Automated VistaCreate Design Asset Register
Every Monday, WebRun opens VistaCreate, walks your projects and folders, records each design's name, format, size, folder, and last edited date into an Airtable register, flags the designs that have not been touched in six months, and books a Google Calendar slot to refresh them.
How do I keep an inventory of all my VistaCreate designs?
WebRun walks your VistaCreate workspace every Monday and records each design's name, format, dimensions, folder, and last edited date into an Airtable register. It marks anything untouched for six months as due a refresh and books a Google Calendar session, so your design library stays searchable and current.
- Every design is findable by format, folder, and campaign in one table
- Designs untouched for six months get flagged and scheduled for a refresh
- Deleted projects stay in the history as archived rows
Built for marketing teams · small business owners · social media managers · in-house designers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
create.vista.comin a real browser with your saved login - no setup, no API keys. -
1
VistaCreate - catalogue your designs
create.vista.com
WebRun opens VistaCreate to catalogue your designs. - Open VistaCreate and go through your projects and folders in turn
- Capture each design's name, format, dimensions, folder, and last edited date
- Note which designs are part of a named campaign or brand set
- Mark anything untouched for six months or more as due a refresh
Done when Every project in the workspace is captured with its format and last edited date.
-
2
Airtable - build the searchable register
airtable.com
WebRun opens Airtable to build the searchable register. - Add or update one row per design in your asset register table
- Fill in the name, format, dimensions, folder, campaign, and last edited date
- Set the status field to current or due refresh based on the six month rule
- Leave rows for deleted designs in place but mark them archived, so history is never lost
Done when The Airtable register matches the live VistaCreate workspace.
-
3
Google Calendar - book the refresh session
calendar.google.com
WebRun opens Google Calendar to book the refresh session. - Book one refresh session for the week if any designs are marked due refresh
- List the stale designs and their formats in the event description
- Skip the booking entirely on a week where everything is current
Done when A refresh session is booked whenever stale designs exist.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it edit or delete my designs?
No. WebRun reads your VistaCreate projects and records what it finds. It never opens a design for editing, never overwrites a file, never deletes a project, and never publishes or shares anything.
What happens to designs I delete in VistaCreate?
Their register row stays but is marked archived. You keep the history of what existed, when it was last edited, and which campaign it belonged to, even after the source project is gone.
Can I change what counts as stale?
Yes. Six months is the default, and you can set any window you like. WebRun compares each design's last edited date against your window and only books a refresh session when something actually crosses it.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.