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.

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 Certification Status is populated, but once you have added additional filters, you are free to remove this if you are looking to add uncertified assets to your collection.

Note: You must always have at least one filter in your collection's settings.

Click "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 "marketing," or you could use an OR operator to include all results that contain one or both of those tags.

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. Collections can be shared as Public with anyone in your workspace, Private if only you should have access, or Shared individually with specific people.

To add individual collaborators, search and select them from the dropdown after checking "Shared."

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. Editors and Owners who are invited to a collection will also be able to edit it.

Editing a Collection

To edit a collection you have already created, all you have to do is open the collection, and click "+ Edit collection" at the top of the page.

The screen to edit is essentially identical to the one you used to create the collection, and supports all the same options. Be sure to select "Save collection" 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.

Did this answer your question?