How many projects to fit your needs?

Jan Cerman, Samina Minda Hossain

5 minutes

Spaces / Collections / Projects

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One of the initial decisions of your Kontent.ai implementation is how to organize content in your project and whether you need to use more than one project.

Go with a single project as a rule of thumb

A single project is usually sufficient to cover typical content needs. You can use collections to divide content in the project to mimic your business structure and spaces to divide the content presentation. The rule of thumb here is to use one project unless you’re sure you need more. Going on the route of having multiple projects requires you to:

Recreate the content model.
Manage multiple channels or brands in different projects.
Redo the technical setup for your channels.

However, there might be some exceptions. Multiple projects may be the way to go if you have distinct types of content that share very little or nothing.

Questions to help you decide

When figuring out if you need one or more projects, it all comes down to these questions:

Do you need to reuse content across all your content?
Can you maintain one unified content model?

If you answered yes to either of these questions, go with one project. It’s the safest option. Sharing content among multiple projects is complicated, while a single project ensures you can accommodate your content model to fit all your content. If you’ve answered no to both questions, you likely have separate content repositories suitable for individual projects.

What’s shared within one project?

Here are the main settings that a project shares:

Content model and related functionality – Establish a consistent content structure and relationship that simplifies content creation, management, and reuse. A content model with solid relationships helps content creators follow the structure, reducing the time spent training and errors made.
Workflows – Ensure every piece of content undergoes the same process, maintaining quality and consistency. Workflows help teams collaborate efficiently, understand the workflow steps, and track the content’s status across the project.
Roles – Determine the access level for each role to create, edit, view, and delete content, ensuring that team members have access to relevant content based on their responsibilities.
API keys and webhooks – Simplify integration and interaction with external services and applications. Central management of API keys and webhooks ensures consistent and secure integrations, helping reduce vulnerabilities and the complexity of managing multiple sets of keys and webhooks across various projects.

Maintaining a single project means easier management, consistent security measures, unified content management and workflows, and reduced user and API management overhead. However, there’s limited flexibility that serves the various needs of different types of content and teams. With multiple projects, there’s room for customizing workflows, roles, and content models to address the specific needs of teams and different content types. However, this route further complicates management, raises the risk of inconsistent security measures, and potentially duplicates your effort in managing similar projects.

Group your content for efficient organization

Your projects can grow faster than you expect. To scale your content production, use collections to group your content based on your organization’s needs and structure.Combine spaces with collections to divide the presentation of dedicated content. Spaces primarily focus on presenting multiple websites from one project by configuring multiple Web Spotlight roots and corresponding previews. By using this combination of spaces and collections, your team has a robust focus on which website’s content to work with.All in all, where you’d consider multiple projects, imagine collections and spaces instead. With the proper setup, they create clear boundaries for content and ensure that the right people have access to the right content.

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