How to use the Account Library

Share one journey map, persona, or template across every workspace in your account and keep it in sync from a single source.

The Account Library makes an item available across all your workspaces as a single synced reference. Edit it once and the change appears everywhere it is used, which is the difference between the library and a plain copy.

Plan availability

The Account Library is available on the Framework and Governance plans only. To use it, upgrade your plan.

The Account Library appears once your account has a second workspace, so you need at least two to use it. See How to create a workspace if you only have one.

In this guide

1. What the Account Library is

2. How to add an item to the Account Library

3. How to edit a shared library item

4. How to remove an item from the Account Library

What the Account Library is

The Account Library is a shared content layer for your whole account. An item you add to it stays a single source: it shows up in every workspace, and editing it in one place updates it everywhere it is used. A copy, by contrast, is an independent duplicate that does not stay in sync.

It lives in the left sidebar as the Account library item, directly above your list of workspaces.

The Account library item sits above your workspaces

The page is split into six tabs for the content types the library holds: Journey maps, Hierarchies, Personas, Portfolio, Metrics, and Templates. Each tab lists the items of that type currently in the library.

Account library, Journey maps tab

Wherever a library item appears, a globe icon sits next to its name. Hover it and the tooltip reads Account library item, so you can tell a synced item apart from a workspace-only one at a glance.

The globe marks an item as shared across the account

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How to add an item to the Account Library

Admins and editors of a workspace can add items to the library. Open the relevant list in a workspace, then add a single item from its row menu or several at once from the bulk action bar.

1

Open the list for the item type

In the workspace sidebar, open the list for what you want to share, such as Journey maps, Personas, or Templates.

2

Add the item from its three-dot menu

On the item's row, open the three-dot menu and choose Add to account library. On a journey map or template row the same action reads Move to library instead.

Persona row menu: Add to account library

Journey map row menu: the same action reads Move to library

3

Or add several at once

Select the rows you want with their checkboxes, then click Add to account library in the bulk action bar.

The item stays in its original workspace and also becomes available everywhere else in the account.

Adding a journey map brings its linked items along

When you add a journey map, Smaply confirms that its linked items (opportunities, pain points, solutions, metrics, and personas) come into the library with it. Those linked items stay in the library even if you later move the map back out.

Adding a portfolio item on its own leaves its links behind

When you add a portfolio item (such as a pain point) to the library by itself, its linked portfolio items (related opportunities, solutions) do not come along; they stay in the origin workspace. That is the opposite of adding a journey map, which brings its linked items with it.

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How to edit a shared library item

Open a library item the way you open any other, from the Account Library page or from any workspace it appears in. A banner reading You are editing an Account Library item. sits at the top of the editor.

The banner confirms your edits propagate account-wide

That banner is your signal that the change is not local: edits to a library item flow to every workspace and every map where the item is used.

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How to remove an item from the Account Library

Only account admins can remove items, a tighter requirement than adding. Work from inside the Account Library page.

1

Open the remove action

On the item's row, open the three-dot menu and choose Move out of library. To remove several at once, select them and click Remove from account library in the bulk action bar.

Inside the library, the remove action is Move out of library

2

Pick the workspace it returns to

In the Move journey map out of library dialog, use the Select team workspace dropdown to choose which workspace the item moves back into, then confirm. If removing the item would affect other journey maps that use it, Smaply warns you first.

Choose the destination workspace before confirming

Warning: a library item is a reference, not a copy

Deleting a source library item removes it from every workspace it appears in. If you instead made a manual copy of the item, that copy is independent and is not affected.

Related topics

How to copy assets across workspaces

Make an independent duplicate of a journey map or template in another workspace.

How to create a workspace

Add the second workspace that activates the Account Library.

How to create and use templates

Save a journey map as a template and start new maps from it.

How to manage personas

Work with the personas list, including adding a persona to the library.