What is the best use case for collections?

I'm looking into what's the best use case for collections. Currently, we're using them for segmenting different product lines or if for have different members of the organization who will be using the content but may not need access to each others information, e.g. the finance team may not need access to the security team's content. However, are there better ways to leverage use for collections?

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Helene H

Hey Candace! I'd suggest utilizing Collections for any content you want segmenting from specific users for any reason (security information, siloing teams, etc.). Another use case is for Archived Content. The Content Owner can be the only team member who has access to the archived collection and add content that the team isn't ready to full delete. Reminder - it is VERY difficult to retrieve deleted Q/A pairs.

In terms of product lines, I would actually suggest custom fields versus collections.

Curious to hear what other users are doing with collection!

All comments

Helene H

In terms of product lines, I would actually suggest custom fields versus collections.

Curious to hear what other users are doing with collection!

Linda Wesley

We use Collections to restrict access. Ex: The Legal team has Q&A pairs for their use only. They own/review/moderate their content.

Collections are also handy when working with a new team on a specific use case. You can create a few Q&A pairs and place them in a Collection visible to that team only. Then work with them on the best approach (tags, multiple response fields, etc.) to meet their needs. The Collection becomes a sandbox environment. You can decide later whether to keep the Q&A pairs in the Collection or make them visible to everyone. If pairs stay in a Collection, you also need to maintain the list of named users for that Collection.

@linda.wesley@dynatrace.com Love the idea of using Collections as sandbox environments. Well done!

Kristin James

We use collections for two reasons: separating content by region and segmenting information for the uses of different teams. They can be a great option because if the information for a certain team is more sensitive, we can easily update the access settings on the backend to block unrelated users from viewing the entire collection.

Helene H

I have attached a great graphic from the Content Library Management University Workshop last week. It discusses some best practices for collections vs tags vs custom fields.

On that note, the University is now offering live workshops on a variety of different subjects! Feel free to check it out 😎

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