Expand the following sections to understand best practices for naming, tagging, and structuring content:
Use Folders to structure content
Create Folders to group related content in the Whatfix Dashboard, improving manageability and discoverability. Here are a few examples:
Group by Function or Department: Create folders that reflect your organization's structure or business processes (for example, Sales, HR, and Procurement) rather than generic names.
Group by Release Cadence (Task-Specific): For content tied to specific updates, create folders based on your product release schedule. For example:
Q1 2026 ReleaseorVersion 2.0 Updates. This enables you to isolate and test new content before it goes live.
Standardize Naming Conventions (Nomenclature)
Adopt a consistent naming convention that helps you and other content authors quickly identify the purpose of a Flow or widget without opening it. This is critical for teams with multiple authors or large content libraries.
Do: Use clear, descriptive names.
Avoid: Using abbreviations unless they are standard across your entire organization.
Recommended Structure: Use the format [Process Name] - [Sub-process/Function] - [Content Type].
Example 1:
Onboarding - Employee - FlowsExample 2:
Procurement - Vendor Registration - Pop-upsExample 3:
Sales - Lead Management - Smart Tips
Use Tags to Segment Content
While folders organize content for admins, Tags enable you to segment content for end-users and specific application pages. This ensures that users only see the guidance relevant to their role or the page they are currently viewing.
Understand Tag Types:
Role Tags: used to segment content based on user roles (for example, Admin, Editor, Translator). These rely on unique identifiers, such as Window Variables or Local storage value to recognize the user.
Page Tags: used to restrict widget visibility to specific pages (for example, display a "Asia Region" widget only on relevant pages based on the URL).
For more information, see Tags for Segmentation.
Track and view Content with filters
When you work in a collaborative environment, you might need to track and find content created by other content authors. Moreover, as your library grows, locating specific content across different stages (Draft, Ready, Production) can become difficult. Use the Dashboard's Advanced Search and Filter features to find exactly what you need.
Use Advanced Search:
Use the search bar in the Dashboard to find content or widget by title:
Note:
The search results are retained across all stages (Draft, Ready, Production), so you don't need to search again when switching tabs.
Apply Filters:
Click the Filter button next to the search bar to narrow down results:
For example, filter by:
Type: Displays all content of a specific type. For example, Flow, Video, and Smart Tip.
Tags: Displays content based on a tag. For example, Onboarding or Sales.
Created By: Displays all content created by a specific user.