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Quick start: Create your first collection
Quick start: Create your first collection

Organize your assets with smart collections, and share them with stakeholders

Nicholas Freund avatar
Written by Nicholas Freund
Updated over a week ago

Once you've connected your BI tools and begun bringing assets into Workstream, you will likely have a large number of assets in your Knowledge Repository. While this can be daunting to navigate, Workstream offers Collections, a feature that allows you to organize these assets according to flexible rules. Once configured, collections will automatically update with assets that meet the collection's parameters.

Collections can also be tailored to a specific audience. Need to create a personal collection to reference as you're certifying assets? Create a private collection that only you can see. Need to share a curated list of your high-level business metrics with all your stakeholders? You can easily make this type of collection public to all your Workstream stakeholders.

For the purposes of getting started, we recommend thinking through which assets will be most helpful to your pilot group of stakeholders. Curating a collection for this group is a great way to make their most used assets easily accessible.

Creating a Collection

To begin creating a collection, locate the "Collections" section in the left nav, and click the "+" button.

Image pointing toward the "+" button next to the collections menu item in the left nav

Give your collection a name—this is the name that will appear to all users with access once the collection is created.

Next you will select your filters. By default the filter for Tag is populated, as this is the most common filter Workstream users employ when setting up a collection.

The filter can either populate assets that have a certain parameter (using the IS option) or exclude assets with that parameter (using the IS NOT option).

To add additional filters, select "Add a filter", and add as many filters as you want.

Filters can use either AND or OR logic, depending on how narrow you want your parameters to be. In the example below, you could use an AND operator to include only assets that are tagged with both "product" and come from Pendo, or you could use an OR operator to include all results that either have that tag or are from that vendor, giving you a larger number of results.

Filter conditions can be added, updated, or removed at any time. The following conditions are available:

  • Vendor type: i.e, Tableau, Looker, Mode, Sheets, Salesforce, etc.

  • Asset tag: This can be either a tag we have synced in from your BI tool, or custom tags you have created in Workstream.

  • Asset lifecycle status: Options include active, in-development, and expiring.

  • Certification status: Options include certified, not certified, and certification requested

Sharing Collections with Stakeholders

As the final step in creating a collection, you will need to select the collection's sharing settings. Locate the "Share" option to continue configuring your collection.

Note: If you create a collection without setting its sharing setting, it will automatically be set to Private.

Collections can be shared as Public with anyone in your workspace, Private if only you or invited users should have access, or Shared to include both invited users and all workspace owners.

You can change the general access level by selecting the option from the dropdown. To add individual collaborators, search and select them from the search field.

You can always add or remove collaborators from a collection as necessary. Once you are satisfied with your filter and sharing settings, click "Create collection".

Please note that everyone who has access to a collection will see it as an option in the left nav. Owners who are invited to a collection will also be able to edit it.

Image showing the asset workspace, with the collections section of the left nav highlighted

Collections and Asset Permissions

Because each collection will have its own general access level, whether private, shared with individual users, or public, the collection's sharing settings may change the sharing setting of the assets within it. When an asset becomes part of a collection, its sharing setting is updated only if the collection's sharing is more permissive than the asset's current setting.

As an example, consider an asset that has previously been shared with a limited group of users. If that asset is then added to a public collection, the previous general access level will be overridden, resulting in the asset being exposed publicly to all your workspace users, and available to view and interact with within the collection. Conversely, if an asset is already public, adding it to a private collection does not update the asset's general access level.

Assets within a collection that is shared with individual users will also be shared with those users. However, please note that these users will not appear in the list of explicit asset grants when viewing the asset.

Workspace members cannot create collections, or share assets via a collection at this time.

Editing a Collection

To edit a collection you have already created, open the collection and select either "Share"—to update the sharing settings—or "Edit"—to change the filters or name—from the top of the page.

The screens to edit are essentially identical to the ones you used to create the collection, and support all the same options. Be sure to select "Save" once you have made your desired updates.

Next Steps

Now that you've organized your assets and begun the process of sharing them with stakeholders, it's time to start filling them in on how best to use them by curating documentation and FAQs.

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