Manually Creating, Editing, and Deleting Collection Items

Collection items are the individual items of forms, documents, media, and other content that make up the collection your users/patrons are accessing. Collections items can be created in multiple ways, including manual creation, importing via .csv file, or from Easy Form submissions.

This article will focus on the manual creation and editing (or deleting) of collection items, for more information on the other methods, see the Importing Collection Items and Creating Collection Items from Easy Form Submissions articles.   

Creating Collection Items

1. From the Dashboard, click the Collections tile
2. Find the collection to add items to by
   1. Browsing the list; or
   2. Searching for the collection by name
3. Once found, under the Operations column, click the drop-down arrow, then click List Collection Items
4. Click + Add Collection Item
   1. Title, add a unique name for the collection item
   2. Collection, select the appropriate collection from the list
      1. Important! You must select a collection from this list for the item to be visible to your users/patrons
   3. Featured, check this box to feature the item
      1. Tip! Featured items will appear as a link on the collection page in a 'Featured Items' block and the 'Featured' collection slider on the collections list view (if an image has been added)
   4. Image
      1. Click Upload/Select File to upload a new image file or select from a previously uploaded image
   5. External Image Link, for externally hosted images, enter (or paste) the URL to the image file 
   6. Links- each collection item can have one or more links published, giving end-users multiple resources to refer to
      1. URL, enter the full link to the external website or resource
      2. Link Text, enter the text that will appear as a hyperlink end users will see and click on
      3. Click Add another item to add more links, additional URL and Link Text fields will appear below
   7. Description, this is typically used to provide detailed information or content abstracts, for more information on the functionality of this field, see the WYSIWYG Editor article
   8. Buttons - these are similar to links; however, rather than appearing as a hyperlink, this will appear as a button
      1. URL, enter the full link to the external website or resource
      2. Link Text, enter the text that will appear as the button's label
   9. Regular/Generic Fields 
      1. Important! These will be labeled as described in the Creating a Collection article
         1. Populate these fields with the appropriate information
   10. Publication Date, if applicable enter a Publication date in the format of YYYY-MM-DD
   11. File Attachment 
       1. Click Upload/Select File to upload a new file or select from a previously uploaded file
          1. Important! Users/patrons are able to download the file when viewing the item
          2. Important! Stacks supports file sizes upto 64MB per file, excessive amounts of files can affect site performance. If your collection contains a large amount of files, we strongly recommended these files be stored outside of Stacks, and use the Link or Button options described above as an alternative option for users/patrons to access this content
   12. Filter Vocabulary Fields
       1. If your collection has filter vocabulary fields, select the appropriate item from each list
   13. Tip! The 'Save As:' field can be used to set the status of the content for: saving a working draft, for review purposes prior to publishing, or for publishing and un-publishing. Click the drop-down to see the options:
       1. Draft, saves your progress as a working draft that can be further edited when needed
          1. Note: Content saved in this state cannot be seen your Stacks site until the status is changed to published
       2. Needs Review, saves the work in its current state and indicates it is ready to be reviewed by others, typically for approving the content prior to publishing
       3. Reviewed, saves the work in it's current state and indicates it has been reviewed and could be set to published
       4. Published, saves the work in it's current state and publishes the content. This makes the content available in the collection
          1. Note: this is the default state for users with the Moderator or Administrator role when creating content
       5. Unpublished, saves the work in it's current state and un-publishes/removes it from wherever it was added to your Stacks site, this can be set back to published at any time to make it accessible again
   14. Review the Publishing workflow settings and make any necessary changes.
   15. Click Save when finished

Editing and Deleting Collection Items

Should the need arise, you have the ability to edit the content of any collection item, or delete the collection item outright as well. 

1. From the Dashboard, click the Collections tile
2. Find the collection that contains the item to edit or delete by:
   1. Browsing the list; or
   2. Searching the list by the collection name
3. Once found, under the Operations column, click the drop-down arrow, then click List Collection Items
4. Find the item by:
   1. Browsing the list; 
   2. Or Searching the list by the item name
5. Once found
   1. To Edit an item
      1. Under the Operations column, click Edit
         1. Make the necessary edits to the fields as needed
         2. Click Save
   2. To Delete an item
      1. Under the Operations column, click the drop-down arrow, then click Delete
         1. A confirmation window will appear
            1. Click Delete to continue with the deletion; or
            2. Click Cancel to cancel the deletion and return to the collections list