Coffee Chat | Streamlining 2024: Responsive Content Library Cleanup | 1.31

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Maintaining an organized and clean content library is crucial for optimal performance in Responsive. In this session, we will explore the most efficient methods for cleaning up your content library.

• We discuss the option of starting with the Insights Report (1:02) to gain a comprehensive overview of your content library.
• We cover how to conduct a ROT (Redundant, Obsolete, Trivial) analysis to identify and categorize unnecessary content
  • Redundant Content (6:20) is easily identifiable via the Duplicate Report, but it is also a good idea to enable Content Cleaner. We also discuss the options of auditing your organizational facets like tags, custom fields, and collections.
  • Outdated content (15:03) can be found via the Obsolete Content Feature and easily archived (27:58).
  • We also discuss ways to clean up trivial content (29:04), including additional tips and tricks (31:41) that might align with your specific use case.
• Finally, we briefly discuss how you can ensure your content is prepped to minimize cleanup efforts in the future!

content-library-clean-up-1-31.pdf

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You've got questions? We've got answers!

Here are some of the best questions asked during the session...

Do you need to be authorized to see the Content Library Insights Report? Yes! Only the roles of Super Admin and Admin with All Permissions are able to access the Insights Report. If you're not seeing the Insights Report icon then you may need to adjust your role in the system.

Why does the Content Utilization number in the Insights Report not match the used percentage in the Content Library Usage Report in the Executive Dashboard? The Executive Dashboard is looking at project utilization, and the Insights Report is taking all usage into consideration, i.e. users copying directly from the Answer Library.

Is there a way to view all the QA pairs that were identified using the Content Cleaner in one place? Yes! You can view everything picked up by the Content Cleaner via the Deduplication Report.

How many tags do you recommend for each QA pair? We recommend that each QA pair in your library have no more than 3 or 4 tags. More than 4 tags and you'll start to experience diminishing returns on your searches.

When should we delete a QA pair vs. when should we archive a QA pair? We recommend archiving the QA pair first, and then deleting it if it hasn't been used after 6 -12 months.

If my content is "unused", what does that mean? This means that this content has never been leveraged as an answer in a project, or copied out of the Content Library.

In the Insights Report, what does the "backlog" section represent? This is any content that is past its review date, or has yet to be assessed in the Moderation queue.

Can I set the Moderation feature to bypass the Moderation queue if specific users make edits to content? Yes! This article from the Help Center will walk you through that process.

Does archived content get deleted automatically? No. Content only gets deleted out of the Archived folder if you take specific action to do so.

Can I report on content that's been flagged, or has custom flags? Yes! You can see this data in the Insights Report, and you can use the Advanced Filter to segment out those QA pairs as well.