How to Create and Permission a Collection

Roles: Admins


Collections allow you to divide content by Groups, so that you can determine access and conveniently segment knowledge. This feature simplifies the way that your team finds the Cards they need in search and content sharing that reflects how your team is structured.

Collections are designed to work with your team's unique set up. To provide an example as to how this might be implemented, think of a typical sales team. All Sales content is kept in a Sales Collection, owned by the Sales Experts and to which reps have read-only access. In addition to Sales processes, reps often reference marketing materials. Because the marketing team owns marketing assets and multiple teams access the materials their assets are in their own Collection and the sales team and managers have read only access. With this set up everyone can search across all of the content they need in one view. The steps on how to create collections for your team are included below.

How to Create Collections

  1. Navigate to the Users and Collections screen (app.getguru.com/#/team ), where the Team, Groups, and Collections are managed.

  2. Select the Collections tab and click 'Create A Collection'.

  1. Name the Collection and add a Description. The name should concisely describe the content in the Collection. For example, a Collection containing all Support information could be called Support and a Collection containing FAQs related to the product would be called Product FAQs.

    1. You can edit the Collection’s name and description later by clicking the gear icon and selecting “Collection Settings.”

  2. Select an Author for the Collection. The Author Group owns the Collection, so it's important to choose the Group that should be primarily in charge of the content.

  3. Choose the color of the Collection. Colors help your team distinguish Collections from each other.

  4. Select 'Save'.

    1. Access to Collections is given on the Group level, so individual users must be in the appropriate Groups to access any content within Collections.

How to Control Permissions to a Collection

  1. Navigate to the Users and Collections screen in the web app (app.getguru.com/#/team).

  2. Click the 'Collections' tab.

  3. 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.

  4. Click 'Allow Access' to add them to the Collection.

    1. As a note, your users must be in the appropriate Group to access any net new Collections.

  5. Determine the permissions of the Group in the Collection:

  6. Select 'Make Read Only' or 'Make Author' to give the Group author or read only permissions in the Collection.

    1. With Read Only permissions, members of the Group can view the content, comment, and ask questions, but they cannot edit Cards in the Collection or Create Cards and assign them to that Collection. For example, the Sales Managers would be read only in the Product Collection as they are not the experts on product content.

    2. As Authors of the Collection, members of the Group can create Cards, answer questions and move content to that Collection. They can also set up Contexts for that Collection, view the Collections Analytics, and utilize the Card Manager to perform bulk actions on Cards in that Collection. For example, the Sales Managers would author the Sales Collection, so they can manage all of the content.

  7. Select 'Remove' to remove the Group's access to the Collection entirely. 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.

Learn how teams utilize Collections here.