About Collections

• Like folders, collections do not have any editorial content of their own.
• When you add / edit a collection, you determine what criteria it uses to collect items and how it displays them for viewing.
• A collection's view is similar to search results; the collection continuously updates the selection of displayed items on the basis of the predefined criteria that you specify at creation.
• For each collection, the web system generates an RSS Feed. You will find a link to the feed in the item actions for the collection

• Examples:
• Show all news items created by the Marketing department in the past week
• Show just Grand Rounds from your multitude of Events
• Show all photos within your site that have the keyword ‘MRI’ assigned to them
• Show all word documents that have ‘Cardiology’ in the title

Add a Collection

To add a Collection, use the 'Add new...' menu and choose Collection. This will bring you to the Add Collection page. Available fields are Title (required), Description and several options that will affect how the results of the Collection search are displayed:

• Limit Search Results: Selecting this option will define the maximum number of items shown in the Collection overview at one time.
• Number of Items: This determines the number of items shown in Collection overview. If more items are found than the number entered here, the list will be spread out across multiple pages. Entering "0" in this field will show all items matching the Collection search topic.
• Display as Table: Selecting this option will display the results of the Collection search as a table. By default, a Collection will display the items in a folder list view. A folder list view will show the item's title and description, while the table view will allow custom fields along with the ability to arrange columns as desired.
• Table Columns: If Table View is selected, choose the fields that will be displayed in the table.

Set Collection Criteria

A Collection can utilize a number of search criteria. For an item to appear in a Collection it must satisfy all of the entered criteria at the same time. Follow the steps below to set the Collection criteria.

1. Click on the 'Criteria' tab in the Collection view.
2. From the Field name drop-down menu (under Add New Search Criteria) select a category that will serve as one of your search criteria and click add.
   

Field names can be divided into six categories: Texts, Lists, Dates, Item Type, Related To and Location. The relevant Criteria Types for these categories is shown in the table below.

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Collection Portlet

The most common use for collections is to display the results in a collection portlet.  Collection portlets can exist on the right-hand side, or within the content well.

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