A Zive Collection assembles specific knowledge and content from anywhere in your organization in a central place. A collection for example can relate to a specific ...
topic
department
project
product
customer
Generally collections provide a great possibility to create content bundles that can later be explored by users and leveraged as context for AI assistance.
How to create a collection
In order to create a collection you can simply click on "Collections" in the main navigation and then the button "New collection" in the top right corner.
After clicking the button you need to select in which space you want to create the collection in. The space defines who will have access to the collection after creation.
Personal space: only you can access
Team space: members of the team space can access the collection
Company space: all users of your platform can access the collection
Note: The option to create a collection on company space level is only available to users with the role "Moderator". For more details see the "Managing collections".
Note: Team spaces need to be created on your platform before being available.
Types of collections
Due to the variety of use cases and needs towards collections there are two different layout styles you can choose from.
Page collections
Purpose: Curate content for structure and context.
The Page layout is designed for building structured knowledge bases. It places the content at the center of the experience, making it the ideal choice for content that is also meant to be browsed and read by users.
Key Features:
Structured Organization: Group content into clear, navigable sections with headings.
Content-First View: Files and documents are displayed prominently, allowing users to easily find and open specific items.
Sidebar Assistance: The Zive Chat is available in a sidebar, allowing users to ask questions while keeping the document they are reading visible.
Best For:
Permanent knowledge bases (e.g., "Marketing Guidelines").
Onboarding hubs for new employees.
Structured documentation and manuals.
Any scenario where the user needs to explore the source material directly.
Project collections
Purpose: Activate content for conversation and collaboration.
The Project layout is designed as an active workspace. It shifts the focus from browsing files to working with them through the Zive Chat. In this view, your collection content acts primarily as the "brain" or context for the AI, enabling you to generate outcomes, solve problems, and analyze data efficiently.
Key Features:
Chat-First Interface: The collection opens directly into the conversation view, putting the AI assistant center stage.
Thread History: Your past chat threads are saved and easily accessible, allowing you to pick up complex tasks exactly where you left off.
Contextual Sidebar: Your files are listed in a sidebar, serving as the grounded context for the AI rather than a reading list.
Best For:
Ongoing projects and research deep-dives.
Collaborative work where the output (answers, summaries, drafts) is more important than the input (the files).
Interactive analysis based on a specific context.
Add content your collection
Adding content is the core part of creating a useful collection. Content added to a collection functions as a context bundle for AI conversations to ensure that the model uses exactly the relevant information that you defined in the collection.
The layout defines the look and how content of the collection is displayed. Still it's important to understand that the options you have to add content items are exactly the same for both types, so you are not limited.
Note: For collections with the "Page" layout the content is organized in sections. First create one or multiple sections and then add content to them.
From your company knowledge
You have two different options to add content from your company knowledge, so content that is already available on the platform through data integrations (e.g. MS SharePoint, Google Drive, Confluence, ...)
Via searching: Enter a search term and select single content items to add, e.g. single files or sites.
Via browsing: Browse through your connected systems and select content on every level, e.g. entire folders.
Adding new content
Besides your company knowledge collections also provide you with different options to create content items or add information that you created for yourself by using Zive.
Note: Click on the links for each of the content types to get more details.
How to organize your collections
Mark as favorite
As a user, you will probably have some specific Zive Collections that are particularly important to you. You can simply click on the star icon for a collection to mark it as favorite. Your favorites will be displayed at the top of the overview.
Pin collections
For collections that you marked as favorite you can then also pin them to the sidebar additionally. You find the little pin icon for your favorite collections to always quickly access them.
Collection access and permissions
Default access
Which users can see a collection and its content depends on the space the collection is created in.
Space level | Read access |
Personal space | Only you |
Team space | Space members |
Company space | All users |
Which users can edit and work on collections instead is dependent on user roles.
Space level | Editing and deleting access |
Personal space | Only you |
Team space | Space managers |
Company space | Moderators (global role) |
Access settings
In addition to the default permissions, you have two more options to complement them and cover specific needs.
Hiding collections
In the collection settings you find a "Hidden" toggle which you can turn on to temporarily hide the collections from users that usually would have read access. This for example is helpful if you create a collection and you need some time to add all the relevant content. Potential use cases for this are ...
Hiding a collection that is work in progress and publishing it at your timing
Hiding a collection that is no longer up to date and needs a revamp
Setting collection managers
The second option that you have is to set one or more "Collection Managers". This provides specific users with editing rights to one collection. This can make sense if ...
You want someone to collaborate on a collection in the company space without assigning them the global Moderator role.
You want someone to collaborate on a collection in a team space without making them a Space Manager.
Note: Compared to the default permissions, the collection manager role provides editing access, but no right to delete the collection.