Share files across Divisions with Global permissions

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.

Global files enable Showpad administrators and Promoted Members to share content from one Division to all other Divisions. This permission saves time and helps centralize and control content localization.

While all content can be maintained in the Global Division and updated only by administrators, Promoted Members can streamline the process. For example, a Promoted Member can share an English document from the US Division to the EMEA Division without administrator intervention.

Note that while files can be made globally available, tags are not automatically transferred and must be added separately.

See how it looks

Key features

• Make content available across other Divisions
• Use different tags for Global content in different Divisions

You need this to succeed

• The beta Admin App enabled
• Feature availability depends on your subscription package
• Divisions activated and created
• Content available in your Division

The quick way

1. Set a source Division in Divisions Admin Settings
2. Select the files you'd like to share globally in the Files library
3. Globally shared files have a globe icon

Do this step by step

Begin by setting one or more Divisions from which content can be shared with other Divisions. These Divisions will act as source Divisions, and files in these Divisions can be set to global. That means they are available as read-only in all other Divisions.

Files cannot be shared with individual Divisions. They are shared globally with all Divisions.

Set a source Division for Global files

1. Click the gear icon to open Admin Settings.
2. Select Divisions from the left side menu.
3. Select a Division from the top left menu to be the source Division.
4. Click the gear icon and choose Edit.
5. Enable the checkbox This division can share selected content globally. Global content can be viewed (but not edited) by all other divisions.
6. Click Update.

Make a file Global

1. Click the Libraries tab and select the source Division from the top left drop-down menu.
2. Click on a file in the Files library that you want to share with the other Divisions.
3. In the details panel, click the pencil icon next to the Permissions section to edit.
4. Enable Global and click Save changes.
5. To set the Global permission on multiple files, select them from the Files library and click Edit. In the Permissions section, under Global, choose Replace all from the drop-down menu. Then, enable Global and click Save changes.
6. Globally shared assets have a globe icon after their name in their source Division’s Files library. Global assets can only be edited in their source Division.
7. Globally shared assets have a globe with an arrow icon after their name in the other Division’s Files libraries. Hover over the icon to see which Division the asset is shared from.

Learn how to share assets across Divisions on the current Online Platform.