Customize content structure with Libraries/Divisions

Note: This article is about the new beta Admin App, which is still in development. In the future Admin App, Divisions will be renamed to Libraries. Additional changes may occur as development continues. Please provide feedback directly in the beta app.

In large organizations, diverse structures demand independent content and user management across regions, languages, and business units. Showpad Libraries offer a powerful solution, allowing you to tailor content structures, user environments, and permissions globally.

Each Library contains its own set of assets, tags, Experiences, etc. Files and tags can be shared across Libraries, simplifying content distribution from a source Library.

Promoted members can manage each underlying Library. They can upload content, manage users, Courses, and Paths, send announcements, and access analytics for their designated Library.

Libraries are commonly used to solve four primary use cases:

Libraries exist for content and administrative separation & management, but users in the Web App will not be aware that Libraries exist. Users can be assigned to multiple Libraries via user groups, and their experience is seamless regardless of how many Libraries they’re assigned to.

See how it looks

Key features

• Separate content based on region or language
• Assign user groups to selected Libraries
• Use content from the global Library in underlying Libraries
• Promote members to give more granular permissions to certain users

You need this to succeed

• The beta Admin App enabled
• Libraries enabled in your Admin Settings
  Contact your Showpad Customer Success Coach when it's not visible

The quick way

1. Open the Settings from the top menu and click Divisions.
2. Open the drop-down list and click New Divisions.
3. Enter the Library/Division name, check the relevant setup options, and select the User Groups assigned.
4. Click Create.
5. Promote the user(s) who will manage the content and users.

Do this step by step

• Create a new Library/Division
• Access Libraries/Divisions

Create a new Library/Division

1. Open the Settings from the top menu and click Divisions.
2. Open the drop-down list and click New Division.
3. Enter the Library/Division name.
4. Set the desired permissions:
   • Select This division can share content globally to share this Library/Division’s content with all other Libraries/Divisions. Not all content will be shared by default, but you can select the assets that need to be shared with all other Libraries/Divisions.
   • Select Share all tags to all other divisions to share all tags from this Library/Division with all other Libraries/Divisions. Shared tags can be viewed (but not edited) and used in other Libraries/Divisions.
   • Select Share all tag categories to all other divisions to share all tag categories from this Library/Division with all other Libraries/Divisions. Shared tags can be viewed (but not edited) in other Libraries/Divisions.
   • Select the User Groups to assign to the Library/Division. Adding user groups doesn’t automatically give them access to the content, but it enables you to add them to Experiences within the Library/Division.
5. Click Create.
6. Promote the user(s) who will manage the content and users. See how to define a user as a Promoted Member.

Learn how this feature works in the current Online Platform.

Access and use Libraries/Divisions

1. Navigate to the Libraries tab.
2. Select the desired Library/Division from the top-left dropdown menu.
3. Access the File, Page, or Experience libraries.
4. Learn how to share assets across Libraries/Divisions.