Managing Collections

Collections are curated lists of acronyms organized around themes, teams, or onboarding flows. This guide covers creating, editing, and managing collections.

What Are Collections?

Collections group related acronyms into logical sequences:

• Onboarding Collections: New hire orientation (company overview, department-specific terms)
• Project Collections: Terms specific to a project or initiative
• Team Collections: Acronyms used by specific departments
• Role Collections: Terminology for specific job functions
• Custom Collections: Any curated subset for reference

Collections differ from categories:

Accessing Collections

1. From the main navigation, click Admin → Collections
2. Or navigate directly to /admin/collections

Creating Collections

Create a new collection:

Create a Collection

1. Click Create Collection button (top-right)
2. Enter Collection Name:
   • Examples: "New Hire Onboarding", "Engineering 101", "Sales Terminology"
   • Max 100 characters
3. Enter Description:
   • Explain the purpose and audience
   • Example: "Essential acronyms for new engineering hires in their first week"
4. (Optional) Mark as Onboarding Collection: Check this box to show to all new users
5. Click Create

After creation, you'll be taken to the collection editor to add items.

Collection Metadata

Each collection maintains:

• ID: Unique system identifier
• Name: Collection title
• Description: Purpose and scope
• Created By: User who created it
• Created At: Creation timestamp
• Updated At: Last modification timestamp
• Onboarding Flag: Whether shown to new users
• Item Count: Number of acronyms included

Adding Items to Collections

Add acronyms to a collection:

Add an Acronym

1. Open a collection in edit view
2. Click Add Item or + Add Acronym
3. Search for acronym by term or definition
4. Click to select
5. Item is added to the end of the list

Bulk Add Items

Add multiple acronyms at once:

1. In the collection, click Bulk Add
2. Paste acronym terms (one per line) or upload CSV
3. System matches against existing acronyms
4. Review matches (some may not be found)
5. Click Add Selected

Add by Category

Quickly add all acronyms from a category:

1. Click Add by Category
2. Select category from dropdown
3. Review list of acronyms to be added
4. Click Add All Acronyms

All acronyms in the category are added to the collection in alphabetical order.

Removing Items from Collections

Remove an acronym from a collection:

1. In the collection editor, find the item
2. Click the X or Remove button
3. Item is removed (acronym is not deleted, just unlinked)

Bulk Remove

Remove multiple items:

1. Select items using checkboxes
2. Click Bulk Actions → Remove Selected
3. Confirm

Reordering Items

Collections maintain a specific order for progressive learning:

Reorder via API

The collection item reorder endpoint allows programmatic ordering:

PUT /api/v1/collections/{id}/items/reorder

Payload:

{
  "itemIds": ["acr1", "acr2", "acr3"]
}

Items will be reordered to match the provided sequence.

Reorder via UI

When collection management UI is available:

1. In the collection editor, items can be reordered via drag-and-drop or position inputs
2. Order saves automatically via the reorder API

Collection Settings

Configure collection behavior and visibility:

Edit Collection Settings

1. Click Settings in collection view
2. Update:

• Name: Collection title
• Description: Purpose and scope
• Onboarding Collection: Show to all new users (yes/no)
• Visibility:
  • Public: Visible to all workspace members
  • Private: Only accessible via direct link

3. Click Save Settings

Onboarding Flag

When a collection is marked as an Onboarding Collection:

• Shown to new users during onboarding flow
• Appears in onboarding checklist: "Learn [Collection Name]"
• Suggested in the command palette
• Included in new user email

Viewing Collections (Team Member Perspective)

Team members can browse and interact with collections:

Browse Collections

1. Click Collections in main navigation
2. See all public collections
3. Filter by:
   • Onboarding: Only onboarding collections
   • Recently Viewed: Recently accessed collections

View a Collection

1. Click a collection to open
2. See all items in order
3. Click each acronym to view full definition
4. Navigation arrows: Previous/Next acronym

Deleting Collections

Remove a collection from your workspace:

Delete a Collection

1. Click Actions → Delete
2. Review impact: No acronyms are deleted, only the collection link
3. Confirm deletion

The collection is removed, but all acronyms remain in your workspace.

Bulk Delete Collections

Remove multiple collections:

1. Select collections using checkboxes
2. Click Bulk Actions → Delete
3. Confirm

Collection Workflows

Onboarding Workflow

For new user onboarding:

1. Create Onboarding Collection: Company overview + department-specific terms
2. Mark as Onboarding: Check "Show to new users"
3. Send Welcome Email: Links to collection
4. Follow-up: Send reminder after week 1 if incomplete

Project Launch

For a new project:

1. Create Collection: Project name and scope
2. Add Acronyms: Team-specific terminology
3. Share Link: Send to project team members
4. Mark Private: Only visible to invited team members

Department Induction

For onboarding to a new department:

1. Create Collection: Department name
2. Structure in Sequence: Use items in logical order
3. Add Descriptions: Each acronym's role in department
4. Link to Team Page: Department wiki/handbook
5. Maintain: Quarterly updates as terminology evolves

Permissions

Required permissions for collection management:

Collections are owned by their creator by default; admins can manage all collections.

API Usage

Manage collections via API:

List Collections

GET /api/v1/collections

Returns all public collections.

Get Collection Details

GET /api/v1/collections/{id}

Includes all items in order.

Create Collection

POST /api/v1/collections

Payload:

{
  "name": "New Hire Onboarding",
  "description": "Essential terms for week 1",
  "onboarding": true,
  "items": ["TERM1", "TERM2", "TERM3"]
}

Update Collection

PUT /api/v1/collections/{id}

Delete Collection

DELETE /api/v1/collections/{id}

Reorder Items

PUT /api/v1/collections/{id}/items/reorder

Payload:

{
  "itemIds": ["acr1", "acr2", "acr3"]
}

Best Practices

Collection Design

• Clear purpose: Each collection should have one main goal
• Logical flow: Order items from foundational to advanced
• Right size: 5-20 items typically optimal (not too short or overwhelming)
• Evergreen content: Avoid collections dependent on specific dates

Onboarding Collections

• First week essential: Focus on critical knowledge
• Department + Company: Combine broad and specific
• Progressive: Start with foundational terms
• Feedback loop: Ask new hires which collections were most helpful

Team Collections

• Department-specific: Create one per major team
• Role variations: Separate collections for different roles
• Keep current: Review and update quarterly
• Accessible: Make public unless confidential

Naming Conventions

• Descriptive: "New Hire Onboarding", not "Onboarding"
• Date-agnostic: "Q1 Planning Initiative", not "Q1 2026 Planning"
• Audience-aware: "Engineering Fundamentals" (not "Technical Stuff")
• Consistent: Use consistent terminology across collections

Next Steps: Learn about Bulk Import to add many acronyms at once, or explore Webhooks to automate collection-related workflows.