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Introduction to CollectionsCreating and editing CollectionsAdding content to Collections
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Setting up Collections

Introduction to Collections

Collections are places to put Stories and Files in Playback. Collections structure your repository by creating distinct boundaries between products, personas, or customer segments.

Customers from different parts of your business can have vastly different needs, preferences and habits. When there’s a clear division, it can be helpful to set up a Collection.  For instance, Airbnb might create four:

  • Hosts: People who host guests in their accommodation.

  • Guests: People who want to stay in the accommodation, whether for leisure or business travel.

  • Regulations: Research and insights into the regulatory frameworks and solutions for entering new markets.

  • Staff: Research and insights into staff engagement and performance at Airbnb, insights from exit interviews, hiring research, etc.

These groupings are ideal because they're high-level and have little overlap. Employees working on multiple products or segments may cross over, but the beauty of Collections is that they provide structure without creating silos. Stakeholders can stick within the confines of their Collection, but their search or discovery is across all content in the repository, allowing them to stumble onto interesting insights.

Creating and editing Collections

Users with the Manager role in Playback can create collections. Click the + Create Collection button to create an empty collection under the Collections heading.

You can edit the meta-data of your Collection with the Edit button in the top right.

Deleting a collection will delete all the content in the Collection. Restoring the Collection from the Trash will restore all the content that was deleted with the Collection.

Collections don’t alter permissions for Playback users.

Adding content to Collections

Managers and contributors can add content to Collections. You can add content in a few ways:

Drag and drop files onto your Collection

If you have files you want to add to your Collection, drag and drop them from your file browser. These files will be uploaded and added to your Collection.

Select files from your local drive or Google Drive

Click the Add button, and select Add Files to bring up the file overlay. From here, choose whether you want to use your local file picker or Google Drive file picker to select files to upload.

Create a story directly in your collection

Click the Add button, and then Create Story. A new untitled Story will be created that is already in your Collection.

Add existing Stories and Files to your Collection

When viewing a Collection, click the Add button and then the Browse button. From the selector, find existing content and add it. You can select multiple pieces of content at a time with the checkbox.

Move a Story into an existing Collection

  1. Open the story you have edit rights on.

  2. Click ⋅⋅⋅ (actions) in the top left of the Story.

  3. Navigate to Move to.

  4. Choose the Collection you'd like to move the story to.

Who can create a Collection?

You can create a collection if you are a workspace Manager. Contributors and Viewers cannot create Collections.

Who can add content to a Collection?

Managers and Contributors can add content to a Collection. Viewers cannot add content.

What can I add to a Collection?

Collections can house Stories and Files.

Can you make a Collection private or restrict it to a certain group of users?

No, you currently can't restrict access to a Collection, but this is something that's on our radar for the future.

Does every piece of Playback content have to be in a Collection?

No, not every Story and File has to be within a Collection. However, we recommend placing critical Stories and Files inside one of your Collections to make them easier to find.

Can the same Story or File live in multiple Collections?

Collections are intended to be mutually exclusive categories. While you can add the same Story of File to multiple collections, they will be stored as separate objects within Playback.

What happens if I delete a Collection?

If you delete a Collection, all of the Files and Stories within your Collection will be deleted. Similar to if you delete a folder of files on your computer! If you would like to retain your content, you will need to move this out of the existing Collection first.

When should I use a Topic vs. a Collection? A Feed vs. a Collection? A Topic vs. a Story?

A collection is where you want files or stories to exist uniquely. It’s their home, and makes it easy for managers to create top-level categories (similar to a team drive) so there is a base level to start browsing. We generally don’t recommend teams create too many collections, but having a few can make searching for content less daunting for first time users.

Topics are basically tags you can apply as a way for stories / files to appear in multiple places or search queries. They’re good for narrowing your search query or a stakeholder wants to find stories / files that satisfy multiple categories. You would probably use this when you’re quite familiar with the entire repository and the particular taxonomy that’s being used as topics, and especially when repositories get really large.

Feeds are basically a way to pre-configure and save particular search filters. They’re good for reusing search filters that you or your stakeholders may want to reuse often. If you find yourself clicking on multiple topics, or other filters and want to reduce that friction, a feed solves that problem for you!

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Last updated 13 July 2022
3 min read

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