Manage, organize, and share content in your Shared Space

The quick way on the Windows Desktop App

• Organize the content in your Shared Space
• Rename and add a description to files and folders
• Download content individually or in bulk
• Copy content to one or more Shared Spaces
• Get a link to content in a Shared Space
• Prevent downloads
• Delete content
• Manage removed content

Do this step by step on the Windows Desktop App

Organize content in your Shared Space

Structure your sales conversation in advance to lead customers through the most impactful content first and build a stronger narrative.

Rearrange files and folders

1. To rearrange the order of files and folders in your Shared Space, click the dots to the left of the file or folder and drag it to the desired location.

Move content to folders

You can move files and folders into new or existing folders in the Shared Space individually or in bulk.

• Move content individually
  1. Click the three dot menu on the file or folder and select Move to.
• Move content in bulk
  1. Select the content using the checkboxes on each file or folder. Then click Move to in the action bar at the bottom of the screen.
• Choose destination
  2. In the folder navigation, select the folder where you want to move the content to.
     The last folder in the breadcrumb list is the destination.
  3. (Optional) To move the content to a new folder:
     • Click New folder, then enter a name and optional folder settings. Click Create, then select the new folder.
  4. Click Move.

Rename and describe content

When content is added to a Shared Space, the content name defaults to the original file or folder name. You can update the name and add a description at any time to provide more context for participants.

Edit directly on the file or folder

1. Click the file or folder name to edit it.
2. Click the description area below the name to add or update context.

Edit from the file or folder menu

1. Click the three dot menu on the file or folder and select Update info.
2. Edit the Name and/or Description.
3. Click Save.

Download content

You can download content from a Shared Space to your device. Content can be downloaded individually or in bulk. When downloading a folder or multiple files, the content will be packaged as a ZIP file.

If Allow Content Downloads is enabled in the Shared Space settings, external participants can also download content from the space. Find out how to prevent external downloads.

Download a single file or folder

1. Click the three dot menu on the file or folder and select Download.
2. Or, click a file to open it in the Asset Viewer, then click the download icon.

Download content in bulk

1. Select content by clicking the checkbox on each file and folder.
2. Click Download in the action bar at the bottom of the screen.
3. The selected files and folders will be downloaded as a ZIP file.

Copy content to one or more Shared Spaces

If you have content in one Shared Space that could support other collaborative deals, you can copy one or more files and folders to different Shared Spaces to maximize their impact.

Copy an individual file or folder

1. Click the three dot menu on a file or folder and select Copy to Shared Spaces.

Copy content in bulk

1. Select the content using the checkboxes on each file or folder. Then click Copy to Shared Spaces in the action bar at the bottom of the screen.

Choose destination Shared Spaces and folders

2. Select the Shared Spaces and folders where you want to copy the content:
   • Click the caret next to a Shared Space or folder to reveal its subfolders.
   • Check the box next to each Shared Space or folder you’d like to copy the content to.
   • To view your selected Shared Spaces and folders, click Show Selection.
     • Click Show all to view all Shared Spaces and folders.
   • Use the search field to find a specific Shared Space or folder. The list updates as you type. Click the X in the search field to clear results.
3. (Optional) To copy the content to a new Shared Space:
   • Click New Shared Space and complete the setup steps. The new Shared Space will be automatically selected.
4. Click Add to copy the selected content to your chosen Shared Spaces and folders.

Link to content in a Shared Space

You can copy a direct link to content in your Shared Space to send to participants. When they open the link, they’ll be asked to enter their email address and log in as either an internal or external participant. If they’re not an existing participant, they’ll be able to request access to the Shared Space.

If the link is to a specific file, it will open in the Asset Viewer. If the link is to a folder, it will open directly to that folder.

1. Click the three dot menu on the file or folder you’d like to copy.
2. Select Get Link. The URL link to the file or folder is copied to your clipboard.
3. Paste the link into your preferred messaging tool.

Note: This link redirects internal participants to the Web App rather than the buyer view.

Prevent downloads

You can make the Shared Space view-only and prevent external participants from downloading files.

Your ability to modify this setting depends on your administrator's configuration. If the option below is not visible, your administrator has already disabled downloads for external participants.

1. Click the three dot menu in the top-right corner of the Shared Space.
2. Select Settings.
3. Toggle off Allow Content Downloads and click Save.

Delete content

You can delete content from the Shared Space so that it is no longer visible to the participants. When you delete a folder, you also delete its contents from the Shared Space. You can delete files and folders individually or in bulk.

Delete a file or folder individually

1. Click the three dot menu on the file or folder and select Delete.
2. Confirm by clicking Remove on the pop-up.

Delete content in bulk

1. Select the content you want to delete by clicking the checkbox on each file or folder.
2. Click Delete in the action bar at the bottom of the screen.
3. Confirm by clicking Delete on the pop-up.

Understanding expired or deleted content in Shared Spaces

If a file is removed from the Showpad Library by an administrator, it will be displayed as Expired or Deleted. An icon will indicate it’s no longer available. Related activity will remain visible, but comments will disappear.

Note: This does not apply when an item is only removed from a Collection or My Files. Those files remain in the Shared Space.

The quick way on iOS

• Organize the content in your Shared Space
• Rename and add a description to files and folders
• Download content individually or in bulk
• Copy content to one or more Shared Spaces
• Prevent downloads
• Delete content
• Manage removed content

Do this step by step on iOS

Organize content in your Shared Space

Structure your sales conversation in advance to lead customers through the most impactful content first and build a stronger narrative.

Rearrange files and folders

1. To rearrange the order of files and folders in your Shared Space, tap the dots to the left of the file or folder and drag it to the desired location.

Move content to folders

You can move files and folders into new or existing folders in the Shared Space individually or in bulk.

• Move content individually
  1. Tap the three dot menu on the file or folder and select Move to.
• Move content in bulk
  1. Select the content using the checkboxes on each file or folder. Then tap Move to in the action bar at the bottom of the screen.
• Choose destination
  2. In the folder navigation, select the folder where you want to move the content to.
     The last folder in the breadcrumb list is the destination.
  3. (Optional) To move the content to a new folder:
     • Tap New folder, then enter a name and optional folder settings. Tap Create, then select the new folder.
  4. Tap Move.

Rename and describe content

When content is added to a Shared Space, the content name defaults to the original file or folder name. You can update the name and add a description at any time to provide more context for participants.

1. Tap the file or folder name to edit it.
2. Tap the description area below the name to add or update context.

Download content

You can download content from a Shared Space to your device. Content can be downloaded individually or in bulk. When downloading a folder or multiple files, the content will be packaged as a ZIP file.

If Allow Content Downloads is enabled in the Shared Space settings, external participants can also download content from the space. Find out how to prevent external downloads.

Download a single file or folder

1. Tap the three dot menu on the file or folder and select Download.

Download content in bulk

1. Select content by tapping the checkbox on each file and folder.
2. Tap Download in the action bar at the bottom of the screen.
3. The selected files and folders will be downloaded as a ZIP file.

Copy content to one or more Shared Spaces

If you have content in one Shared Space that could support other collaborative deals, you can copy one or more files and folders to different Shared Spaces to maximize their impact.

Copy an individual file or folder

1. Tap the three dot menu on a file or folder and select Copy to Shared Spaces.

Copy content in bulk

1. Select the content using the checkboxes on each file or folder. Then tap Copy to Shared Spaces in the action bar at the bottom of the screen.

Choose destination Shared Spaces and folders

2. Select the Shared Spaces and folders where you want to copy the content:
   • Tap the caret next to a Shared Space or folder to reveal its subfolders.
   • Check the box next to each Shared Space or folder you’d like to copy the content to.
   • To view your selected Shared Spaces and folders, tap Show Selection.
     • Tap Show all to view all Shared Spaces and folders.
   • Use the search field to find a specific Shared Space or folder. The list updates as you type. Tap the X in the search field to clear results.
3. (Optional) To copy the content to a new Shared Space:
   • Tap New Shared Space and complete the setup steps. The new Shared Space will be automatically selected.
4. Tap Add to copy the selected content to your chosen Shared Spaces and folders.

Prevent downloads

You can make the Shared Space view-only and prevent external participants from downloading files.

Your ability to modify this setting depends on your administrator's configuration. If the option below is not visible, your administrator has already disabled downloads for external participants.

1. Tap the three dot menu in the top-right corner of the Shared Space.
2. Select Settings.
3. Toggle off Allow Content Downloads and tap Save.

Delete content

You can delete content from the Shared Space so that it is no longer visible to the participants. When you delete a folder, you also delete its contents from the Shared Space. You can delete files and folders individually or in bulk.

Delete a file or folder individually

1. Tap the three dot menu on the file or folder and select Delete.
2. Confirm by tapping Remove on the pop-up.

Delete content in bulk

1. Select the content you want to delete by tapping the checkbox on each file or folder.
2. Tap Delete in the action bar at the bottom of the screen.
3. Confirm by tapping Delete on the pop-up.

Understanding expired or deleted content in Shared Spaces

If a file is removed from the Showpad Library by an administrator, it will be displayed as Expired or Deleted. An icon will indicate it’s no longer available. Related activity will remain visible, but comments will disappear.

Note: This does not apply when an item is only removed from a Collection or My Files. Those files remain in the Shared Space.