Create collections of knowledge base documents to help visitors find the right article for their needs. Collections in your knowledge base are exactly what they sound like — a cohort of documents that are relevant to each other. When a document belongs to a collection, it will display the collection's label in knowledge base search results and at the top of the document. This helps knowledge base visitors parse which knowledge base articles are relevant to them.
If you are using Aha! Knowledge Advanced with Aha! Roadmaps, you can report on collections to help you manage your knowledge base content.
Create a collection
Customizations admins can create new collections in your Aha! account:
Navigate to User menu -> Settings -> Account -> Knowledge -> Collections and click Add collection.
Name the collection in the Collection field. Then choose a color.
Configure the toggle next to Visible in the KB. Enabling the toggle means the collection label will be visible in your knowledge base search results and at the top of articles that belong to that collection. Disabling it will ensure the collection will not appear in your knowledge base.
(Optional) Enable Limit access by user if you want your account SSO provider to decide which users can view the collection.
Click Create collection.
Add a document to a collection
Once you have added a collection, workspace owners and contributors can add documents to it. Click into the Collections field in a document's Overview tab and select the collection you want to add it to.
If you are using Aha! Knowledge Advanced with Aha! Roadmaps, you can also bulk edit documents from a list report to add them to a collection.
Limit collection access by user
Create a collection that is accessible only through SSO. This is ideal if you want to maintain a single knowledge base that is publicly accessible, but have specific articles in your knowledge base that only certain users can access.
To ensure articles in a collection are only accessible by SSO:
Navigate to User menu -> Settings -> Account -> Collections.
Click Add collection and create a collection for the documents you want to limit access to. Enable the Limit access by user toggle. This generates an SSO attribute ID. Copy this ID.
In a different window, sign in to your SSO identify provider. Then create an attribute called
knowledge_base_collection_ids. As a value for this attribute, add the attribute ID you copied from your Collections settings in. Step 2 to any users who should have access to the documents in the collection.Navigate to the Overview tab on the documents in the Aha! workspace that you wish to restrict, and select the appropriate collection.
After completing these steps, only SSO users with the knowledge_base_collection_ids attribute will be able to access documents in the collection.
Visitor experience
When you have configured collections in your knowledge base, it enhances a visitor's experience in several ways:
Visitors can filter search results by collection. This is useful in knowledge bases that support more than one product.
Search results will display which collection(s) a knowledge base document belongs to, providing helpful context for visitors.
Articles in your knowledge base will display a collection's label at the top of the document, signaling to visitors that it belongs to a collection.
Articles in your knowledge base that belong to a collection with Limit access by user? enabled will only be accessible by users who authenticate to your knowledge base via SSO and have the
knowledge_base_collection_ids attribute.