Overview of collections in Workfront Library

Depending on the amount of content your organization stores in Workfront Library, you might have to search through hundreds of folders containing thousands of assets in order to find the items you need for your work.

Collections allow you to gather and organize related content one place and, if desired, share the content with team members and other users.

A collection does not contain the actual content files. Instead, it contains links to the content. For more information, see Create a collection in Workfront Library.

The Collections area displays all the collections that you have created and that have been shared with you.

Your Workfront Library access level and the permissions you have to a collection determine the activities you can do with the collection. If you have Manager access or higher to Workfront Library, you can create, manage, and share collections that you create. Users with Viewer access can create collections for their personal use, but cannot share their collections with other users. For more information on access levels and permissions, see Overview of user access to Workfront Library

When you share a collection with another user, you give that user access to all the items in the collection and you assign them a permission level to the collection. Their permissions determine the activities they can do with the collection and its contents.

You search for a collection by its name. For information on using the Search feature, see Search for items in Workfront Library

Depending on your access level to Workfront Library, you can manage a collection in the following ways:

Add items to a collection

If you have Manager or higher access to Workfront Library, you can add content and folders to any collection to which you have access. Users with Viewer access can add items only to collections they create. Viewers cannot add items to a collection shared with them. For more information, see Add items to a folder in Workfront Library.

Remove items from a collection

If you have Manager access or higher to Workfront Library, you can remove content and folders from all instances of a collection. Users with Viewer access cannot remove items from a collection. For more information, see Remove items from a collection in Workfront Library

Share a collection

If you have Manager access or higher, you can share a collection and all its contents with other users. Users with Viewer access cannot share collections. For information on sharing a collection, see Share a Workfront Library item with other users.

Add a collection to a portal

If you have Manager access or higher to Workfront Library, you can add collections that you create to portals that you have access to. You can also add collections shared with you and to which you have Manage permissions. However, you cannot add collections to which you have View permissions.

Edit a collection

You can edit the name and description of a collection that you created. If you have Manager access or higher, you can edit any collection shared with you to which you have Manage permissions. For more information, see Edit a Workfront Library collection

Edit the cover image on a collection

You can change the cover image of a collection that you created. You can also change the cover image for any collection shared with you to which you have Manage permissions. For more information, see Change the cover image on an item in Workfront Library.

Download a collection

You can download any collection to which you have access. When downloading a collection, Workfront Library places the collection’s contents in a .zip file and emails the file to you. For information on downloading a collection, see Download items from Workfront Library.

Delete a collection

You can delete any collection that you create. Additionally, you can delete any collection shared with you to which you have Manage permissions. Users with Viewer access to Workfront Library can delete only the collections they create. Viewers cannot delete a collection shared with them. For information on deleting a collection, see Delete items from Workfront Library.

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