Create and Edit Collections

regional availability
The Document Management tool is available to accounts in the following countries: United Kingdom, Ireland, Australia, and New Zealand. It is not yet available for Procore accounts in the U.S. To learn more, please reach out to your Procore point of contact.

Objective

To edit a project's Collections in the Project level Document Management tool.

Background

A collection is a group of saved filters in the Saved Views panel of the Document Management tool. Collections keep saved searches organized so users can quickly find the document revision needed in their specific context. For example, admins can set up a collection for field users that automatically pulls in only the latest published version of each drawing for a specific location. Newer revisions of these drawings may exist, but field users should only work from approved (published) versions. 

Procore automatically provides two document collections called 'In Review' and 'Published,' and project Admins can create additional collections using filters. Within a Collection, any user can create a saved view that narrows the search results even more.  For example, an electrical engineer may want a saved view that shows only electrical drawings. By placing this saved view in the ‘Published’ collection, the engineer makes it easy to access a dynamic list of all the project’s published electrical drawings.

In this tutorial, learn how to set up a project Collection with specific attributes (filters) that narrow down which files show there. 

2024-07-31_Explaining Collections for Admins.png

Things to Consider

1 Admins can rename it and change or add filters as needed but cannot delete or clone.

2  Cannot be deleted, cloned or renamed, and the filters are the ones chosen for the 'Published' collection.

3  Admins can add extra filters as needed but cannot delete, clone, or rename.

4 Cannot be deleted, renamed, or cloned, and the filters cannot be edited in any way.

See Why can't I edit or delete certain saved views in the Document Management tool?

Steps

 Note  

Settings for the Document Management tool can also be managed in the project's Admin tool. See Configure Document Management Settings in the Admin Tool.

  1. Navigate to the project's Document Management tool.
  2. Click the Configure Settings icons-settings-gear.png icon.  
  3. Click the Views tab. 
  4. Choose from the following tasks:

Create a Collection

  1.  Click Create Collection.
  2. Fill out the following fields to configure the Collection:
    • Collection Name: Give your Collection a name that communicates what types of documents users can find within it. 
    • Description: This is visible when a user clicks the info icon-info3.png icon next to the collection name in the breadcrumb above the document list. 
    • Default Display: Set the default view for the collection--either all revisions of a document show in the list or just the latest revision. Each user can manually switch their view at any time when viewing a Collection. Viewing a document's revisions is also possible after clicking on the document. 
    • Icon: Choose an icon to appear to the left of the Collection Name in the Saved Views panel. 
    • Select Attributes: Choose an attribute category and then use the drop down to select which attributes (filters) you want applied to the Collection.
      For example, if you want the Collection to only contain approved drawings in the project's pre-construction stage, select the following attributes:
      • Project Stage > Pre-Construction
      • Type > DR - Drawing
      • Status > AP - Approve

Note: If you select an attribute category but don't want to choose an attribute for it, you must delete the attribute category to create the Collection.  

  1. Click Create.
    Your new Collection appears on your View Settings page and in the Saved Views panel in the Documents tab.  

2024-04-29_Views Settings Page.png

Reorder Collections

  1.  Hover over the grip icon-reorder-grip.png icon for the collection you want to move.
    Your pointer will turn into a hand icon. 
  2. Click and drag the collection up or down to reorder. Release to drop the collection in its new place.
    Note: The collection on top of this list determines what saved view automatically loads when users open the Document Management tool. In the tool, the first saved view in a collection is always the one with all of that collection's documents, and this is the saved view that automatically loads if that collection is listed first in the Admin's 'Views' settings page. 

2024-07-12_first saved view is where users land.png

See Also