Create and Manage Knowledge Base Collections

Collections allow your organization to group related Knowledge Base resources and control which user groups can access them. This makes it easier to organize documentation, deliver relevant content to the right users, and maintain consistent resources across teams.

Admins, Job/User Editors, and Job Editors can create collections, add content, and review collection contents. Only Admins can share collections with affiliate organizations.

In this article, we’ll cover how to:

• Create a collection
• Add content to a collection
• View a collections content
• Remove Content
• Share collections with affiliate organizations

Create a Collection

You can create an empty collection or create one using content you have already added.

Creating an empty collection to add content to

1. Open the Resources tab and select Collections. 

2. Select + Create Collection.

1. Complete the collection fields:
   • Name: Enter a name for the collection. (Required)
   • Groups: Select the user groups that should have access.

4. Select Save. 

The collection is now available, and content can be added to it.

Create a Collection from Existing Content

1. Open the Resources tab and select Search. 

2. User the search filters to locate the content.

3. Select the checkbox beside each item you want to include.

4. Select the Collection icon n the upper-right corner.

5. Select Create Collection.

6. Enter a name for the collection.

7. Select Create.

The new collection will be created with the selected content already included.

Add Content to a Collection

You can add new content, one existing item, or multiple existing items to a collection.

Add New Content During Upload

1. Open the Resources tab and select Search. 

2. Select + Add Content.

3. Choose a supported file from your device. Supported file types include JPEG, JPG, PNG, PDF, MOV, and MP4.

4. Fill out the Content Details.

5. Find Collections at the bottom of the form and select the appropriate collection.

6. Select Upload Content. 

Add Existing Content

1. Open the Resources tab and select Search. 

2. Use the search filters to locate the content. 

3. Select the content title.

4. Select the pencil icon in the upper-right corner.

5. Find Collections at the bottom of the form and select the appropriate collection.

6. Select Update.

Add Multiple Existing Items

1. Open the Resources tab and select Search.

2. User the search filters to locate the content.

3. Select the checkbox beside each item you want to add.

4. Select the Collection icon on the upper-right corner.

5. Select Add or Remove from Collection.

6. Choose the appropriate collection(s).

7. Select Save. 

View a Collection

You can review collection content from the Knowledge Base search or from the Collections page.

Filter Knowledge Base Results by Collection

1. Open the Resources tab and select Search. 

2. Choose the collection from the Collection dropdown.

3. Select Search. 

The content assigned to that collection will appear in the search results.

View Content from the Collections Page

1. Open the Resources tab and select Collections.  

2. Select the edit button beside the collection you want to review.

3. Select View Collection. 

You will return to the main Knowledge Base page, where the collection’s content will be displayed.

 

Remove Content from a Collection

Removing an item from a collection changes its collection assignment; it does not permanently delete the content from the Knowledge Base.

You can remove one item individually or remove multiple items at the same time.

Remove One Item from a Collection

1. Open the Resources tab and select Search. 

2. Use the search filters to locate the content. 

3. Select the content title.

4. Select the pencil icon in the upper-right corner.

5. Find Collections at the bottom of the form.

6. Remove the collection assignments that no longer apply.

7. Select Update.

Remove Multiple Items From a Collection

1. Open the Resources tab and select Collections. 

2. User the search filters to locate the content.

3. Select the checkbox beside each item you want to update.

4. Select the Collection icon in the upper-right corner.

5. Select Add or Remove from Collection.

6. Remove the collection assignments that no longer apply.

7. Select Save. 

Share a Collection with Affiliate Organizations

Only Admins can share collections with affiliate organizations.

An affiliate organization is a separate XOi organization that can receive shared Knowledge Base content and workflows from your organization.

1. Open the Resources tab and select Collections.

 

2. Select the affiliate button beside the collection you want to share.

3. Select + Give Access beside each affiliate organization that should receive access.

4. Select Finish Updating.

The collection will appear in the affiliate organization’s Knowledge Base under a section labeled with the originating organization’s name.

The receiving organization cannot control or change the collection’s content. However, its Admins can choose which groups within their organization receive access.

To stop sharing a collection, return to the affiliate settings and select – Remove Access beside the organization.

Important: The other organization must already be listed as an affiliate in your organization settings. Contact your Customer Success Manager if an organization needs to be added as an affiliate.

Additional Information

Use clear collection names and group assignments so users can quickly understand which resources are available to them. Review collection content periodically to ensure it remains accurate, relevant, and appropriately shared.