Utilizing Collections

Roles: Admin

Seamlessly share and segregate 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.

To help you understand Collections, we have two example set-ups. If you have any questions as to how Collections will work with your team, please don't hesitate to contact us.

Cross-departmental usage with Support and Sales

Sales and Support 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, all three departments can collaborate and share information without cluttering their search or exposing team-specific information.

To achieve this, the Sales and Support teams each have their own Collection. Each team's experts/managers own their department's Collection, and enable only the applicable Groups to access the Collection. Since both Sales and Support need Product FAQs, these are in a separate Collection that's owned and managed by the Product team, and to which all applicable Sales and Support Groups have access. This set up seamlessly comes together in Guru's search where the team can search by keywords, Tags, Collections, or all three to find the information they need. The results include content from all Collections to which they have access.

Restrict your Content

Collections can help you share and access information within one department as well. 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. They also want to easily access all of the content that the team uses, so they can enable their reps and add information as needed. To create this set-up, managers can have their own Collection, while also owning the general team Collection. By doing this, managers can isolate knowledge from the rest of the team, but still access all of the team content in Guru without any extra effort.


Collections work seamlessly with existing Guru structures. Boards, Tags, and Contexts exist within each Collection. You can search with the Tags of any Collection to which you have access, view Boards by Collection, and all of the Contexts 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!