All workspace managers must adhere to our workspace management policy.
This article has been created to support key steps managers must take to comply with the content management part of the policy (see sections 4.13 and 4.14 of the workspace management policy).
Up to date content makes your workspace more usable for members and, by making sure that out of date or irrelevant information is removed, helps to improve the search functionality across the site.
You should be doing the following at least every six months:
Review metrics and document views
Reviewing metrics and document views will let you know what your members are looking at. Use this information to remove items your members do not find useful, or reposition and promote items that you think they will find useful.
To view metrics for item and page views on your workspace:
- Go to the 'Manage workspace' (three cogs icon) in the top right and select 'Metrics'
- There is lots of information in this area but for our purposes, select 'Content views'
- On this page you can see total views per item for all time, or by month. It is also possible to search by item name. Review this information and make a decision on what to remove from your workspace.
- For a more detailed analysis, it is possible to export this information to Excel. You'll see the option at the bottom of the page.
For more information metrics pages please see our guide Using workspace metrics.
Deleted items can be recovered for up to 30 days from your workspace recycle bin.
Review permissions
Regularly review your permissions to make sure that items in your workspace have the correct settings; take care that sensitive content is restricted appropriately and that items that need to be shared more widely are not subject to unnecessary restrictions.
For a quick review of permissions in your workspace:
- Go to the 'Manage workspace' (three cogs icon) in the top right and select 'Review permissions'
- On this page you can see the permission settings for each item in your workspace at folder and item level. Click 'Show/hide' to expand the folder view and confirm your permissions are set appropriately.
- For larger and more complex workspaces, you can also see this information for specific teams or differences presented on the List and Differences views.
You can also add view and modify permissions as fields on your reports. Take a look at the pinned report for 'Workspace content' as an example.
For further reading on permissions please review these guides.
Review links to content, both external and within the workspace
Take the time to review links and buttons on your workspace. Make sure links to external sites and other pages in your workspace are still working and relevant to your audience. This will be particularly important if you've removed items by following the steps in this guide.
As an exercise, put yourself in the shoes of a workspace member and try to locate information on your workspace, either by searching or clicking through the links. Could this be easier? For help building pages and dashboards please review our guide: Using folder dashboards and icon buttons to link to workspace items.
If it is turned on, also make sure to review how the navigation menu on the left hand side looks. Can it be tidier and is it showing relevant content? For guidance on how to update it, please see this guide: Managing the workspace side menu
There is more advice on designing your workspace to be user-friendly in our guide Design considerations for a workspace.