Update permissions on Collections

Collections are an easy way to organize related documents across all your tools and any URL from the web by a single topic. When you want to use Collections as a source of truth on a particular topic, you may want to restrict which users can edit contents of that Collection. Here's how you can control who has edit access over a single Collection.

note

Projects are replacing Collections. Existing Collections automatically migrate to Projects with all content and permissions preserved.

Prerequisites

You must be an owner or editor of a Collection to change its permissions.

Who Can Change Permissions

1. Owners: Owners can add or remove other owners and editors, ensuring that the right people have the appropriate level of access.

   • The creator of a collection is automatically assigned as the Owner and has the ability to manage permissions.
   • The company's overall Collection Moderator has Owner rights to all Collections by default.

2. Editors: Editors can add or remove other editors from the Collection

Note: All Collections will always be viewable by the entire company. You can restrict any individual from viewing a specific Collection.

---

How to Change Permissions

If you're the an owner or editor of a Collection

1. Open the Collection: Navigate to the collection for which you want to change permissions.

2. Click the Share Button: Locate and click the Share button on the collection page.

3. Manage Permissions: In the sharing settings, you can:

   • Add individual owners and editors.
   • Change the permission level of the entire company from editors to viewers.
   • Remove access for specific users or departments.

4. New permissions are auto-saved. Click 'Done' to exit.

---

How Permissions on Child Collections Work

Child Collections (Collections created under a top parent Collection) automatically inherit the permissions of their parent Collection. This means:

• Inherited Permissions: Any permissions set on the parent Collection will apply to the child Collection.
• Adding Permissions: Owners and editors of the child Collection can add new editors or owners to the child collection.
• Non-Removable Inherited Permissions: Inherited permissions cannot be removed from the child collection.

---

Understand items that require access

Collection permissions control who can edit the collection. They don't grant access to the underlying documents. Glean enforces each source's permissions, so a viewer only sees content they already have access to.

When you don't have access to a document in a collection, it appears as Item requires access. Glean hides the document's link, you can't open the item, and Copy link doesn't appear in its menu. To view the document, request access from its owner in the source app.