Understanding Collections
Collections are user-created organizational containers:Manual Organization
You decide what goes where—perfect for project-specific groupings or custom categorization
Mixed Content Types
Combine recordings, documents, signals, and other content types in one place
Team Collaboration
Share collections with teammates for aligned access to important content
Flexible Structure
Create nested collections or flat structures based on your workflow
Collections vs. Clustering
Understanding when to use each feature:Creating Collections
Create New Collection
Click “New Collection” and provide:
- Collection name
- Optional description
- Privacy settings
Add Content
Add items using:
- Drag and drop from other views
- “Add to Collection” from item menus
- Bulk selection tools
Managing Collection Content
Adding Items
Multiple ways to populate your collections:Viewing Collection Contents
Collections display all content types in a unified view:- Recordings: With thumbnails and duration
- Documents: With titles and preview text
- Signals: With summary and sentiment
- Other Collections: For nested organization
Each item shows its original location and metadata, making it easy to understand context even when viewing mixed content types.
Use Cases for Collections
Project Management
Create collections for specific initiatives:- Feature Launch: All related research, meetings, and feedback
- Customer Onboarding: Training materials and success calls
- Quarterly Planning: Strategy sessions and planning docs
- Bug Investigation: Related calls and technical discussions
Customer Organization
Group content by account:- Key Accounts: All interactions with important customers
- Renewal Discussions: Calls and documents for renewal prep
- Support Escalations: Difficult cases and resolutions
- Success Stories: Positive feedback and case studies
Team Resources
Build shared knowledge bases:- Onboarding Materials: Resources for new team members
- Best Practices: Exemplary calls and documents
- Competitive Intel: Market research and comparisons
- Training Library: Educational content and examples
Research Projects
Organize research materials:- User Interviews: Group sessions by research topic
- Market Analysis: Competitive calls and industry research
- Feature Research: All feedback on specific features
- Persona Studies: Content organized by user type
Sharing and Permissions
Collection Privacy
Control who can access your collections:Private Collections
Private Collections
- Only you can view and edit
- Perfect for personal organization
- Can be shared later if needed
Team Collections
Team Collections
- All workspace members can access
- Collaborative curation
- Shared organizational structure
Shared Collections
Shared Collections
Managing Permissions
- View Only: Users can see content but not modify
- Edit Access: Users can add/remove items
- Admin Rights: Full control including deletion
Best Practices
Use descriptive names: “Q4 2024 Product Research” is clearer than “Research Folder”
Add descriptions: Help others understand the collection’s purpose and contents
Regular maintenance: Remove outdated items and reorganize as projects evolve
Combine with clustering: Use collections for manual organization and clustering for pattern discovery
Create templates: Build standard collection structures for recurring projects
Collection Actions
Quick Actions
Available from any collection:- Share: Generate shareable links or invite users
- Export: Download collection metadata
- Duplicate: Copy structure for similar projects
- Archive: Hide without deleting
- Delete: Remove with confirmation
Bulk Management
Work with multiple items efficiently:- Select all items in a collection
- Move between collections
- Remove multiple items at once
- Apply bulk tags or properties
Integration with Other Features
Search Integration
- Search within specific collections
- Collections appear in global search results
- Filter search results by collection membership
Chat Integration
- Reference entire collections in AI chat
- Ask questions about collection contents
- Generate summaries from collection items
Workflow Integration
Automate your collection organization with workflows:- Trigger on additions: Run workflows when items are added to a collection
- Auto-routing: Use workflows to automatically add content to collections based on rules
- Recording to Collection by Title: Match title patterns to route recordings automatically
- Recording to Collection: Use AI-powered conditions to organize content
- Export collections: Send collection contents to external tools via workflows
Troubleshooting
Access Issues
Access Issues
- Permission errors: Check that you have the correct role for the collection
- Can’t see a collection: Verify the collection owner has shared it with you
- Can’t edit: You may have View Only access—contact the collection owner
Organization Problems
Organization Problems
- Duplicate items: Items can exist in multiple collections—this is expected
- Missing items: Check if items were moved or deleted from the source
- Workflow not adding items: Verify workflow conditions match your content
Limitations
Collections provide the manual organization flexibility that complements BuildBetter’s AI-powered features, ensuring you can structure your content exactly how your team works best.Note: Collections were previously called “Folders” in earlier versions of BuildBetter. The functionality remains the same.