Strategy: Naming and Organizing Promotions and Items

Whether your library has one location or many, if you’re planning to create a lot of promotional items in LibraryAware (and we hope you do!), you may want to plan ahead to keep your account easy to search and maintain. Here are some best practices and tips for setting up your account page(s).
  1. Create promotions (which are just like “folders”) before you invite others to start using LibraryAware. That helps guide people to create new items in the correct place.

    See the list of suggested promotion names at the end of this page. Remember, you are naming promotions, not creating items at this point. Think of promotions as you would folders on your computer; the name should represent the category or commonality of all items inside the folder. For example, a promotion might be named Adult Programs, not Knitting Class.

    Also, be specific when naming items. Remember, items inside the promotion will be listed alphabetically, so the first word is important. Make that word specific to your promotion. For example, if most of your items will be flyers, instead of naming the item “Flyer for Guitar Class,” name it “Guitar Class Flyer.”

    Some other tips for naming promotions and items:
    • If you expect to be making a lot of similarly-named promotions in a certain category, add the year to the name. And at the beginning of the new year, archive those old promotions. Create a new promotion with the same name but the new year. That will keep your promotion list clear. 

    • If you want to make different types of items using the same records and information (reusables) and are working in the Print: Lists editor (Legacy Editor), create a promotion to include all those items, such as “Romance Genre Materials.” Included might be bookmarks, brochures, emails and widget slides that all use the same book records and event information. (Note: Reusables are not used in the new Print: Drag and Drop editor.)

  2. Instruct users to find the promotion that best fits the category of the item they want to make.  Then in that promotion, select Create Item to begin making the item.

  3. Consider asking users to use only existing promotions, rather than create new promotions. If users don’t see a promotion that fits their needs, let them know who to contact to set up a new promotion.  It's easier to keep consistent naming conventions with promotions, when you have one main user creating them.

  4. Be sure to archive promotions when the season or event is over. That will clear it from your main promotion list page, but keep it in the archived section in case you need it again. 

Tips for finding items in your account:

  1. Use the Starred Promotions feature. If there are certain promotions you use frequently, click the star icon to the left of the thumbnail for the promotion. Then click Show: Starred at the top of the promotion list. Now, you will only see the promotions you have starred. The next time you go back into LibraryAware, just click Show: Starred again and only those promotions will show. Learn more about starring promotions. 

  2. View only promotions you've created. Check the box next to My Promotions (at the top of the promotion list) to see only your promotions. (Note: If your administrator set up all the promotions, the promotions will bear his/her name, so this feature will not be helpful.)

  3. To find items within a promotion, remember they’re listed alphabetically. You can also use CTRL + F on a PC or Command + F on a Mac to bring up the Find feature and search by keyword.

  4. Sort by date the promotion was created or name of the promotion. Just use the Sort By drop-down at the top of the promotion list. Then use the arrow buttons to the right of the drop-down to sort the list either ascending or descending.

  5. Enter descriptions for your promotion. Use the Description field to explain what belongs in a particular promotion and/or to provide keywords for searching items. You can edit the Description field from within the promotion. Just click View Promotion beneath the promotion you would like to edit; from the menu on the left, select Promotional Details and add your Description. 

  6. Search your promotion list. Use the search box above the promotion list to search the promotion titles (and description, if available) by keyword.    

Promotion Name Suggestions

Library/System-wide promotions:
  • "Book Displays"
    (Tip: Do not add a branch name since the items are not branded. Let everyone see each other’s work and share great creations!)

  • "Book Displays-Time Specific" 
    (Tip: Use this name format if you create a lot of displays and want to separate out signs for seasons, holidays, or time-sensitive events. For example, "Book Displays-Winter" or "Book Displays-Halloween.")

  • "Booklists"
    (Tip: Do not add a branch name since the items are not branded. Let everyone see each other’s work and share great creations!)  

  • "Bookmarks-General"
    (Note: Any bookmarks that tie in with a program should be in the program promotion; for example, a bookmark with the selections for a book club would go in the promotion for "Book Clubs.") 

  • "Children’s Programs" 
    (Tip: You could make separate "Storytime" and "Early Literacy Programs" promotions if needed.)

  • "Teen Programs"

  • "Adult Programs" 
    (Tip: If you offer a lot of programming at your library, consider additional, more specific promotions, like "Adult Programming-Crafts" or "Teen Programming-Tech.")

  • "Friends of the Library" 

  • "Movie Events"

  • "Book Clubs"

  • "Author Events"
Seasonal/Time specific promotions:
  • "Summer Learning"
    Add an audience level and year to the name and archive these promotions once the season is over. For example:
    • "Summer Learning-Children 2018"
    • "Summer Learning-Teens 2018"
    • "Summer Learning-Adults 2018"

  • "Holiday Closing Signs"
Branch-specific promotions (if several branches are sharing one account):

If you have a large system with branches working within the parent account, you might want to group items by branch. Use the branch name or prefix designation for the branch at the beginning of the promotion name. Then when the promotion list is sorted by Name, all the branch accounts will appear together. For example:
  • "ABC Teen Programs 2018"

  • "Main Library Book Display Signs 2018"

Have more questions? Contact our Support Team at

Feedback and Knowledge Base