Manage content and assets across multiple teams and channels

We’re always improving to enable strategists, creators, and developers alike! Learn how’s latest product release makes working with content and assets across multiple teams and channels easier.


Radka Uhlirova

Published on Sep 19, 2023

Teams managing large volumes of content will surely appreciate the latest updates to that help keep their content and assets organized and consistent as they scale, allowing for easy reuse at the same time. This can apply to working with both password-protected and public-facing content.

So, let’s dive into the example use cases for content management and check out how teams can save time and get more control over project operations when creating content for internal and external portals, knowledge bases, and multiple websites.

Get more control over content and assets for knowledge management

Whether you’re building an internal portal to keep your employees informed about news, organization, and where to find things, or developing an external portal for partners and customers to share resources and downloadable materials, having a single source of truth for content will save you tons of time.

Using a content hub to store all your content will help you keep communications consistent across all channels while also not losing track of any updates. But how can you keep content organized when multiple teams, including Corporate Communications, HR, Marketing, and Support are contributing to the same content hub?

In the headless CMS, companies can organize such content with projects and collections. A project is a content hub with its own asset library, workflows, preview, and content models. Within a project, collections function as mini sub-repositories, dividing a project’s contents into manageable and governed parts.

Organizing content and assets with projects and collections

With the latest release, we’ve added the ability to govern assets with collections and role permissions. Organizing assets into collections and setting up access with permissions will enable companies to share assets across multiple teams and channels while retaining control.

Make assets easy to find

Just like for content, adding an asset to a collection helps organizations create boundaries for where and how they can be used, making it easier to find them in a large library and ensure they’re only used where they should be. This way, you can prevent duplicating assets and using the wrong files and save time when searching for the right ones.

Adding assets to collections

Secure access to confidential assets

Along with organizing assets into collections, you can also restrict the accessibility of assets to support compliance and security. Being able to hide confidential assets helps avoid unauthorized access and disclosure of sensitive information.

Restricting the permissions to view, edit, create, and/or delete assets will help you distinguish between teams and users managing and using the assets. By controlling the access to assets for individual contributors, you can, for example, prevent the misuse of confidential files.

Managing access to assets with role permissions

Manage content and assets for multiple websites with ease

While you might or might not need to use spaces along with projects and collections for knowledge management, they’ll surely be useful for teams managing content for multiple websites. Spaces introduce an additional orchestration layer that can further contextualize the content in collections. You can set apart multiple channels and websites by using dedicated spaces.

With spaces, you can manage multiple websites under one project. Spaces allow you to easily reuse content across websites while producing website-specific content at the same time. You can also configure and view your preferred spaces on the environment level.

Collections are flexible and can be used in a variety of ways. In the case of multisite management, collections are a popular way to divide content across specific websites, with each collection representing a meaningful part of content, for example, product information and customer support. Collections are especially useful when websites are related since there’s no need to create a new content model—or migrate it—for a new project.

Organizing content and assets with spaces and collections

Speed up your content production

For companies operating with multiple brands or brands with a global presence, content operations can get complicated. Similar to how collections help split content inventory into manageable parts, teams can now use them to split asset libraries into local and shared libraries. Moreover, to organize your assets quickly, you can assign them to or remove them from collections in bulk.

Moving assets to collection in bulk

Preview content in multiple contexts

Even when organizations need to be able to reach their audiences on various devices and channels, websites are often the main point of contact for communicating with customers. As many organizations have multiple websites for varied business offerings and branding purposes, it might be challenging to manage them from one platform.

Each space can represent a website with its own preview capabilities. Spaces come with Web Spotlight support so that you can have a different page tree for each website. Having multiple spaces and previews enables content creators to not only easily find and edit but also preview content in the context of specific websites. For example, when you have four spaces, you can create a page tree and a preview for each of them.

In Web Spotlight, teams can not only preview content across multiple channels and contexts but also multiple resolutions. Creators can make sure content looks its best wherever it’s displayed with previews for mobile, tablet, desktop, and custom resolutions. Last but not least, you can streamline the review process by simply sharing preview links with colleagues to get feedback before publishing.

Preview for tablet
Previewing content across multiple resolutions

Get an unparalleled return on your content

The recent releases support content reuse and consistency, help reduce content duplication and contribute to storing confidential assets within securely. If you’d like to see how can help your organization achieve an unparalleled return on content, get in touch for a demo with one of our content experts.

To help you speed up content production even more, we plan to enable linking spaces with collections so teams can share content and assets across multiple contexts efficiently. If you want to stay on top of all improvements coming your way, subscribe to our product updates.

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