Marketo Workspaces and Partitions are awesome when used to solve for specific requirements that required business units to operate entirely separately (either legally, or operationally) – but they do add some complexity and administration overhead that’s worthy of considering before you go ahead.
Workspaces determine what a marketing person/marketo user can DO in Marketo, from the perspective of which campaigns and assets they are allowed to build and edit. It is often used to ensure that working groups have areas that are entirely separated.
For example: If you want to have your marketing people in each country only able to see specific programs, assets etc. to ensure no-one is accessing assets or programs that they shouldn’t be using. They can also be used to separate out administrative functions like lead scoring or lifecycle management that only admins then have access to.
Partitions determine what underlying data sets in Marketo people can see and work with. It is also the only way in Marketo to prevent marketo users from seeing specific types of data. You can give Workspaces specific access to one or more Partitions.
For example: Australian marketing people can only send emails to only Australian customers who have been placed in the Australia partition. Or specific people accessing Marketo can only see data that they specifically have been allowed access to for security reasons.
Why you might not want to use them.
- Once you have Workspaces and Partitions switched on, they cannot be entirely switched off, although you can remove them and choose to only work entirely within one workspace and partition. Having them on adds some administrative tasks.
- Leads/Person records in Marketo can ONLY belong in one Partition. If an individual could belong in two different target audiences, it is impossible to manage a single profile across multiple partitions. Normally in that circumstance people need to start maintaining deliberate duplicate records.
- Demand generation and forms have an added level of complexity, as you need to be aware that sometimes people are going to fill out a form in one workspace when they are associated with another workspace/partition, which can cause issues
- Integrations have to constantly take into account which partition the leads will need to be pushed to
- Complex partitioning rules need to maintained to manage data across partitions
- Many Marketo functions are set at a “global” level and can’t be managed per partition such as communications limits and unsubscribe functionality
Bottom Line – Generally, as a result of the complexity to maintain the data, we do not recommend that workspaces and partitions be used unless there are legal and/or security requirements for keeping data separate and non-accessible by different global marketing teams. It adds a level of complexity to Marketo management that should only be undertaken if there’s a real underlying business need or requirement that can’t be satisfied any other way.
For instance, keeping team working areas separate simply requires building defined folder structures and governing processes around how things are built.
Frequently asked questions that we hear:
- How easy is it to add another w/space (for another region or product line, for example)?
It is very simple to add a new workspace and/or partition. Once set up, you can easily clone program/campaign templates from an existing workspace to a new one.
- Can we put in Workspaces and Partitions later?
Yes – we can implement both workspaces and partitions at a later date – but it will add some admin complexity to do so later. If it’s going to be needed in the next 12 months, we should consider it now.