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Collections

What are Collections?

Collections gather together logins, notes, cards, and identities for secure sharing from an Organization. Think of Collections as Organization-equivalents to folders, with a few key differences:

  • Organizations control access to Organization-owned items by assigning users or Groups to Collections.

  • Organization-owned items must be included in at least one Collection.

Using Collections

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):

Using Collections
Using Collections

Teams and Enterprise Organizations can also designate access to Collections based on user 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:

Using Collections with Groups
Using Collections with Groups

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).

Create a Collection

tip

Creating a Collection, like many Organization management tasks, can only be done from the web vault.

Organization Managers (or higher) and Provider Users can create and manage Collections. To create a Collection:

  1. Log in to your web vault and open your Organization.

  2. Open the Manage tab and select the New Collection button:

    Select New Collection
    Select New Collection
  3. Give your Collection a Name and, if you're a Teams or Enterprise Organization, assign Group Access to any existing Group.

    tip

    The External Id field is only relevant if you're using Directory Connector.

  4. Select Save to finish creating your Collection.

Nested Collections

Collections can be "nested" to logically organize them within your Vault:

Nested Collection
Nested Collection

Nested Collections are for display-purposes only. They will not inherit items, access, or permissions from their "parent" Collection.

To create a nested Collection, follow the steps above, 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.

Manage a Collection

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 ManageCollections view by hovering over the desired Collection and selecting the gear dropdown:

Change a Collection
Change a Collection
note

Deleting a Collection will not delete the Vault items included in it. When a Collection is deleted, Vault items will be moved to the Unassigned filter, accessible from the Organization Vault.

Move an item between Collections

Users with access to multiple Collections within your Organization can move a vault item from one Collection to another, or add a vault item to multiple Collections. Unlike creating a Collection, this can be done from any Bitwarden app:


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