Collections

Within the IC-Meridian Office Client a collection is the saved result of a search. By creating a collection, users can define search properties once and view the results repeatedly and possibly even share the search results with other users. There are three types of Collections: 1) Static 2) Dynamic 3) Shared Dynamic. Not all Meridian User Roles have the privileges to create all types of collections. Descriptions of the collection types and how to create them follows.

Regardless of the type of collection you need to create, use the “Find” tool (Ctrl +F, Edit Menu ? Find…, or binocular button on the toolbar) to access the search and save collection options.

Static Collection

A static collection is a point-in-time collection of documents that will not change automatically even as documents in the vault are added or modified to meet the collection search criteria. A static collection is a private view only and cannot be shared with other users. A static collection may be useful as the basis of a point-in-time report, as evidence for an audit or as milestone tracking. Once a static collection has been created, it cannot be changed to a dynamic or a shared dynamic collection (the collection would need to be recreated in order to make it one of the dynamic collections).

1. To create a static collection, click on the Find button in the Toolbar.
2. From the Find documents options box, click on the “More Criteria” tab.
3. Select a property (or multiple properties) by clicking “Add” or double-clicking in the property field. If the property that you are looking for isn't visible in the property drop-down list, select the box next to "List all properties" and try again. Set the “Condition” and the “Value” appropriately.
4. Click "Find Now" and the list of documents will be displayed.
5. To save the search as a Collection (for viewing later), click the “Save” button and select the “Create static Collection with name” radio button and provide a name. Click "OK".
6. Close the “Find” box; the vault will switch to view the new Static Collection that you’ve just created. To access the collection in the future, click on the “view” button in the toolbar (the list of collections appears below the list of navigation views) and select the appropriate collection.
7. After a static collection has been created, you may be able to add documents to the collection: select the document(s) to be included, from the Document menu choose “Add to Collection” and select the appropriate static collection from the list.

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Dynamic Collection

A dynamic collection refreshes, based on the defined criteria, each time you open it. A dynamic collection results will change as the contents of the vault change and meet the collection search criteria. While a dynamic collection is a private view, a shared dynamic collection can be made available to other users of the vault.

1. To create a dynamic collection, click on the Find button in the Toolbar.
2. From the Find documents options box, click on the “More Criteria” tab.
3. Select a property (or multiple properties)by clicking “Add” or double-clicking in the property field. If the property that you are looking for isn't visible in the property drop-down list, select the box next to "List all properties" and try again. Set the “Condition” and the “Value” appropriately.
4. Click "Find Now" and the list of documents will be displayed.
5. To save the search as a Collection (for viewing later), click the “Save” button and select the “Create dynamic Collection with name” radio button and provide a name. Check the "Available for all users" box if you want to share this dynamic collection will all VPUO Meridian Users. Leave unchecked to save only to your Meridian work space.
6. Close the “Find” box; the vault will switch to view the new Dynamic Collection that you’ve just created. To access the collection in the future, click on the “view” button in the toolbar (the list of collections appears below the list of navigation views) and select the appropriate collection.
7. After a dynamic collection has been created, you may be able to edit the collection properties. From the Vault menu, select "Collections...".
8. Select the dynamic collection to be edited and click on the "Properties" button.
9. Click the "Edit" button, change the name of the collection if required and move to the "Property Filters" tab to modify the filter criteria. Click "OK" when done.

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