Configuring Resource Collection Permissions

Administrators can configure which users can view and manage assets within Resource Collection galleries. These security settings ensure that only the right people can have access to appropriate collateral and assets. Managers can compile and arrange documents and assets into their Resource Collections.

By default, Resource Collections are Private: Only the owner can view and manage the Resource Collection gallery. Administrators must share the Resource Collection to allow other users or user groups to access the gallery.

Administrators can also disable social media sharing buttons from Resource Collection assets and prevent users from adding assets to personal Resource Collections.

Requirements

To configure Resource Collection permissions, users must be assigned a role with the following permissions:

• Administrator System Role

To disable Resource Collection social sharing buttons and the addition of assets to personal Resource Collections, users must be assigned a role with one of the following permissions:

• Administrator System Role
• Resource Collection Manager Access

Configuring Resource Collection Permissions

1. On the Setup Home page, click Create > Resource Collections.
2. Find the Resource Collection for which you want to configure its permissions and then click Actions > Share.
3. Select one of the following options - this will grant viewing access only to the Resource Collection:
   • All Users: All employee or community users can access the Resource Collection.
   • All Internal Users: Anyone in your organization can find and access the Resource Collection.
   • Specific People: Specified users can access the Resource Collection. Define which users or user groups can access the Resource Collection by searching by name, role, or group in the lookup bar.
4. Click Done.
5. In the field provided, add any users, user groups, or security roles for which you want to provide permissions and then select the permission level through the dropdown beside the name/role. Add guest security roles in order to share publicly with the web.
   • View: Users are only able to view and download assets within the Resource Collection gallery.
   • Manage: Users are able to add and remove assets from the Resource Collection gallery, edit asset settings, arrange assets, and configure Resource Collection settings (excluding sharing, deleting, and adding filters).
6. Click Done.

Permission Levels Explained

View Permission

Users with View permission can:

• Browse the Resource Collection gallery
• Use filters to find assets
• View asset details
• Download assets (if they have underlying permissions to the document/post/course)
• Add assets to personal Resource Collections (unless disabled)
• Share assets via social media (unless disabled)

Users with View permission cannot:

• Add new assets to the Resource Collection
• Edit or remove existing assets
• Rearrange asset order
• Change Resource Collection settings
• Share the Resource Collection with others
• Delete the Resource Collection

Manage Permission

Users with Manage permission can:

• Perform all View permission actions
• Add new assets (documents, posts, courses) to the Resource Collection
• Edit asset settings (title, thumbnail, filter values)
• Remove assets from the Resource Collection
• Rearrange assets using drag-and-drop (when Custom sorting is enabled)
• Bulk edit and bulk remove assets
• Configure Resource Collection settings (name, path, description, sorting, filters, badge, visual settings)
• Configure banner settings
• Configure tile settings

Users with Manage permission cannot:

• Add more filter fields to the Resource Collection
• Share the Resource Collection with other users
• Delete the Resource Collection

Disabling Social Sharing

1. On the Setup Home page, click Create > Resource Collections.
2. Find the Resource Collection for which you want to disable social sharing and then click its name.
3. Scroll to the Visual Settings section.
4. Check the Disable Social Sharing checkbox.
5. Click Save Changes.

Social sharing buttons allow users to share asset links via social media outlets such as LinkedIn, Twitter, and Facebook. When disabled, these buttons are removed from all assets within the Resource Collection.

Disabling Adding Assets to Personal Resource Collections

1. On the Setup Home page, click Create > Resource Collections.
2. Find the Resource Collection for which you want to disable adding assets to personal Resource Collections and then click its name.
3. Scroll to the Visual Settings section.
4. Check the Disable Adding Assets to Personal Resource Collections checkbox.
5. Click Save Changes.

Personal Resource Collections allow individual users to create their own private collections of favorite assets from shared Resource Collections. When this feature is disabled, users cannot add assets from this Resource Collection to their personal collections.

Best Practices and Recommendations

Start with restrictive permissions and expand access as needed. It's easier to grant additional access than to remove access after users have become accustomed to it.

Use security roles and user groups for permission assignments rather than individual users whenever possible. This makes permission management more scalable and easier to maintain as your organization grows.

Document your permission strategy for different types of Resource Collections. For example, you might have different permission models for partner-facing vs. internal sales enablement collections.

Review permissions regularly to ensure they still align with organizational needs and user roles. Remove access for users who have changed roles or left the organization.

Consider the principle of least privilege - grant users only the minimum permissions needed to perform their job functions.

Test permission configurations with representative users before rolling out new Resource Collections to ensure the right people have the right level of access.

Communicate permission changes to affected users, especially when restricting previously available access.

Use Manage permission strategically for subject matter experts who can curate content but shouldn't have full administrative control.

Disable social sharing for sensitive content such as internal strategy documents, confidential partner information, or materials that shouldn't be shared outside approved channels.

Disable personal collections when you want to control exactly which assets users can access without allowing them to create derivative collections.

Troubleshooting Tips

Users cannot see Resource Collection: Verify that the Resource Collection has been shared with the appropriate users, security roles, or user groups. Check that the Resource Collection is not set to "Private."

Users can see Resource Collection but not assets: Users need permissions to both the Resource Collection AND the underlying assets (documents, posts, courses). Check permissions in the Document Library, Articles module, and Training module.

Manage users cannot add filters: Only Administrators can add new filter fields to Resource Collections. Manage users can use existing filters but cannot create new ones.

Manage users cannot share: Only Administrators can share Resource Collections with other users. Manage permission does not include sharing capabilities.

Guest users cannot access public Resource Collection: Ensure you've added the appropriate guest security role to the sharing settings. Simply selecting "All Users" does not include guest/public access.

Social sharing buttons still appearing: Verify that you've checked the "Disable Social Sharing" checkbox in Visual Settings and saved changes. Clear browser cache if changes don't appear immediately.

Personal collection option still available: Check that the "Disable Adding Assets to Personal Resource Collections" checkbox is enabled in Visual Settings and that changes have been saved.

Permission changes not taking effect: Changes to sharing and permissions take effect immediately, but users may need to refresh their browser or log out and log back in to see changes.

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