Manage all Shared Spaces in your organization or Libraries (Divisions)

As an admin or Promoted Member, having an efficient way to manage and monitor Shared Spaces helps you maintain brand alignment and track buyer engagement. The Shared Spaces dashboard in Admin Settings gives you a clear overview, making it easy to find, organize, and customize the data you see. You can track participant interactions and seamlessly transfer ownership when needed. This feature streamlines management, enhances collaboration, and maximizes the impact of Shared Spaces.

Note: In the Admin App UI, you may see the term Libraries or Divisions depending on the feature area. Both terms refer to the same organizational structure in Showpad.

See how it looks

Key features

• Efficiently locate and organize Shared Spaces with search and filter capabilities
• Customize the dashboard display by selecting and arranging relevant columns
• Gain Shared Space engagement insights and preview each Shared Space
• Identify high-performing Shared Spaces to replicate success
• Quickly transfer Shared Space ownership
• Keep Shared Spaces current by archiving, reactivating, and deleting them

You need this to succeed

Beta: Managing Shared Spaces as a Promoted Member is currently in beta.

The quick way

1. View Shared Spaces in Admin Settings
2. Search and filter the Shared Spaces
3. Customize columns to add or hide information in the dashboard
4. Preview a Shared Space
5. View engagement insights of a Shared Space
6. Transfer ownership of one or more Shared Spaces
7. Archive, re-activate, or delete Shared Spaces as needed.

Do this step by step

View all Shared Spaces

Depending on your role and permissions, within Admin Settings, you can monitor and manage Shared Spaces across your organization or within specific Libraries (Divisions).

1. Click the gear icon to open Settings in the Admin App.
2. Click Shared Spaces in the left side menu to expand the section, and select All Shared Spaces.

Note: If you are a Promoted Member with the Manage Shared Spaces permission, Shared Spaces will be the only option available to you in Admin Settings. You will only see Shared Spaces owned by users in the user groups assigned to the Libraries (Divisions) in which you hold promoted permissions.

Note: Direct managers also have access to a Shared Spaces Management Dashboard where they can monitor and manage the Shared Spaces owned by their direct reports. 

Search and filter Shared Spaces

As the number of Shared Spaces increases, it becomes essential to be able to find Shared Spaces that you need to manage. Quickly find and organize relevant Shared Spaces by searching and filtering the dashboard.

1. To search for a Shared Space, enter a search term in the search field and press Enter. The dashboard will update as you search.
2. Sort the search results in ascending or descending order by clicking the column headers: Name, Status, Added, and Last activity. A third click will return you to the most relevant search result.
3. To filter the Shared Spaces, click View filters and select the filters you want to use. You can also rearrange the filter order by clicking the dots to the right of the filter name and dragging and dropping them in the desired order. Then, click Save.
4. Click on one of the filters and select the filter criteria. The list of Shared Spaces is automatically updated. Keep adding filter properties as needed.
5. To clear selected filter criteria from one filter, click the X next to the filter title.
6. You can remove all applied filters by clicking Clear filters.

These are the filters you can use:

• Owners: Select the owners to filter the Shared Spaces.
• Owner status: Select the owner status to filter the Shared Spaces. Choose between All, Active, and Deactivated.
• Shared Space status: Choose between All, Active, or Archived Shared Spaces.
• Last activity: Select the timeframe for viewing recent Shared Space activity. Choose between All time, Last 7 days, Last 14 days, Last 30 days, Last 60 days, and Last 90 days.
• User groups: Choose a specific user group to view all Shared Spaces owned by its users.
• Library: Select a Division to view all Shared Spaces owned by users in user groups assigned to that Division. 

Customize columns in the dashboard

Customize your dashboard by choosing the columns you want. Pick from key details like Owner and Status, as well as engagement insights such as Last Activity and Active Participants. This way, you'll only see the information that matters most.

1. To customize the dashboard view, click the column visibility icon at the top right.
2. Select the information you want to add to the view or unselect the information you’d like to hide.
3. You can also rearrange the columns’ order by dragging and dropping them in the desired order.
4. Click Save once ready.
5. Scroll right to view the different available columns.

Tip: To resize the column widths, hover between the headers. Then, click and drag the column adjust icon to your desired size.

The available Shared Space information is as follows:

Tip: To unlock further insights, check out the Shared Spaces engagement reports to see how teams and clients interact, identify top-performing content, and export data for deeper analysis.

Preview a Shared Space

Ensure brand consistency while gaining visibility on how Shared Spaces are being used to engage with buyers.

1. Click on a Shared Space to open the detail panel.
2. Click the thumbnail of the Shared Space to open a preview in a new browser tab.

View engagement insights of a Shared Space

Discover in-depth insights on how participants engage with content and each other in each Shared Space. With this information, you can spot areas for improvement, tailor content to interests, and boost collaboration strategies.

1. Click on a Shared Space to open the detail panel.
2. Click the Engagement insights icon at the top of the detail panel.

Discover more about the provided engagement insights.

Transfer ownership of Shared Spaces

When users change roles or leave the organization, it's important to ensure each Shared Space has an active, appropriate owner. Transferring ownership maintains clear accountability and ensures Shared Spaces remain actively managed by the right person.

1. Select one or more Shared Spaces and click Transfer ownership.
2. Select a user and add a message to them.
3. Click Transfer ownership.

Learn more about transferring ownership of a Shared Space.

Archive, re-activate, and delete Shared Spaces

Manage the lifecycle of your organization's Shared Spaces to keep them organized and relevant.

Archive a Shared Space

When you archive a Shared Space, it will no longer be accessible to external participants. However, its content, comments, and activity and engagement data will be preserved. It can be reactivated or permanently deleted at any time.

1. Select one or more active Shared Spaces and click Archive in the top action bar.
   • Or, for a single active Shared Space, click the archive icon at the top of its detail panel.
2. Confirm by clicking Archive on the pop-up.

Activate a Shared Space

Reactivating an archived Shared Space will enable all external participants to regain access and resume collaboration.

1. Select one or more archived Shared Spaces and click Activate in the top action bar.
   • Or, for a single archived Shared Space, click Activate in the blue information bar near the top of its detail panel.
2. Confirm by clicking Activate on the pop-up.

Delete a Shared Space

Note: Deleting a Shared Space is permanent and cannot be undone. All content and engagement data will be lost.

1. Select one or more archived Shared Spaces and click Delete permanently in the top action bar.
   • Or, for a single archived Shared Space, click the trash icon at the top of its detail panel.
2. Confirm by clicking Delete on the pop-up.