TeamSlide now replicates content from Widen allowing users to access all of their digital assets within PowerPoint. Widen customers are now empowered with the ability to search, filter, and insert digital assets from inside PowerPoint. Connecting TeamSlide to Widen will also allow users to leverage valuable metadata, powering their search. Connecting TeamSlide to Widen digital assets creates an effortless, accessible, and seamless workflow for users.
What is Digital Asset Management?
“Digital Asset Management (DAM) is the practice of administering, organizing, and distributing
media files. DAM software enables brands to develop a library of photos,
videos, graphics, PDFs, and templates that are easy to search and ready to
Utilizing DAM in your workplace has many benefits, such as saving time, eliminating bottlenecks, and maximizing the value of your assets. Relevant in any industry, DAMs can help your team stay organized and find content in a fraction of the time.
What is Widen?
Widen is a Digital Asset Manager that helps bring content together, distribute it anywhere, and accelerate workflows. Hundreds of respected brands use Widen to centralize media assets, collaborate on content, and analyze content performance. Integrating with Widen allows TeamSlide users to have even more capabilities within PowerPoint.
Why is this integration important?
In addition to our other content management integrations (Box, SharePoint, Dropbox, OneDrive, Google Drove), TeamSlide users will now have easy access to their content residing in Widen. This integration with Widen allows creators and marketers to unleash their content with slide, image, and video search that drives productivity and improves presentation quality.
Users can quickly connect their content management system to
TeamSlide, making large repositories searchable on a slide level. TeamSlide can
link to Widen in a few easy steps using a Widen user bearer token. Check out
our video on how to connect to a content
management system. The ability to search your digital asset manager from
PowerPoint will allow you to simplify your workflows and amplify the value of
TeamSlide is a powerful slide management tool that keeps PowerPoint slides at your fingertips. Finding a slide is a tedious process resulting in lost productivity and reduced output quality. We’ve identified five actionable ways for you to take full advantage of TeamSlide in your organization.
1. Connect TeamSlide to your most relevant content management system
TeamSlide can connect to your content management system (CMS), such as Box or SharePoint. This allows you to continue using your CMS as your single-source-of-truth, importing your existing metadata, and leveraging the CMS’ powerful file management capabilities.
Possible CMS integrations available:
If you aren’t able to connect to a CMS or don’t use one, you can upload your content through the ‘Batch Upload’ feature in the TeamSlide portal.
2. Configure settings to fit your needs
TeamSlide has a plethora of settings that can be configured to fit your exact needs. Users, libraries, custom properties, and permissions are just a handful of categories that you can adjust. Let’s take a look at a few valuable options that can improve your PowerPoint efficiency:
User permissions: If your marketing team is solely allowed editing rights to content, you may not want others in the organization, such as the sales team, to have ‘edit’ rights. By first creating a ‘Sales Team’ group, you can grant specific permissions to all users in a specific group. Edit, read and write access can be easily adjusted in TeamSlide settings.
Always apply master: Under ‘Global settings’ lives many valuable options to enhance the user experience and maintain consistency. The ‘Always apply master’ setting ensures that the original master of the uploaded slide will be used.
3. Check out your team’s analytics regularly
TeamSlide analytics will shed valuable insights into your slide management process. From measuring user adoption, examining common search terms, or determining your most used slides, our reporting feature creates transparency for your slide library. When you’ve just gotten started using TeamSlide, user adoption can be a challenge. Identifying who may need extra ‘help’ resources or coaching will allow the team to get on the same page faster. By taking advantage of these reports, you will also be able to see which content is most relevant to your team. You might even see an opportunity to create new content to fill the gaps.
4. Bring your slides to life with images and video using TeamSlide
In addition to PowerPoint slides, you can easily add images and videos to your presentation. While we typically call TeamSlide a slide management tool, we have extended our content to reach well beyond. Search, preview, and insert an image or video from your CMS (e.g., SharePoint, Box, Google Drive) into your PowerPoint presentation with a click. By incorporating images and videos in your decks, you’ll break up the text, communicate more, and even evoke emotions in your audience.
5. Take advantage of our learning resources
Whether you’re just getting started with TeamSlide or are looking to go more in-depth, you’ll want to take a look at our blog and YouTube channel. We have a variety of articles and videos to help you navigate TeamSlide settings, configurations, and features. Our blog also features practical knowledge to become a better marketer, salesperson, and creator in PowerPoint. Regardless of your industry, you’ll take nuggets of valuable information from our blog to increase productivity and skills.
Setting up custom properties in TeamSlide allows you to add metadata to your PowerPoint slides, images, and video content. If you already have metadata in your content management system (CMS), such as SharePoint or Box, TeamSlide can import and keep them synced using custom properties. This allows you to leverage the taxonomy you’ve already implemented, and continue to keep your CMS as the single source of truth. Using your slide library’s metadata will help streamline searches and allow for focused filtering.
3. Select ‘Add custom property.’ There are many options to choose from to help you create the best custom properties for your content.
Breakdown of custom properties settings:
Display name Choose a name for your custom property. For example, if you are creating a property to add industry metadata, you could enter ‘Industry’ as the display name.
Data type Determines how the data will be defined
Text Displays plain text
Number Displays numerical values
Date Displays in date format (MM/DD/YYYY). Where dates can be edited, a visual date picker is used.
Date+Time Displays as date and time
True/false Defined as a Boolean variable
List value Displays possible custom values that may fall under the main display name. For example, with the display name ‘Industry,’ you may provide list values such as manufacturing, finance, and transportation. Note: By unchecking ‘Allow editing,’ TeamSlide will automatically populate the possible list values.
Hierarchy Use to specify a path or subcategories if applicable
Multiple values Check this option if setting more than one value is required. Note: This value cannot be changed after creation.
Use for combined search If checked, the main search will also check against values of this property. As an example, let’s define Finance as a value under an Industry property. With this option selected, when a user searches for ‘finance’, slides with Finance as a value for Industry will show in the results even if ‘finance’ is not in the slide content.
Show in advanced search If checked, a specific field for this property will be added to the Advanced search page.
Display position Adjust this value to set the order you want the properties displayed in the Information view and in the Advanced search page.
Relevance in combined search The degree to which a field is weighted in a search.
Slop relevance in combined search Slop is the distance between the words you are searching for. Search terms that are closer together on a slide are weighted more. The higher the entered value is, the higher results with terms close together rank.
Allow editing If checked, users with edit permissions will be able to make changes. Do not check for a property pulled from your content system (e.g. SharePoint)
Value required If checked, entering a value is mandatory.
No from/to filter If checked, only an ‘equals’ search restriction will be used for this property. This is particularly useful when no sequential pattern is used. For example, it would not be useful when assigning a randomized ID property
Allow browsing If checked, users will be able to browse by different values for this property. This will allow users to browse through different properties (e.g. tags, industries) to find content. It is helpful when a user isn’t sure what to search for as it will narrow results into a smaller set of content.
Allow filtering If checked, users will be able to use this property for filtering after searching. For number and date properties, filtering is only available if ‘Multiple values’ is unchecked.
Record with download If checked, the current value of the property will be recorded in the download logs.
Displayed values Select the number of values that are initially displayed on the details page. This is useful for companies with many tags and would benefit from simplifying the UI.
Display level Select where the property should be displayed and used (Details, More details, Edit page, Nowhere)
Search caption If the display name does not match in terms of what people are searching, you may add a custom text caption.
Value source Select from which source this property should be filled when replicating (e.g. file name, list of parent folders).
Add-in Check if this property is updated by a specific add-in, not the regular replication task. *Do not check unless you desire to import content in a non-standard way. Contact TeamSlide support at email@example.com if this is something you’d like to configure.
Linked document Check if the actual property values come from linked documents. *Do not check unless you are working with TeamSlide for an on-premise installation as a single customer.
Value input For a linked document, select how the actual value is read from it (Document name or Document name URL-encoded)
Transformation For replication, select if we need to apply transformation for values
Skip criteria If you don’t want some content visible, like if a slide isn’t client-ready yet, enter it here.
4. After configuring the custom property settings, click ‘Save’
5. Within the ‘Custom properties’ tab at the top, you can view all custom properties that have been created and edit or delete each property.
Using custom properties to organize and sort your data will help you find the content in your slide library faster and will also allow you to view more detailed analytics of slide usage. Whether you use Box or SharePoint to manage your slide library, incorporating metadata like tags or properties will provide a vast amount of value in terms of search efficiency and PowerPoint analytics.
Have you ever wondered how some apps can manipulate PowerPoint files or even create slides automatically? For example, financial services organizations generate slides with updated numbers in an automated manner every month. At TeamSlide, we can automatically update out-of-date slides or even specific objects on a slide. To understand this, we first need to dive into how PowerPoint files work.
Your slide deck is actually a zip file in disguise that contains a collection of XML files. By simply renaming the file from .pptx to .zip, you can find interesting data, mostly in XML format.
What is XML?
“XML stands for eXtensible Markup Language. It is a markup language much like HTML, except it was designed to store and transport data” – w3schools
Using .XML with PowerPoint Files
Warning: Prior to making manual edits, create a backup copy of your PowerPoint file. Manual edits may corrupt the files.
After renaming the file from .pptx to .zip, double click it. You’ll see a variety of folder names and XML files.
By clicking into the ‘Media’ folder, you can view all of the image files that are in your presentation.
You can even view individual slides from your PowerPoint presentation. Double-click on the ‘Slides’ folder and select a slide file you want to view/edit.
This will show you the XML code, which you can then edit. If you’re an investment banker, you may want to add slides through the XML code. In marketing, you may use this to edit the copy of slides or save quality images from the presentation onto your computer.
Get to know your new .zip file structure
A .pptx file starts with the file_rels/.rels and then expands to:
ppt/presentation.xml from which the masters, notes masters and slides are linked
And then expands to:
docProps/core.xml Metadata including presentation title, editor name, last modified date
docProps/thumbnail.jpeg A small preview of the first slide – this is where most applications get the preview from including Windows Explorer when showing icons. (This is why PowerPoint’s reuse slides feature only displays the first slide of the presentation. Unlike TeamSlide, it doesn’t generate previews or thumbnails for other slides)
ppt/slides/slide1.xml (text) content of the first slide
ppt/media/* Access image files
Useful ways to take advantage of PowerPoint automation:
Analyze unexpectedly large file sizes
You may find that your PowerPoint file is unexpectedly large when it only has, say, two text-only slides. Investigate the file size issue by unzipping your .pptx file, and you’ll find your answer. In some cases, there may be layout pages and some images taking up space.
Create slides automatically (creating XML file) based on
data in another form (e.g. Excel)
Access all images used in a deck
If you unzip your PowerPoint file, you’ll notice a folder called media that contains all of the images in your presentation. You can make changes to images as long as the size doesn’t change. E.g. convert all images to grayscale. If changing the size, consider how it affects the layout in PowerPoint.
Read the content of each slide object (parse the XML file) to build search indexes.
Edit slide text and create objects like charts
Viewing the slide .xml file allows you to edit the content of each slide.
Read metadata from files docProps/app.xml and core.xml. Such as:
Last modification date (unlike file system date also available for presentations received via email or downloaded)
Number of words in the presentation
View text from ppt/comments/commentX.xml
How TeamSlide uses PowerPoint automation
TeamSlide searches your slide repository and matches your search terms with specific slides. On the backend, this is achieved by indexing individual slides and taking a picture of each one. When you run a search in the TeamSlide pane, TeamSlide then uses the index to search all objects (text, images, videos) within your slides, returning thumbnails of the most relevant slides. Click on a thumbnail, and with PowerPoint automation, TeamSlide inserts the slide into your presentation. The search and insert capability helps teams maximize efficiency and can even assist with version control.
TeamSlide’s analytics capabilities provide valuable insights into your slide management process. From measuring user adoption, examining common search terms, or determining your most used slides, our reporting feature creates transparency for your slide library. Use this feature to maximize the value TeamSlide creates and focus your PowerPoint content strategy.
3. In the top section, you can view a visual representation of TeamSlide usage. The Reports section will allow you to run reports based on specific parameters.
4. In the Reports section, click the drop-down menu to filter your report by either User activity, searches, or downloads.
5. Further filter your results by choosing a predefined ‘Time period’ or adding custom dates. Click ‘Download data’ to import your report.
Double click the download file to open it in Excel.
User activity report: In the TeamSlide user activity report, you’ll find each user’s name, email, number of downloads, searches, and logins. This report is useful to assure adoption. If users aren’t active in TeamSlide, they may need additional help getting set up.
Searches Report: In the TeamSlide searches report, you’ll find a list of users, user emails, dates and times of searches performed, terms searched, and total results. This report will help you understand slides, images, and videos your users are looking for. For example, you might find users often search for specific terms that receive few results, highlighting a gap in your content.
Downloads Report: In the TeamSlide downloads report, you’ll notice many more columns than in the other report types. This report details each username, email, time of download, object description (typically title), file name, slide number, search terms, and position in results. The downloads report will communicate which content is most relevant to your team.
If you have customized metadata fields, they can also be included in the downloads report. This, for example, gives you an understanding of the most used slides by each field.
Feel free to contact us if you have custom reporting needs.
For those with an on-premise implementation
of TeamSlide, slide library usage records are continuously added to
your SQL Server database. You can connect your favorite business intelligence
tool like Tableau or Microsoft’s PowerBI to build custom dashboards.
Taking a data-driven approach by using TeamSlide to measure your slide library analytics highlights opportunities to optimize your presentation management process.
TeamSlide, a PowerPoint slide manager, enables you to control access to your slide library. In this walk-through, you’ll learn how to add users, establish user groups, and configure library permissions in the TeamSlide portal. After logging in, you’ll notice the three tabs, ‘Users,’ ‘User Groups,’ and ‘Libraries’ grouped (see below). These are the tabs we will be working in. Note that you’ll need the appropriate global permissions to see these tabs.
Adding a User
1. Click the ‘User’ tab on the Main Menu panel.
2. Observe two tabs at the top where you can either ‘Manage existing users’ or ‘Add new user.’ Select ‘Add new user.’
3. Fill out the following fields:
Display name – Name displayed to other users.
Email – The email address you want to be tied to this TeamSlide account.
Login name – A unique ID used for logging in. We recommend using the email address for this.
There are optional checkbox options below ‘Login name.’ Ensure the ‘Send welcome message’ box is checked to send the user an email, enabling them to set their password and download the PowerPoint add-in.
Optional user settings:
Must change password: Forces users to reset their password on the next login. This is only used when you configure a password for the user.
Password never expires: When enabled, TeamSlide will never prompt you to change your password.
Send welcome message: Sends an email to a new user with installation instructions and a link to set their password. This is automatically selected when you add a new user. Unselect this option if you want to set a specific password for the user.
Technical account: An account that is typically not tied to a user and is often used for content replication.
Disable account: You can disable a user by enabling this setting.
Create library for new user: Creates a new library with read/write permissions only for this user.
Disable approval notifications: If checked, the user will not receive notifications about new content submissions or approval decisions.
Don’t update time zone: TeamSlide automatically updates your current time zone upon using the PowerPoint add-in. Check this box if you don’t want your time zone automatically updated.
Member of groups: Add a user to an available user group
4. Click ‘Save.’ View all users and edit current users under the ‘Manage existing users’ tab.
Creating a User Group
User groups help organize TeamSlide users, typically by role and the content they use. By organizing users into groups, you can quickly adjust permissions for many users at one time.
Under the Main Menu panel, click ‘User groups.’ Note two options at the top: ‘Manage existing groups’ and ‘Add new group.’
4. You can also search for a particular user that you’d like to add to the group within the search bar. You can always add users to groups at a later time.
5. Click ‘Save.’ You can view all existing groups under the ‘Manage existing groups’ tab.
Note: With single sign-on, you can automatically assign users to groups based on claims supplied by your authentication system (e.g., role, location)
Creating a Library
What are TeamSlide libraries? A library is a container for content (slides, images, videos) that primarily defines its access rights. Additionally, a library can be used in TeamSlide to filter search results and modify search relevancy.
Click the ‘Libraries’ tab on the Main Menu panel.
2. There are two tabs at the top where you can either ‘Manage existing libraries’ or ‘Add new library.’ Select ‘Add new library.’
3. Fill out the ‘Name.’ Other optional settings:
Display position: To order our libraries numerically, change the ‘Display position’ (e.g., 1,2,3) for each library. Pro Tip: keep a gap between numbers (e.g., 5, 10, 15) so that later you can easily add a new library between existing ones
Search relevance: To increase search relevance of a library, increase the value to be higher than zero. For example, you may want to do this for content that you know is “client-ready” and make libraries that are not “client-ready” less relevant.
Add read/write permissions for me: Here, you can give yourself permission for this library.
Adjusting Library Permissions
TeamSlide allows you to set permissions within libraries on a user or group level.
1. Click the ‘Libraries’ tab on the Main Menu panel.
2. You’ll notice two tabs at the top where you can either ‘Manage existing libraries’ or ‘Add new library.’ Select ‘Manage existing libraries’
3. Identify the library that you want to adjust and select ‘Edit permissions’
4. Within the permissions view of the specific library you selected, you’ll notice a few rows of users/groups. Each section of rows has permission options. Here, you can add or hide users.
A search bar at the bottom allows you to look up users or groups to add to the list.
5. After adding users and groups that you want to manage, adjust permissions for each.
None: Users/groups cannot see the library
Read: User/group can only view and download the library contents but cannot make changes.
Add/edit own: Users/groups can only add slides and edit the content they own (Only for content that is uploaded through PowerPoint or through Batch Upload. This does not apply when connected to a CMS which is a read-only interface.)
Add/edit all: Edit anyone’s content (Only for content that is uploaded through PowerPoint or Batch Upload. This does not apply when connected to a CMS. This does not work when connected to a CMS which is a read-only interface.)
Admin: Read/write access for all content, allow changes in permissions, take ownership of content, and access deleted content from the history.
Edit custom: Custom options allow you to adjust permissions on a more granular level and mix and match options.
6. To customize permissions further, click ‘Edit Custom.’ In the pop-up window, adjust the settings, then click ‘Ok.’
7. If you have some users with ‘Read’ access, consider checking ‘Enable submitting updates for approval.’ This setting allows those users to submit new and updated content for approval in the library selected. Only for content that is uploaded through PowerPoint or Batch Upload. When connected to a CMS, users can suggest updates through an email that TeamSlide facilitates.)
8. Click ‘Save changes.’
Have more questions? Please send us a message at firstname.lastname@example.org
In any industry, keeping slides up to date is essential. In financial services, it is especially critical to maintain SEC compliance, which can be tedious when you have multiple people creating presentations and working on PowerPoint decks. TeamSlide recognizes this compliance struggle and offers a solution: automated PowerPoint version control. Updating performance numbers and managing version control doesn’t have to be a headache.
PowerPoint automation: How TeamSlide solves version control concerns
We know how vital version control is, so we’ve made it easy for you. When you open a PowerPoint presentation, TeamSlide checks your slides against the slide repository for changes.
TeamSlide will automatically alert you if it finds that a newer version of the slide is available.
If your slide does need to be updated, simply choose from a handful of options.
Update: With a click, your slide will be updated to the latest version
Insert copy: If you’re skeptical over the changes made and want to compare slides, insert a copy
Remove TeamSlide link: Disassociates the slide with the library; you will no longer receive notifications about updates
Mark as updated: Let’s you skip the current version; you won’t get a notice until a newer version is available
TeamSlide will also alert you if you’ve edited a slide that is not updated to the latest version
You can then insert a copy and determine if any local edits you made need to be carried over. For example, if you add a client name to the slide, you will want to ensure the name is also added in the updated version.
We added a fantastic new feature to TeamSlide: videos. Now, in addition to PowerPoint slides and images, you can easily add videos to your presentation. While we typically call TeamSlide a slide management tool, we have extended our content to reach well beyond. With this new capability, you can search, preview, and insert a video from your CMS (e.g., SharePoint, Box, Google Drive) into your PowerPoint presentation with a click.
We love using videos in PowerPoint for these reasons:
Brings your story to life: storytelling doesn’t only have to utilize words and images. By using videos, you can break up the text and keep your audience’s attention.
Says more with fewer bullets: there is a limit to how much text is practical on slides. Videos help your audience quickly understand complex concepts and messages.
Evokes emotion: the best, most engaging presentations evoke emotion in the audience. Videos can establish the tone of your message, whether that be serious, inspirational, or comical.
Let’s dive in and see what our developers have rolled out:
Insert videos: preview and insert videos into your presentation… without leaving PowerPoint.
Search your CMS: seamlessly search videos in your content system (e.g. SharePoint, Box, Google Drive, Dropbox)
Here’s how to bring your videos (and images) into TeamSlide from your CMS:
When considering a purchase, buyers want to know how a product or
service is going to benefit them. Marketers
have been selling benefits on websites for years. However, your pitch decks and
other PowerPoint presentations can mirror these concepts of benefit selling.
Before you try benefit selling, take time to understand the difference between a feature vs. benefit to be able to differentiate them in your communications, and effectively captivate your audience. In this article, we will identify the differences between features and benefits and provide 3 actionable steps to make sure your slides are showcasing benefits.
Features vs. Benefits
Let’s explore the difference between features and benefits:
What is a feature? Features are generic elements that anyone can gain from a product/service. It is something that your product has or is, and eventually, are the details that attract prospects.
What is a benefit? A benefit is a personalized perk of using a product/service, usually applying to a subset of customers. They are the results that users will experience, and ultimately, persuade people to buy.
Examples of features vs. benefits
Let’s walk through a few website examples of benefits and features that translate to slides as well.
How to describe the features and benefits of a service
Zoom, a video conferencing and communications company, highlights a benefit that their customers highly value – security.
How to describe the features and benefits of a product:
Beautycounter, a safer beauty brand, emphasizes that their sunscreen will not only protect your skin but is also created with safer ingredients.
Apple’s AirPods market the benefits of how you’ll look and sound without having to worry about battery life.
3 actionable steps to make sure your slides are effectively showcasing benefits
1. Focus on the customer
The potential customer does not care about your product, only how the product will benefit them. By keeping your slides focused on the client’s needs and desires, you can effectively capture their attention.
2.Convert features to benefits by asking, “so what?”
Verify that you’ve presented benefits by asking yourself, “so what” or “what’s in it for them?”. Be sure to leave out benefits that aren’t relevant to your buyer. By creating quality benefits, you can then use features as “proof” of the claims. You can even turn features into quality benefits by simply asking yourself, “Which means?”.
3. Cut your adjectives and adverbs in half
Keep your slides simple and uncluttered by cutting your adjectives in half. Most of the time, adjectives and adverbs don’t contribute valuable information. Instead, they take up space and can clutter your message. By communicating only essential components of your product/service, you get your point across directly.