Plan your content structure

When using Showpad, it’s important to plan for the optimal content structure for your organization.

As a Showpad administrator, organizing content effectively is crucial for optimizing usability, accessibility, and overall effectiveness. A well-organized content structure ensures that users can easily find and access the needed materials, leading to increased productivity and engagement.

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Key features

• Optimize your content structure
• Organize content in Divisions and Experiences
• Categorize files and Pages with tags and locale metadata
• Display relevant content to users

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• Add and manage assets
• Assign tags & locale to your assets
• Organize content in Experiences
• Use Divisions, independent Content Libraries
• Display the right content to each user group

Note: Download the attached detailed Content Structure Worksheet template at the end of this article to help you plan or review your content structure.

Assets

Assets consist of collections of files and Pages::

• Files refer to any digital content, including documents, presentations, videos, images, and more, added to the Division for sales and marketing purposes.
• Pages refer to individual web pages that you create in Showpad and customize with different components such as text, assets, Experiences, other Pages, etc.

Learn how to upload files and create Pages.

Tags & Locale

A tag is a piece of metadata linked to any file, Page, or other Showpad component. They are useful to:

• Filter assets in the Libraries of the Admin App and the search results in the Web App.
• Display assets automatically.
• Influence content recommendations on the Homepage, Salesforce integration, etc.

A locale is a specific piece of metadata that determines the language and/or region of an asset. It is especially useful:

• When working with different languages and regions within a Division/Library, as a first step in localizing your assets.
• In assigning Experiences to users so they see content relevant to their location and language.

See how to create and manage tags and locale.

Experiences

You can add assets to Experiences, which are organized content repositories displayed to your users.

Depending on your distribution strategy, different types of Experiences are available:

All kinds of Experiences can be stored in the same Division. Learn more about Experiences in our dedicated section.

Divisions

Divisions are independent libraries with unique management rights. Each one contains its own set of assets and Experiences. Selected users can be assigned as Promoted Members to help manage and distribute content for one specific Division without allowing access to all of them.

They are commonly used to solve four primary use cases:

Files and tags can be shared across Divisions, simplifying content distribution from a source Division.

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

Learn how to set up Divisions.

User groups

User groups are created to display the relevant content to your users. They can be assigned to Divisions, Experiences, Courses, announcements, etc.

Any new users added to an existing user group will inherit the user group’s access to content, eliminating the need to assign content to new users individually.

Learn more about adding users to user groups and assigning user groups to Divisions or Experiences.