Collections let you create custom subsets of your company’s knowledge connected to SiftHub, making it easy to streamline your work and generate targeted responses. You can link specific Documents, Q&As and items from sources like Google Drive/SharePoint, Notion, Websites, and more into a single “mini-repository” for use across SiftHub.
Key Benefits:
Organize your knowledge: Pick and choose documents, folders, or websites from any connected source or your uploaded Documents / Q&As to create a Collection. You can create Collections for a product line, region, or category.
For example: A “Security” Collection might include past security questionnaire, a Drive folder with certificates, and your website’s privacy policy page.
Generate targeted responses: Use Collections to filter the knowledge used for generating answers, autofilling questionnaires, or creating content with the AI Teammate. When filtering on a Collection, only the items in the Collection are used to generate responses.
Create a Collection
To start, go to Collections → Create Collection in SiftHub.
Fields:
Name (required) – E.g., “Security and Privacy”
Description – Explain the Collection’s purpose or contents
Access (required) – Choose who can use the Collection: Public, Restricted, or Private (see details below)
Owner – Automatically set to the creator; cannot be changed at creation time
Tip: New Collections default to Private. Admins can create Public, Restricted, or Private Collections; Members can create Private Collections only.
Link items to a Collection
From the Collection detail view use Link … to add items.
Documents and Q&As
Link specific documents, folders, or Q&As from the SiftHub repository.
All files within a linked folder are included.
Toggle ‘Link all’ to include all current and future uploads.
De-link specific files or folders no longer relevant.
Google Drive
Link specific files or folders from connected Google Drive content.
Toggle ‘Link all’ to include all connected files/folders.
Example: Link a “Certificates” folder for a “Compliance” Collection.
SharePoint
Link specific documents or folders from connected SharePoint sites.
Toggle ‘Link all’ to include all connected folders, files, and sites.
Example: Link a “Contracts” folder for a “Legal” Collection.
Notion
Link specific Notion pages from connected pages.
Toggle ‘Link all’ to include all connected pages.
Child pages of a linked page are automatically included.
Example: Link a “Roadmap” page for a “Product A” Collection.
Websites
Link specific websites from connected public websites.
Toggle ‘Link all’ to include all connected websites.
Child pages of a linked web page are automatically included.
Example: Link your privacy policy page for a “Security” Collection.
Other Connectors
Support for linking specific items from other connectors (e.g., Zendesk, Slack) is coming soon.
Currently, toggle ‘Link all’ to include all items from a specific connector.
Collection access
Each Collection has one of three access types, defining who can use it for response generation:
<Company name> – Visible to everyone in the account.
Restricted – Visible to the Owner and specific users you add.
Private – Visible only to the Owner.
Important notes:
- Admins can create Public, Restricted, or Private Collections; Members can create Private only.
- New Collections default to Private.
- Delete Collection: A confirmation modal appears. Deleting a Collection does not delete linked items.
- Collections don’t control access to linked items. For example, if a Collection is Private, linked documents/Q&As remain visible to users with native access to those items.
How Collections Are Better Than Document Tags
Collections replace Document Tags, offering all the same capabilities plus greater flexibility and control. Here’s how they compare:
| Feature | Collections | Document Tags |
|---|---|---|
| Organization Scope | Link specific items from Documents, Q&As, and all connected sources (Google Drive, SharePoint, Notion, Confluence, Zendesk, Slack, websites, etc.) to create curated mini-repositories. | Limited to tagging Documents only; cannot include other connected sources. |
| Creation | Any user (Admins or Members) can create Collections, with Admins able to set Public, Restricted, or Private access. | Only the SiftHub team can create custom Tags for an account; users cannot create Tags themselves. |
| Response Filtering | Filter all connected sources with granular control, using only the specific items linked to a Collection for answer generation, autofill, or AI Teammate tasks. | Filter only Documents for response generation; other sources are always included in full. |
| Access Control | Choose Public, Restricted, or Private access for each Collection, set by Admins or Members (Private only for Members). | Tags have no access control; all Documents are visible to all users, with Tags set only by Admins. |
Migration from Document Tags to Collections
Date: 4th August, 2025
We’re deprecating Document Tags and transitioning to Collections to give you more control and flexibility. Here’s what to expect:
What SiftHub will do automatically:
For every Document Tag with at least one uploaded document, we’ll create a Collection with the same name.
All tagged documents will be automatically linked to the matching Collection.
To preserve Tag-like behavior, other connectors (e.g., Google Drive, Slack) in these Collections will default to ‘Link all’ (you can later refine to specific folders, pages, or sites).
Transition period (August 4–August 11, 2025):
Document Tags will remain available for filtering in Source filters for Answers, RFP Autofill (extension), and AI Teammate until August 11, 2025.
Starting August 4, 2025, you will not be able to assign new Tags to documents when uploading or editing.
After August 11, 2025, Document Tags will be fully deprecated, and only Collections will be available for filtering.
What you’ll do going forward:
Select Collections (instead of Tags) in Source filters for Answers, RFP Autofill (extension), or AI Teammate.
Link documents to Collections (not Tags) when uploading or editing.
Optionally create new Collections or link additional items anytime.
What stays the same:
Your workflows remain unchanged or improved. Collections replace Tag filters, preserving all prior functionality with added control over all connected sources.
Collections maintain everything you loved about Document Tags while letting you curate and filter across your entire knowledge base with ease. Your existing processes will work as before, with the bonus of enhanced flexibility!
Frequently Asked Questions
Will I lose my existing Tags or tagged Documents?
No, you won’t lose anything! All your Tags (e.g., Security, Privacy) will automatically become Collections with the same name, and all tagged Documents will be linked to the matching Collection. It’s a seamless switch.
Do I need to do anything to make this work?
No action needed! We’re handling everything—your Tags will turn into Collections, and tagged Documents will link up automatically. Just start using Collections instead of Tags from August 4.
Can I still filter my answers like I did with Tags?
Yes! Collections work just like Tags for filtering Answers, Autofill, or AI Teammate, but they’re better—you can filter across all sources, not just Documents. Your workflow stays the same.
What’s different about Collections compared to Tags?
Collections are like Tags but more powerful! They let you group and filter Documents, Q&As, and items from Google Drive, websites, and more, with extra control over who can use them. Tags only worked for Documents.
Can I create my own Collections?
Absolutely! Unlike Tags, which only the SiftHub team could create, any user can make Collections. Members can create Private ones, and Admins can set Public, Restricted, or Private access.
Will other sources like Slack or Google Drive still work the same?
Yes, they’ll work as before! In new Collections, sources like Slack or Google Drive will default to including everything, just like with Tags. You can later pick specific items for more control.
Can I control who sees my Collections?
Definitely! Collections let you choose Public, Restricted, or Private access, unlike Tags, which were visible to everyone. Members can make Private Collections, and Admins can do all types.
What if I want to add more items to a Collection later?
It’s super easy! You can add Documents, Q&As, or items from Google Drive, websites, and more to Collections anytime, making them way more flexible than Tags.
Will this affect my current projects or RFPs?
Not at all! Your workflows stay the same—Collections just replace Tags for filtering and linking. Your projects and RFPs will keep running smoothly with more options.