References across spaces strategies

The References across spaces feature allows you to reuse content across multiple spaces without duplicating and synchronizing it whenever an update is required.

Consider the following factors when using References across spaces:

1. Define the purpose of using references across spaces. You need to be clear on why this feature is important for your organisation, and plan accordingly. We recommend using References across spaces to:

• increase content reusability and reduce custom built solutions.

• enhance consistency across your organisation.

• provide granular access to shared (global) content to prevent undesired changes from affecting the quality and consistency of shared content. 

2. Determine what will be shared across your organisation to avoid duplication of data in each space. The most common reusable content and components across different channels, business units, markets, and regions are:

• headers and footers

• navigation menu 

• legal content (T&C) 

• product catalog

• design components. 

NOTE: Depending on your unique organisational needs, you might have different content and components to share across the organisation.

3. Define clearly which teams will use the shared content from your source spaces. It’s important to have the right users access source spaces. Those who need to work with shared content need at least READ access. For more information about how to set up access rights, see Roles and permissions for References across spaces.

4. Define roles and permissions in the new setup of your organisation. Make sure only responsible people in the source spaces have editing access to the shared content. 

5. Test and iterate in lower level environments before moving your model to production.

6. Document examples and best practices. Include them in your organisation's documentation system to help users understand how, why and where you are using the References across spaces feature.

7. Monitor content reusability in your organisation. Actively check for duplicated content across spaces to avoid potential inconsistencies, and improve content reusability.