Content Automation Template Library Best Practices

This article applies to the following Content Automation permission levels: 

The Template Library is where the team can see all templates available for use, in one place. We’ve prepared this best practice guide to tell you some tips and tricks to ensure the team can quickly find or discover the perfect template for their need.

Tips from the Content Automation Team;

Give Content Automation Templates Meaningful Names

Names are a key factor for determining what a template can be used for. So they’re a great way to communicate a template’s intended use.

We recommend template names be unique and informative so they can be easily identified. And when deciding the name for a template, think of what terms the team is likely to search for. The search field uses template variation names and master template names to present options to the team (while the team can only see template variation name). If the team is likely to search for A4 Flyer when looking for a template, then this could be included in the name.

The template library also has options to show template information and preview, so the team can see extra information regarding the template in addition to the name.

To edit the name of a template:

1. Head to Templates.

2. Open the relevant template.

3. Switch to the Template Variations tab.

4. Select which variation you would like to rename, followed by More then Rename. 

5. Enter the new name.

Categorize Templates

Creating categories is a great way to group templates. What categories you choose to create is entirely up to you. We do, however, recommend limiting categories where possible so the team isn’t overwhelmed with options.

Categories could be temporarily based on a campaign, or more general. For example, you may consider creating a Popular category to surface commonly used templates.

To create and assign categories:

1. Select Create New Document from the sidebar navigation to open the Template Library

Here you can create or rename categories. Then simply drag and drop templates into the relevant category or categories.

You can also drag and drop categories into an order that best suits you.

Use Visual Cues 👀

Pictures can say a thousand words. You may wish to consider using symbols or emojis in category names to highlight categories or draw attention. For example, ✨ New.

One creative use of emojis we’ve seen is using the ‘tag space’ emoji at the start of a category name as a way to offset certain categories, creating primary and secondary categories.

Keep Your Library Up To Date

Templates are frequently created, updated, or archived. Categories should also be updated as needed. If you see a category that doesn’t have many or any templates, it’s probably time to remove that category.

To delete a category:

1. Select Create New Document from the sidebar nav to open the Template Library.

2. Click on the category.

3. In the top right-hand corner click the More button (...)

4. Click Delete category.