See where a file is used

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.

To effectively manage your content, it’s essential to know where and how often each file is used. The Used in section in the file details panel lets you see how content is used and distributed within your Showpad instance. With this information, you can confidently make important decisions about the files in your library.

See how it looks

Key features

• Discover which Experiences, Pages, Homepages, Courses, and CRM recommendation rules a file is used in
• See distribution details specific to the locations where the file is used
• Navigate directly to a file’s location in the Experience Builder

You need this to succeed

• The beta Admin App enabled
• Feature availability depends on your subscription package
• An Admin or Promoted Member account with Manage Content permission
• Files in your Files library

The quick way

1. Click on a file in the Files library
2. Scroll to the Used in section in the file’s details panel
3. Click on one of the locations to view details

Do this step by step

1. Navigate to the Libraries tab. If your organization uses multiple Libraries/Divisions, select the desired Library from the top left dropdown menu.
2. Click All files from the left side menu.
3. Click on a file and scroll down to the Used in section in the details panel.
4. The Used in section lists locations where the file is used.
   • Locations where the file is not used are grayed out and unclickable.
   • The number before a location indicates how many places contain the file in your Showpad instance.
5. Click on one of the following locations to view more detailed information:
   
   • Experiences
   • Pages
   • Homepages
   • Courses
   • CRM recommendation rules

Experiences

1. Click Experiences in the Used in section.
2. The list includes all Experiences where the file is used.
   • An Experience may be listed more than once if the file is in different nodes within the same Experience.
   • The following details are visible: Name, Node name, Division, and Type. You can sort the columns by Name.
   • Under the Node name column:
     • ROOT means the file is located at the top level of the Experience.
     • If the file is located in a node, click the information icon next to the node name to view the direction of the file within the Experience.
     • Node name is not available for Selector Experiences.
3. If you have permission to manage Experiences, click the name of an Experience to open it in the Experience Builder. This will open a new browser tab. You can edit the Experience or close it from here.
4. On your initial browser tab, click Close to close the Used in pop-up window.

Pages

1. Click Pages in the Used in section.
2. The list includes all Pages where the file is used.
   • The following details are displayed: Name and Division. The list can be sorted by both.
   • If there is an ARCHIVED label next to the Page name, the Page can be found in the Archived Pages library.
3. If you have permission to manage Pages, click the name of a Page to open it in the Page Builder. This will open a new browser tab. You can edit the Page or close it from here.
4. On your initial browser tab, click Close to close the Used in pop-up window.

Homepages

1. Click Homepages in the Used in section.
2. The list includes all Custom Homepages where the file is used.
   • The following details are displayed: Name, Division, and Status.
3. Click Close to close the Used in pop-up window.

Courses

1. Click Courses in the Used in section.
2. The list includes the Courses where the file is used.
   • The following details are displayed: Name, Division, or Status. The list can be sorted by the column headers.
3. Click on a Course name to open it in the Course Builder in a new browser tab. You can edit or close the Course from here.
4. Click Close to close the Used in pop-up window.

CRM Recommendation rules

1. Click CRM Recommendation rules in the Used in section.
2. The list includes CRM recommendation rules where the file is applicable. The following details are displayed:
   • CRM alias and Number of rules. The list can be sorted by the column headers.
   • Click on View rules to open the recommendation rules for each CRM. Edit them as needed.
3. On your initial tab, click Close to close the pop-up window.

Learn how this feature works in the current Online Platform.