Skip navigation

Divide projects into manageable parts with collections

Collections offer a way of simplifying content organization for enterprises according to their business structure. Individual departments and teams can manage content in their collections, ensuring the right people work on the right content.

Collections are currently available on request through an early access program.

Table of contents

    Create clear boundaries for your content

    What advantages do you get with collections?

    • 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.

    This improves your brand consistency and cross-team collaboration, centralizes governance, and removes problems with duplicating content that already exists.

    How collections make your work easier

    Collections are simple yet powerful way of organizing how you produce content. You can have as many collections as you want. 

    We're currently working on extending what you can do with collections. Soon, they'll let you govern who can work on which content. We plan for collections to be the main tool for dividing content between your departments and regions.

    Animation showing how you can use collections in your project.

    This is how your teams can use collections to manage their content.

    Here are a few examples of how flexible collections are. You can mix and match the examples to suit your business needs.

    Example A: Departments, teams, business units

    If you invite people from several teams to your project, you want to ensure they can orient in a multi-department project and easily find what's theirs. This also means these team members have clear ownership and won't change content relevant to other teams.

    You can have a collection for company-wide content and another for department content. For example, the departments can represent university faculties or hospital departments.

    Coming soon: permissions for collections

    Set up collections for your teams' content now and soon enjoy an easy way to choose which people can work with each collection.  If you want to be the first to use collection permissions, register for early access.

    Example B: Regions, markets, global content

    Do you provide services in multiple markets? Chances are that some of your market-specific offerings share a fair bit of content that you could reuse. Think of it as using collections to divide your content into global (shared across several markets) and regional (specific to a market).

    Choose the right approach for your regional content

    If the content in your regions follows the same structure (meaning the content model), consider dividing your project by languages and setting up permissions by language.

    If your regional content doesn't follow the same structure, (for example, your LA branch uses one kind of articles while NY branch uses another), use collections to define your regions.

    Example C: Devices, experiences, channels

    Do you put out content that people see on the web, mobile, and other connected devices? Collections can help you manage content for these channels. By defining collections for each channel (or device) and a collection for the shared parts, you ensure consistency and avoid duplication.

    Example D: Campaigns and initiatives

    Use collections to group content that's useful and relevant for a short time. For example, this lets you clearly define which content belongs to which marketing campaign. The same approach can work equally well for grouping topical content like UI microcopy or FAQs.

    Add order to your content production

    Ready to give collections a try? Collections are currently available through an early access program and can be enabled for premium and enterprise subscriptionsOpens in a new window.

    Contact us and we'll activate collections for you.

    Activate collections

    Once they're enabled, check out how to set up collections for your project.

    Stay tuned for improvements

    Use collections from the get-go for easier content governance in the future. We're currently working on significant improvements in this area that will allow limiting access to specific roles.

    We plan to make collections generally available in early 2021. Later in 2021, we're considering adding the following enhancements:

    What's next?

    You've already decided on the number of projects you need and know how to divide and organize them in collections. Nice!

    Are you going to use your organized content for a website? If so, decide whether to use Web Spotlight. Web Spotlight is perfect for projects used for managing websites.