Creating and Editing Collections

Collections are a great way to organise your Library assets in a smart, dynamic way based on key information (metadata).

There are two ways of creating a new collection: using metadata filters or manually selecting assets.

 

Collection Overview

You can create collections using dynamic metadata or selecting individual assets and add or copy these respectively to existing or new collections.

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Creating a Collection Using Filters

You can easily create a new collection using filters{{Filtering Assets}}. Once filters have been applied using the filtering panel on the left side of the main assets view, you make a new collection in two ways:

  1. Click New collection with these filters in the filtering banner.
  2. Click the New Collection dropdown menu and choose Using Filters

Create_collection_using_filters.png

When you create a collection in this way, you ensure that any assets added to your Library in the future will automatically be added to the collection, as long as they match the specified conditions. For example, in this situation, any new Print files with Media Sub-Type=Magazine, which are in the Learning Hub business unit will automatically appear in the collection.

 

Creating sub-collections

Once you have created a collection you can add sub-collections, these act to filter down to items curated within the Parent. It allows you to hone in on the specific assets you want to have quick access to or share.

You will see a chevron icon next to each collection, when you click this icon it will load any available sub-collections as below.

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Creating a Collection Manually

Alternatively, you can manually select assets and then create a collection by clicking New Collection button as above in method 2.

Create_collection_manually.png

 

Assets which have been added manually to a collection will appear with a blue pin mark.

Pinned_assets.png

 

Adding Assets to an Existing Collection

To add an asset to a collection that already exists, highlight your assets and, from the More Actions menu, choose Copy To > Collection and then choose the collection in question.  

 

Editing a Collection

To edit the filters you used to create a collection click Edit Filters when viewing that collection.

Editing_a_collection.png

 

Once you've made changes to the filters, click Save changes in the filtering banner. You will notice that there are unsaved changes when an asterisk appears next to the title of the collection.

Filtering_banner.png

 

To remove assets that have been added manually, select the assets and choose Remove from Collection from the More Options menu.

 


Related articles

Creating and Managing Collections

Filtering Assets Using Collections

Sharing Collections from the Admin module

Share a collection from the Library

Find out about Library user roles

Library Teams across Multiple Collections

 

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