Implement best practices across your team
Your Team Library allows you to share content and work flows with your team. Save team members the administrative hassle of creating content from scratch while ensuring consistent communication and facilitating best practices. Modifications you make to Team Library content update automatically in team members' accounts.
Develop more top-performers
Identify best practices for lead follow up and client care and systematize them with Templates, Buckets, Programs, and Pipelines as frameworks. Populate your team members' accounts with the most effective Templates and processes. Selectively share content with a specific group of team members to spare others from unnecessary clutter, or set it so that specific Bucket sets, Templates, Programs, and Pipelines are automatically downloaded to all new team members' accounts.
- How to add content to your Team Library
- How to push content to team members' accounts
- Allowing team members to retrieve Team Library content
- Modifying and deleting team content
How to add content to your team library
Only team administrators can copy (add) content to the Team Library and see the Copy to Library button.
To copy a Bucket, Email Template, Program, or Pipeline to the Team Library, click on My Library, click the appropriate category on the left (Emails, Buckets, Programs, Pipelines), and click the forward arrow icon to the right of the item you want to copy. Click Team Library in the dropdown menu, and your content will be copied to the Team Library.
How to push content to team members' accounts
Team administrators have two options when creating new content: They can preset or share the content with their team members.
To preset content, simply slide the toggle switch to for Preset to the right. The created content will be prepopulated in all new team members' accounts from that point forward. You can preset Templates, Buckets, Programs, and Pipelines.
To directly share (push) content with existing team members, click the arrow to the right of the piece of content in the Library. Select specific team members to share the content with or click "Select all" to share with your entire team.
In many cases, you may want to share with your existing team and preset the content for future team members.
Team members can create their own versions of content originally pushed by the admin by using the copy feature. Once a piece of content is copied, modifications can be made and saved. The modified, saved version will exist alongside the original piece of content downloaded into the account and will not override it.
Team members can also modify a Template while sending it as part of a Follow-Up, Program step, or ScaleMail. Modifications made while sending a Template will affect that one message or ScaleMail batch and not the master Template.
Allowing team members to retrieve Team Library content
Team members can access the Library by clicking the blue Add From Library button at the top right of the Buckets, Templates, Programs, or Pipelines tab.
Once there, they can click My Library at the top left and click Team Library in the dropdown menu. This is where all team content is stored.
Team members can copy Team Library content to their personal libraries ("My Library") by clicking the copy icon to the right of the item they want to download. They can modify items once they've been downloaded by simply finding the item in their personal libraries ("My Library"), clicking it, and making changes.
Modifying and deleting Team Library content
To modify content, simply click the piece of of content you want to edit and make your edits directly.
For Templates, changes to Templates that have been preset for new team members or shared with existing team members will automatically update in those accounts. Changes to Templates that are simply available for retrieval will not automatically update in team members' accounts. In that case, only the master Templates in the Team Library will update.
Changes to Buckets, Programs, and Pipelines always affect only the master versions. Buckets, Programs, and Pipelines already in team members' accounts will never automatically update, even if they were pushed by the admin.
To delete content, click the trash can icon next on the right hand side of the item you want to make unavailable. This will delete the content from the Library but not from any accounts in which its already present.
What is the difference between using the copy icon to copy a piece of content and using the forward arrow icon to copy a piece of content?
Check the left panel of the Library navigation panel to see which Library you're in.
If you're in My Library, the copy icon duplicates a piece of content in your Library. The forward arrow icon copies/shares the piece of content to your team's Library, making it available for all team members to see and download. Only admins can see the forward arrow icon in their libraries. Individual users do not see or have this functionality.
If you're in your team's Library, the copy icon adds/downloads a piece of content to your account.
If you're in the Contactually Global Library, the copy icon adds/downloads a piece of content to your account.
Do I have to create a Template in my personal Library and then copy it to the Team Library, or can I create it directly in the Team Library?
Both ways work. An admin can create content in My Library and then copy it to the Team Library, or the admin can create content directly in the Team Library.
What is the difference between sharing a Bucket or Pipeline via the Buckets or Pipelines tab and copying a Bucket or Pipeline to the Library?
Sharing a specific Bucket allows you to share that Bucket's contacts with one or more team members. When you share a Bucket with a team member, the Bucket automatically shows up in the team member's account. Copying a Bucket to the Library allows all team members to download, if they choose to, an empty Bucket with the same name and Follow-Up Reminder. Copying a Bucket to the Library does not copy the Bucket's contacts to other team members' accounts.
Similarly, sharing a specific Pipeline allows you to share that Pipeline's data with one or more team members. When you share a Pipeline with a team member, the Pipeline automatically shows up in the team member's account. Copying a Pipeline to the Library allows all team members to download, if they choose to, an empty Pipeline with the same name and stages. Copying a Pipeline to the Library does not also copy the Pipeline's deals or any attached Programs.
Can I directly share content with team members?
You can share or preset content. Use sharing to make new content available to existing team members and preset to make it available to future team members.
Can I share content with just some team members?
All content in your Team Library is always available to all team members for voluntary download. However, you can share specific content to specific team members so that it automatically appears in their Library.
Can I group team members in saved groups when sharing content?
No, you can't group team members in saved groups for sharing in the future. You select a group of team members (or just one team member) to share content with in the moment.
How do I delete shared content?
You can delete content by clicking the trash can icon on the right hand side of each row in the Library. This will delete the content from the Library, but not from any account(s) to which it's already been downloaded. If you want to delete the content from your own account, you'll need to delete each item (Bucket, Program, Template, Pipeline) individually. There is no way for an administrator to delete content or individual items from team members' accounts. Team members must delete their own.
If I make an update to content in the Library, will the content automatically update in my team members' accounts?
For Templates that were preset or shared, content will be automatically updated, but not for Templates that were copied manually by the users. A shared Template will have a shared icon next to it in the team member's account to identify it as read-only.
Changes will not be reflected in Buckets, Programs, or Pipelines. For these types of content, only the master version (the Library version) will update when changes are made. Team members wanting the most recent version of the content will need to download it from the Library again.
Can two different Templates have the same name but different messages?
Yes. Two different Templates can exist but have the same name. If you change the name of an existing Template that has been force-pushed into team members’ accounts, it will not create a separate Template. It will simply override the name of the existing Template, both in the Team Library and in the team members’ accounts.
Can I make it so that certain Buckets, Templates, Programs, and Pipelines are downloaded by default into new team members' accounts?
Yes. You can adjust preset (default content) settings. Click a piece of content to edit it and tick the checkbox to "Include as preset in new accounts."
Why is it that, in the Library, I can only make a Program with some of the types of steps?
When using the Library to create, download/copy, and edit Programs, you can only add and edit three types of steps: Send Message, Remind Me to Follow Up, and Custom Task. Your team members can add other types of steps (Move to Program, Sync To, Add to Bucket, Remove from Bucket, etc.) once the Program is in their respective Libraries.
To do so, they need to use the editing feature in the Programs page. They can access this by clicking the Programs page, clicking the name of the Program in need of additional steps, and clicking Edit at the top right.