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How to Build and Manage Your Content Library in ClientPoint

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Elayza Cataluna
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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 compiles comprehensive information from ClientPoint’s resources, helping administrators and end-users alike learn how to manage templates, documents, videos, and custom folders across all library levels. Whether you're working on a desktop or mobile, this step-by-step guide will walk you through every available content format and feature in the ClientPoint Content Library.

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.

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  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.

Steps to Update Files in the Content Library

  • Download the Original File:

    • Go to the Content Library by navigating to Settings > Content Library.

    • Select the file you wish to update.
    • Click on the Download Original button to download the document to your computer.

  • Make Changes to the Document:

    • After downloading the file, make the necessary changes using your preferred document editing software.
    • Once your changes are complete, click Save to save the updated version of the file.

  • Upload the Updated Document:

    • Return to the Content Library in ClientPoint and select the same file again.
    • Click the Edit button for that document.

  • Replace the Original File:

    • Click Choose File to select the updated version of the document from your file browser.
    • Once you select the updated document, it will replace the original version in the Content Library.

  • Automatic Update in Templates:

    • The updated document will now be saved within any templates that previously contained the original document, ensuring all relevant templates are up to date without needing to be manually edited.

Steps to Upload Videos to the ClientPoint Library

  1. Access the Content Library

    • Log in to your ClientPoint account as an Admin user.
    • Go to Settings, then select Content Library.

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    • Click on Files and navigate to the desired folder where you want to store the video.

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  1. Choose Video Upload Type

    • In the selected folder, click on the Add to ClientPoint dropdown (in blue).
    • Select the preferred video type:
      • Upload a File: Directly upload a video file from your computer.
      • YouTube Video: Use this option if your video is hosted on YouTube.

  2. Add Details

    • If Uploading a File:
      • Choose the video file from your computer.
      • Add a Library Name (for internal reference) and TOC (Table of Contents) Name (the name that appears to the customer).

Video.png

Upload Video.png

    • If Adding a YouTube Video:
      • Enter the YouTube link.
      • Fill in the Library Name and TOC Name.

Youtube.png

Add Youtube Link.png

  1. Save the Video

    • Once all details are entered, click Save to finalize the upload.

How to Add Files to Your Library in ClientPoint

  • Navigate to Files: While in the "Files" section of your ClientPoint, click on the hamburger icon (three dots) on the feature options.
  • Add to My Library: Select Add to My Library from the menu

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  • Add to My Library: Select Add to My Library from the menu

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  • Access Uploaded Files: Your files will be stored in the "My Library" folder, making them easily accessible whenever needed.

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This feature allows for a more seamless workflow, saving you time by allowing uploads within the same interface where you're managing your ClientPoint. It keeps everything organized in one place, helping you stay efficient.

Steps to Add Folders in a specific ClientPoint

1. Start by Creating a New Proposal

As you begin a new proposal, navigate to the Files section in ClientPoint or to Settings > Content Library. Select Add to ClientPoint and choose the Add Folder to ClientPoint option.

2. Set Up Folder Details

A popup window will appear, allowing you to configure the folder details. Here’s a breakdown of the options:

  • Folder Name: Provide a clear, descriptive name for your folder to make it easy to identify.

  • Privacy Settings: Choose the level of visibility for your folder’s contents. Privacy options include:

    • Everyone: Accessible to anyone with access to the ClientPoint.
    • Recipients Only: Visible only to recipients added to the specific ClientPoint.
    • Hidden Externally: Visible to internal users only, hidden from all external guests.

  • Expand/Collapse Folder: For a streamlined navigation experience, you can enable the folder to expand (showing all files within) or collapse (showing just the folder name) in the navigation.

3. Add Items to the Folder

Once your folder is created, double-click on the folder name to open it and add the desired content. Simply select and move files into the folder to keep related items together and organized.

4. Save Your Work

When you've finished organizing your files and folders, make sure to click Save to confirm your changes and complete the setup.

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.

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