Best Practices to Manage Marketo Workspaces and Lead Partitions

Are you starting to build a vast Marketo mansion for your various internal organizations? You may find yourself busy etching diagrams and scribbling notes on how to make the most use of diverse blocks in your Marketo mansion.

Each of these workspaces and partitions is useful for designing components, marketing activities, analytics and reporting, and databases and other infrastructural elements that match marketing campaigns for your organizations.

But if you need a quick and easy startup guide on detailing the things you need to know about Marketo ‘Workspaces’ and ‘Lead Partitions’, then here it is. This handy guide will give you all the high-level details you’ll need to create and manage work spaces and lead partitions on the Marketo platform – all you need to do is to keep calm, keep scrolling down and take notes for your reference.

Understanding Marketo Workspaces

So, what are “Marketo Workspaces”? To put it in simple terms, Marketo Workspaces provide a “desk area” in an office to create individual spaces for marketers, shielding their assets and leads from their fellow marketers. The Workspaces are simply a protected folder area to create a separate space to keep their Marketo assets, instances, activities etc. Here are a few of its various features and functionalities:

Features of Marketo Workspaces:

Create a Workspace to restrict access to certain campaigns, smart lists, and forms. Leads can be accessed through Lead Partitions. Various features of Marketo Workspaces include –

Shared access to components in Workspaces

Marketers need to remember that they need to manage Asset sharing with a Center of Excellence Workspace where they can place Globally used Program Templates, Smart Lists, and other Assets like Email or Page Templates. Other users will come in and clone or reference these.

Users often face the challenge of using a shared Segmentation or Smart List via Marketo Workspaces. The major reason why they feel the pinch is because the rules of access can appear global, but the data accessible will be specifically for those leads that are visible from that particular Workspace. So, if a Workspace has permission to view only one Lead Partition, then it can view leads only and exclusively from that particular Lead Partition.

Sharing Segmentations Across Workspaces

A good way to manage and protect information on Marketo is to use the ‘Segmentations’ option. Marketers need to build segmentations in their ‘Default Workspace’ area and then, they can share those segmentations with other users who may need to access those for campaign activities.

Effectively, they can create and share as many ‘Master Segmentations’ across Workspaces. For example, if they have 20 segmentations, then they need to save 10 for the use of local Workspaces and share the rest to be globally used. We recommend assigning the name of the Segmentations in a way that it can be identified with the Workspaces wherein it was created.

Best Practices of working with Marketo Workspaces

  • Center of Excellence: If you are planning to share the master program templates with a blank Lead Partition, then you can use the option ‘Center of Excellence WS’ to provide access to marketers so that they can the asset in this space.

  • Default Workspaces: You need to make sure that the ‘Default Workspaces’ comes with the access to all Lead Partitions as well as has a central LP routing system, even though there is an ‘Admin Lead Partition Router’.

  • Design Studio: You can share master assets from the master Workspaces with the ‘Shared Template’ folder.


Understanding Marketo Lead Partitions

A Lead Partition in Marketo implies a specific section in the Marketo database. Simply put, a Lead Partition is considered as a single database table which can be separated from other Lead Partitions. Users, depending on the kind of user roles and permissions they are given, can have access to multiple Lead Partitions and databases. So, remember that Lead Partitions are not necessarily separate, but they can be treated as separate, mutually exclusive modules of databases.

Things to consider while working with Marketo Lead Partitions:

  • A Lead Partition can be accessed or viewed by multiple Workspaces.

  • One Lead Partition can only contain one unique lead at a time.

  • Marketo will pop up an error if an email address is found duplicate across the Lead Partitions.

  • Marketers can move a specific lead from one Lead Partitions to another.

Need to learn more hands-on tips and tricks on how to effectively create, use and manage Marketo Workspaces and Lead Partitions? You can simply seek professional help in every step of working with Workspaces and Lead Partitions by requesting help from our Marketo certified experts> We’ll treat you kindly through the process – just call us (408) 502 6765. Or else, if you are a social media buff, then simply connect and chat with us any time on Facebook, Twitter, and LinkedIn – we are all ears and love to hear from you!