Collections can be created on the collections page.
With collections documents from different folders can be gathered in one list.
The collection can then either be shared with a project member so they can keep track of the latest versions of a set of documents or it can be shared with an external person who needs access without being part of the project.
This is what a collection page can look like:
This article contains information about the following topics:
Collection banner
Breadcrumbs
Documents > Collections > #Collection name
Click on documents to go back to the documents page.
Click on collections to go back to the collections page.
Back
Click on back to go back to the collections page.
Collection actions
The collection actions can be found on the top right of the page.
New collection
Click on the new collection action to create a new collection
Copy collection
Click on the copy collection button to create a new collection that is the same as the current collection.
Delete collection
Click on the delete collection action to delete the current collection
Access required: Administrator or collection owner
Right menu
The right menu can be found on the top right of the collection banner below the action menu. Click the "i" icon on the top right to open it.
Access required: Collection creator or administrator
Click here to read more about the right menu on the collection page.
Collection type
Collections can be private, shared with project or finalized
Private collection
After a collection is created it will be private.
This means only the user who created the collection will be able to see it.
Private collections can either follow the latest published revision or be locked the revisions of the documents that were added to the collection.
Share a private collection or finalize it in the right menu of a collection to share it wiht the rest of the project.
Collection shared with project
Private collection can be shared with the project in the right menu of a collection.
Collections that are shared with the project are visible to all members.
At this point the list of documents in the collection can still be edited.
Collections that are shared with the project can either follow the latest published revision or be locked the revisions of the documents that were added to the collection.
Finalized collection
Finalized collections are locked for editing.
Finalized collections have to be locked to revisions.
Public links can be created for finalized collections in the right menu of the collection.
Collection table
Table actions
Table actions can be found towards the top right of the colelctions table
Download collection
Click on download collection to download a zip file with all the documents in the collection.
Add documents
Click on Add documents to add documents to your collection
If your document has been found to be infected with a virus you will not be able to add it to the collection.
Note: The name of the document in the collection will be the name of the revision that was added. This is somewhat like the original filename.
This name can be different from the name of the document as a document can contain multiple revisions with different names.
Document actions
Collection document action can by found by clicking on the action menu with the three dots to the right of the document row.
Download
Click on download to download this individual document
Access required: Read access to the document and revision not withdrawn
Change revision
Use the Change revision action to change which revision of the document is configured for this collection.
Access required: Collection creator or administrator
Remove document
Use the remove document action to remove a document from the collection.
Access required: Collection creator or administrator