Creating and managing content

Engage your community through additional resources by creating quality content such as articles, blog posts, mentorship resources, and other helpful material

 

 

 

Overview

The Content Manager is designed to help you and your employees store all the useful information and resources that you need and collect through research and tasks. It’s a tree-based module in which folders contain subfolders and resources of various kinds. You can create and manage these elements, exerting control over your saved information at any time. By keeping things in order, you’ll have an easy time finding exactly what you need. 

 

The main page is where all of your existing folders and resources (such as articles) are displayed. To organise them differently, there are a few tools you can take advantage of:

• Search bar – allows you to locate a specific resource or folder by using keywords, like the names of these resources and folders.

• Filters – allow you to reorder your existing folders and resources according to specific criteria, such as showing results based on where they are, the mentor or buddy program they’re associated with, and the person they are shared by:

 

 

• Clear – removes the applied filters and restores your default Content Manager outlook.

2. Folders

Folders are one of the building blocks of the Manager. Their purpose is to store resources based on their topics or outstanding characteristics. You can also create folders within folders (also known as subfolders), which will greatly expand your organisational capabilities. 

A general rule of thumb is to not overdo anything, so avoid occupying more space than you can manage. Keep titles minimalistic, folders organised and resources easy to find.

2.1 Types and Labels

There are two types of folders within the Content Manager: basic and shared. You can distinguish one from the other solely by observing their design.

The first is universal, easy to manipulate and generally more widespread. Any team member who has the appropriate permissions can create these folders and interact with their contents. 

 

Basic folders are coloured in white.

 

The second type is more formal, company-representative, and strictly managed by administrators. It’s not possible for the average user to edit or delete these folders, but they can still take advantage of their contents. 

Shared folders are coloured in grey.
They’re contained inside a bigger parent folder.

 

Depending on whether a folder is empty, populated, a course, or a global entity, you’ll be able to recognise one of the following labels:

Label	Meaning
Empty	The folder has no resources or subfolders inside. In other words, its contents are nonexistent. You’ll still be able to open it and add materials. Keep in mind that when the folder is populated, resources are called “items”.
Global content folder	The folder was created on a higher level, so users have neither edit access nor influence over how it develops. Hover the mouse over the respective icon in order to read the label.
Hidden in user mode	The folder won’t be found inside the User version of the Content Manager. Employees won’t be able to see it. Hover the mouse over the respective icon in order to read the label.
Learning path	The folder represents a course or part of a course, containing resources and topics that will be useful for the completion of this course. Hover the mouse over the respective icon in order to read the label.

4. Actions

There are a handful of folder actions you can apply. They’re found within a dropdown menu that you need to expand by clicking the three-dot button:

Action	Result
Edit	Opens the Edit Folder window, which allows the same fields used for the creation of the folder to be changed according to your preferences.
Copy folder and resources	Creates an instant copy of the folder and its resources. You can choose to have this copy placed within the original folder.  Click Copy folder to generate the duplicate:
Delete	Removes the folder and its resources, or just the folder. If you choose to keep the contents, they’ll be moved to the parent folder.

5. Create a Folder

The Content Manager won’t automatically place resources into their respective topic folders. You need to regularly organise new material if you don’t want to lose significant amounts of time searching for what you or your employees need.

You can create a folder in two ways:

• Through the Add folder button, found at the top of each folder’s contents.

• Through the Create folder button, found at the top-right corner of the Content Manager.

Both buttons achieve the same result and exist solely for UI convenience.

When clicked, they’ll open the Add Folder window:

Here, you need to fill up some basic information to create the folder that you need. 

Field	Function
Name	The title of the folder as will be seen by your team members. Keep it short and relevant to the resources it’ll contain.
Folder	Here, from a dropdown menu, you can choose to create the folder on the top level of the Content Manager, or as a subfolder of an existing parent folder.
Banner Image	For this field, you can choose a picture representing the folder.  You can use a file in a pdf., doc., docx., ppl. or xlsx. format. Keep in mind that it must not be bigger than 30MB.
Description	A description of the folder as will be seen by your team members. It should help explain what the folder contains and why it exists in the first place.
Sort Order	Here, from a dropdown menu, you can define the place of the folder. Numbers range from 0 to 100 and the higher the selection, the closer to the bottom the folder will go.
Hidden Folder	A yes-no slider which makes the folder only visible to admins.
Shared Folder	If you’re creating your folder at the top level of the Content Manager, you’ll get this additional setting. It serves to make the folder shareable to sources outside the platform.
Course option	By enabling this slider, you can make the folder represent a separate course, or part of an already existing one.

Once you’re done, finish creating the folder by clicking the Save Changes button:

6. Preview

Newly created folders appear exactly where you specified for them to be added. At first, they will be empty, as you haven’t yet populated them with resources.

To see the insides of a folder, click on its name:

Each folder’s contents follow the familiar top-level Content Manager page structure. You have the ability to create subfolders and resources, as well as filter your results. Keep in mind that resources are called sections when your folder represents or is part of a course.

7. Resources

Resources are the other key element of the Content Manager. They’re valuable pieces of information needed for the long-term improvement and development of your employees. You can add them to provide necessary course materials, or simply to share interesting tips, recommendations and ideas. One resource might not be enough, so if you need to consistently create new content, make sure it’s organised into folders. 

A general rule of thumb is to treat most resources as articles. It’s therefore crucial to keep them easy to digest and straight to the message you’re aiming to get across. 

7.1  Labels and Features

All resources share some common characteristics, such as a rectangular shape with a banner picture on top, a title, description and technical details. 

Most of the time, you’ll be able to recognise the following labels and features:

Label	Meaning
Title	The title (or name) of the resource. It should point directly to what this resource is about, for example, “How to be more productive at work”.
Published	The date and year the resource was created.
Seen	The exact number of times the resource was opened and viewed (seen) by your team members.
Visible to	The kinds of users and mentoring tracks this resource is accessible to. Permissions vary.
Displayed on	Reveals where the resource is displayed. This could be the main feed, dashboard, etc.
Deliverable to	Reveals to what kinds of mentoring track participants the resource is deliverable. This information is not available for all resources.

8. Actions

There are a handful of resource actions you can apply. They’re found within a dropdown menu that you need to expand by clicking the three-dot button:

Action	Result
Read more	Takes you to the resource’s unique page, where you can preview all of its contents (description, similar articles, attached files, etc.).
Edit	Opens the Edit Resource window, which allows the same fields used for the creation of the resource to be changed.
Duplicate	Creates an instant copy of the resource within the same parent folder.
Delete	Removes the resource instantly. Consider this action, as there is no warning.

9. Create a Resource

You should add new materials on a consistent need-by-need basis, so that both new and current employees can take equal advantage of their working environment. Don’t forget that some articles will become outdated. They’ll either need refreshment or a totally new version.

You can create a resource in two ways:

• Through the Add resource button, found at the top of each folder’s contents.

• Through the Add resource button, found at the top-right corner of the Content Manager.

Both buttons achieve the same result and exist solely for UI convenience.

When clicked, they’ll open the Add Resource window:

Here, you’ll need to fill out some required and optional information to create the resource that you need. Fields are split into several categories:

9.1  Basic Info

These are the most fundamental details about the resource.

Field	Function
Title	The title of the resource as will be seen by your team members. Try to make it as direct as possible, even if it requires a bit more words for the main idea to be expressed.
Folder	Here, from a dropdown menu, you can choose to add the resource to a folder on the top level of the Content Manager, or inside a subfolder of an existing folder.
Sort Order	Here, from a dropdown menu, you can define the position of the resource. Numbers range from 0 to 100 and the higher the selection, the closer to the bottom the resource will go.
Introduction	A short, preferably catchy explanation of what the resource you are creating is going to be about.
Main Text	Perhaps the most important field, the main text is equal to the contents of your resource/article. If you’ve written it in advance, just paste it in the integrated editor. If not, build it from scratch and stylise it to your preference.

9.2  Media

Different video and image files that represent the resource.

Field	Function
Content Video	Url of a video which employees will be able to open as soon as they access the resource. It could be an interactive presentation, an alternative means of explanation, or an entirely novel approach for spreading the resource’s message.
Tile Image	The image that will be visible on the resource’s rectangular-shaped widget. Supported files are jpg., jpeg., and png. Must not exceed 30Mb.
Main Article Image	The image that will be displayed on the resource’s page, which users can access by clicking on the article’s title. Supported files are jpg., jpeg., and png. Must not exceed 30Mb.

9.3  Attachments

These are various downloadable file attachments which you can include as part of your resource. No more than five can be uploaded.

Field	Function
Title	The title of the attachments, as will be displayed to users. When clicked, it’ll trigger the download of the attachment.
Attachment	The attachment file itself. Take notice of the accepted file types and maximum file size.

9.4 Other Settings

Here, you’ll find some additional configurations.

Field	Function
Delivery via	Here, from a dropdown menu, you can define the communication channel through which the resource can be delivered to your team members.
Status	Here, from a dropdown menu, you need to define the status of the resource – draft or published. The first preserves your progress up until the moment of saving the resource, while the second also makes it available to everyone with view access.
Audience by Mentoring Track	This is where you choose which mentor or buddy program the resource will be available to.
Audience based on Profile Role	This is where you choose which user roles the resource will be available to. Leave it blank if you don’t want to impose limits.
Display on Feed	By enabling the slider, you’ll make the resource display on the main feed of the platform.

Once you’re done, finish creating the resource by clicking the Save Changes button:

You’ll need to confirm:

10. Preview

Newly created resources appear in the folder(s) where you specified for them to be added, or at the top level of the Content Manager.

There are three ways to see the contents of a resource:

• By hovering over the resource and clicking Read more:

• Through the Read more button found within the resource’s three-dot menu:

• By clicking on the resource’s tile image.

Once you open the resource, you’ll be taken to its own page. There, you’ll be able to see the main article image, learn what the resource is about, and see any attachments or related media:

The Related Content and Trending Content sections are automatically generated and entirely based on your existing resources and folders within the Content Manager. 

To go back to the top level, click Back to Resources at the top-right corner of the page: