What is your workflow for adding content & assigning owners?

Saving all answers from a project created an overwhelming amount of content for us. We have since performed a cleanup of our content and turned off auto saving all project answers. Going forward, I would prefer to not save every answer into the library because they really aren't all worth saving. Have others taken a similar approach? If so, how do you handle the assignment of owners?

Comments

Sarah Biskup

Hi @Frank Basler,

We initially made the same mistake of saving everything and ended up with quite the mess - we also turned off the auto save and cleaned up our library.

Anyway, we generally save content if it is reusable and provides value. We always remind our SMEs that they can save to library if they write something. Also, our writers often will save something to the library if they didn't know and had to reach out to a SME. From there, we have a SME list/who should be the library content owner based on what the content is. We also have all of our project content push to moderation instead of going directly to the library. That allows us to 'scrub' and vet the content before deciding to add it to the library.

Hope this helps!

Renee Underwood

Hi @Frank Basler! Great question!

Thanks @Sarah Biskup for answering his question! Taking advantage of the Moderation feature and turning off the auto save to library are some of the best ways to keep your library under control 👏 Great suggestion!

I would also recommend both of you explore the duplicate check feature. It can be turned on inside of your organization settings under Content Library> Preferences> Identify and clear duplicates. It works inside of the content library as well as at the point of project completion to identify duplicates before bringing new content into the library.

Here is a link to a Coffee Chat that covers the feature in detail.

Please let me know if you have any issues trying to access this feature.

Andrew Mersman

Excellent points @Sarah Biskup @Renee ! @Frank Basler in addition to what is up above….to keep our library under control we do also periodically archive content that hasn't been used in a year…we also use the content score feature to help us also see what content should be kept in the library. our fields are last reviewed date, used count, last updated date, and last used date. This can be found in the org settings under content library…preferences. You can give weightage to your fields that you use so that it helps provide a score on the Q&A pair. Hope that helps too.

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