What are file collections?
A file collection is way of organizing or grouping library files based on common properties. For example, you could use a file collection to group files together for a campaign or to batch change some files’ statuses to Retired. Library organizers may use file collections to compare duplicates or review them together for versioning or retiring. File collections are only supported for files, not folders.
Who can use file collections?
Anyone who has access to the library can create their own private file collection and add / remove files. Only the owner of the file collection will be able to see it until it is shared with other BLUE users. The file collection owner can make changes to it: share / unshare, modify contents, rename, or delete it. There are no other permissions required. You can also see file collections shared with you by other BLUE users. However, when you choose a file collection, you will only see files that you have access to.
Exploring the file collection
Viewing File Collections and their Contents
In the Asset Library, you can see a list of file collections that you have access to on the Saved Search / Collections drop down. Choose a file collection to see the files in that collection.
Creating a File Collection
Any library user can create a file collection.
1. Choose one or more file assets and click Add to File Collection in asset details.
2. Choose Create New Collection.
3. Give the File Collection a Name and click OK. The selected files are automatically added to the file collection.
Adding Files to an Existing File Collection
The file collection owner can add files to a file collection.
1. Select some files and choose Add to File Collection in asset details.
2. Select the File Collection you wish to add the files to.
Removing Files from a File Collection
The file collection owner can remove files from their file collection.
1. Select a File Collection.
2. Select one or more files and click Remove from File Collection in asset details.
Renaming and Deleting File Collections
The file collection owner can rename and delete file collections.
Choose the file collection and then click Rename or Delete.
Sharing / Unsharing File Collections
The file collection owner can share / unshare file collections with other BLUE users.
Sharing
Choose a file collection and click Share. Choose one or more users to share the collection with them.
Unsharing
Choose a file collection and click Share. Clear users from the list to remove their access to the file collection.
Execution of File Collections
To see the files in a file collection, choose the file collection on the File Collection drop down.
File collection tips / other notes
Notes and Limitations
Asset Library File Collections and Versioning
- If your system is configured to only show the latest version on an asset in search results (which is the default behaviour), if version 1 is added to a file collection and then version 2 is created, then version 1 will no longer be visible in the file collection.
- Export to Excel is not supported for File Collections.