Using the Content Management Tool

Modified on Mon, Jul 22 at 4:13 PM

This article explains how to use the Content Management tool in the admin. This section can be viewed and managed by admins with the Content Manager role. 

In this article:

Note: If you'd like to learn about keywords and how they are used in the Engagement Rx system, see this article.

To get to the Content Management system, go to the Settings section in the admin and enter the Portal  Management module. Select the portal (if you have access to more than one), then select "Content" from the menu on the left-side menu of the page:


You are now on the content management page... 

Managing Content

Managing content may include setting the status of system content (this is content already existing within the system) and creating custom content (this is content that you can add to a portal library). 

On the main content management page is a table that lists content with columns for title, type (denoted by icon as either text or video), keywords, and current status (enabled or disabled) within the portal.


  1. You can search for content based on keywords and/or title. 
  2. For system content, the actions menu allows you to preview the content, change the status to either enabled or disabled, and clone. Cloning content is a simple way to make edits on a piece of system content that you want to change; after cloning and editing, you can save and enable the revised content and disable the system content. For custom content, you have the same options and you can also delete content.
  3. The title of the content.
  4. Keywords associated with the content. (See this article for a full list of system keywords.)
  5. Type of content is denoted by icon: content can be an article, a PDF, video, or an audio.
  6. A green circle represents enabled content and a pink circle represents disabled content. When content is enabled, it can be viewed by portal members in their content library and it can be used in flows, challenges, to-dos, and inserted into communications. 
  7. A check indicates that the content is system content.

Using the Actions Menu on the Table

The actions menu appears in the farthest left column of the table.

System Content Actions

The only actions that can be taken for system content are preview, clone, and status change:


  1. Preview: Allows you to view the article along with related data (author, date of most recent modification, status, related keywords, and unique ID).
  2. Clone: This will copy the content and apply a new ID. This feature is intended to allow clients to edit system content (system content cannot be directly edited). If a piece of system content contains something you want to edit, simply clone and edit, then disable the original system content; this process essentially replaces the system content with the edited custom content.
  3. Status: Change the status (disabled content is not accessible for use in the portal).

Custom Content Actions

Custom content is the content that is created by clients. Because it is client content, it can be directly edited and/or deleted (unlike system content).

Previewing custom content provides the following information: author, date of last modification, status, related keywords, unique ID, and a "Live Content URL" with a copy button. 

Searching for specific articles

There are two ways to search for a content piece:

  1. Scroll through the table: content is listed in rows with the title, related keywords, the date of last modification, and the current status of the article listed in columns.
  2. Enter the partial or full article/video title or enter the keyword(s) into the search-bar.

Explaining Keywords

Keywords are not mandatory, but they can be used for two main reasons:

  1. To search for content related to the keyword.
  2. To categorize articles into their appropriate group when they appear the member content library.

For system content, you can select the action icon for a specific piece of content to preview or change status (system content cannot be deleted or directly edited). For custom content, you can select the action icon for a specific piece of content to preview, edit, change status, or delete. 

Creating Custom Article Content

There are two ways to add custom article content:

  1. Create and add new content (for articles, PDFs, videos, and audios).
  2. Clone system content and edit it to your liking (for articles, as mentioned above).

With either action, you will need to use the editor page. If the content is new, the page will be empty; if you clone content, the fields will already be filled out, including the Body (main article content). 

To create new content, select the CREATE button at the right, top corner above the content table. The choose the type of content you want to create:



Creating an Article

  1. Set the status for the content (enabled is viewable for members, disabled is not).
  2. Add a title that members will see (required).
  3. Add the article content (adding images, links, and formatting can be done using the menu at the top of the body field).
  4. Add the estimated time that the content takes to be consumed. For content that is primarily text, common recommendations are to estimate 200 words per minute. 
  5. Add the keyword(s) for searching and organization purposes; keywords are also used to determine how content appears in the member's library; see this article to learn about keywords and which ones to use.
  6. Add a thumbnail image for the article to appear with in the member's content library. Accepted file types are .png and .jpg, with a size of 300 x 200.

Add Videos, Audios, and PDFs

Adding a custom video, audio, and PDF requires a title, a thumbnail image (.jpg or .png, 300 x 200), and keywords. Simply add the file to the drag-and-drop field and wait for the file to be uploaded (videos and audios will take slightly longer than PDFs, depending on how large the file is.

To see more details on specifications for media, see this article.


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