Gallery Getting Started Guide for Admins

Kapost Gallery Guide for Admins

Are you ready to take your rock star marketing content to the next level?  This guide will help you successfully implement and manage the Kapost Gallery.  

The Gallery provides an easy way to organize content so that teams can quickly find and use assets. Use Bundles to create and share a content journey with key stakeholders, customers, and prospects.  


The 6 Steps to Achieve Success

1.  Bring Together the Right Team

When launching a gallery it's important to have clear owners to manage the implementation and administrative efforts but it's equally important to include stakeholders from your intended audiences.  These key members of other teams can help determine which configurations will work best as well as act as key influencers through the adoption of Gallery.

2.  Configure your Gallery

Collection Groups

Think of your Collection Groups as the places you would like to make content available.  Simply name each Collection Group by its intended location such as SalesForce or an internal website.  Within each Collection Group will live Collections that matter most to that audience.  Gallery permissions allow you to show collections to users as is appropriate.  


Collections are a great way to group content together by initiative, topic, or other specifications. Content should be grouped together in a way your consumers will most likely be looking for it.  Start by thinking of your intended audiences within your company.  How do they think about content? Successful implementations always involve a few key stakeholders from your audiences to influence how content should be organized.  Note that Collections can live in multiple Collection Groups and permissions can determine who should see which Collections.  

Add Content to Your Collections

Content can by added to Gallery from Studio or can be uploaded directly through the Gallery.  Anything you upload into Gallery will also appear in Studio, but only content added to the Gallery tool is available in the Gallery. Use the All Content section of Gallery to locate key pieces. Drag and drop them into your Collections.  

Add Permissions to Your Collections

Each Collection will be restricted to authenticated (logged in) users by default.  This means that anyone accessing the collection will need to log in.  You can adjust settings so that only the appropriate users have access to each collection.  When someone accesses the Gallery Collection Group, Kapost knows who they are and only shows them the collections that you've configured for them to see.

Add Idea Submission

As a marketer, you want to know when your audiences are looking for content and end up empty handed.  Enabling Idea Submission lets your users submit ideas from the Gallery to fill in gaps and increase collaboration between your teams.  Making this feature available is quick and easy.  Start with the ease of quick submission which only requires users to put in a title and description of their ideas.  All ideas flow into the ideas section of the Kapost Studio.  

Optimize with Collection Rules, Filters, and More

Collection rules allow you to automate the process of curating content into collections.  This is a great way to streamline the administrative efforts of managing the Gallery.  Keep things simple so they are easy to understand and make sure to communicate to your Studio Users what will automatically organize into collections.  You can also adjust which filters your users have access to and which values within those filters they should have as options. 

3.  Make Gallery Available to your audience(s)

A Collection Group acts as a landing page for each of your content locations.  When your audiences access this page, they will be presented with the appropriate collections based on the permissions settings you have configured.  Users can choose a collection to filter, find, and interact with your content.  You can make these Collection Groups available to your audiences via a URL, embedding the Gallery in websites such as an intranet, installing the Salesforce Gallery App, or making Gallery available in Salesforce via a URL.

4.  Enable your Audience with Training, Tips, Tricks, and more!

This is a product launch! You're a marketer, you've got this! Help your audiences as they use a new tool.  Make sure your users have materials to help them learn how to use the Kapost Gallery and understand how you've organized content.  Continually provide reinforcement of a new process and solution through meetings, emails, internal websites, and more.  Consider tracking top sharers and top downloaders and rewarding them with recognition or small prizes. 

5.  Gather Feedback

Make sure to establish a feedback loop as you launch Gallery. Lean on your key stakeholders in particular for feedback.  Many teams use a test group of users to launch the Gallery with to gather feedback before a larger launch.  Making sure teams have a process for getting their questions answered and voices heard is a critical component to successful adoption.  Even after your launch you'll want to continue to hear feedback, implement changes, and communicate key information.

6.  Gain Insight into Asset Performance  

See how often your teams are viewing, downloading, and sharing your content. Check out your internal reach metrics inside of Kapost Insights.  Insights are available off the top navigation bar.  Then choose the reach tab.  Ensure you're looking at internal (not external) metrics.  

Best Practices by Kapost Pros

We asked the Kapost community for their best Gallery best practices. Below is a list of the latest and greatest to help you become a Kapost Gallery rock star!

1.  Assign a Gallery Point Person

  • Choose a team member to serve as a resource to take feedback, answer questions, and set up Gallery based on company needs.

2.  Collaborate with Your Stakeholders

  • Ask them how they want to see content organized. What filters will they find helpful?  How do they think about content?

3.  Prepare Your Internal Users

  • Don't underestimate the need for reinforcement with your teams.  Adopting a new location for discovering content takes some time and reinforcement is key.  Find more than one way to remind people about the Gallery.  Leverage resources such as the Using Gallery Video Tutorial.  

4.  Simplify Your Gallery Structure

  • Include no more than 4-6 Collections per Collection Group for each audience.

5.  Create an “All Content” Collection

  • Not sure of your audience(s) yet? To get you started, create a catch-all “All Content” Collection that houses every piece of content that lives in Gallery. When you get more comfortable, you can add additional, segmented Collections later.

6.  Create Rules

  • Add a rule or choose “Auto Add Content” to better manage new content being added to Collections that matter most. See Gallery Auto Add Rules.

7.  Share Your Gallery Wherever Your Audience Works Today

  • Does your company use an internal communication portal or community?  Are your sales reps often working in Salesforce?  Embed your Gallery where it’s easiest to get content in the hands of your sales teams and internal audiences.

8.  Establish Communication, Feedback, and Update processes

  • Even after the launch of Gallery, you'll need a system in place to hear from your users, gather feedback, and make changes.  These processes are critical for long term success with Gallery.


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