Shared Content Overview

Shared Content is a major advantage of the UBCMS, supporting simultaneous positioning of information in multiple places, and streamlines content stewardship.  

Sharing Web content among and within websites in UBCMS is a highly effective means of:

  • Being consistent when using the same information
  • Updating all instances of information simultaneously
  • Providing authoritative sources of information
  • Reinforcing the UB brand
  • Sharing common feeds, such as campus event and news feeds

This content can be shared within a single parent website, among child sites (e.g. a school and its departments), or university-wide.

As each website is created in the UBCMS, a folder for shared content is also created and limited to access to authors in that site. While any author can view shared content from any site throughout the entire UBCMS, they can only create or edit content within their own site's area. Additional content is being developed for university-wide and authoritative uses.

As you a clear vision of how you will develop and maintain your website, where it is appropriate, we encourage you to develop shared content for your own site's uses, consider developing content that other's can benefit from, and where the subject falls outside your own areas of expertize, consider pulling in shared content from other, more central sources.

Some Examples of Shared Content

  • current tuition costs
  • a photo of UB in winter (digital image)
  • information about living in Buffalo (text with images)
  • a list of the latest UB News (module or feed)
  • a copy of the latest committee meeting minutes (document; e.g. PDF)

Differences Between Shared Content Types


Created by





and University-wide


In my site

•I don’t need to create or keep this content up to date

•This content is not my core

•I am leveraging work already done by others

•Authoritative content is “official”

•About UB

•About Buffalo




Unit Content

My Team or other sites in my unit

In my site AND/OR in the site of others

•My content is publicized

•My content is authoritative

•My content allows other unit to communicate consistently

•Profiles of my faculty, students, alumni

•Shared Resources

•Key facts about Unit


Site-wide (Internal use only)

My Team

In my site

•Helps keeps updates simple

•Allows multiple pages to leverage the same content as appropriate

•I don’t have to remember all the pages I have placed it

•Course descriptions

•Descriptors of research

•Faculty Bios


Shared Content Locations

The UBCMS content tree includes a folder called Shared Content and another called Digital Assets (the 'DAM'). All websites in the Content Tree also have a folder in each area. Additionally there are folders for 'university-wide' and 'authoritative' content. All folders can store digital files of any kind, but application modules can only be stored within the Shared Content folders. Sharing modules is especially useful if you re-use functional content such as forms or news on multiple pages in a website.

Shared Content can be Authoritative, which must be used when information that exists in the Authoritative Content folder is needed; University-wide, which is available to the entire university and can be contributed to by anyone who has content that they feel may be useful to others; and unit-level Shared Content, which is intended for use by your unit.

Example of our UBCMS content organization. The Shared Content folders are housed at the same level as divisional websites.

Example of our UBCMS content organization. The Shared Content folders are housed at the same level as divisional websites.

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