Preparing for sharing tags across Divisions

Enterprise companies will soon be able to create a unified categorization system across all their divisions. Administrators will be empowered to share various assets, tags, and tag categories throughout the organization's subdivisions. When global assets are shared across divisions, the associated tags will also be transferred, which in turn will populate filters and smart folders.
This new feature allows customers to create a "shared taxonomy" by sharing tags and tag categories across different divisions. The shared taxonomy brings several benefits, such as improved organization and consistency.

Example use cases for a shared taxonomy

Similar Classic Experiences across Divisions

In this scenario, Smart Folders utilize a common set of tags. Instead of having to recreate the tags in each division separately, using shared tags simplifies and accelerates the deployment process. Administrators can ensure consistency and efficiency by implementing shared tags when populating their Smart Folders in Classic Experiences in multiple divisions.

Similar Pages across Divisions

In this context, smart asset blocks assigned to Pages will have similar tags.
By ensuring that smart asset blocks have comparable tags, administrators can enhance the overall workflow and productivity when working with Pages.
Consistent tagging allows for easier management and retrieval of assets, ultimately resulting in more streamlined processes and increased efficiency.

Need for Analytics across Divisions

Having a shared taxonomy makes it easier to gain insights through analytics across divisions. Without a shared taxonomy, complex filters were required to view the desired insights. In some cases, exporting data was the only option.
These scenarios are especially relevant for customers with a centralized marketing approach with a global marketing team.
However, customers with a decentralized marketing strategy, where regions have a higher level of autonomy, may not derive as much benefit from a shared taxonomy.

How to roll out and prepare for this new feature

Customers who have previously accessed the beta version of this feature will experience a different deployment process than non-beta customers.
Let's break down the steps involved.

Beta Customers with the 'Shared Tags' Feature Already Deployed

For divisions that had enabled the "This division can share selected content globally" option during the beta phase, an additional option will now be available: "Share all tags to all other divisions."
This enables the viewing (but not editing) and usage of shared tags for assignments and filters.
The migration process for beta customers will not impact their existing setup. Additionally, they can choose to enable the sharing of tag categories, but this feature is not automatically enabled during migration to avoid clutter, as local admins may have already created their own tag categories.

Non-Beta Customers without the 'Shared Tags' Feature

Customers who did not have access to the beta version are advised to contact their Customer Success Manager (CSM) to engage with Professional Services. This will help determine if their setup aligns with the mentioned use cases.
Once alignment is confirmed, the process involves defining the division responsible for the shared taxonomy and configuring the sharing options in the division's configuration.
In cases where local divisions have duplicated tags that match shared tags, the 'replace tags' functionality can be used to standardize the tags by replacing local tags with shared ones.

By following these guidelines, admins can effectively implement this new feature and optimize their tagging and content-sharing capabilities.