Kontent.ai Learn

Collections

Jan Cerman
15 minutes
Collections
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Collections set boundaries for your content items. They let you simplify the organization of your content according to your business structure and needs.
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  • Your collection and content governance requirements might influence the way you set up your projects.

Add a collection

  1. In Environment settings > Collections, click Create new collection.
  2. Type the new collection name.
  3. Click Confirm.
  4. Click Save changes in the top-right corner.
You can have as many collections as you want.

Rename a collection

  1. In Environment settings, select Collections.
  2. Click the collection you want to rename.
  3. In Collection name, adjust the name.
  4. Click Confirm.
  5. Click Save changes in the top-right corner.
You can rename multiple collections and click Save changes only once after the last change.

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.

Only available with advanced collections

This feature isn’t available for some legacy plan subscriptions. Contact us to find out your options.
  1. In Environment settings, select Users.
  2. Click a user to open their details.
  3. In Collection, select one or more collections.
  4. In Role, select a role.
  5. (Optional) In Language, select one or more languages.
  6. Click Save.
If you want to assign different roles for specific collections, click Assign roles for another collection in the user details.
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.

Examples of role permissions

Users can have different roles for each collection.
You can also connect permissions to the languages.
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.

Collaboration across collections

Users can see other users’ names only when they have at least one collection in common. Based on the roles in the collections, users might see:
  • Redacted user names instead of actual names
  • Filtered lists of users that contain only the users from the same collections
For example, take Sofia and Antonio from the permission examples above. Sofia can work only on content in the Global collection, while Antonio can work on content in multiple collections but not Global. If a project manager takes a content item assigned to Antonio, moves it to the Global collection, and assigns Sofia as well, Sofia can see the item and work on its content but cannot see Antonio's name.
There are two exceptions to this rule:
  • Project managers have project-wide access and can see all users.
  • Users with the Invite and manage project members permission can manage the environment’s users and see all users.

Assign collections to spaces

If you use spaces to manage multiple websites within one project, you can connect collections to the spaces. Assigning collections to spaces provides a clear overview of what content belongs to which website and simplifies the range of choices content creators have when previewing content in such a project.

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.
Requirements for moving items between collections
  1. In Content & assets, open a content item.
  2. Under the content item name, click Change collection.
  3. In the Change collection dialog, select a collection from the Move item to drop-down.
  4. Click Move.
Need to move several items at once?In Content & assets, select a few content items. Then click > Change collection.

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 just like for content items. 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.
Assets vs. content items in collectionsThe 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.

Assign assets to collections

For assets you already have in your asset library:
  1. In Content & assets, go to the asset library.
  2. Open an asset’s details.
  3. Select a collection in the Collection card in the main section.
  4. Click Save changes.
When you upload new assets, you’re asked to assign them to a collection right after the upload.
We recommend that you always assign assets to collections so that you can manage assets effectively and ensure compatibility with enhancements.

Remove assets from a collection

When you upload a new asset, select the ∅ Not in collection option to leave the new asset without a collection. To remove existing assets from a collection:
  1. In Content & assets, go to the asset library.
  2. Open an asset.
  3. In Asset collection, select the ∅ Not in collection option.
  4. Click Save changes.
You can’t have assets without a collection in empty projects created from scratch.If you need to ensure all assets are in collections in existing projects, activate mandatory collections for assets in Innovation Lab.

Bulk operations on assets in collections

You can both assign assets to and remove them from collections in bulk:
  1. In Content & assets, go to the asset library.
  2. Select the assets you want to assign to or remove from a collection.
  3. Click Move asset to collection in the menu bar above the asset grid.
  4. 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.
  5. Click Change.