Note: This feature was recently updated. You can find the full article here.
An enriched content organization system
Libraries of marketing material are ever-expanding and your team should be able to find what they need in an instant. To make your system of organization less overwhelming, you will soon have the ability to separate tags into categories and edit them in bulk.
We are also making it simple to organize your material by language and country. As a global company here at Showpad, we know how important it is to get the right content to the right customers in the languages they prefer to use.
Tag (You're it!) Management
If you’re like us, you create tags when you need them and occasionally forget what you made and why. Managing tags can be like trying to sort coupons on a breezy day. If you’re not paying attention, tags that once had a clear purpose could be lost to the winds of change. We’ve created a new way to manage tags and are giving you the heads-up now so that you can organize or reorganize in a way that will last.
With the next release, Showpad offers the chance to link your tags into categories. It’s best to come up with a plan for organizing your tags so that the system is reliable and able to be built upon in years to come. Get a head start and see how to organize tags with the current Showpad version.
Here’s how you’ll be able to do it after the release:
- When you navigate to your Library, you’ll soon notice an added tab under your Division name: Tags. This will be your hub to manage them. Any tags created before the new release will show up as Uncategorized tags with the amount in parenthesis. Think of this as a pile of books that need to be sorted based on how you want your library to look.
- Look through the tags that already exist to find patterns and similarities. Note down possible category names as you go. You can look at up to 100 tags per page at a time by selecting the Settings gear in the lower right and changing the number of Items per page.
You will also be able to filter, edit, and delete tags as you go, viewing by Name (alphabetical), Status (In use or Not in use) and the date they were last modified. It will give you an understanding of what tags are used where so you can easily make decisions regarding cleaning and condensing them.
- Once you’ve decided on some categories, you can group your existing tags into them by either selecting the plus button next to the category name or by choosing tags then dragging and dropping them into the category. Doing this from the Uncategorized tags view will make it easy to keep track of what’s been filed and what still needs some attention.
- Organize your tags into categories, from broad ones that encompass many pieces of content down to specifics to keep your library organized. As a best practice, three levels of categories per topic should be the maximum. If there are more, look for ways to consolidate near the top and have more specific tags underneath. If you aren’t sure where to put a tag, we recommend making a ‘miscellaneous’ or similar category. That way, you can see what’s been sorted and what remains in your Uncategorized tags section beneath the ones that have been given homes.
- Once all your Uncategorized tags are cozy in their new homes, you will be able to make further changes at any time from adding new categories to deleting tags and beyond. Happy sorting, organizers!
Note: This organization will benefit you in more ways than within the backend. It will help your users quickly get to the sales content they need in a flash, especially since this release includes updates to our Advanced Search bar.
Localizing (it’s a small world after all)
Getting the right content to the right group of users will become even more manageable as we have made it easy to categorize your Assets by language or country. You’ll be able to use your current system of grouping content side by side with our new Locale feature, soon available by Division under the Assets & Experiences tab.
When using this feature, you’ll notice is your Asset pane is larger and shows more information at a glance. The Locale section is where you will be able to edit which region(s) and language(s) apply to each piece of content.
Hover over the Locale section and click the pencil icon to access Language and Country preferences. By having them preset, you will no longer run the risk of typos adding confusion to your tags. Every language is available and the countries are sorted by region so you can easily select more than one at a time. If you’ve already organized your regional content with tags, you will be able to filter them and add a locale in bulk. If you have location properties assigned to Smart Folders, you can easily swap the former asset tag to your new locale tag.
Once you’ve categorized Assets by Locale a few times, your most-used selections will pop up. You may even get a language recommendation from the menu.
In the near future, you will be able to sort your library as an Admin by Locale alongside the other columns, you’ve used in the past. Having tags, locale details, and more will help make everything easy to find for your sellers, especially with the Advanced Search bar.
Styling and Content profiling
As content libraries build and grow with each new product or feature, it can be a challenge to make sure the right marketing pieces get to the people who need them. We are making it simple to filter the best content to your team by adding the option to create Content Profiles as an admin.
You will see a new option to select on the Users tab of your screen that will become your hub for creating and maintaining Content Profiles for your users.
Selecting Create New Content Profile will allow you to name a profile, which will be the set of qualities that determine what Division and/or Group(s) have access to content in those libraries.
Content Profiles will immediately organize and clarify your library, both for your team and your own organization. It’s all part of helping you curate the best buyer experience.
Stitching it all together
Now that your assets have a locale tag for a specific language or country and you’ve created Content Profiles for users, the magic can happen. You can place all content in one folder (the English, French and German versions, etc.) and Showpad will do the work to match the content locale with the users Content Profile, meaning a French user will only see the French version. You no longer have to create multiple divisions and experiences to make it happen. One less organizational step off your plate means you can spend time where it counts, closing deals and making the best buyer experience with ease.