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Author's profile photo Kristina Kunad

How to structure your SAP Enable Now workarea

Dear SAP Enable Now community,

we all know that, when it comes to structuring data, everyone has a favorite way of doing it and there is no right or wrong. There are experts for data structuring who have written books on how to structure documents, files, etc.

However, at least for SAP Enable Now workareas, we do encourage you to follow our best practice guides for setting up and maintaining your workarea(s). The following approach may not fit to 100% of all use cases but it has proven its worth with many customer implementations.

First of all, think of the main criteria when creating sustainable content. The goal is to

  • avoid redundancies,
  • increase multi-modality (meaning making the most out of one recording) and
  • ensure maintainability.

To help achieve these goals it has proven useful to create different sections in your workarea for storing templates and media (toolbox), content creation, content maintenance, and published content.


Sample of a best practice structure (1st Level)

  • Toolbox

The toolbox should contain all media objects and templates. This is the place where all the authors work together to store the reusable media. It’s best practice to place all media here and link to it from within projects or book pages to keep network traffic low and increase maintainability.

You will find a sample toolbox available for download in the Infocenter.

  • Creation

The creation section contains personal groups for content authors. The substructure depends on the number of authors, subject matter experts (SME) and locations. Some structure examples:


Sample structures for creation part of the workarea

  • Maintenance

This section is meant for authors to have a place to store references. It is recommended to use this section if the recordings are used in different distribution channels (like a library, desktop assistant, etc.). This section provides fast access to the content via an application based structure.

  • Publish

In this section the authors put the content that is ready to be consumed by learners and is published. Please note that the content is not automatically published just by being moved into this section. The published tree can be structured by language and/or roll out scenario. The first level should be language, then distribution channel and then a more detailed structure, for example by application.


Sample structures for publish part of the workarea

Of course these are standard examples and your structure might look different due to individual flavors to your setup. But I hope that these structural guidelines will help to define a workable and sustainable content structure.

If you want to learn more about workarea structure, this topic is part of the SEN200 Training for Master Authors available in the Learning Hub. Additionally, there are some great how-to guides in the Infocenter related to this topic.

Take care,


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      Author's profile photo Lauren Corley
      Lauren Corley

      just out of curiosity, would the organization of workarea by creation, Maintenance, and publish still be necessary if there were a workflow assigned? What would that do to the organization ?


      Author's profile photo Kristina Kunad
      Kristina Kunad
      Blog Post Author

      Hi Lauren,

      thanks for your question. I suppose the three areas creation, maintenance, and publish would still be helpful but not necessary. They are useful for keeping an overview especially in larger projects.

      If you are using workflows, it would be good to move the projects out of the creation area once they have run through the workflow process. So I would probably keep the creation and publish areas.

      Hope that helps,


      Author's profile photo Andrew Smith
      Andrew Smith

      Hello Kristina,

      Great Article! Will definitely use this to guide our build out of our WorkAreas.

      My question relates to the organisation of WorkAreas needed in a SAP EnableNow Tenant.
      Essentially we have SuccessFactors and Cloud for Service and i am trying to work out the number of WorkAreas needed and what each WorkArea would serve based on the follow requirements:

      1. Connect to Test and Live instances of SF and C4C?  (How do we prevent Test Content been published and then visible in the live environment?)

      2. Use SAP Training Content + Customise SAP Content + Add our own Content

      3. Use SAP Companion for In-App support.

      At the moment we have a configured

      1: 1 WorkArea to Connect to SAP SF Training Material i.e. Connected
      2: 1 WorkArea serving as the Extended WorkArea
      3: 1 Separate WorkArea for SAP Companion (not connect to any other WorkArea

      I struggling to determine a better strategy going forward.

      many thanks, Andrew

      Author's profile photo Kristina Kunad
      Kristina Kunad
      Blog Post Author

      Hi Andrew,

      thank you, I'm glad the article helped you. Let me try to answer your questions.

      1. You can limit the amount of people with publishing permission to prevent standard authors from publishing by accident. But there is no other technical preventive measure to stop test content being published when the same workarea is used for test and production. If you are really concerned, you can have a test workarea and connect it to the test instance of SF and S/4 respectively, but I would recommend to limit the amount of workareas.
      2. Your setup is ready for this, you can use the extended workarea to combine all these sources plus the in-app help for SAP Companion.
      3. Not sure why you have a separate workarea for in-app content, maybe due to the permission and author structure? I'd suggest combining #2 and #3.

      Maybe others can also share their experience and it wouldn't hurt to take a day of consulting around this and your workarea strategy, this is only my suggestion.

      Take care,