Subcollections

Subcollections can be used, for instance, to collect a set of specific documents for a project from the main collection your company has licensed. Combine this with assigning specific access rights to the subcollection to project members, everyone can easily and efficiently find all documents related to the project.

Both Company Admins and Experts can create subcollections. The creator of the subcollection will automatically be assigned as the owner of it. Ownership can be transferred to another Expert or Company Admin at any time by the current owner of the Company Admin. The Expert can only manage the subcollections for which he is the owner. A Company Admin can always manage all subcollections.



Creating and editing subcollections

An Expert or Company Admin can create or edit a (new) subcollection via the tab “Collections”. All documents in the subcollection will automatically be updated with the new version, correction, amendment and alike.

1. Click on “Add subcollection”.
2. Enter the name of the subcollection. Max 29 characters.
3. Choose from which main collection the documents will be selected.
4. Give the subcollection a description. This description is only viewable by the owner and/of Company Admin when they want to edit the subcollection.
5. Click on “Save”.

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Adding documents to a subcollection

Documents can be added to a subcollection if they already belong to the main collection that was selected during the creation of it. Should a document not be part of the main collection it will first need to be requested (and approved) before it can be added to the subcollection.

Adding documents can be done via:
Option 1: Editing the subcollection
- Go the Collections-tab. Click to edit the Subcollection.
- On the subcollection detail page > Click on “Add documents”
You will be redirected to the search results page where the specific main collection is selected for you to choose documents from.
- Click on the desired document > Go to the document detail page
- Click on the button “Add to another collection” (Company Admin) or “Add to subcollection” (Expert)

Option 2: Via search of a direct link
- Go to the document detail page of your choice.
- Click on the button “Add to another collection” (Company Admin) or “Add to subcollection” (Expert)

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Removing documents from a subcollection

Removing a document from a subcollection will not affect the main collection. However, when a document is removed from the main collection the document will also be removed from the subcollection. The document will remain listed in the subcollection, but the users will not have access rights to the actual content.

- Go the Collections-tab. Click to edit the Subcollection.
- On the subcollection detail page > Click on “Remove documents”
You will be redirected to the search results page where the specific subcollection is selected for you to remove documents from.
- With the box In front of each result you can select the documents you wich to remove. Tick off the desired boxes and click on “Remove selected document” at the bottom of the results.
- Or when mousing over a result a trashcan icon will appear. Click on this to remove the document.

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Managing access to a subcollection

When you edit a subcollection the owner and/or Company Admin can assign access rights for it. When someone has access to the subcollection, the subcollection is displayed on the Collections-tab and on the Documents-tab.

- Go the Collections-tab. Click to edit the Subcollection.
- Find the user you want to add by (partially) entering the name of the user in the dedicated search box at the bottom.
- Select the user.
- Click on “Add user to this subcollection”
- Click on the trashcan icon to remove a user from the subcollection.

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