Creating and editing a collection

You can create a collection as either a new, empty list or from the results of first searching for documents.

To create an empty collection:

1. In the Search ribbon, in the Collection group, click New Collection. The New Collection  dialog box appears.
2. Type a name for the new collection and press Enter or click OK.

To create an empty collection:

1. On the Vault menu, click Collections. The Collections in <VaultName> dialog box appears.
2. In the toolbar, click the New static collection button . A collection named New Collection is added to the list and the name is editable.
3. Type a name for the new collection and press Enter.

To create a collection from search results:

1. Run a search using Find as described in Using Find.
2. To save the results as your My Search Results static collection:
   • Click the Search Results icon . The documents may then be manipulated in the Navigation view instead of in the Find dialog. The collection is created if it does not yet exist or is overwritten if it does exist.
     
3. To save the results as a new dynamic collection with a different name:
   1. If the Properties page is not visible, click Search Results in the navigation view to show the current search criteria.
   2. Click options or type values using the descriptions in the following table.
4. Click SAVE. To open the new collection for further editing, click EXECUTE.

Collection options

Option	Description
Save as new dynamic collection	Type a descriptive name for the new collection.
Available for all users	Enable this option to make this collection available to other users, as a starting page for read-only PowerWeb users, or to select it as the scope of a report definition.
Add criterion	Allows you to add criteria to your collection. Select a property from the property list. Select a search operator from the operator list. Type keywords in the text box. Click the Add to List icon . The criterion is added to Current criteria. To apply the new criteria and preview the current search results, click FIND NOW.

To edit the criteria of an existing collection:

1. Open the collection as described in Viewing a collection.
2. Click the collection name in the navigation view to show the current search criteria.
3. Click Edit.
4. To remove a criterion, deselect it in Current criteria.
5. To add a criteria, click options or type values using the description of Add criterion in the preceding table.
6. Click OK.

To create a collection from search results:

1. Run a search using Find as described in Using Find.

2. To save the results as your My Search Results static collection, click Save. The documents may then be manipulated in the Navigation view instead of in the Find dialog. The collection is created if it does not yet exist or is overwritten if it does exist.

   To add the results to your existing My Search Results collection, click the arrowhead and select Add to My Search Results or Add to My Search Results and close.

   Note:

   Individual documents and folders may also be added to your existing My Search Results collection by clicking Add to My Search Result on the document shortcut menu.
   

3. To save the results as a new static or dynamic collection with a different name or to add or remove it from it an existing static collection, click Save As. The Save Search dialog box appears.
4. Click options or type values using the descriptions in the following table.
5. Click OK to save your changes.

Saved search options

Option	Description
Create static collection with name	Type a descriptive name for the new collection.
Create dynamic collection with name	Type a descriptive name for the new collection.
Available for all users	Enable this option to make this collection available to other users, to select it as the scope of a report definition, or as a starting page for read-only PowerWeb users.
Advanced	Displays additional options to add or subtract the results from an existing static collection. Enabled only if one or more static collections exist.

To add documents to an existing collection:

1. Run a search using Find as described in Using Find.
2. Select the documents that you want to add to the collection.

3. In the context menu, point to Selection and then click Add to Collection. The Add to Collection dialog box appears.

   OR

   In the Search ribbon, in the Collection group, click Add to Collection. The Add to Collection dialog box appears.

4. In the collection list, click the name of the collection to which you want to add the selected documents and click OK. The documents are added to the selected collection.

To add documents to an existing collection:

1. Select the documents that you want to add to the collection.
2. On the Document menu, click Add to Collection. The Collections in <VaultName> dialog box appears.
3. In the collection list, click the name of the collection to which you want to add the selected documents and click OK. The documents are added to the selected collection.

To remove documents from an existing collection:

1. Open the collection from which you want to remove documents as described in Viewing a collection.
2. Select the documents that you want to remove from the collection.

3. In the context menu, point to Selection and then click Remove from Collection.

   OR

   In the Search ribbon, in the Collection group, click Remove from Collection.

   The documents are removed from the collection.

To remove documents from an existing collection:

1. Open the collection from which you want to remove documents as described in Viewing a collection.
2. Select the documents that you want to remove from the collection.
3. On the Document menu, click Remove from Collection. The selected documents are removed from the active collection.