Collection of documents allows multiple documents to be exported as a single file with a common Table of Contents. This allows you to split your work into separate documents, but submit the completed work as one package. Your collection of Documents can also be shared and viewed by other users.
This article covers:
- Creating a new collection of documents
- Accessing and sharing collections of documents
- Managing your collections menu
- Export collections
- Administration of document collections
To create a new Collection of Documents
From the document workspace, click Export in the top black menu. Select Create Collection.
A dialogue will open that will allow you to create a new collection.
At the top of dialogue, there is a space for your Collection Title. The Collection Title will be visible to anyone that has access to the collection.
Adding Documents to Your Collection
By default, all documents in the current project will be added to your collection. To remove a document, click the X to the right of the document title.
The order of the documents can be reordered by dragging the documents in your collection.
Below are the steps to add a document to your collection from another project.
- Change the button to All Projects in the upper left of the Collection tab
- Search for the document using the search bar
- Drag any documents you want to add from the search window to the documents list
The search bar allows for use of advanced search operators.
Once you have named your collection and added the desired documents , press OK. You will then be given the option to reopen the collection of documents dialogue or to export your collection.
The Edit Collection dialogue can also be accessed via the Recent Exports panel once a collection has been exported.
Styling the Collection's Front Matter
By clicking the green down arrow next to Front Matter on the Collection tab, you will be given options for your collection’s front matter. In the Front Matter area, you can do the following:
Include a title page for the collection The title page will be an auto-generated page containing the collection title. The title page will be styled according to the layout template selected for the collection
- Add additional content in front matter Additional documents can be added to the Front Matter section, allowing the documents to export before the collection’s Table of Contents. Add documents, such as an executive letter, to the Front Matter by dragging them the same way as adding documents to Body Matter.
- Choose to include/exclude the following:
- Table of Contents (default: on)
- List of Figures (default: on)
- List of Tables (default: on)
- List of Attachments
- List of Equations
The front matter area also allows you to rename these parts of your Table of Contents. This allows you to, for example, export your Table of Contents translated into another language.
Setting Export Options
Export Options tab
The Export Options tab in the collection of documents window lets you change how your collection will be styled upon export.
Users can set the Layout Template for Collection here. When creating a collection the layout template is set based on the project the collection is created from, but it can be changed. Different layout templates can also be set for each document in the collection.
The collection layout template will control the styling of your collection’s Front Matter. The title page text can be styled in the template by modifying the page style Title Page and the paragraph style Heading Title Page.
The following options are available for the collection:
- Include blank pages Functions the same as the Document export option
- Include document name in Table of Contents The name of each document will be included in the collection’s Table of Contents. To style how this new level appears in your Table of Contents, modify the paragraph style TOC Document title (in Collections)
- Restart numbering per document When this option is on, the original page numbering from each document will be used (starting at 1 if no rules are set). In addition, the total pages will be reset for each document. This means the Total Pages metadata will show the total pages for that document and not for the whole collection if used. The numbering format (for example, 1,2,3, etc.; A, B, C, etc.) will also be reset to the layout template default.
The following options are available for each document in the collection:
- Layout template: a layout template can be set for each document in the collection
- Hide title page: When deselected, if a document has a title page, it will be included in the collection. To remove it, check this option. A title page has to be included on document level for it to appear in collection.
- First section number: use this option to determine how sections in the collection are numbered. There are three options:
- Continuous (default): Numbering starts at 1 in the first document and continues throughout the whole collection. Any section numbering rule that is set directly on any section in the collection will override this collection numbering rule.
- Keep Original Number: keep original numbering for each document.
- Use Custom Number: set a custom section numbering scheme for the collection. If this option is selected, a number has to be provided in the Custom Number field. Any section numbering rule that is set directly on any section in the collection will override the collection numbering rule.
Access Control tab
When you create a new collection, you are automatically given edit rights to that collection. This privilege cannot be reassigned. The creator of the collection will always be the only user, except for users with the Manage Collections system permission, to have edit rights to the collection. (For more on managing collections, see
By default the project the collection was created from will automatically be given view rights to the collection. This means that any user with access to that collection can export it. It is also possible to assign view rights to any other user, group, or project.
Having view access to a collection only gives the user the right to see and export content they already have access to. If a user exports a collection where they do not have access to all content, any content they don’t have access to will not be included in the export.
In the document workspace, go to Export and select Manage Collections. This will allow you to see all Collections of Documents that you’ve created and have been shared with you. From this window you can edit, delete, and export collections you have created. You can also export collections where you have been given view access.
The Export Collections menu shows collections created by you, collections containing the current document, and collections that have been shared with you. You can export any collection by clicking on it in this menu.
To ensure that administration of collections is possible, a new system permission called Manage Collections can be added by your Key Account Manager. Any user with this permission can edit all collections in the system. They will, however, not be able to see the content of the collection without having access to the content. This new permission is not set by default to any System Roles.