Share tags across Libraries/Divisions Updated August 27, 2024 15:35 Note: This article is about the new beta Admin App, which is still in development. Changes may occur. Please provide feedback directly in the beta app. You can create a "shared taxonomy" by sharing tags and tag categories throughout your organization. This helps enterprise companies establish a unified categorization system across different regions, business units, and brands, enabling you to manage content and users independently from one another. As a reminder, tags are metadata (labels) 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) Libraries/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 Libraries/Divisions, you can create global assets shared across Libraries/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 tag sharing across Libraries/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 Library/Division appear on the assets in the target Library/Division Tag sharing is enabled on the Library/Division level All tags from the enabled Division can be used in all other Libraries/Divisions Duplicate tag names are supported, which could result in multiple tags with the same name if the target Library/Division already contains a tag with the same name as the source Library/Division You need this to succeed The beta Admin App enabled Feature availability depends on your subscription package The quick way Review scenarios and use cases for sharing tags Activate global tag sharing Replace local tags with shared tags Best practices 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 Libraries/Divisions. 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. Scenario Considerations Multiple Libraries/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 Library/Division allows these tags to be used throughout the other Libraries/Divisions without requiring regional admins to recreate them. This also allows the ‘global admin’ to control consistency across all Libraries/Divisions. In this scenario, admins in the regional Libraries/Divisions should be Promoted Members without access to tag creation. Multiple Libraries/Divisions per region with a subset of tags Your Showpad instance is divided into multiple Libraries/Divisions per region. Each region uses the same set of tags. The master Library/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 Libraries/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 Libraries/Divisions In this scenario, Smart Folders utilize a common set of tags. Instead of having to recreate the tags in each Library/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 Libraries/Divisions. Note: Be aware that you don't see which tags are used to populate Smart Folders. Similar Pages across Libraries/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 Libraries/Divisions Having a shared taxonomy makes gaining insights through analytics across Libraries/Divisions easier. Without a shared taxonomy, complex filters are required to view the desired insights. Back to Top Activate global tag sharing Click the gear icon to open Settings. In Admin Settings, click Divisions. Select the Library/Division you want to share tags from, click the gear icon, then click Edit. Select the sharing scenario that applies to your organization's guidelines and use case. Click Update. Back to Top Replace local tags with shared tags If you have a Library/Division with local tags, you can replace them with shared tags to follow your company's "shared taxonomy" guidelines. Navigate to the Libraries tab, select a Library/Division, and open All tags in Admin Settings. Select a local tag you want to replace with a shared one. From here, you have two options: click the three dot menu on the right, then click Replace. click on the tag’s row to open its properties, then click Replace. Select a shared tag from the Global section in the dropdown list. Click the Replace button. You’ll be notified that the original tag will be replaced in all assets and instances. Back to Top Best Practices Things to Consider Suggestions Define and document a set of tagging guidelines internally. Set internal limits and rules for who should create and modify tags, following specific guidelines. Be consistent with the naming conventions you agreed upon, and beware of grammar and formatting when creating or modifying your tags. Only share tags from one Library/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 Library/Division's tags and tag categories should be the master tags. A tag with the same name in a target Library/Division should be replaced with the shared tag from the source Library/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. Back to Top Read More about tags in the Admin App! Label and organize your content with tags Categorize your tags in a hierarchy Translate tags and tag categories with Showpad AI Learn how this feature works in the current Online Platform. Related articles Give users more permissions as Promoted Members Adding annotations to a document Send Announcements to notify users Upload files to the library Tag Sharing across Divisions and Tagging Concepts