Libraries best practices

About this article

Templafy Library is a very powerful module that will allow a company to distribute the right content to the right user. In order to maximize the usage and adoption of the Library, we have gathered some best practices that will help the Library Admins utilizing the Library. 

• Folders
• Content

Folders

If folder structure is already in place in other systems within your organization

• Reflect familiar structure from other systems: if your employees are already familiar with a structure that is used in other systems, it can be best to replicate it. 
• Filter your folders: display only the relevant folders to the users in order to offer them the most relevant content for their position.

If no folder structure is in place within your organization

• Sort folder by relevance: the order in which the folders are set in the Admin Center will be reflected in the Library to the end-user. 
• Avoid complex subfolders structure: limit the number of subfolders you create to avoid users spending time locating content. 
• Name your folders accurately: Make sure you label your folders as clearly and informatively as possible.
• Filter your folders: display only the relevant folders to the users in order to offer them the most relevant content for their position.

Content

• Download the required content from the Admin Center: Templafy will prevent you from uploading a file that was created from the end-user interface.
  
  • Update content: use download and replace to update your content. Name, tags, and description will be kept using these features.
  • Build new content: download the required template from the Admin Center to build the new content.
• Mind the file size: the smaller the files uploaded to Templafy are, the faster it will be for the end-user to download/create/insert the templates and assets. Templafy also limits the file size that can be uploaded to the Libraries.
• Avoid duplicated content: duplication of content means more maintenance as an Admin. 
• Avoid empty libraries: this will help you benefit from content ideas and suggestions from within your organization.
• Order your assets: the order in which the assets are set in the Admin Center will be reflected in the Library to the end-user. It is considered best practice to place the most used assets at the top.
• Add descriptions and tags to your content: this will help the end-user to find and create the right content.

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