Organize videos in collections and folders

Collections group your videos, clips and articles, and decide who on your team can open and edit them. Inside a collection, folders sort items one level deep. This article covers creating collections, access and roles, folders, branding and deleting.

How collections work#

• Collections live in Content. The Collections list in Content's left navigation shows every collection you can open, pinned ones first, with their item counts. All collections shows them all as tiles. Pinned collections also appear under Content in the app sidebar.
• A collection is a view of Content. Open one and the sections (All content, In progress, Shared, Videos, Social clips, Articles, Recordings) show only that collection's items. Trash and All collections take you back out.
• An item is in at most one collection at a time. Moving it to another collection takes it out of the first.
• Folders are one level deep. No folders inside folders, and an item sits in one folder or in none.
• Access is set per collection: Team-wide, Private or Specific people.
• Items outside any collection show in the Content library only for the person who made them, the workspace owner and Administrators. Other teammates don't see them in their library or search, but can open one if you send them its link. Only the person who made it, the workspace owner and Administrators can edit it. Put shared work in a collection.
• Who can create collections: the owner, Administrators and Content Creators.

Create a collection#

1. Start a new collection#

   In Content, click New collection next to Collections in the left navigation, or on the All collections page.

2. Name it and give it a look#

   Type a Name (3 to 32 characters). Click the mark beside it (Change icon and colour) to choose an icon and a Colour. The icon applies at once:

   • Quick picks: twelve common emoji.
   • More icons: a larger picker with Emoji, Icons and Upload image tabs. An uploaded image can be "PNG, JPG, SVG, GIF, WebP (max 1MB)" and is cropped to a square.

   

   Click Add description to add an optional description of up to 255 characters.

3. Choose who can open it#

   Under Who can open it, pick Team-wide, Private or Specific people (see Access and roles). For Specific people, add teammates by name or email and choose a Role for people you add. They appear under People you added.

   

4. Pin it and create it#

   Turn on Pin in the sidebar to keep it under Content in the app sidebar. Click Create collection, or press ⌘ Enter (Ctrl Enter on Windows).

Access and roles#

People you add to a Specific people collection get one of three roles:

The collection's creator, the workspace owner and Administrators always have full access to every collection, Private ones included, and can't be removed from one. Workspace roles still apply on top: an Editor in the workspace can't create new videos in any collection. See roles and creator seats.

Change who has access#

Open the collection and click the people line in its header ("4 people · Manage access"), or choose Manage access from its ⋯ menu. People who can't change access see See who has access instead.

The Access panel lists People with access with their roles. Use Add people from Acme Inc. to add someone, change a role, or remove a person. What can each role do? explains the roles. Switching a collection to Private or Team-wide asks first ("Make it private?" / "Make it team-wide?"), because it changes who can open it straight away.

Work inside a collection#

Open a collection from Content's left navigation or from All collections. Its header shows the name, the number of items and when it was last active, plus:

• Add content: pick from your finished videos, clips and articles to bring them in.
• Analytics: views and what performs, for everything in the collection.
• The people line: who can open it, with Manage access or See who has access.
• The ⋯ menu: Rename, Change icon, Settings, Manage access, Move existing content here, New folder, Pin to sidebar, See analytics and Delete. You see only the actions your role allows.

Add items to a collection#

• From the collection: Add content in its header, or Move existing content here in its ⋯ menu.
• From your library or the editor: Add to collection on an item (or Change collection if it's already in one). In the library, press M on a selected item.
• By dragging: drop items onto a pinned collection in the app sidebar.

New videos you start from inside a collection land in it.

Organize with folders#

On a collection's All content, folders sit on a shelf above the items: each folder as a tile, Not in a folder with its count, and New folder. Click a folder to see only its items; Show all items takes you back to the whole collection. You can also group the list by Folder in Display.

1. Create a folder#

   Click New folder. Set the Icon and name, a Colour and, with + Add a description, a description of up to 500 characters. Click Create folder.

2. Move items in#

   Drag items onto a folder, or use Move to folder… on an item or a selection. The picker lists No folder ("Out of every folder, still in" the collection), each folder (the current one reads "Here now") and New folder. Every move offers Undo.

   

3. Take items out#

   Drag items onto Not in a folder, or onto the collection's name in the breadcrumb while a folder is open. You can also choose No folder in Move to folder.

4. Arrange folders#

   Drag a folder tile to reorder it. From a folder's ⋯ menu, choose Rename and style, move it left or right, or Delete folder.

Deleting a folder never deletes items: "Its 12 items go back to Acme Launch Kit; nothing else is deleted."

Branding and settings#

Open the collection's ⋯ menu and choose Settings. Settings and Access open as panels inside Content, with Settings and Access tabs and a Back to link to the collection.

A Preview shows where the watermark sits on the player. Click Save changes when you're done.

Pin, find and delete#

• Pin to sidebar keeps a collection one click away under Content in the app sidebar. Unpin from sidebar removes it. You can also pin from the pin on a collection's tile.
• All collections shows each collection as a tile with a cover, its item and folder counts and its access. Tiles are grouped Pinned and Everything else.

• Find a collection searches collections by name. Who can open filters All, Team or Private (Private includes Specific people collections).
• Sort by Last activity, Name, Items or Date created, and switch between Grid and List.
• Delete works only on an empty collection. With items left you see "Empty the collection first" and "Move them to another collection or delete them, then delete the collection." An empty one asks "Delete collection?" and warns it "will be deleted for everyone in the workspace. This can’t be undone."

Troubleshooting#

Related#