Collections: User Interface

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Current
Last modified: September 01, 2020

A collection allows users to share assets (workflows, apps, macros, and insights) with other Gallery users who are not part of the same subscription (studio). This article covers the options available to users on the Collections page in the Gallery user interface. To learn more about collections options for Curators (Gallery admins) within the Gallery Admin interface, see the Collections: Admin Interface article.

Create a Collection

You have to have permission to create a collection. To verify you have permission to create a collection, select your username and select My Profile. Scroll to the Permissions section and confirm Create Collections is set to Yes.

To verify you have permission to create a collection select your username in the upper-right corner and select My Profile. Scroll to the Permissions section and confirm Create Collections is set to Yes.

  1. Sign in to the Gallery.
  2. Select Collections.
  3. Select Add New Collection.
  4. Enter a name for your collection and select Add.

Add a User to a Collection

The collection owner has to give you permission to add a user. Go to the Users tab of the collection to confirm you have permission to add users.

Go to the Users tab of the Collection to confirm you have permission to add users.

Note: Curators (Gallery admins) always have access to add and remove users.

  1. Select the collection.
  2. Select Users Add Users.
  3. In the Users search bar, enter the username or email address, and select the user when they appear in the list.
  4. Select Expiration Date to assign a date for when the user's access expires. Enter a date or use the date picker to select an expiration date.
  5. Select the user's permissions:
    • Admin: Select Yes to set all the permissions to Yes. 
    • Add Assets: Select Yes to allow the user to add assets to the collection.
    • Remove Assets: - Select Yes to allow the user to remove assets from the collection.
    • Update Assets: Select Yes to allow the user to open the asset in Designer, make changes, and save it back to the collection.
    • Add Users: Select Yes to allow the user to add users to the collection.
    • Remove Users: Select Yes to allow the user to remove users from the collection.  

      You can't edit a Curator's collection permissions.

      Screenshot of add user screen
  6. Select Add

Edit User Permissions

Curators (Gallery admins) can follow these steps to adjust users' collection permissions. All other users can remove the user and re-add them to adjust their permissions.

  1. Sign in to the Gallery.
  2. Select Collections.
  3. Select the collection.
  4. Select Users.
  5. Select one or more users, select Edit.
  6. Select Expiration Date to assign a date for when the user's access expires. Enter a date or use the date picker to select an expiration date.
  7. Select the users' permissions:
    • Admin: Select Yes to set all the permissions to Yes. 
    • Add Assets: Select Yes to allow the user to add assets to the collection.
    • Remove Assets: - Select Yes to allow the user to remove assets from the collection.
    • Update Assets: Select Yes to allow the user to open the asset in Designer, make changes, and save it back to the collection.
    • Add Users: Select Yes to allow the user to add users to the collection.
    • Remove Users: Select Yes to allow the user to remove users from the collection.  

      You can't edit a Curator's collection permissions.

  8.  Select Save.

Remove a User from a Collection

  1. Select the collection.
  2. Select Users.
  3. Find the user you want to remove.
  4. Select the trash icon in the Actions column to remove a user from the Collection.

Set an Expiration Date for a User's Access

  1. Sign in to the Gallery.
  2. Select Collections.
  3. Select the collection.
  4. Select Users.
  5. Select the users and then select Edit
  6. In Expiration Date enter a date or use the date picker to select a date. 

Add and Remove Workflows

  1. Sign in to the Gallery.
  2. Select Collections.
  3. Select the collection where you want to add workflows.
  4. Select Add Workflow — you can also add apps and macros via the Add Workflow button.
  5. In the Workflows search bar, enter the workflow name and select the workflow when it appears in the list.

To remove a workflow from a collection, select the trash icon in the Actions column.

Add and Remove Insights

  1. Sign in to the Gallery.
  2. Select Collections.
  3. Select the collection.
  4. Select Add Insights.
  5. In the Insights search bar, enter the insight name and select the insight when it appears in the list.

To remove an insight from a collection, select the trash icon in the Actions column.

Share Schedules and Results in Collections

Schedule owners can share their schedules and job results with a collection and all its users to ensure visibility when they are unavailable. To share a schedule follow these steps.

  1. Go to the Collections page from within either the Admin or Gallery user interface.
  2. Select a collection.
  3. Go to the Schedules tab.
  4. Select Add Schedule
  5. Search for the schedule you want to share and select it.
  6. Select Add.

The schedule displays in the schedule list. 

Opt-Out of a Collection

  1. Sign in to the Gallery.
  2. Select Collections.
  3. Select the No icon under the Actions column to relinquish your access to a collection.
  4. Select Relinquish.

Change the Collection Owner

Curators (Gallery admins) can change the collection owner in the Gallery Admin interface. To learn how see the Collections: Admin Interface article. 

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