Improved scalability and content efficiency with multi-space management

Scaling often comes with difficulties and limitations. At Storyblok, we are aiming to change that by introducing multiple Spaces which can significantly improve the efficiency of your content delivery strategies. 

In this article, you will discover how to enhance the deployment process and scale your project by adopting multi-space management.

Section titled Understanding multi-space management Understanding multi-space management

At its core, a Space in Storyblok serves as a dedicated content repository, housing all elements related to a specific project. This includes Stories, content types, components, assets, and various configurations such as workflows, users, roles, and access tokens. For businesses aiming to deliver content across multiple platforms or launch independent websites and apps, the key lies in optimizing the way they use Spaces.

A single Space with multiple API keys can streamline the process efficiently for those looking to deliver the same content in different languages across various platforms. 

Meanwhile, creating individual Spaces for each project is recommended for those launching separate websites or apps.

Section titled Difference between single Space and Multiple Spaces Difference between single Space and Multiple Spaces

Depending on your plan, you might have access to a single Space only, or to multiple Spaces within your account. 

The difference is in how some of your data is stored and how you can manage it. 

In a single Space, you can split data into folders if you have several projects. For example, you can create separate folders for different websites, language versions, or other purposes.

However, keeping this separation requires some complexity in terms of configurations, permission, etc., compared to having multiple Spaces.

Multiple Spaces, however, are meant to provide more separation — for example, different marketing regions, brands, websites, or even tech environments. The key benefit of Multiple Spaces is that you can have specific settings, user roles, components, etc., for each Space.

The main difference is that you have the separation, but you can build a process to migrate content/components/ assets between Spaces. At the same time, if you want to share components between spaces, it's also possible with the Shared Components app. As a result, rather than creating the same components in each folder or Space, you can simply copy them.

Another crucial difference is the staging process.

In a single Space, you can only send ready-made content to staging. At the same time, in multiple Spaces, you also get access to component staging additionally to content staging.

Section titled Examples of multi-space management in action Examples of multi-space management in action

Multi-space management can provide significant benefits to agencies and enterprises.

Section titled Agencies: Agencies:

For agencies working with diverse clients, the best practice would be to create separate Spaces for each client. They can maintain an organized workflow by storing and managing client-specific assets, such as images, articles, and promotional materials, in their designated Spaces. This approach ensures that everything is neatly arranged, reducing the risk of mix-ups or oversights. 

At the same time, teams can easily access specific Spaces they need to manage without constant sign-ins and sign-outs. 

Section titled Enterprises: Enterprises:

Enterprises managing multiple brands under one umbrella can leverage separate Spaces to separate data effectively. This approach allows corporations to carefully organize and control brand-specific information, ensuring a clear separation of content, assets, and configurations.

Another use case is when companies want to host their sites in different locations for security or compliance reasons. This repository separation ensures a streamlined and organized approach to content management.

Localization (or internalization) is another use case for multiple Spaces. Companies can divide localized content between repositories so that the management and content distribution will be most effective, yet can be done from a single system.

Section titled 5 strategic benefits of having multiple spaces in one account 5 strategic benefits of having multiple spaces in one account

Section titled 1. Better deployment quality 1. Better deployment quality

The key reason to have multiple Spaces within a Storyblok account is that it significantly enhances deployment quality and time efficiency by enabling component staging along with content staging. 

Our Enterprise customers share that being able to move not only the entire content, but also the components themselves, through the pipeline allows users to save time significantly. 

Section titled 2. Improved quality assurance and reduced production risks  2. Improved quality assurance and reduced production risks 

Making a copy of a space gives you a safe place to try out new features without endangering the live site. This separation makes it possible to test everything thoroughly without the risks that come with adding new features directly to the main code.

Apart from that, it is crucial to ensure that when new content is sent into production, it doesn't accidentally affect other websites. 

Multiple spaces allow you to perform user acceptance testing in a dedicated environment and minimize the risk of introducing bugs or issues into the production environment.

Section titled 3. Enhanced security and user management 3. Enhanced security and user management

Storyblok allows users to set various roles and permissions, and it is also available on the space level. For example, you can give users specific permissions based on their jobs or regions they are responsible for, giving you more control over their access to different spaces. 

You can also do that on a folder level in a single Space. However, you will have to double-check all the permissions so that users have access only to designated folders, not the entire space.

Section titled 4. Scalability and flexibility  4. Scalability and flexibility 

By storing your projects in separate spaces, you can easily handle content, apps, APIs, and so on in the appropriate space without affecting other content repositories. At the same time, you can copy and set up the sharing process of components, settings, and other data between spaces as needed using Storyblok CLI.

Section titled 5. Reduced time-to-market  5. Reduced time-to-market 

Improving the content management experience benefits everyone involved and leads to a faster deployment process and a smoother content delivery pipeline.

Section titled What plans have access to multi-space management? What plans have access to multi-space management?

Currently, adding more than one space is available for Enterprise and Enterprise Plus plan holders. 

Compared to the Business plan, which only provides one space, Enterprise plans offer the added advantage of component staging in addition to content staging, providing a comprehensive solution for quality deployment.

Section titled How to implement multi-space management How to implement multi-space management

For more technical assistance and tips, check out this dedicated tutorial: Setting Up Multi Spaces With Storyblok CLI.

Section titled Unleash the power of multi-space management Unleash the power of multi-space management

Unlocking the potential of multi-space management in Storyblok is a strategic move for businesses aiming to enhance content delivery, reduce risks, and improve overall efficiency. By aligning with the specific needs of agencies and enterprises, this feature empowers teams to manage diverse projects seamlessly, ensuring a streamlined and organized content management process.

If your current plan doesn't allow you to create Multiple Spaces, feel free to contact our team to discuss the upgrade and the possibilities it may open up. If you already have access to this feature but still have questions, don't hesitate to check our Discord for assistance.