• Adding a Collection
  
  
• Viewing Collection Properties
  
  
• Editing Collection Properties
  
  
• Deleting a Collection
  
  
• Editing the Location of a Collection

Table of Contents	DocuShare Permissions	DocuShare Files

Collections are considered container objects - which means that they can hold other DocuShare objects: other (sub)collections, documents or application files, bulletin boards, URLs, or calendars.

You can add a collection to any location in DocuShare to which you have at least Writer access permissions. However, you must be logged in to DocuShare to create a collection.

1. From the location in DocuShare where you want to add a collection, select Add Collection from the Add pull-down menu. The Add Collection page appears.

2. Fill out the fields on the Add Collection page. Refer to the table below for descriptions of each field.
   Note: While creating the collection, if you are unsure of the purpose of a field, you can click on the highlighted field name for a brief Help description of the field.

3. Click the Apply button to complete this process.

The Add Collection page has the following properties:

Note: There may be additional properties displayed on this page that are not listed here. They are specific to your DocuShare site. See your Site Administrator for details.

The collection is created in DocuShare and the Services page for the collection appears.

You can verify that the collection was created by clicking the Appears In link to move you up one level in the collection hierarchy. The collection should now be listed with a icon. If you don't see the collection, click Reload on your browser to refresh the page display.

Note: After creating the collection, you should adjust the access permissions for the collection to make sure they provide the desired level of access for other users and groups. See the section Viewing and Editing DocuShare Object Permissions in Chapter 3 for more information on adjusting these permissions.

You can view the properties of a collection at any time. You do not need to be logged in to view the collection properties. However, you must be logged in to DocuShare to perform any editing functions that can be accessed through the Services page.

There are two ways to access a collection's Services page, depending upon your location:

1. While in an open collection, select View Properties from the Edit pull-down menu.

2. In a higher-level collection listing, click on the Services link to the right of the collection listing.

Collection properties include:

• The title, summary and description of the collection.

• Keywords to enhance searching

• The collection's identifying object number (handle), the owner who created the collection and the date and time of creation and last modification

• An image, called logo, that can appear at the top of the collection page

• A background image for the collection page,

• The sort order of objects contained within the collection.

• The location of this collection within the collection hierarchy of the DocuShare site (Appears In property). All DocuShare objects may appear in one or more locations.

Note: There may be additional properties displayed on this page that are not listed here. They are specific to your DocuShare site. See your Site Administrator for details.

All of these properties (except the object id, the creation/modification dates/times and collection location) can be edited or modified by the owner of the collection or a user with Writer access permissions through the Edit Properties function. To edit the Appears In property (collection location), use the Edit Location function.

The Collection Services page provides access to editing functions, using these selections from the Edit pull-down menu:

Edit Properties - Edit the properties for this collection.
You must be the owner of the collection or have at least Writer access permissions to edit collection properties.
Permissions - View the access permissions for this collection.
If you are the owner or have Manager access permissions, you can also edit the access permissions from here.
Edit Location - Change (move) or add locations for this collection.
You must be the owner of the collection or have at least Writer access permissions to change collection locations. See the section Editing the Location of a Collection in this chapter for more information.

Many of the Properties of a collection can be edited or modified after initial creation. You must be the owner of the collection or have Writer access permissions to edit the properties for a collection. You must also be logged in to DocuShare.

In addition to editing properties such as title, summary and description, you can also change the sort order of the objects contained within a collection, add an image that will appear at the top of a collection page, or add an image that will appear as the background for the collection page.

1. Go to the edit page for this collection:
• If located in the open collection, select Edit Properties from the Edit pull-down menu. The Edit Collection page appears.
• Within a higher-level collection listing, click on the Services link to the right of the collection listing. The Services page appears. Select Edit Properties from the Edit pull-down menu. The Edit Collection page appears.

2. Edit the information. Refer to the descriptions in the table below for details on the properties that can be edited through this function.
   Note: While adding a collection, if you are unsure of the purpose of a field, you can click on the highlighted field name for a brief Help description of the field.
3. Click the Apply button. The Services page for the collection appears. The properties have now been updated to reflect your changes.

The Edit Collection page has the following properties:

Note: There may be additional, editable properties displayed on this page that are not listed here. They are specific to your DocuShare site. See your Site Administrator for details.

Only the owner of a collection or a user with Manager access can delete a collection from DocuShare. You must be logged in to delete a collection from DocuShare.

Unlike the more familiar file-management model that requires you to select an item before you delete it, DocuShare requires that you must open or be within a collection in order to delete it. This ensures that you view the contents of the collection prior to deletion.

If you choose to delete a collection that contains other objects, you will be given the choice to delete the collection and all objects contained within the collection or to delete just the collection. Deleting a collection without deleting its contents will orphan the contents of the collection. Orphaned objects still exist within DocuShare but are not accessible to users. Only a Site Administrator can recover orphaned objects.

Note: Your collection will not be deleted if it contains objects that you do not own or do not have Manager access permission.

1. Open the collection that you want to delete.

2. Select Delete from the Edit pull-down menu.

3. If there are no objects in the collection, the Confirm Deletion page appears. Select the Delete button to delete the collection.
   If the collection contains other objects the Delete page appears. This page lists the number of objects in the collection that will be deleted. It also lists the number of objects that will not be deleted because of insufficient access rights or because they appear in other locations.
   
   
   • To delete the collection and its contents select the Delete Object and Contents button.

   • To delete just the collection select the Delete Just this Object button.

   Note: If you change your mind about deleting this collection, use the Back button on your browser to close the Delete or Confirm Deletion page.

4. The Delete Successful page appears. Click the Click here to continue link.

The collection is now deleted. You may need to Reload the page to see these changes.

The Edit Location command allows a user to move a DocuShare object from one location to another or allows the object to appear in multiple locations within the DocuShare repository. You must have at least Writer access to the object to change its location.

The location of an object is displayed in the Appears In property, which is displayed at the end of each Properties listing for an object. Using the Edit Location command allows you to edit the Appears In property.

This is a helpful command if you have created a collection (or any other DocuShare object) in the wrong location and want to move it instead of deleting it and then re-creating it. It is also helpful if you would like the same object to appear in one or more additional locations. All DocuShare objects can appear in multiple locations at once. However, there is actually only one physical copy of the object in the DocuShare database; the system simply creates additional pointers or references to the object.

A negative side effect of this command is that if used incorrectly, you can orphan the object. Orphaned objects still exist within the DocuShare repository but are not accessible to users. Only a Site Administrator can recover orphaned objects.

1. From an open collection, select Edit Location from the Edit pull-down menu. The Edit Collection Location page appears.

2. For the Appears In field, a scrolling list is displayed that contains all DocuShare collections to which you have at least Writer access. The collection's current location is highlighted.
   • To move an object, select the collection where you wish to move this object. The previous location will be deselected.
     
     
   • To have an object appear in multiple locations, press the CONTROL key while selecting the additional locations.
     Note: Use the CONTROL key for MS Windows-based Operating Systems only. Substitute the Command (or Apple key) key for the MacOS. UNIX-based systems require no special key for this multiple list item selection.

   Note: Use caution when deselecting locations. Deselecting improperly can create orphaned files. Be sure that at least one location is selected in the scrolling list before selecting the Update Locations button.

3. Click the Update Locations button.

The Services page for that collection now appears and the new location(s) is/are displayed in Appears In. If you don't see this change reflected on the Services page, click Reload on your browser to refresh the page display.

Table of Contents	DocuShare Permissions	DocuShare Files