Your community may have lots of resources, but that doesn't mean you want to make them visible to every member, all the time. Sometimes, you may want to share Pages with groups or even with just a few collaborators. Or, perhaps you'd just like to keep your Resources tab simple and organize your pages into collections. This article will show you some simple strategies for managing your community resources.
Visibility of Resources
Pages and collections have 3 possible privacy settings. They are:
Published = visible to everyone in your community and searchable on the web.
Hidden = only visible to admins in your community, but anyone with the direct link can view; not searchable on the web.
Draft = only visible to admins in your community; not visible with a direct link except by an admin; not searchable on the web.
Archived = only visible to admins in your community and only when the visibility menu is set to show 'Archived' content; not searchable on the web.
What do your members see?
If you would like to see what your community looks like to regular members and visitors (non-admins), then use the Visibility menu near the top of each tab to select the 'Published' view. This is the view your members and visitors will see.
Moving files, videos, links, and images into Collections
So far, we've addressed how to manage 'Page' type resources in your community. For all other types of resources, including uploaded file, videos, and website links, the process is much simpler.
If you'd like to remove these types of files and links from your Resources tab and place them into collections, just click on the context menu (3 dots) in the top-right corner of any card you wish to move and select 'Add to collection'. A pop-up window will appear, prompting you to choose which collection to add the resource too.
After you've added this resource to a collection, you may want to locate the collection and view the added resource there. It will keep any custom title, description and image that you added to the original resource. You can edit these elements of the resource from within the collection, using the context menu there.
Once you are satisfied with the newly added resource, then you can return to your Resources tab and click on the context menu again to choose 'Delete'. This will delete the file, link, or video from the Resources tab of your community, while keeping the copy that you added to the collection.
That's great! Can I do the same thing with Pages?
No! At this time, we do not recommend 'Deleting' Pages from your community. Please read below for recommendations on how to manage Pages.
Moving your Pages into Collections
Let's say you'd like to group your Page resources into collections in your community. If you plan for your page to be Published as a 'public' resource, and you want this page to also be visible on the main Resources tab, then all you need to do is add your Page to a collection. Click the context menu (3 dots) on any Page card to view Page options and add the Page to your collection.
Hiding Pages on the Resources tab
Now, let's say you DO want your members to find your Page inside of a collection, but you DO NOT want the Page to appear on your community's Resources tab.
In this case, the steps above for adding a Page to a collection will not work. Pages that are set to "Hidden" will not appear in a collection using the 'Add to collection' option. Instead, we recommend adding the website link for your "Hidden" page directly inside of your collection. Here are the steps to accomplish that:
Click on your Page to view it;
Click on the Actions menu in the top-right corner and choose [Edit Details]
Set your Page to "Hidden" and click [Save];
COPY the website link to your Page from the address bar in your web browser;
Go back to your community Resources tab and locate the collection in which you'd like your Page to appear --- click to view the collection;
Click on the [Add a new resource] button
In the pop-up window that appears, click on the [Add Link] option;
PASTE the link to your Page and click the [Next] button;
Edit the Page title, description or image, as needed, and click the [Save] button.
Sound complicated? It's not really --- you'll get the swing of it after trying it once. Check out the example below to see how it's done!
We understand that our community Resources tools provide a lot of options, and that these options can be used in a variety of ways to achieve your community's goals. If you have questions or would like to discuss ways to customize the content in your community, please click on the support chat icon below to speak with one of our Participate Support Team members. We're here to help!
*If you have questions or need assistance, contact our Support Team at email@example.com or use the chat icon on the bottom-right corner of any page.