Knowledge in folders

A folder’s Collections tab is where you connect knowledge to everyone in that folder at once, instead of linking it conversation by conversation.

Link a collection

Open the folder’s Collections tab and click Link Collection.

Everyone in the folder gets access to whatever you link, at the role they already hold in the folder — an Admin on the folder becomes an Admin on the collection, a Member becomes a Member, a Viewer becomes a Viewer. Anyone added to the folder later picks up the same access automatically.

The collection shows up in their Knowledge area as a Shared collection, so they can work with it there as well as in the folder’s conversations. What each role can actually do with it is in Collection types and sharing.

Share the folder, share its knowledge

This is the point of linking. You don’t have to invite the same people twice — bring someone into the folder and the knowledge behind it comes with them, at the level you gave them.

How folder access and collection access relate

The two are connected when you link, but they stay separate afterwards:

• Sharing the folder shares its linked collections, at the same role.
• Removing someone from the folder also removes the collection access they got that way.
• Collections can still be shared on their own. Sharing a collection with someone doesn’t add them to the folder it’s linked to.
• Changing someone’s role in one doesn’t change it in the other. Promote a folder Viewer to Member and their role on the collection stays as it was — adjust it on the collection too if you want them to match.

Unlink a collection

Each linked collection’s row has a small icon you can use to unlink it from the folder. Unlinking removes the collection from the folder; it doesn’t delete the collection or its documents, which stay in Knowledge.

Who can do what

Linking and unlinking are limited to the folder’s Owner and Admins. Everyone else in the folder — Members and Viewers — can still see the list of linked collections on this tab, they just can’t change it. See Members and roles.

For everything else about knowledge collections — creating one, uploading documents, and sharing — see Knowledge Collections.