Collections

Collections allow you as a user to group individual items of content together into bundles that can be used or stored as needed.

Once you have items to a collection you can apply metadata to it, change the access rights of it (to share it with other groups or users), or perform functions on it such as exporting or transcoding.

You can add items to collections from Search Results, Last 10, Saved Search and other pages.

Add to collection

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Add media items to a collection by selecting on or multiple, and choosing “Add to Collection”.

To add one or more items to a collection, highlight them and click the add to “Add to Collection”.

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Either select an existing collection from the chooser (magnifying glass), or start typing the name of the existing collection that you want to add to. Possible results will show up as matching alternatives. For creating a new collection, press the plus button on the right corner and enter a new name for the collection in field that appears below.

You can also choose a collection profile which will determine the predefined access rights to the collection with a group that you are in.

Click submit, and your items will be put in the collection.

Searching and browsing all your collections

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An overview on all existing collections in the system.

You can view your collections by going to the collections overview page, from under the manage tab, or from the search page.

From here you have a grid view of your collections, which you can paginate through, or use the text box to search for a collection. You can also choose to create a new empty collection from here.

You can search for specific collections by entering keywords in the search box on the top of the page. Collections matching the search query are presented in the grid view. This search is based on the collection metadata and does not include the metadata of the items within the collection.

Collection Pod

Clicking on the icon or the title of the collection will take you to the collection.

Clicking on the pod itself will let you choose the collection, so that you can perform an action such as deleting the collection.

Viewing a collection

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Inside a collection.

When you go into a collection you will be presented with pods showing the content contained within the collection.

Collections can contain collections themselves and these will be shown as the smaller collection pods.

Actions on collection items

If you don’t highlight any of the items in the collection (by clicking on them) the actions will be performed on all the items contained within the current collection.

If any items are highlighted then the actions will be performed on only those items.

Standard actions

Delete
You can either delete all the items in the collection, or just the highlighted items.
Export
Export items out of the system to predefined export locations, created by the system administrator.
Transcode
Create new formats of the selected items.
Add new collection
Creates a new collection within this collection.
Change access rights
Change the rights on the collection to give read, write or no access to other users and groups. Those access rights will inherited by the items within the collection as well.

Exporting items

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Export single items or entire collection to a predefined export location.

Clicking on export will allow you to export the selected or all the items out of the system.

Choose which export location you wish to send the item(s) to, the format that the items should be, and whether or not to include metadata with the exported items. If there are any metadata translation mappings registered by the system administrator, you will be able to find these in the “Include metadata” drop down. The exported metadata will be translated using the selected mapping.

Any items that don’t have the required format will have that format created for them automatically before the export process is initiated.

Change Access Rights

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Changing access rights on a collection will affect all existing items within the collection.

Adding

  1. Choose a recipient which could either be a group or an individual user.
  2. Choose the permission which you wish to apply
  3. Click Add permission to add it.

Removing

  1. Click the remove icon next to the permission that you wish to remove.

Adding Sub Collections

Hierarchies of collections can be built up by creating collections within collections. To do this:

  1. Click “Add New Collection”
  2. Choose a name for the sub collection
  3. Choose a collection profile (the group that owns the collection)
  4. Click “add”.

Collection Metadata

Metadata can be applied to Collections, in the same way that it can be applied to items. Click the “Show Metadata” link, to switch to the metadata form view.

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Add metadata to a collection and make it searchable in the collections search page.

If the collection doesn’t have any metadata, your default metadata group will be presented automatically for adding. If you need to, change the metadata form that you wish to use on the group. You will then be presented with that form to which you can fill in the data.

Clicking Create will apply the metadata to the collection.

The title of the collection can be changed by clicking on it at the top of the page.