How do you separate content when several teams are populating the library content?

Question

Hi all,

Is there anyone having tips for the following question: How do you separate contents when several teams are populating the library content?

Within our organisation, the Sales team mainly used Responsive to answer to customers RFP, and populate content in the library content.

But let's say that IT team is also using Responsive to populate content in the library content, for their own RFPs.

Then when the Sales team is looking for answers using the library content, contents from the IT team are suggested which dilute the useful answers for the Sales Team.

What is the more efficient way to separate contents added by different team? So that answers will not be merged?

But from time to time, if there are IT questions in the Sales Team's RFP, then it would be helpful to get suggestion from the IT team contents. So how to easily switch to the IT team contents?

Thank you for your help.

David

Helene H · Accepted Answer

Hey David,

One option is to separate your content via Collections. In the example above, you could create a Sales and IT Collection. You can add users to either the Sales or IT Collection and they will no longer see content not apart of that collection. The caveat is that it's not super seamless to then utilize content from both once siloed. However, I have had clients create a default collection with shared info.

The second option is to create a Custom Field for Sales and IT to separate content. I would then suggest respective teams create a default search (ie Sales create a default Search on the Custom Field for Sales). Users could then specify in the Project if they want to search within the specified Custom Field or across both.

Video example here or you can check out this Coffee Chat we recently did which goes into a lot of detail!

Helene H · Accepted Answer

Hey @David Sing, users can create their own default/saved searches, however, there currently isn't an ability to apply a default search to a group of users!

Helene H · Accepted Answer

You won't be able to configure the default search in the Content Library, BUT you can configure the search within Projects at the Organization Level under Project > Preferences > Answer Library Search. This would limit the search capabilities within a Project!