🚨☕ Declutter Your Content Library with Our Ultimate Guide – Watch Now! 🚨☕

Helene H

Is your Content Library feeling cluttered and disorganized? Check out the recording of our latest Coffee Chat, The Ultimate Guide to Content Library Clean-Up!

We walk you through a simple, step-by-step approach to organizing and maintaining your library for long-term success. Watch now and start decluttering today!

PS Check out the Q&A in the comments and don't forget to register for our next Coffee Chat: Creating Champions: A Guide to Training Your Team!

Helene H

Q/A

Q: If I am doing Duplicate Clean Up and I want a QA to only be available in the Default Collection and not the product ones, what should I do?A: You can always filter duplicate reports. However, if you want to change metadata, you can update the metadata within the duplicate card when editing.

Q: How do we do Past Project Search?A: You will want to check with your CSM to turn on Past Project Search. Once enabled, follow the instructions in the Help Article to turn on/use it.

Q: Do you know of any client who has a person who is responsible for library content, as a portion of their everyday responsibilities?A: This is a great question for the customer community! I can tag it in the follow-up post today to connect you with other users with content owners! Is there any Content Owners who can connect with Jim? @Jim Linker @Diane Thomsen I believe you noted in the chat you'd be willing to connect!

Q: I would love to archive my obsolete content, but much of it is overdue for review. Is there a way to archive this content even while it is pending review? Or a way to take off the review manually so I can archive?A: You need to complete the review process before you can archive the content. You can use the in-bulk options to review and approve it and then archive it once it's back in the library.

Q: If you use the export > update > import data to update content outside the library, is there a way to delete questions that we determine we don't want after the external review process?A: You can use the bulk options to delete or archive the content, but as Helene mentioned, we recommend completing reviews in the content library. If the issue is that they are not licensed users, there is an option to share the questions with a guest user.

Q: How do you remove evergreen content from the Obsolete report?A: There is not a way to remove your evergreen content from the obsolete report, but if it's evergreen, meaning you use it for the core of your RFPs, it should be used regularly and shouldn't be included. @Andrea Hall Tai

Q: Can you change which is the primary question?A: At this time, no. You will have to add the alternative questions and then make this change once the merge is completed if needed.

Q: I'm familiar with View Similar, but that is Q by Q, right? Not a report?A: Yes, that's correct. It's meant for quick comparisons and merges.@Donna DeMaria

Q: I manage just one collection. Any ability to focus on that collection in reporting is appreciated.A: Yes, the filter bar at the top will allow you to select your collection and view the reporting for it.@Donna DeMaria

Q: Doesn't running a Content Library backup allow an export of more than 2k items?A: The Answer Library backup is not enabled for all customers; they have to ask for it to be turned on as needed.

Q: Is there a way to add definitions to tags? It can be helpful to make sure tags are used correctly.A: At this time there is not, but you can use comments to help provide context or alert text. This is also a great suggestion you can make to our product team.

Q: What are the best practices to curate the responses that are stored in the library? I see that our library gets populated with various similar type responses and also customer names.A: The best practice is to regularly review the deduplication, "view similar," and "compare and merge" features to keep duplicates to a minimum.

Q: We just wanted to download lists of Tags, custom fields to decide on what to merge and delete. Don't want to export it as part of QnA. Is that possible?A: Inside of org settings, you can export a list of all tags but not custom fields.

Q: Content Cleaner - does it figure in the view similar or de-duplicate report, and how do we filter QnAs for it?A: Content cleaner has to be turned on in your org settings and will appear on specific questions that have duplicates and the system is recommending you update. Very similar to the "view similar" and deduplication. Content Cleaner Guide

Q: If I want to go through each Q&A pair to update tags, how do I track what has and has not been updated? As the process will likely take multiple days.A: I would use flags. Creating and Managing Flags

Q: Is there any way to make the duplication report less sensitive to minor changes? The report misses a lot of duplicate content for us because just one or two words are different.A: Unfortunately, it's EXACT duplicates at this time.

Q: If you delete a flag, does it delete the flag completely throughout Responsive --- even on previously saved content or content saved to projects?A: Yes - removes from all just like tags.

Q: We have more than the 2k limit, can't we export just by an individual owner vs. exporting all and then filtering?A: Yes - you can filter by whatever you'd like!

Q: Does the Content Search Terms Report log searches from a Project using the Recommendations tab?A: Yes, it will note searches in "Recommendation" in the "Searched in" tab. It will also show LookUp searches.@megan

Q: Is this data just searches in the Content Library or does this include searches within the Content Recommendation Engine in Projects?A: Yes, it will note searches in "Recommendation" in the "Searched in" tab. It will also show LookUp searches.

Q: Further to manual entry - is there any way we would need to mitigate if we know this is how our team works? i.e., some documents that work better outside of the Responsive project using the system would add to that manual percentage despite the library being used effectively- correct?A: Yes, that is the thinking you need. We don't have an exact # because organizations vary - but if you feel like it's a larger number compared to your content library, that would be an indication your team might not be using the Content Library effectively or they don't have the content they need in the library

Q: Can we download the search terms report for a custom time period?A: Yes, you can click FILTER in the upper right to filter a default search range.

Q: It seems the duplicate report only finds exact matches. Is there a report of similar Q&As?A: You can use View Similar. View Similar Guide

Q: Are archived items still in the AI search?A: You would need to search within the Archive Library in the Content Library!