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Set up collections for your project

Jan Cerman

Collections are like folders for your content items. They let you simplify the organization of your content according to your business structure and needs.

With collections, you can:

  • Create space for all departments within your project to eliminate silos.
  • Organize global and regional content within one project to enable easy reuse.
  • Separate channel-specific and channel-agnostic content within the same project for easier governance.

Check out other examples of the flexibility the collections bring to your project.

Table of contents

    Add a collection

    1. In Project settings, select Collections.
    2. Click Create new collection.
    3. Type the new collection name.
    4. Click Confirm.
    5. Click Save changes in the top-right corner.

    You can have as many collections as you want.

    Adding collections to a project

    Not sure how to divide your project in collections?

    Check out several examples of how to use collection to make your work easier.

    Rename a collection

    Mistyped and want to rename a collection?

    1. In Project settings, select Collections.
    2. For a collection you want to rename, click .
    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 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.

    1. In , 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 language

    If 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. 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.

    Roles of users are set up per language and collection

    You can also connect permissions to the languages. For example, Sofia is a Project manager for English content and Editor-in-Chief for Spanish content. Also, she has roles only in the Global collection so, unlike Antonio above, she can't view content in other collections.

    Roles of users are set up per language and collection

    Move items between collections

    Every content item can be moved under a single collection. Your choice of collection also applies to all variants of the item.

    Requirements for moving items between collections

    1. In Content & assets, open a content item for editing.
    2. In Content details sidebar under Collection, click the current collection.
    3. From the drop-down list, select another collection.
    4. Click Move.

    The item moves to the new collection immediately.

    Need to move several items at once?

    In Content & assets, select a few content items. Then click > Change collection.

    What's next?