Strategy Guide: How to move from Collections to Groups

Learn how to use groups to "collect" and share relevant content.

Shawn Jensen avatar
Written by Shawn Jensen
Updated this week

If you've used collections to gather related subjects together, you know what a great tool it's been.

That said, collections had several key limitations.

With collections:

πŸ˜• You could only "collect" process subjects (not company or policies).

πŸ˜• A subject could only be categorized in one collection at a time.

πŸ˜• Collections couldn't be assigned to people or groups.

Friend, it's time to move to something WAY more flexible: Groups!

Groups allow you to do everything you love about collections but now give you new abilities that collections could only dream of.

With groups:

πŸ˜ƒ You can "group" relevant company, policy, and process content together.

πŸ˜ƒ A subject can exist in multiple groups at a time.

πŸ˜ƒ Curated content groups can be shared with relevant team members.

Bottom line: Groups are the way forward. RIP Collections πŸͺ¦

πŸ—‚οΈ Table of contents: Click on the arrow to view the different sections of this document and skip around to the parts you need.

Where are my collections?

No worries. We've kept them on the Content page in your account for easy access. Just click the view changer and select "Collections" from this page. They are all there listed in alphabetical order.

πŸ“ Please note: You cannot create new collections or update existing ones.

OK, now what?

πŸ‘‰ You have two options:

Option 1: Do nothing & we'll migrate your collections to groups and classify them with the "Other" group type.

Option 2: Start now and create groups for your existing collections.

If you're thinking option 1, then you can stop reading now and move on with your day πŸ™‚ We'll provide plenty of advance notice about the migration and when it will happen.

However, if you want to jump on this now, then option 2 is your jam! Read on for the recommended process. πŸ‘‡

How to create groups for your existing collections:

Step 1: Identify the collections you need to keep

Take this as an opportunity to do some cleanup. You may or may not actually need all the collections you have right now. Go to the Content page, and change the view to "Collections." Then, look over each one and decide what you need to keep. Jot these down somewhere.

⭐️ If you want a handy-dandy Google spreadsheet template for this process, you can copy and use this one.

We'll talk about what to do with the unneeded collections in just a moment.

Step 2: Determine the group type

Since the collections you want to keep are going to become groups, you need to determine what group type each of them will become. Jot them down, or select them in the google sheet linked above.

The group type options are:

  • role

  • team

  • department

  • location

  • other (custom group)

As you do this, you may discover that you've ALREADY created groups for some of them. If so, woo-hoo for less work, right? πŸ˜‰

Step 3: Create new groups

Now, head over to the groups page and create the new groups you identified. Here's that help guide again to walk you through the process.

Step 4: Delete old collections

You don't need them anymore, so let's trash those old collections πŸ—‘οΈ

Go back to the Content page and change the view to show Collections. Then, click the 3-dot menu next to each collection and click "Delete collection".

IMPORTANT: Do this for each collection that you do NOT want to be migrated to Groups. Otherwise, it will be created as a group with the "Other" group type.

That's it! πŸ₯³

When you're done, you'll be able to take advantage of all the abilities groups have to offer. Specifically, assigning group content to the people who need it.

Need some extra help?

Email or press on the bubble on the bottom right-hand corner of the screen to start a chat to let us know what you need help with. β†˜οΈ

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