Tag Sharing across Divisions and Tagging Concepts

Note: This article is no longer maintained. For updated information, please refer to the corresponding Admin App article. We recommend updating your links if you’ve linked to this article.

As an administrator, you can create a "shared taxonomy" by sharing tags and tag categories throughout the organization. This helps enterprise companies create a unified categorization system across all Divisions.

As a reminder, tags are a piece of metadata added to assets and Courses, used to

• organize (segment using filters in the Content and Coach Libraries)
• automate (distribute content to Smart Folders and dynamic containers)
• search (filters for users, filters for the Content and Coach Libraries)
• analyze (gather user and recipient insights)

Divisions segment different regions, business units, and brands. This allows you, as an enterprise customer, to manage content and users independently from one another.

When using Divisions, you can create global assets shared across Divisions. When tag sharing is enabled, associated tags are transferred and can be used to populate dynamic content, such as filters and Smart Folders.

This article explains tagging concepts and tag sharing across Divisions in a larger enterprise environment.

Note: We highly recommend defining internal tagging guidelines and tagging ownership across your organization. 

See how it looks

Key features

• Create a "shared taxonomy" across all divisions
• Combined with global assets, tags attached to assets in the source Division appear on the assets in the target Division
• Tag sharing is enabled on the Division level
• All tags from the enabled Division can be used in all other Divisions
• Duplicate tag names are supported, which could result in multiple tags with the same name if the target Division already contains a tag with the same name as the source Division

You need this to succeed

• Admin access to your Showpad enterprise environment
• Defined internal tagging guidelines and ownership in your organization
• Ensure your use case fits the scenarios mentioned below

Note: Sharing tags is a powerful feature that impacts your organization. Before activating, consult your Professional Services contact or Customer Success Manager for more information.

The quick way to awesomeness

• Review scenarios and use cases for sharing tags
• Activate global tag sharing
• Replace local tags with shared tags
• Good practices for using shared tags

Do this step by step

Review scenarios and use cases for sharing tags

The primary use case for tag sharing is creating a common tagging taxonomy across multiple Divisions.

Multiple Divisions per region

• Your Showpad instance is divided into multiple Divisions per region. Each region uses the same set of tags.
  Sharing tags from a master Division allows these tags to be used throughout the other Divisions without requiring regional admins to recreate them. This also allows the ‘global admin’ to control consistency across all Divisions.
  In this scenario, admins in the regional Divisions should be Promoted Members without access to tag creation.

Multiple Divisions per region with a subset of tags

• Your Showpad instance is divided into multiple Divisions per region. Each region uses the same set of tags. The master Division controls a subset of tags, for example, language, asset type, etc.
  Regional admins are allowed to create and control their regional-specific tags.
  In this scenario, admins of the regional Divisions will need to remain admins. Having a defined tag structure or guidelines across regions is critical when following this use case.

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.

  Note: Be aware that you don't see which tags are used to populate Smart Folders.

Similar Pages across Divisions

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

Need for Analytics across Divisions

• Having a shared taxonomy makes gaining insights through analytics across Divisions easier. Without a shared taxonomy, complex filters are required to view the desired insights.

These scenarios are especially relevant if you have a centralized marketing approach with a global marketing team.

Note: If you have a decentralized marketing strategy where regions function independently, you may not benefit as much from a shared taxonomy.

Activate global tag sharing

1. Go to Admin Settings, and click Divisions from the side menu.
2. Select the Division you want to share tags from, click the gear icon, then click Edit.
3. Select the scenario that applies to your organization's guidelines and use case.
4. Click Update.

Replace local tags with shared tags

If you have a Division with local tags, you can replace them with shared tags to follow your company's "shared taxonomy" guidelines.

1. Navigate to the Library and select a Division.
2. Go to the Tags tab and select a local tag you want to replace with a shared one.
3. Click the three dot menu on the right, then click Replace.
4. Select the shared tag indicated by a globe icon.
5. Click Replace.
6. Confirm that you want to replace the original tag. It will be replaced in all assets and instances.

Good practices for using shared tags

• Define and document a set of tagging guidelines internally.
  Set internal limits and rules around who should create and modify tags with specific guidelines. Be consistent with the naming conventions you agreed upon. Beware of grammar and formatting when creating or modifying your tags.
• Only share tags from one Division.
  This is the best way to establish and maintain a consistent taxonomy that can scale with your needs.
• Avoid shared tag and tag category redundancy.
  The source Division's tags and tag categories should be the master tags. A tag with the same name in a target Division should be replaced with the shared tag from the source Division.
• Be mindful of tags with duplicate names.
  While Showpad supports tags with duplicate names, each tag will operate independently of the other because each tag has a unique ID number.
  Failure to eliminate tag redundancy can lead to unexpected reporting, content, and Course management results.
• Use existing shared tags whenever possible.
  Avoid creating new tags when there might be an existing tag that fits your needs.
• Periodically remove unused shared tags.
  Avoid clutter by removing unused tags.