Creating and Adding Content to Collections

Overview

Collections provide a way to segment and restrict information within your answer library. An example use case for this would be if you have content specific to a geographical location in your answer library 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.

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. Login to Responsive.
2. Select Organizational Settings.
3. Select CONTENT LIBRARY and select Collections.

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

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

 

Adding Contents to a Collection

Adding Content Individually

To add a Q&A pair to a collection, you can follow the steps below:

1. From the Answer Library, click View All Content.

2. Locate and open the Q&A pair you want to add to the Collection.

3. Click Edit icon. The Answer Editor pop-up will be displayed.
4. Open the Privacy, Usage and Review

5. In the Collection section enter the name of the collection.

Note: you can add an answer to more than one collection.

6. Click SAVE.

Adding Contents in Bulk

You can bulk add Q&A pairs from Answer Library to a Collection.

To bulk add contents to a collection, you can follow the steps below:

1. From the Answer Library, click View All Contents.
2. Click Menu
3. Select Bulk Update > Collections. The Update Collections pop-up will be displayed.
4. You can either add the whole results to the collections, or you can select the required collections to be added to the collection.

Note: You can also remove contents from collections by selecting the required contents and then specifying the collection name.

5. Click SAVE.

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 Q&A pair from the Answer Library.
2. Click edit icon. The Answer Editor pop-up will be displayed.
3. Open Privacy, Usage and Review
4. In Share Content with other Business Units, select Selected and specify the BU name.

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 Collection at Collection Level

Sharing Collections from the Answer Library

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

1. Select a collection from the Answer Library
2. Click Menu, select Bulk Update and then Advanced. The Bulk Update pop-up will be displayed.
3. Open Privacy, Usage and Review
4. Select Shared Business Unit and then select Selected.
5. 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. Login to Responsive.
2. Select Organizational Settings.
3. Select CONTENT LIBRARY and select Collections.
4. 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. Login to Responsive.
2. Select Organizational Settings.
3. Select USER MANAGEMENT and then select Manage Users. The list of users will be displayed.
4. Select the users with whom the BU has to be shared.
5. 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.