Articles in this section

See more

Build Your Content Library

Avatar
Elayza Cataluna
  • Updated
Follow

Overview: Building an Organized Content Library with ClientPoint

A well-structured Content Library is essential for teams to ensure that the right resources, files, and tools are always accessible and pre-approved for seamless collaboration. ClientPoint offers robust features to help users create, manage, and share content effectively. By leveraging Templates, Library Files, and native tools, your team can centralize resources for consistent and efficient operations. This guide provides a comprehensive walkthrough on creating, managing, and uploading content to your library while utilizing ClientPoint’s categorization features, such as Company-Wide, Group-Wide, Division, and Subfolders.

Understanding Library Folders in ClientPoint

ClientPoint organizes your content library using predefined folder types. Each type has specific accessibility settings designed to align with your organizational hierarchy:

1. Company-Wide Folder

  • Purpose: Stores content accessible to all users, regardless of their group or division.
  • Use Case: Ideal for files and resources relevant to the entire organization, such as company policies, branding guidelines, or universal templates.

2. Group-Wide Folder

  • Purpose: Stores content that is only accessible to users assigned to a specific group.
  • Use Case: Useful for materials relevant to specific departments, such as sales strategies for a sales group or financial documentation for a finance group.

3. Division Folder

  • Purpose: Limits access to users within a specific group and division.
  • Use Case: Perfect for localized or specialized resources, such as project-specific files or location-based operational guidelines.

4. Subfolders

  • Purpose: Allows further categorization within the main folders for enhanced organization.
  • How to Create Subfolders:
    1. Navigate to Settings > Content Library > Files.
    2. Select the main folder (e.g., Company-Wide, Group-Wide, or Division).
    3. Click Add Folder to create a subfolder.

Uploading Files to Your Library

ClientPoint supports a variety of file and video formats, enabling teams to maintain a versatile library for different content types.

Supported File Formats

  • Documents: docx, xlsx, xlsm, pptx, and Google Documents.
  • Videos: avi, dv, mov, qt, mpg, mpg2, mpeg2, mpeg4, mp4, 3gp, 3g2, asf, wmv, flv, and m4v.

Steps to Upload Files

  • Navigate to Settings: Go to Settings > Content Library > Files.

LWR_Recording__1_.gif

  1. Add to Library: On the top-left, click Add to Library and select an option from the drop-down:
    • Upload Document
    • Upload Video
    • Add YouTube Video
    • Video from Webcam
    • New Google Document
    • Advance Merge Document
    • Webpage
    • Add Attachments
  2. Configure File Settings:
    • Library Name: The name visible to team members.
    • TOC Name: The name visible to recipients.
    • Enable or disable additional settings:
      • Required: File is automatically added to any ClientPoint within the applicable Group/Division and cannot be removed.
      • Default: File is pre-added to ClientPoints but can be removed by users.
      • Internal: File is hidden from external recipients but visible internally.
      • Print Only: File is invisible within the ClientPoint experience but can be downloaded or printed.
  3. Submit: Once settings are configured, click Submit to upload the file.

Why Build a Content Library?

  1. Centralized Resource Management: Keeps all necessary documents and media in one location for easy access.
  2. Consistency and Compliance: Ensures that all resources are pre-approved and adhere to company standards.
  3. Time-Saving Templates: Provides reusable resources for faster client engagement.
  4. Customizable Accessibility: Tailors content visibility based on user roles and organizational structure.

Conclusion: Streamline Collaboration with an Optimized Content Library

Building a comprehensive and well-structured content library in ClientPoint empowers teams to work smarter, not harder. By organizing files into logical folders like Company-Wide, Group-Wide, and Division, and using features like Templates and Subfolders, you can ensure that resources are accessible, relevant, and secure. Additionally, uploading files is straightforward and supports diverse formats, giving your team the flexibility to manage various content types efficiently.

For further assistance, reach out to ClientPoint support at support@clientpoint.net.

Related articles