Organize your Documents into a Portal Collection

Contents

• Overview
• Pre-condition
• Steps
• Supplementary Information
• Notes

Overview

Portal collections allow you to create, manage, and share filtered searches with a set of users or groups.

If you or others frequently look for documents that fit certain criteria that maybe are even required for your work, you can now save that search as a Collection with a chosen title and even specify the query, filters, sorting, and view.

Once saved, you can share this collection with others, making information sharing within your team much more efficient. Any one of them can then subscribe to it to be notified via email that either an entirely new document or just simply a new version of an included document has been published.

You can create, for example:

• Collection of important documents according to your Role
• Collection of Frequently used documents
• Collection of documents that are required for your specific project

Pre-condition

• System level permissions: 'Portal manager', 'Portal publisher', 'Portal user'

Steps

1. Click on the Documents tab in the top pane.
2. Click on +New Collection.
3. Enter name.
4. (Optional): Enter description.
5. Configure your search view with any of the optional aspects:
   
   1. Search a keyword in the document search engine.
      
      1. Improve precision by:
         1. Containing search location:
            1. In titles & content
            2. In titles
         2. Using the advanced text search .
   2. Set the document filters.
   3. Set the category filters.
   4. Sort alphabetically or using a system/custom metadata field.
   5. Set view mode to either List or Table.
      1. For table, the included columns (metadata), their order, and property (pinned and size).
   6. Toggle View Progress on or off
      1.  Allows shared users to see how many read, and unread (new documents or new versions) documents they have for the collection.
         
         
6. Click Create.

Supplementary Information

Collections View

You can drag and drop your custom collections to fit your preference.

• This also orders the collections seen in your Home tab.

You can also hide and unhide your custom collections.

Connection Pickers

Your compliance team might have created connections between documents of different types (e.g. Policy, Procedure, Controls), and this information can be used in your collection's search results in both of what gets included in it (filter) and how to identify what document(s) are connected (column).

For the filter aspect, you can add the filter Document Type and specify the document type(s) that documents need to meet (any or none specified).

Then, while in Table mode, you can add 1 or more connection picker columns.

More to that, for each connection picker column, such as "Connection: Procedure" in the example above, you can specify the fields that are to appear for each connected document, such as "Last modification date".

You can even select a different connection picker column to be part of your initial connection picker column (such as "Connection: Control"), allowing you to view 2 levels of connections in your table.

All in all, this provides a more comprehensive view of each connected document.

Notes