Utilizing Collections

Roles: Admin

Seamlessly share and segment content across your entire organization with Collections. Collections allow you to segment content by Groups, so that you can easily control access and permissions, while also ensuring simple distribution of important knowledge.

TIP: When in a Collection, you can use Command + K (Mac) or Cntrl + K (Windows) in order to easily switch between Collections.

Cross-departmental usage

Product and Sales each have their own important knowledge, but this information doesn't need to be accessed by both departments: The Sales team doesn't need to know every nuance of the API and the Support team doesn't need to understand each deal stage. Despite this segmentation, both departments rely on the Product team for FAQs and information.

With Collections, both of these departments can collaborate and share information without cluttering their search or exposing team-specific information.

This team has a Product FAQs Collection, where:

  • The Product Managers Group has Collection Owner access, and can create and organize new content in the Collection

  • Sales Reps and Sales Managers have Read Only access to the Collection, so while they can read all of the content, they cannot create or edit it

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Restrict your Content

Collections can help you share and access information within one department. Managers often work with internal review documents, analytics, and other sensitive information that they'd prefer to keep separate from the rest of their team.

Through our Board Permissions feature, Collection Owners can give a specific Group access to select Boards within a Collection.


Collections work seamlessly with existing Guru structures, which Boards and Cards living inside of each Collection. You can search with the Tags of any Collection to which you have access, view Boards by Collection, and all of the Knowledge Triggers to which you have access appear on the applicable page.



You can filter by Collection in Analytics, giving you greater insight into how your team is interacting with certain topics. This information allows you to coach your team based on the content areas that you manage.


Ready to implement Collections? The following guides take your through the process of setting up Collections for your team!