Manage collections

Create collections to organize your shared items.

Collections Overview

A Collection is a way of managing access to items in a Shared Vault. Collections are only available in Shared Vaults.

Create a Collection within your Shared Vault to share items with members of the vault. You can Edit Collection Information after creation.

Add Member Access to the Collection and assign them permissions to limit what they can and cannot do.  Edit Member Access or Remove Member Access from a collection.

Add Items to a Collection that you wish to share with other members of the collection.

Remove Items from a Collection if you no longer wish to share them with other members of the collection.

Use Nested Collections to organize your Collections.

Delete a Collection if it is no longer needed. Items within the Collection will not be deleted.

If an item is no longer assigned to any Collections, it is added to the Unassigned Collection. 

Create Collection

From the Shared Vaults Screen, click on the New button. This opens a context menu.

Click on the Collection link. 

create collection screen.png

A New Collection Screen appears.

Enter a Collection Name in the Name Field.

If you wish to nest this Collection under an existing Collection, choose the Collection from the Nest collection under dropdown.

Click Save to create the Collection.

Alternatively, click Cancel to cancel the operation.

Create Collection.png

Edit Collection Information

From the Shared Vault Screen, the Collections List is displayed by default. 

Click the more button.png More button beside a Collection. A context menu is displayed.

Click the Edit info link.

Edit Collection link 2.png

Alternatively, the Edit Collection Screen can also be accessed from the Collection Screen.

Click on a Collection in Collection List.

Click on the more button.png  More button beside the Collection Name. A context menu displays.

Click Edit info. 

Edit Collection link.png

The Edit Collection Screen displays.

From the Collection Info Tab, change the Name and the Nest collection under fields.

Edit Collection screen.png

Click Save to save changes.

Alternatively, click Cancel to cancel the operation.

Manage Member Access to Collection

From the Shared Vault Screen, the Collections List is displayed by default. 

Click the more button.png More button beside a Collection. A context menu is displayed.

Click the Access link.

edit access 2.png

Alternatively, the Edit Collection Screen can also be accessed from the Collection Screen by clicking the v button.pngMore button beside the Collection Name, then clicking the Access link in the context menu.

edit access.png

The Edit Collection Screen displays with the Access tab open.

Grant Member Access

To Grant a Shared Vault Member Access to a Collection, select the Permission and Select members.

edit collection access screen - add.png

Click the Enter button. The Member is added with the permission selected.

Click Save to save changes.

Alternatively, click Cancel to cancel the operation.

Remove Member Access

To remove access to a Collection, click the X button beside the Member in the Member List.

edit collection access screen - remove.png

The Member is removed from the Collection.

Click Save to save changes.

Alternatively, click Cancel to cancel the operation.

Edit Member Access

To Edit a Member Access to a Collection, change the Permission in the Permission dropdown.

edit collection access screen - edit.png

Click Save to save changes.

Alternatively, click Cancel to cancel the operation.

Delete Collection

A Collection can be deleted from the Collection List Screen or from the Collection Screen. Items within the Collection will not be deleted. If an item is no longer assigned to any Collections, it is marked as an Unassigned Item.

From the Collection List Screen, click the more button.png More button. A context menu is displayed.

Click the Delete link.

delete collection from collection list screen.png

Alternatively, the Delete link can be accessed from the Collection Screen, click the v button.pngMore button. A context menu is displayed.

Click the Delete link.

delete collection from collection screen.png

A Delete Collection Confirmation Popup is displayed.

confirm delete screen.png

Click the Yes button to delete the collection.

Click the No button to cancel the operation.

Nested Collections

Collections can be nested inside one another. This can be done when you Create a Collection or when you Edit a Collection.

For example, there are currently two Collections, Default Collection and New Collection which are at the same level.

nested collections - before nesting.png

From the Edit Collection Screen for the New Collection, select Default Collection from the Nest collection under field.

edit screen - nest collection.png

Click Save to save the changes. New Collection is now at a level below Default Collection.

nested collections - after nesting.png

Add, Edit or Delete Items

The Procedure as the same as that for creating items in Shared Vaults. This is because all Shared Vault items are created in a Collection.

Create a Shared Vault Item

Follow the normal procedure for creating an Item, with one additional step.

Items created in a Shared Vault have one extra field - the Collections Field, which is mandatory. A Shared Vault Item must be added to at least one Collection.

In the Collections Section of the New Item Screen, check the checkbox beside a Collection that you wish to add the Item to. 

Then Click Save to create the Item.

Create SV Item.png

Manage Shared Vault Items

The procedure to Edit an Item and Delete an Item are the same as for personal Vaults as are the Item Types.

Assign or Remove Items

An Item in a Shared Vault can be assigned to one or more Collections from the Collections Screen.  This can be done when you Create a Collection or when you Edit a Collection.

Click the Shared Vault Screen and select a Shared Vault.

The Item List for the Shared Vault is displayed.

Assign Item to Collections

Click the more button.png More button beside an Item. A context menu is displayed.

Click the Collections link to modify the List of Collections to which the Item is assigned.

Item List in shared vault - collections option.png

The Collections Screen for the Item is displayed.

Check one or more Collections.

collections screen for item.png

Click Save to save changes. The Item List for the Shared Vault is displayed.

The Item is assigned the Collections chosen.

collections changed for item.png

Remove Item from Collections

From the Collections Screen for an Item, click Unselect all.

Collections Screen - unselect all.png

Click Save. The Item is now unassigned to collections.

Unassigned Items

The Collection field is mandatory to create an Item in a Shared Vault. However, an Item can be removed from a Collection after it is created.

If an item is no longer assigned to any Collections, it is marked as an Unassigned Item. This will happen if all collections, that an item is assigned to, are unselected or deleted.

This will happen if an Item is Removed from all Collections or if the Collections to which it is assigned are deleted.

Only members with owner or admin roles can see Unassigned Items, and can decide how to treat them.