(New UI) Creating and Adding Content to Collections

Overview

Collections provide a way to segment and restrict information within your Content Library. An example use case for this would be if you have content specific to a geographical location and you wanted to restrict and provide access to the users within each region. You can create a collection for each region (e.g. United State, Europe, Asia Pacific, etc.) and assign your team members accordingly.

Note: Both Q&A pairs and files can be included in collections.

Creating Collections

Note: You must be an admin with access to organization settings in order to create a collection. 

To create a collection, you can follow the steps below:

1. Select Organization Settings > Content Library > Collections.

3. Click CREATE NEW. The Create New Collection pop-up will be displayed as shown below:

4. Enter a name for your collection.
5. Select the primary Business Unit (if enabled).
6. Select the business units to which the collections have to be shared.
7. Select the users who can access each solution
8. Click CREATE.

When collections are shared across business units, users in the business unit can view the collection's content. They can use the content; however, they cannot edit it. 

Adding or Removing Contents

Adding or Removing a Pair or File Individually

To add or remove content, follow the steps below:

1. Locate and open the content you want to add to the collection. 
2. Click Edit icon. 

3. On the pop-up, open the Privacy, Usage and Review heading. In Collection, enter the name of the collection. You can add an answer to more than one collection. Click the X next to a collection's name to remove the content from that collection.

4. Click Save.

Adding or Removing Content in Bulk

You can add multiple items to a Content Library collection or remove multiple items from one:

1. In the Content Library, find the content you want to add. Select the checkboxes for each item, or select the checkbox in the header to select all the displayed content. Click Collections.
   
2. Expand the Privacy, Usage and Review heading to see Collections. The Add radio button is selected by default, but you can click Remove if you want to remove the content instead. Begin typing the name of the collection, or select it from the menu.
   
   
   
3. Click Update when you are finished.

Sharing Collections

You can share collections with Business Units at content level, collection level, and user level.

Sharing Collections at Content Level

To share a collection with a business unit at the Q&A level, you can follow the steps below:

1. Select a the checkbox for one or more Q&A pairs from the Content Library. Select More, and then click Other Bulk Options.
   
   
   
2. Expand the Privacy, Usage and Review heading, and then select Shared Business Units.
   
   
   
3. Select Add or Remove, depending on whether you want to share the collection with the BU or end the existing sharing. Select All to share it with all BUs, or click Selected and specify one or more BU names.

1. 5. By default, view and edit privacy will be enabled. To restrict it to only specific users, select Roles and then specify the roles for View Privacy and Edit Privacy.

6. Click SAVE to save the selections.

When a collection is shared across BU, by default users in the BU can view and edit the collection contents. However, if view and edit privacy are set at Q&A pair level, the restrictions will be applicable for users in the BU.

In the above example, all users in the Business Unit- Europe will be able to view the content; however, only Admin and Super Admin can edit the contents. Even when the collection of which this content is shared across the BU Europe, this question will have edit restrictions applicable for the users in the shared BU. 

Sharing Collections at Collection Level

Sharing Collections from the Content Library

To share collection with a business unit from Answer Library, you can follow the steps below:

1. Select a collection from the Library tab of the Content Library, and then click Share.
   
   
   
2.  
3. Click Menu, select Bulk Update and then Advanced. The Bulk Update pop-up will be displayed.
4. Open Privacy, Usage and Review
5. Select Shared Business Unit and then select Selected.
6. Enter the name of the Business Unit with which the collection has to be shared.

6. Click SAVE.

All contents in the collection will be shared with users in the shared business unit. By default, users can view and edit contents from the collection; however, restrictions would be applied if privacy is set for any/all of the contents at the content level. 

Sharing Collections from Organization Settings

To share collection from Organization settings, you can follow the steps below:

1. Go to Organizational Settings > Content Library > Collections.
2. Click More Options icon and select Edit.

5. The Edit Collection pop-up will be displayed. Select the business units to which the collections have to be shared.

6. Click UPDATE.

When collections are shared across business units, users in the business unit can view the collection's content. They can use the content; however, they cannot edit them.

Sharing Collections at User Level

To share collections at user level, you can follow the steps below:

1. Go to Organization Settings > User Management > Manage Users. The list of users will be displayed.
2. Select the users with whom the BU has to be shared.
3. Click icon from the top right corner and select Bulk Update.

The Bulk Update pop-up will be displayed.

6. Select Update Shared BU from the left pane.
7. Select Selected and specify the business unit names which has to be shared with the selected users.
8. Click UPDATE.

A success message will be displayed and shared business unit will be displayed.

All contents in the collection of the shared Business Unit will be displayed to the user, based on the privacy set at each Q&A pair level.