Collections set boundaries for your content items. They let you simplify the organization of your content according to your business structure and needs.
Add a collection
In Environment settings > Collections, click Create new collection.
Type the new collection name.
Click Confirm.
Click Save changes in the top-right corner.
You can have as many collections as you want.
Rename a collection
In Environment settings, select Collections.
Click the collection you want to rename.
In Collection name, adjust the name.
Click Confirm.
Click Save changes in the top-right corner.
Assign user role permissions for collections
By default, new users have a single role for content in all collections and languages. If you’ve already mapped and established roles for your users, you can assign your users to work on content in specific collections and languages.
In Environment settings, select Users.
Click a user to open their details.
In Collection, select one or more collections.
In Role, select a role.
(Optional) In Language, select one or more languages.
Click Save.
If you want to assign different roles for specific collections, click Assign roles for another collection in the user details.You need Advanced collections in your plan to assign roles in collections.
Examples of role permissions
Users can have different roles for each collection. For example, Antonio has the Editor-in-Chief role for the US branch and UK branch collections. In any other collections, he has the External contributor role that allows him only to view content.You can also connect permissions to the languages. For example, Sofia is an Editor-in-Chief for Spanish content. Her role applies only to the Global collection. This means that, unlike Antonio above, Sofia can’t view content in other collections.
Secure business unit isolation
In general, users can see others’ names only when they have at least one collection in common. This means that usernames are redacted and user lists filtered based on the roles in collections. For example, let’s say there’s a content item with a task created by Sofia, who’s in collections Global and Marketing. If Antonio, who’s in the Design collection, views the item, he doesn’t see Sofia’s username; he sees [username redacted] instead because he doesn’t share any collection with Sofia.There are two exceptions to this rule:
Project managers have project-wide access and thus see all users.
Users with the Invite and manage project members permission can manage the environment’s users and thus see all users.
Move items between collections
Every content item can be moved under a single collection. Your choice of the collection also applies to all variants of the item.
In Content & assets, open a content item for editing.
In the Content details sidebar, click the current collection under Collection.
From the drop-down list, select another collection.
Click Move.
The item moves to the new collection immediately.
Govern assets with role permissions in collections
You can assign assets to collections to improve your content governance.You set up the role permissions for assets in a similar way you set up roles for content items. For greater flexibility, the permissions for assets are set separately from those for content items.After you set up asset permissions for your roles as needed, assign the roles in collections to users in your project.
Assign assets to collections
For assets you already have in your asset library:
In Content & assets, go to the asset library.
Open an asset’s details.
Select a collection in the Collection card in the main section.
Click Save changes.
When you upload new assets, you’re asked to assign them to a collection right after the upload.
Remove assets from a collection
You can choose to have assets without a collection.When you upload a new asset, use the ∅ Not in collection option in the collection selection modal to leave the new asset without a collection.If you’ve already assigned assets to a collection, you can remove them from the collection:
In Content & assets, go to the asset library.
Open an asset’s details.
Select the ∅ Not in collection option in the Collection card in the main section.
Click Save changes.
Bulk operations on assets in collections
You can both assign assets to and remove them from collections in bulk:
In Content & assets, go to the asset library.
Select the assets you want to assign to or remove from a collection.
Click Move asset to collection in the menu bar above the asset grid.
Select the desired option:
Select a collection to assign the assets to it.
Select the ∅ Not in collection option to remove assets from their collections. You can use this even if the selected assets are in various collections.
Your collection and content governance requirements might influence the way you set up your projects.
You can rename multiple collections and click Save changes only once after the last change.
About Any collection and Any languageIf you choose Any collection or Any language for a role, the role applies to collections and/or languages that don't have any specific role assigned to them. This includes collections and/or languages that you add in the future.
In both collections, you have the Edit permission for the content types of the selected items.
In both collections, you have the Edit permission for all translated variants of the selected items.
Is it safe for us to start using assets in collections?Sure it is! The permissions for assets work the same as with content items. If a role has access to only one collection, users with that role can’t see assets in other collections. They do, however, see all assets without collections, as they did before.
You can’t have assets without a collection in new blank projects created from scratch.To ensure all assets are in collections for existing projects, activate the mandatory collections for assetsearly-access feature.
Need to move several items at once?In Content & assets, select a few content items. Then click > Change collection.
