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65 lines
4.1 KiB
Markdown
65 lines
4.1 KiB
Markdown
---
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layout: article
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title: Collections
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categories: [organizations]
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featured: true
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popular: false
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tags: [collections, access control, best practices]
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order: "02"
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redirect_from:
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- /article/collections/
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- /article/create-collections/
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---
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## What are Collections?
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Collections gather together Logins, Notes, Cards, and Identities for [secure sharing]({{site.baseurl}}/article/sharing/) from an Organization. Think of Collections as Organization-equivalents to the [Folders]({{site.baseurl}}/article/folders/) used to organize a Personal Vault, with a few key differences:
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- Organizations control access to Organization-owned items by assigning users or [Groups]({{site.baseurl}}/article/about-groups/) to Collections.
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- Organization-owned items **must** be included in at least one Collection.
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### Using Collections
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For many Organizations, using Collections means adding a set of Vault items and individually assigning users to that Collection. Some common methods for constructing scaleable Collections include **Collections by Department** (i.e. users from your Marketing Team are assigned to a **Marketing** Collection), or **Collections by Function** (i.e. users from your Marketing Team are assigned to a **Social Media** Collection):
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{% image organizations/collections-graphic-1.png Using Collections %}
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Teams and Enterprise Organizations can also designate access to Collections based on user [Groups]({{site.baseurl}}/article/about-groups/), rather than individual users. Group-Collection associations provide a deeper level of access control and scalability to sharing resources. One common Group-Collection methodology is to create **Groups by Department** and **Collections by Function**, for example:
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{% image organizations/collections-graphic-2.png Using Collections with Groups%}
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Other common methodologies include **Collections by Vendor or System** (i.e. users in an **Engineering** Group are assigned to a **AWS Credentials** Collection) and **Groups by Locality** (i.e. users are assigned to a **US Employees** Group or **UK Employees** Group).
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## Create a Collection
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Organization [Managers (or higher)]({{site.baseurl}}/article/user-types-access-control/) and [Provider Users]({{site.baseurl}}/article/provider-users/provider-user-types) can create and manage Collections. To create a Collection:
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1. Log in to your [Web Vault](https://vault.bitwarden.com){:target="\_blank"} and open your Organization.
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2. Open the **Manage** tab and select the {% icon fa-plus %} **New Collection** button:
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{% image organizations/collection-list-overlay.png Select New Collection %}
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3. Give your Collection a **Name** and, if you're a Teams or Enterprise Organization, assign **Group Access** to any existing [Group]({{site.baseurl}}/article/about-groups/).
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{% callout success %}The **External Id** field is only relevant if you're using [Directory Connector]({{site.baseurl}}/article/directory-sync/).{% endcallout %}
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4. Select **Save** to finish creating your Collection.
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### Nested Collections
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Collections can be "nested" to logically organize them within your Vault:
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{% image organizations/collection-nested.png Nested Collection %}
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Nested Collections are **for display-purposes only**. They will not inherit items, access, or permissions from their "parent" Collection.
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To create a nested Collection, follow the [steps above](#create-a-collection), but give your Collections a **Name** that includes the "parent" name followed by a forward slash (`/`) delimiter, for example `Collection 1/Collection 1a`. If the "parent" Collection doesn't exist, the title will be displayed in-full.
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## Manage a Collection
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You may find that you need to add or remove users from a Collection, or delete it entirely. Both of these can be done from the **Manage** → **Collections** view by hovering over the desired Collection and selecting the {% icon fa-cog %} gear dropdown:
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{% image organizations/collection-delete.png Change a Collection %}
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{% callout info %}
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Deleting a Collection **will not** delete the Vault items included in it. When a Collection is deleted, Vault items will be moved to the {% icon fa-cube %} **Unassigned** filter, accessible from the Organization Vault.
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{% endcallout %}
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