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.
When in a Collection, you can use Command + K (Mac) or Ctrl + K (Windows) to easily switch between Collections.
How should I organize my Collections? How can Collections work across departments?
Collections are designed to work with your team's unique set up. Many teams create a Collection to represent each department or team at their company.
Here is an example:
The Product and Sales team each have their own knowledge. Their team creates a Product Collection and a Sales Collection.
The Product team doesn't need to understand every deal stage, but the Sales team relies on the Product team for Product FAQs and updates.
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 Experts have Read Only access to the Collection, so while they can read all of the content, they cannot create or edit it:
How can I restrict my 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.
As an Admin, you can set up permissions so that a "Managers" Group has access to a Collection, while not showing that content to the rest of your team.
Through our Board Group Permissions & Board Permissions feature, Collection Owners can give a specific Group access to select Board Groups and Boards within a Collection.
How can I search within a Collection?
Once you have a Collection created and organized, it is easy to narrow down your search to that particular topic.
In the Guru Web App and Extension, you can filter your search by Collection by entering an exclamation point
!prior to the Collection name.
Once you have the Collection open, you can search within the Collection itself.
You can also narrow down your search by searching through a particular Board in that Collection.
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.
📑 Related articles
Ready to implement Collections? The following articles take you through the process of setting up Collections for your team: