Set up your collections

Goal: organize your library by creating collections for different types of content and building a clear folder hierarchy within each one.

When to use this: when you’re setting up the library for the first time, or whenever you need a new area for a distinct kind of content (a new slide set, a presentation set, a document library, or a productivity dataset).

A collection (the app also calls it a set) is the top level of organization inside your library. Each collection holds one kind of content and has its own folder hierarchy. There are four kinds:

• Slide collections — the reusable slides your teams build with.
• Presentation collections — decks assembled from slides.
• Document collections — supporting files (publications, study reports, source materials).
• Productivity collections — structured datasets defined by a schema, with Excel import/export.

Note

You’re organizing content within your existing library — you’re not creating a new library. Everything you set up here lives inside the one library you administer.

Steps

1. Open Manage Library. From the library, open Manage Library — the admin home where all collections and library-wide settings are managed.

2. Create a collection. Choose New collection (or Add Collection), pick the type — Slide, Presentation, Document, or Productivity — and give it a name. A Productivity collection also asks you to define its schema (the columns/fields each record will contain).

   

3. Build the folder hierarchy. Open the collection and use New folder to add folders, then nest them to reflect meaningful categories your teams actually use. Rename a folder in place, and drag a folder to move it within the hierarchy.

   

4. Manage the collection. Each collection has its own Manage page with a grid of cards:

   • Rename — change the collection’s name.
   • Browse — jump into the collection’s content.
   • Email Notifications — choose which events trigger email notifications to subscribers of this collection.
   • Assign Users and Groups — control who can see and use the collection.
   • Delete Collection — remove the collection (see the pitfall below).

   Type-specific tools are also available:

   • Slide collections add Manage stamps (overlays applied to slides in presentations).
   • Presentation collections add Required Slides (slides a deck must include).
   • Productivity collections add hierarchy, email-processing, and Excel import/export tools.

   

Tips & pitfalls

Tip

Set up groups and permissions before you fill a collection with content — that way access is right from day one. Use Assign Users and Groups on each collection to scope who sees it.

Caution

Delete Collection removes the collection and its contents. Move anything you want to keep first, and confirm no team still depends on it.

Note

Folder depth and structure are yours to decide. Keep the tree shallow enough to browse quickly, but deep enough that a folder maps to a real category your teams search by.

Related

Manage Library (reference)Every collection and library-wide setting in one place.

Onboard users & permissionsScope who can see each collection with groups.

Build your taxonomyAdd custom fields, tags, and stamps to your collections.

Notifications & emailSet notification events per collection.