How to Create and Permission a Collection
Collections allow you to divide content that reflects how your team is structured. By using Collections, you can conveniently segment knowledge and determine access by Group.
How to Create Collections
Navigate to the "Team Settings" screen (app.getguru.com/#/team ), where your Team, Groups, and Collections are managed.
Select the "Users & Collections" tab in the left sidebar.
Select the Collections tab and click 'Create Collection'.
From the pop-up menu, you can choose to start from scratch with a blank Collection, or choose from pre-populated Collection Frameworks. These Frameworks contain pre-built Boards and suggestions for types of Cards in order to help your team build out and organize your own knowledge quickly. 🚀
If you chose to start with a blank Collection, name the Collection and add a Description. You can edit the Collection's name and description later by clicking the gear icon and selecting "Collection Settings."
Pick a Group to be the Collection Owner.
Choose the color of the Collection. Colors help your team distinguish Collections from each other. 🎨
In the General Collection or a pre-populated framework, you will automatically be the individual Collection Owner until you select another Group. In any other Collection that you create from scratch, you can select any Group to be the Collection Owner.
How to Control Permissions to a Collection
Navigate to the Users and Collections screen in the web app (app.getguru.com/#/team).
Click the 'Collections' tab.
Under each Collection, there is a field to Search for the Group(s) you would like to add in the 'Allow Access' section, press enter when the appropriate Group(s) is selected.
Click 'Allow Access' to add them to the Collection.
NOTE: Your users must be in the appropriate Group to access any net new Collections.
Determine the permissions of the Group in the Collection. Here are the roles available:
|Role Title:||Role Purpose:|
|Admin 🌟||Admins are your team leads who manage your content, all users and their permissions, the structure of your Guru team, and all billing information.|
|Collection Owner 🤓||Like Authors, Collection Owners have the ability to create, edit, and manage content. They also have the ability to manage Collection level permissions and settings.|
|Author ✏️||Authors are subject matter experts and/or managers. Authors are the people on your team who create and manage content for the team to utilize.|
|Read Only 📖||Read Only users are the reps/agents on your team. They continually access and interact with Guru to do their job, but they are not creating content.|
Select 'Remove' to remove the Group's access to the Collection entirely.
NOTE: With no access to the Collection, members of that Group cannot see any of its content. Only Admins will be able to see that the Collection exists.
Faq: How should i organize my collections?
Collections are designed to work with your team's unique set up. 🤓Here's an example, using a Sales use case:
All Sales content is kept in the Sales Collection:
The Sales Experts Group has Collection Owner access, and are in charge of managing, updating and verifying the content
The sales reps, by contrast, have Read Only access to the content (competitive battlecards, one-pagers, onboarding materials, etc). They can view the content, but not edit or verify it.
Sales reps also often reference marketing materials. Because the marketing team owns marketing assets and multiple teams need access to it, the marketing team has their own Marketing Collection.
Marketing managers have Collection Owner access to this Collection, while sales managers and sales reps have Read Only access.
Voila! This set up means everyone can search across all of the content they need with the right level of access. 🎉
FAQ: I created a collection, what's Next?
Move content between Collections by using bulk actions in our Card Manager
If you have any questions about Guru, please contact Guru Support by clicking "Chat with Us!" under 'Team Settings' in Guru or by sending an email to firstname.lastname@example.org 🧠