It’s frustrating when you cannot find what you are looking for. Whether it is your keys or the ever-elusive appreciation letter from the company – searching for things is bound to waste your time. Therefore, it is imperative to stay organized. Fortunately, Pardot offers Folders and Tags to organize your contents in an easy to find structure.
Oftentimes, the benefits of file and asset management are overlooked; however, keeping your content organized, and easy to find, will save you time. Not only will it save you time, it will also improve the workflow of your organization’s activities. When marketers on your team are looking for specific assets (email templates or landing pages) – to include in a new offer; or, your design staff is building out a new campaign – having folders that are easily navigable, enables marketers to complete their tasks effectively and efficiently. If you have applied proper tags to your marketing content, then you can use tags to filter data tables in Pardot.
It is important to place your files into easily identifiable folders with a structure that makes sense to other users. It is also possible to share the folders with groups. Sharing folders will help you to not only protect your folders’ content; but, it will also enable you to assign appropriate access to user groups.
In Pardot, you can use, global search, to search for a file across all folders without the need to look for a folder in which you originally placed the content. As your organization grows, and you need to quickly find a specific file, relying on global search is highly inefficient and ineffective. Therefore, before going ahead and creating folders in Pardot, it is important to discuss the folder structure.
Getting organized always seems like such a chore. I am sure many of us can still hear the words of our parents similar to this – there is a place for everything, and everything should be in its place. Therefore, it is very important to organize your content in structured folders.
By keeping in mind your marketing content categories, you can design a folder structure that increases productivity. The first step you can take, in your folder management, is to use a pyramid structure and consider high-level categories that house all your subfolders.
Depending on your organization’s needs, and size, you will need the different number of folder tiers. A common mistake in building out a folder structure is that, rather than starting out simple, users opt for too much granularity from the very beginning.
I personally prefer to structure folders by fiscal years. Structuring folders by fiscal years make it easy to identify and archive marketing contents. Contents that are going to be used often, can be placed in an Ongoing folder, as shown in the following screenshot.
Whenever you creates a new marketing asset you must choose a folder to store that content. You can store the following types of content in a folder – Automation Rules, Files, Custom Redirects, Campaigns, Layout Templates, Forms, Form Handlers, Emails, Landing Pages, Dynamic Content, Drip Programs, Multivariate Tests, Lists, and Email Templates.
The preceding screenshot displays, how a marketing team member stores email template into a folder i.e. Email templates/2017.