Trends & Insights

How to organize and manage content in Seismic

By Tony Smith — On 8 January 2025

A well-organized content library is the cornerstone of efficient and effective enablement. When designed thoughtfully, your library becomes more than a repository—it’s a tool that enhances productivity, ensures security, and scales alongside your business. Here’s how to set up a library in Seismic that works seamlessly for your teams.

The Importance of a Well-Structured Library

An organized library empowers content owners to manage, create, and sunset content efficiently, all while enabling end users to find what they need easily. One of the unique strengths of Seismic’s sales content management platform is its ability to separate the content management experience from the end-user experience.

Think of it like this: while the “kitchen” where content owners work might be full of moving parts, the “living room” for end users remains polished and perfectly organized. This separation enables your teams to work productively behind the scenes without compromising the user-facing experience.

Building the Foundation: Best Practices for Library Structure

Establish a Logical Folder Hierarchy
Start by defining a structure that mirrors the way your organization operates. Whether you organize content by product, geography, or business unit, the key is to create a structure that feels intuitive to those managing the content.

For example, a regional setup might include folders like “APAC” and “EMEA,” ensuring content owners see only the materials relevant to their responsibilities. This minimizes distractions and supports productivity.

Use Custom Content Properties for Categorization

Every organization has its own “vocabulary” for categorizing content. Custom content properties (such as tags or metadata) allow teams to apply that vocabulary, enabling precise filtering and easy retrieval of assets.

Tip: Consistent naming conventions are essential. A clear, uniform approach not only helps with internal searches but also enhances your brand when content is shared externally.

Set Up Clear Access Permissions

Properly configured access permissions are critical for streamlining workflows and reducing noise. There are three levels of permissions you can assign:

View: For users who need access but won’t edit or manage content.
Edit: For content owners responsible for updates and publishing.
Manage: For administrators overseeing the structure and assigning permissions.

Assign these permissions thoughtfully, grouping users where possible to avoid overcomplication.

Workflow Management and Governance

A library isn’t just about where content lives—it’s also about how content moves through its lifecycle. Implementing clear workflows ensures every piece of content is properly reviewed, approved, and eventually archived or purged when it’s no longer relevant.

This process also supports compliance and accountability. Keep a permissions blueprint as part of your content governance documentation to make it easy to audit and adjust access as your business evolves.

Bringing It All Together

Combining an intuitive folder structure with thoughtful permissions creates a powerful system that drives:

Enhanced Productivity: Content owners spend less time searching and more time creating.
Improved Security: Only authorized users can access sensitive content.
Scalability: A well-structured library adapts to your changing business needs.

Addressing External Content Challenges

If you’re syncing content from systems like Google Drive or SharePoint, you may inherit folder structures you can’t modify. In these cases, clearly differentiate synced content from Seismic-managed content using distinct folder labels. This helps content owners quickly identify what they need while maintaining best practices for your internal assets.

A Best Practice Worth Highlighting

One proven approach is to separate your active content from other materials. Create distinct folders for active content, archived content, and admin/testing materials. This ensures your dynamic folders, which surface content to end users, only pull from vetted, up-to-date assets.

For instance, an “Active Doc Center” folder can house all the materials intended for user profiles, while other content remains safely stored in separate, non-visible folders.

The Path Forward

By thoughtfully designing your library’s structure and workflows, you can transform content management from a challenge into a strategic advantage. With tools like Seismic’s content properties, permissions, and workflows, your teams can focus on what matters most: delivering impactful content to drive success.

If you’re ready to refine your content library, Seismic University offers courses that can help you get started. And as always, our solution consultants are here to guide you every step of the way.

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