New Feature: Lockable Content

If you're managing a large sales team, you know consistency is key to giving all your clients a positive buying experience. Without content management, you run the risk of accidental changes that result in your clients getting the wrong information. What's more, if you don't have approved content in place, your team wastes time searching for and updating the same content over and over again.

But even if you do have a Content Library full of updated information, mistakes can still happen. That's why we've decided to introduce Lockable Content on our Enterprise plan. See how it can help you reduce the margin of error and help your team produce unified documents that result in happy clients.

Setting up lockable content user permissions

As a Primary user, you automatically have all permissions enabled. However, you can edit those permissions for the rest of your team. Navigate to Permissions under Users and Teams in Settings and you'll see two new options for each user:

• Lock Content
• Edit Locked Content

To give users access to lockable content, simply tick the box next to the option. Every user with this permission will be able to lock:

• Content Blocks (text, images, video)
• Pricing Blocks
• Entire Sections

In addition to locking, you can also choose which users get to edit locked blocks. For example, if you have multiple teams with different managers, giving the manager editing permissions on locked blocks might be a good idea.

That way, you don't have to go in and change minor details in the Terms and Conditions yourself. Instead, each manager can make the required changes for their entire team. To make this possible, simply navigate to Edit Locked Content under the manager's permissions and tick the box next to the option.

Alternatively, you can skip both of those steps if you want to give a user permission to do everything. If that's the case, simply tick the Admin checkbox under their name in Permissions.

Locking individual blocks

You can lock any individual block in your Templates. First, find the template in which you want to lock blocks and click on Edit Template.

When you find the block you want to restrict editing for, simply hover over it and click on the gear icon. As usual, a sidebar will appear on the right of your screen, but now you will also see the Lock this content option on the bottom. Once you've ticked the checkbox and saved the changes, users without editing permissions won't be able to make changes to the locked block.

Locking entire sections

In addition to locking blocks, you can now also lock entire sections of your documents. You can do this by hovering over the section name in the sidebar on the left and clicking on the gear icon.

The same as with locking blocks, a sidebar will appear on the right with the option to Lock this content. Ticking the box and saving the changes will prevent users without editing permissions to edit the section. They also won't be able to add anything new to the section as the + icons they usually use to add content won't be visible in locked sections.

Using lockable content in the Content Library

Everything you've saved into your Content Library is also lockable content. Whether it's individual blocks or entire sections, you can now make sure it stays unchanged in all documents your team sends.

Locking existing Content Library items

To lock existing Content Library items, simply click on Edit next to the item you want to lock. You can lock entire sections, for example Terms and Conditions or other content that doesn't change often. Simply click on the gear icon, tick the Lock this content checkbox, and save the changes.

And if you want your team to be able to personalize documents to each client, you can also lock individual blocks in your Content Library items. For example, you'll surely want the introduction to every proposal to be tailored to the specific situation your client is dealing with. However, you also want to stay on-brand, so team members shouldn't be able to change the imagery.

No problem, because you can simply lock those blocks. Click on Edit next to the Content Library item, locate the blocks you don't want anyone to change, and click on the gear icon. In the sidebar that appears on the right, tick the Lock this content checkbox and save the changes. Now, when your team adds this section to a new document, your imagery will remain intact and your clients will still get a personalized experience.

Saving locked content into the Content Library

Besides being able to lock content inside the Content Library, you can also save recently locked content from the Template Editor. To do this, click on the gear icon next to the newly created content you want to lock and tick the Lock this content box.

After saving the changes, click on Save this section to the Content Library. Anyone without permission to edit locked content will still be able to use it in new documents from the Content Library, but won't be able to make changes.

Final thoughts

Lockable content is here to drive consistency and improve the productivity of your sales team. Make sure your clients always get the right information and give your team a streamlined workflow that doesn't waste their time.