Collections
A collection gives a defined set of people access to knowledge that should not be available across the entire organization. Examples include an executive collection, a sales collection, or a collection for one client team.
Collections control visibility
Adding knowledge to a collection makes it available to the members of that collection. A document can belong to more than one collection.
Collections are not folders. They do not move a document to a new home, and they do not become its owner. They are an access rule attached to the document.
If someone loses access through one collection, they may still see the document if it is shared across the organization or through another collection.
Collections do not control versions
A collection does not decide which version is published. Publishing authority belongs either to the creator or to the organization.
There is one published version of a knowledge document. HexaHQ does not maintain a different version for each collection. Collection members receive the same published version, unless they have their own changes.
Limit organization knowledge to a collection
Adding an organization wide document to a collection does not restrict it. Everyone in the organization can still see it.
To limit the audience, remove organization wide visibility and share the document only with the intended collection. When a document stops being organization wide, publishing authority returns to its creator. The organization can use its separate administrative controls when it needs to intervene.
Personal only knowledge
Knowledge marked Personal only cannot be shared through a collection. Remove that setting before adding the document to a collection.
Use Personal only when the document should remain available only to its owner. Use a collection when the document should be shared with a defined audience.