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.

Creating a collection

The easiest way to create a collection is from the Collection Tree. You can either quick-add a Collection or Create a Collection with Metadata


When you quick-add a Collection it will use Default Collection Profile on your user setting, in the create Metadata step you are able to override that setting

Add to collection


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”.


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


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


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

Mark the Items you want to perform actions on.

If you want to perform actions an all items, use “Select all items on all pages”.

Standard actions


You can either delete all the items in the collection, or just the highlighted items.


Export items out of the system to predefined export locations, created by the system administrator.


Create new formats of the selected items.

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.

Actions on Collection

There are some actions to do on the Collection

Upload into

Uploads new files to this Collection.

Rename Collection

Renames this Collection.

Add New Sub-Collection

Creates a new collection within this collection.

Add item to this Collection

Adds New Items to this Collection.

Collection Metadata

Creates, Views or Edits the Collection Metadata.

Sorting Collection

Collections can be sorted either by Name or by Creation time in Ascending or Descending order. This is done from the collection tree


Exporting items


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


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


  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.


  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 Sub-Collection”

  2. Choose a name for the sub collection

  3. Choose a collection profile (the group that owns the collection)

  4. Click “add”.

This can also be done from the tree view when you are inside a Collection.

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.


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 from the Rename in the Cogwheel.