Get your Act(On) Together - helpful tips to organize your Act-On instance
Add to that the possibly thousands of Images and Media files - and dozens of folders in EVERY section… and things get scattered, lost, confusing, and frustrating… QUICKLY!!
Now, I wish I were here to tell you we had sub folders, but not yet…
What we DO have are a few tips and tricks to use to cleanup your instance:
Organize your Folders:
The lack of sub foldering makes organizing your Folders difficult, but that's not reason to accept an unorganized mess. You can use two different options to help keep things squared away:
For Lists and the Media Library, you can use the 'Manage Folders' option to rename, reorder, and hide specific folders!
Reordering folders affects ALL users, but the Hide option only affects your user's view
Simply hover over the top of your folder list and click on 'Manage', then drag and drop your folders into a more organized layout - I layout our folders as-if there WERE subfolders - grouping like folders together.
To Hide a folder from your view, just uncheck the box on the left-side of the Manage Folders window.
For Landing Page, Forms, Images, and other sections of the platform, there is no 'Manage' icon - instead, use the 'eye' icon to show/hide folders and simply click and drag the folders themselves to rearrange!
Mass-Move assets (not available yet in Lists or the Media Library - ONLY available on PC/Windows)
Once you have your Folders lined up and cleaned up, now it's time to get the Assets into the folders they need to be in. I know that thanks to the 'Default Folder' being the default option when uploading or creating assets, that's where A LOT of them end up - not very helpful when searching for them.
Luckily, you can avoid moving them one at a time - thanks to the mass-move functionality!
Directly within your asset list, simply hold down Ctrl, and click to select multiple assets, then (still holding Ctrl) drag them to the folder of your choice! It IS that easy!! You will see the assets highlighted in blue as you select them, so you know what you've grabbed.
Delete and Archive
As marketers, we are often concerned about deleting an old asset, image, or list - what if it has something that we need?!?!
Well, my suggestion is to bite the bullet and dump the junk.
Go through your assets/list listings at least 2/year and see how many items you can (safely) delete. If it isn't in use any longer, but you still need it for one reason or another, create yourself an 'archive' folder to store all of the outdated assets in.
When it comes to list deletion, Act-On has you covered - when you go to delete any list that is in use/is the source list for any Automated Program OR List Maintenance Program, a handy warning box will pop up.
So, get in there and start clearing up some space!!
With these tips, you can quickly and easily start cleaning up your Act-On instance.
A clean workspace is a happy workspace!
------------------------------
Robert Kohnke
Marketing Operations Strategist, Act-On Software, Inc.
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Comments
1 comment
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Jacquelyn Lane
Senior Manager, Marketing Automation & Technology, TransPerfect
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-------------------------------------------
Original Message:
Sent: 09-10-2018 17:11
From: Robert Kohnke
Subject: Get your Act(On) Together - helpful tips to organize your Act-On instance
Between Form Submissions, Webinars, and the avalanche of Marketing Lists - most accounts have 100s (if not thousands) of lists to contend with.
Add to that the possibly thousands of Images and Media files - and dozens of folders in EVERY section… and things get scattered, lost, confusing, and frustrating… QUICKLY!!
Now, I wish I were here to tell you we had sub folders, but not yet…
What we DO have are a few tips and tricks to use to cleanup your instance:
Organize your Folders:
The lack of sub foldering makes organizing your Folders difficult, but that's not reason to accept an unorganized mess. You can use two different options to help keep things squared away:
For Lists and the Media Library, you can use the 'Manage Folders' option to rename, reorder, and hide specific folders!
Reordering folders affects ALL users, but the Hide option only affects your user's view
Simply hover over the top of your folder list and click on 'Manage', then drag and drop your folders into a more organized layout - I layout our folders as-if there WERE subfolders - grouping like folders together.
To Hide a folder from your view, just uncheck the box on the left-side of the Manage Folders window.
For Landing Page, Forms, Images, and other sections of the platform, there is no 'Manage' icon - instead, use the 'eye' icon to show/hide folders and simply click and drag the folders themselves to rearrange!
Mass-Move assets (not available yet in Lists or the Media Library - ONLY available on PC/Windows)
Once you have your Folders lined up and cleaned up, now it's time to get the Assets into the folders they need to be in. I know that thanks to the 'Default Folder' being the default option when uploading or creating assets, that's where A LOT of them end up - not very helpful when searching for them.
Luckily, you can avoid moving them one at a time - thanks to the mass-move functionality!
Directly within your asset list, simply hold down Ctrl, and click to select multiple assets, then (still holding Ctrl) drag them to the folder of your choice! It IS that easy!! You will see the assets highlighted in blue as you select them, so you know what you've grabbed.
Delete and Archive
As marketers, we are often concerned about deleting an old asset, image, or list - what if it has something that we need?!?!
Well, my suggestion is to bite the bullet and dump the junk.
Go through your assets/list listings at least 2/year and see how many items you can (safely) delete. If it isn't in use any longer, but you still need it for one reason or another, create yourself an 'archive' folder to store all of the outdated assets in.
When it comes to list deletion, Act-On has you covered - when you go to delete any list that is in use/is the source list for any Automated Program OR List Maintenance Program, a handy warning box will pop up.
So, get in there and start clearing up some space!!
With these tips, you can quickly and easily start cleaning up your Act-On instance.
A clean workspace is a happy workspace!
------------------------------
Robert Kohnke
Marketing Operations Strategist, Act-On Software, Inc.
------------------------------
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