Collections (& Presentations)

Collections are like personal folders to collect records. They can be turned into presentations, shared with others and can be used to upload files. Collections can be structured as a hierarchy.

Working with Collections

There are multiple ways to create collections and add records to collections. The most common one is to use the little plus button on the lower left in the quick access. Click on the plus button to create a new collection on the top level. You can drag any collection on another collection to move the collection below another collection. Alternatively you can use the right click on a collection to create a new collection below the selected one (see options).

In the search result you can also use the right click on single records or on a selection of records to create a new collection on top level ("Add to new collection") and add them to the newly created collection. When in the search result, you can also select one or multiple records and drag them onto a collection in the quick access to add them to already existing collections. Use the right click on single or multiple records in the search, go to "Remove from collection" and click on the collection you want to remove the records from.

When dragging records from one collection to another, you can choose if the records should be copied to the other collection (and remain in the opened collection) or moved to the other collection (and be removed from the collection you're currently viewing).

To view the content of a collection side by side with the search result, open the collection and then click on the little icon on the upper right next to the "X". Click the same icon again, to close the split view. Click on the "X" or the name of the collection in the quick access to close the collection.

Collection Detail

Click on a collection or presentation to open the collection and view it's content.

You can choose between two views:

Collection Options

Use the right click on a collection or the three dot menu in the collection detail to access the following options:

Collection Settings

General

On the first tab some general settings, like the name and a description of a collection can be found.

Sharing

By sharing a collection you can give other users, groups or anonymous users access to a collection and its content and grant them permissions they'd usually wouldn't have. Collections can be shared with multiple users by adding multiple permissions.

Please note: users require the system right "Collection Sharing" to be able to share collections and they can only share the permissions they are allowed to ("grantable" has to be set for each permission they should be able to share with others).

Use the plus button on the bottom left and choose between:

For each share you have the following options:

The additional options include:

You can change the order of the shares by using the drag handle at the beginning of each permission. This does not affect the permissions, it's just a visual change. The shares and sharing links are valid indefinitely unless the expiration date has been reached, the share has been disabled (in the additional options) or the share was deleted (using the "minus" on the bottom of the sharing menu).

Use the "Copy row", "Copy all rows" and "Paste rows" to copy & paste permissions within a collection. Copying an anonymous sharing link will result in a new sharing link with the same settings.

As an additional protection a pin code can be set for a collection. Users who open the collection have to enter the pin code to get final access to the collection and its content. The pin code has to be at least 3 characters long and can consist of numbers, letters and special characters.

By default, permission will be inherited by the subordinate collections, meaning the permissions you define for a collection also grant users access to the subordinate collections. Activate "Ignore permissions of the superordinate collections" so that the permissions are not inherited from above.

Use "Activate" to save the changes and prevent the dialogue from closing. Use "Save" to save your changes and close the dialogue.

Upload Settings

Collections can be used to upload bulks of files. Files can either be dropped on the collection in the frontend or in the Hotfolder or File System Connect (without having to use the FYLR frontend). All files will be imported to FYLR and linked to the collection. More details can be found in the following tutorials and below you find a detailed description of the settings:

Settings

You can define if new records should be created for each uploaded file, or if already existing records should be updated with the uploaded file. Use the following settings to define the behavior of the upload.

To set up an upload collection, the user needs the permissions to create records and "read" permission for at least one pool.

Presentation Settings

Collections can be turned into presentations by clicking on "Presentation" in the context menu of a collection. The content of the collection can be organized on slides, presented online and downloaded as a Microsoft PowerPoint file (.pptx).

Please note, to download the presentation as a Microsoft PowerPoint file, the plugin "easydb-presentation-pptx-plugin" has to be enabled in the Plugin Manager.

You can choose between the following slide types when adding new slides using the little plus button in the overview:

Slides can be deleted by clicking the little minus button in the overview whereas the little bin icon on the slide only removes the record from the slide. Use drag & drop to change the order of the slides. For records with multiple files, a little navigation appears in the lower left of the presentation and lets you choose the file you want to display. Add the same record to another slide to display another file from the record.

In the options of the presentation (click the settings icon in the overview) you can define if the standard info of each record should be shown as a caption below the record in the presentation (default) or not.

Click on "Start presentation" to enter the fullscreen mode and view the presentation in your browser. You can navigate the slides by using the keyboard (left & right and space goes to the next slide) or the "left" and "right" buttons on the bottom of the screen. Click on "Detail" to open the detail view of the shown record and access all available data. To close the presentation, click on the "X" in the upper right corner.

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