Guidelines for Digital Experiences Content in Enablement Programs

Enablement Workspace

The Enablement add-on license provisions a workspace named Enablement in the Digital Experiences app, where you manage the content that you want to use for exercises in Enablement programs. There’s no requirement to first enable the Digital Experiences app. To access the workspace and manage content, you must be assigned the appropriate contributor role by a Salesforce admin.

Only the provisioned Enablement workspace supports content for exercises in programs. If you already use Digital Experiences outside of Enablement, other workspaces that you create or already use aren’t compatible with Enablement programs.

Note If you’ve already reached your org’s limit for the number of workspaces or channels, the Enablement workspace isn’t provisioned. For help with provisioning the workspace, submit a Salesforce Customer Support case.

The Enablement workspace supports all types of programs, including Enablement Lite and Partner Enablement programs.

The Enablement workspace is also available by default in a Full sandbox. In a Developer, Developer Pro, or Partial Copy sandbox, an extra step is required to create the workspace. See Sandbox Support for Enablement.

Contributor Roles

To give permission to users who manage content for Enablement programs, a Salesforce admin can assign these contributor roles in the Enablement workspace.

• Content Admins can create and publish content in the workspace, and manage contributor roles for other users.
• Content Managers can create and publish content in the workspace.
• Content Authors can create content in the workspace, but can’t publish.

Because only published content can be used in Enablement programs, we recommend that you assign the Content Manager contributor role to all users who contribute to programs. This role provides the appropriate access for Enablement. See Assign a Contributor Role in the Enablement Workspace.

Tip If a user already has the Content Admin contributor role assigned, there’s no need to downgrade them to Content Manager.

Permissions and Roles Required for Creating Content

To manage content for exercises in Enablement programs, a user must have an appropriate contributor role in the Enablement workspace in the Digital Experiences app or an appropriate combination of permissions.

User Type	If the user has...		Then the user can...
	Design and Deliver Enablement Programs OR Design and Deliver Enablement Lite Programs	Content Manager contributor role	Save drafts and publish content (one click) from Program Builder	Save Drafts and Publish content (Two Clicks) from the Enablement workspace
Standard user
		—
Salesforce admin
		—

Ways to Create Content

To publish content for use in a program, you can start either in the Enablement workspace in Digital Experiences or add content directly from Program Builder. Starting in the Digital Experiences app provides more options for managing content records, but starting in Program Builder requires fewer clicks and less navigation.

• To add content in Digital Experiences, you first create content in Draft status, and then you manually change content to Published status. Adding content with this workflow requires two separate manual steps. To learn more, see Create a Link or Video for an Exercise from Digital Experiences and Create Rich Text for an Exercise from Digital Experiences.
• To add content from Program Builder, an option to create content is available when you search for content to use for a specific exercise. Adding content with this workflow saves content in Draft status and moves the content to Published status with one click. To learn more, see Create Content for an Exercise from Program Builder.

Content Types

The Enablement workspace defines content types that are compatible only with Enablement programs. These content types support specific exercise types in Program Builder. For a list of exercise types and corresponding content types, see Exercise Types in Enablement Programs.

Note The Image content type is used only for images that appear in Rich Text content types for use in Lesson exercises in programs. You can use the Image content type to manage images separately from the Rich Text content types that reference them. By itself, the Image content type doesn’t correspond to any exercise type in Program Builder. To learn more about managing images outside of rich text, see Add and Publish an Image for Rich Text Content from Digital Experiences.

Content Status

Outside of the Enablement add-on license, the Digital Experiences app allows you to move content through a workflow with different statuses, such as Draft, Published, Revised, and Archived. However, because the Enablement license provides limited functionality in Digital Experiences, follow these guidelines for content in Enablement programs.

• An exercise in an Enablement program can only reference content that’s in the Published status.
• To optimize storage of your managed content, only publish content that you plan to use in a program. Leave all other content in Draft status.
• The Enablement workspace supports unpublishing or deleting content that was previously published, but only if that content isn’t used in a published program.
• In Program Builder, you can only add and publish new content or edit previously published content. You can’t unpublish or delete previously published content from Program Builder.

Content Installed from a Managed Package

If you install Enablement programs from a managed package, the package can also install a separate Digital Experiences workspace with a name that the package owner defines. This workspace contains content for exercises in the packaged programs. For this content, you can change its publication status, but can’t edit the content otherwise. New versions of the managed package can upgrade content in this workspace.

Versions

The detail page of any content in the Enablement workspace includes a version history list. With this list, you can view the publication history of content and restore a previously published version.

For example, when you first publish a link, the version history on the link’s content detail page shows one version, with a status of Published. When you edit the published link, the version history shows a second version, with a status of Revised. When you publish the edited link, the version’s status updates to Published. If you later decide that you want to revert to the first version of the link, you can click the Restore icon. The Restore option creates a third version, the content of which is the same as the first version.

If you insert images in rich text, the images are published as separate Image content type records in the workspace. You can iterate and revert images independently from the rich text that references them.

When you publish a new version of content referenced by an exercise in a published program, the program shows the new version automatically. Assigned users receive your updated content right away.

When you edit content directly from an exercise in Program Builder and save your changes, a new version of the content is created and published.

Usage Info

The Usage Info tab on the detail page of a content record in the Enablement workspace lists the published programs where the content is used. Before you unpublish content records, check whether the content is used in a published program.

Important For Enablement Lite, the Usage Info tab doesn't show data if you published a program, turned off Enablement Lite, and then turned it on again. In this case, unpublish your Enablement Lite programs and republish them to see the Usage Info tab details.

Collections

The Enablement workspace supports Salesforce CMS collections, which you can use to group multiple records of the same content type together in a single container.

With a collection, you can publish multiple records at the same time. However, in a program, you can still reference only one published link, video, or rich text record per exercise. For example, you can’t publish a collection and then automatically reference all records in that collection from a program.

Importing and Exporting Content

The Enablement workspace supports the Salesforce CMS capabilities for importing and exporting content. You can export content in .zip files that you can import back into the workspace. You can import only the specific content types that the Enablement workspace supports: links, videos, rich text, and images. To learn more about the import requirements and the export format, see Import and Export Content with Salesforce CMS.

Localization

The Enablement workspace supports only English for content.

Storage

The Enablement add-on license allows a minimum of 10 GB for content storage in Digital Experiences.

You can view your company’s current storage. From Setup, in the Quick Find box, enter Storage, and then select Storage Usage. Scroll to the Current Data Storage Usage section, and find the Managed Content Bodies item.

Note This value shows the total storage for all your CMS content, not just content in your Enablement workspace.