrate with custom-trained AI models for specific content types
• Enables easy addition of new AI services as they become available

AI suggestions are always reviewable before being applied. You can:

• Accept, reject, or modify AI-generated tags
• Set confidence thresholds for auto-acceptance
• Train the system on your specific content types
• Maintain full control over your metadata

Yes, Iconik provides built-in transcription capabilities powered by Rev AI, supporting approximately 28-30 languages. Transcription makes all spoken content searchable across your entire media library.

Key features:

• Automatic speaker identification: Identifies different speakers and color-codes them for easy visual reference
• Interactive transcription: Click any word to jump directly to that moment in the timeline
• Searchable content: All transcribed text becomes searchable metadata globally across your domain
• Time-based annotations: Use transcriptions to create precise comments and annotations
• Editable transcripts: Correct mistakes, add speaker names, or modify text as needed
• Multiple export formats: Download as text, WebVTT, or SRT files

You can also upload existing SRT or WebVTT files to any asset.

Absolutely. One of Iconik's most powerful features is global transcription search. You can search for any spoken word or phrase across thousands of assets simultaneously. This is particularly valuable for:

• Interview content and talking head videos
• Finding specific quotes or soundbites
• Locating content by topic rather than filename
• Sports content (finding mentions of players, teams, or plays)

Yes, Iconik offers both transcription and translation capabilities through Rev.AI integration. The platform supports translation into multiple languages with a single click, making it easy to create multilingual content for global audiences.

Translation features:

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• One-click translation: Convert any transcript into 11 different languages 
• Multilingual captions: Prepare localized captions directly within the platform
• Multiple language transcriptions: Upload an asset once and generate fully searchable transcripts in multiple languages simultaneously
• Instant language switching: Viewers can switch between language tracks using a dropdown in the player
• Global searchability: All translated content becomes searchable metadata across your library

Yes, Iconik integrates with industry-standard applications:

• Adobe Creative Cloud (Premiere, After Effects, Photoshop)
• Final Cut Pro
• DaVinci Resolve
• Most major creative applications through comprehensive APIs

Absolutely. Iconik offers extensive customization and automation capabilities:

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APIs and Integration:

• Access to all platform functionality through APIs
• No hidden APIs – everything in the UI uses the same APIs available to customers
• Full create, read, update, delete operations on all data
• Webhook support for external triggers
• Professional services for custom development

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Automation Engine:

• No-code Automation Engine for building custom workflows
• Rule-based systems that speed up repetitive tasks like tagging and organizing
• Automated file organization based on content analysis
• Custom actions that can call configured servers or local applications

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Smart collections:

• Auto-updating folders that organize assets based on metadata rules
• Collections update automatically as new content is tagged
• Examples: "Unused B-roll from 2024" or "Assets featuring specific brands"
• Eliminates the need to manually sort and re-sort content

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UI customization and custom actions

• Add custom buttons and links to the interface
• Navigation bar and sidebar customization
• Workflow-specific interface modifications
• Role-based views for different user types

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Webhook integration:

• Third-party applications can subscribe to specific events
• Trigger custom workflows based on Iconik events
• Examples: Auto-export when metadata changes, SMS notifications for failed jobs
• Automated workflows that connect to your existing tools

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Real-world examples:

• Automatically move content to specific folders based on AI tags
• Create collections that populate with assets matching brand keywords
• Trigger external workflows when assets are approved or uploaded
• Organize content by date, project, or custom metadata automatically

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Customer feedback: "The biggest interest for us is how good and usable the API is. We've been able to cook our own solution when we needed something urgently."

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This approach transforms media management from a manual filing system into an intelligent, self-organizing library that works in the background while your team focuses on creative work.

Iconik is designed to enhance, not replace, your existing workflows:

• APIs allow integration with current tools
• Gradual adoption possible – start small and expand
• Custom metadata fields match your current organization
• Flexible enough to adapt to your specific needs

We've designed Iconik to be as simple as possible while still being powerful. The interface is browser-based (no downloads required) and offers:

• Role-based customization showing only what each user needs
• Simplified views for stakeholders who just need to browse and approve
• Customizable navigation and layouts
• Minimal training required for basic use

User feedback: "The onboarding of users is very easy because the interface is pretty simple and minimalist. The essentials are here and they're quite easy to understand."

To an extent. You can create different user roles and views:

• Editors might see detailed metadata and editing tools
• Marketing stakeholders might see simplified browsing and approval tools
• Administrators get full system controls
• External reviewers get limited access to specific projects

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Security is Iconik's highest priority. The platform provides:

Access controls:

• Granular access rights to prevent unauthorized access
• User and group permission management
• Internal and external access restrictions

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Infrastructure security:

• SOC 2 Type II compliant 
• Secure cloud infrastructure
• Encrypted data transmission and storage
• Regular security audits and updates

Yes, through:

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• Granular user permissions
• Group-based access controls
• Project-specific sharing
• External stakeholder limited access
• Audit trails for compliance

Multiple safeguards protect your data:

API access:

• Comprehensive APIs provide access to all system data
• Customers can create automated backup scripts
• Nightly backups to customer-chosen locations possible
• Access to media assets, metadata, annotations, comments, and user information

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Bring Your Own Storage (BYOS):

• Connect your own Google Cloud Storage or S3 – assets remain accessible outside of Iconik
• Can limit Iconik to read-only access if desired

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Enterprise customers:

• Full access to infrastructure when running on own cloud
• Complete control over backend and data
• Direct database and system access

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Iconik offers flexible pricing models:

• Usage-based pricing that scales with your needs
  
  • Scale up or down anytime
  • No rigid contracts or permanent commitments
• Flat-rate options for budget predictability

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Contact us for pricing specific to your team size and storage needs.

Many customers report significant cost savings:

• 60% cost reduction (Philadelphia 76ers)
• 33% reduction in post-production budget (NowThis)
• 10% AWS cost reduction on 5.6PB of data (gaming studio)

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Savings come from:

• Eliminating duplicate files (up to 40% storage reduction)
• Lower total cost of ownership + reducing tool sprawl (replacing multiple single-purpose tools)
• Automation reducing manual labor
• Optimized storage tiering
• Fewer systems to train on
• A drastically improved user experience across teams

The SaaS version meets most customers' needs. Consider Enterprise if you require:

Dedicated deployment:

• Single-tenant Iconik instance
• Isolated infrastructure for your organization

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Cloud provider choice:

• Deploy on your own AWS or Google Cloud account
• Use your existing cloud contracts and credits

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Private cloud deployment:

• Virtual Private Cloud (VPC) deployment
• Enhanced security and compliance options

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Backend access:

• Direct access to databases and search engines
• Full control over infrastructure components

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Enterprise accounts also offer the following:

• 1k hours/month transcriptions
• 500k/day automations
• Free transfer (up to 25% of purchased storage)
• Infrastructure SLA
• Custom terms
• Admin training
• A dev domain for testing
• BYOPS (Bring Your Own Proxy Storage) included

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Enterprise also receive the following support benefits

• Priority support – faster response times and crisis support 
• TSE monthly support call
• Tier 2 escalation
• Dedicated CSM team member

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Setup time varies by complexity:

• SaaS: Days to weeks for basic setup
• Enterprise: Weeks to months for full deployment

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Much faster than traditional MAM systems (which can take 18+ months)

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Most teams start with a pilot program using existing content.

Yes, multiple options:

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Training and education:

• Iconik Academy – Free comprehensive training courses
• Channel partner training programs
• Iconik help center

Technical support:

• Comprehensive API documentation
• Professional services for custom integrations (at a cost)
• Setup and configuration assistance
• Ongoing technical support for setup and configuration

Self-serve resources:

• Media workflow glossary for industry terminology
• MAM vs. DAM: for deciding which is right for you
• Best practices guides and reports for keeping up with industry benchmarks and trends 
• Video tutorials and on-demand training materials

Iconik Academy: Comprehensive training courses designed for different user types, including specialized sessions for channel partners. Training covers:

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• Platform fundamentals and best practices
• Use cases for different stakeholder types
• How to position Iconik within your organization
• Hands-on practice with individual Iconik domains
• Documentation and video-on-demand resources

Visit the Iconik Academy on YouTube to learn more.

You're likely a good fit if:

• You have growing media libraries that are hard to search
• Your team collaborates remotely or across time zones
• You're managing review and approval workflows
• Storage costs are becoming a concern
• You want to leverage AI without complexity

Two options:

• Free Trial: Get hands-on experience with your actual content
• Personalized Demo: See Iconik configured for your specific workflows