Plan your Content Structure

This article will guide you with creating a general plan on how you want to categorize and organize your content. This might even be across multiple workspaces. 

Step 1: Know your options

Before you get started, it's important to create a general plan for how you want to categorize and organize your content. This might even be across multiple workspaces. 

When setting up the structure, the most important guideline is to find out the most convenient way for users to use and find the content. Consider factors such as restricting certain segments for specific users, the types of materials you offer, and whether you have content in multiple languages. Taking these factors into account will help ensure a well-organized and user-friendly experience.

Commonly, with smaller enterprises, you will structure one Workspace and have everything available in your company language. You can base your content division on different factors such as business units, customer segments, product offerings, or global distribution.

However, we do also offer the choice between a multi-workspace setup and a multi-language feature. This depends on factors such as the diversity of your sales teams, the need for individual branding, and the complexity of your product portfolio. Multi-workspaces are generally better for larger organizations with distinct sales divisions, while the multi-language feature is ideal for maintaining content consistency across different languages within a single Workspace. Consider these factors carefully when structuring your Workspace and integrating language-specific features.

Keep the following in mind:

• You have the ability to combine the Multi-Workspace setup and Multi-Language feature, as you might have a hard separation between markets, but those markets are served in multiple languages.
• Do you utilize integrations? You might want corporate content available on all Workspaces, while sales materials remain divided. From one DAM/Cloud integration, you can sync the corporate contents to every Workspace you have. This comes highly recommended, as having a 'main' Workspace with corporate materials is generally not a good idea - sales people will often just stick to their own Workspace.
• Often misunderstood - The multi-language feature does not separate users in an individual Workspace. Users are able to view the content in all languages unless they are divided into groups. For more information: A Guide to Roles and Privileges.

Multi-Workspace Setup:

• It provides flexibility, as each Workspace can have its own branding and unique content.
• Offers a structured approach with less content per Workspace.
• Suited for sales teams with different products and materials.
• Ideal for larger organizations that are managing operations in multiple countries, branches, or business units.
• You can divide by target area, making it easier to cater to specific regions.
• Allows for a better administrator division that enhances control and organization. You can have, for example, one admin per Workspace.
• Users or administrators who require access to multiple Workspaces can easily switch between them without having to enter their user credentials each time.
• Digital Sales Rooms (shares) created by your users can have unique branding, but keep in mind that content from different Workspaces cannot be combined in an individual Sales Room.
• It comes recommended with this setup that every Workspace has unique users. Providing access to all Workspaces for all your users can cause confusion and may result in higher costs due to licensing, as each user needs a license per Workspace.

Multi-Language Feature:

• Utilizes a single Workspace as a central source of truth.
• Ensures consistency in content across different languages.
• Have a set of common materials in your main company language while also having separate content for specific linguistic divisions.
• Streamlines marketing and administrator efforts, requiring branding and content management for one Workspace only.
• Best suited when dealing with similar customers, products, and target markets across languages.
• You have language tags set on your integration side? If you let us know in advance, we will make sure those tags are successfully synced to Showell as well; this way, you can avoid double work.
• Suitable for both small and large organizations.
• Keep in mind that there is a higher risk of content disorganization; careful attention to language tags and folder translations is essential.

Step 2: Plan a well-organized content structure

Learn how to structure your contents on Workspace level - The top-level folders represent the main categories of your content. Inside the Top-level folders you have the option to further divide your categories using folders and sub-folders. You can base your Top-level folders on different factors such as business units, customer segments, product offerings, or global distribution.

Here's a simple example to help you understand how to organize your content effectively. You can categorize your materials into Products, Services, Company, and References. To further enhance organization, you can consider subdividing these categories based on Business Unit Locations. These Units can then also be provided with Group privileges. This will ensure a clear and user-friendly structure for your content.