Collection Editing - Settings

In the Settings>Profile sub-tab, a collection owner can do manage the following:
- Add/replace a “Profile picture” by:
  - Clicking, on the right hand side of the form, the “upload new picture” button. Ideally, this profile picture image should have square dimensions for optimal appearance.
- Edit the “name” of the collection
- Provide a “short description” for the collection (250 character limit). This description displays only in the collection browse/search results screen:

Select a collection “type” (some different collection types employ different frontend design layout templates, for example, the “Digital Exhibit” collection type is designed as an image gallery for highlighting the visual elements of records in an exhibit collection, and the “Journal” collection type is designed to display journal archival records in terms of volumes and issues, while the default and “Organization” collection type approximates a more typical hierarchical presentation of the collection and its sub-collections.
Add a “website” URL, which will display in the collection frontend along with the name and type of the collection, the name of any organization added to the “organizations” field, and the logo/thumbnail (if provided). This URL can serve as a live link outside of the repository to another webpage affiliated with the collection or its contents.
Search for and select “Organizations” by name (if a prepopulated controlled vocabulary list of Funders, Non-profits, and/or other significant organizations has been provided as part of your repository setup process). If an organization cannot be found in the controlled vocabulary, the user is given the option of adding the organization. Content from this field will display in the collection frontend along with the name and type of the collection, an external link (if provided), and the logo/thumbnail (if provided):

Add/remove any “Awards/Grants” associated with the collection. Note: metadata entered in this set of fields is stored in the database but not displayed in the frontend.
“Change identifier” and “Delete collection.” Note: these buttons are located in the “Danger Zone.” Changing a collection identifier is not recommended as it can have unintended consequences. Collection deletion should be done with caution. Once deleted, a collection is gone forever.

In the Settings>Privileges tab, a collection owner can:
- Set collection visibility to either public (open to all and indexed by search) or restricted (hidden from everyone except collection members) with a radio button:
- Set members visibility to Public (meaning, anyone will be able to see who belongs to the collection who has also set their own collection membership to public) or Members-only (meaning, only other collection members will be able to see who else belongs to the collection, regardless of whether the members have also set their own collection membership to public) with a radio button:

Enable or disable sub-collections (only possible with top-level collections) by toggling the “Allow sub-collections” rocker on or off:

In the Settings>Submission Policy tab, a collection owner can:
- Set the Review policy (whether all submissions to the collection are reviewed regardless of submitter role, whether curators, managers, and owners are allowed to submit to the collection without review, or whether all members of the collection are allowed to submit without review):

Set the records submission policy (whether “Open,” meaning all logged-in users are allowed to submit directly to the collection, or “Closed,” meaning only collection members are allowed to submit directly to the collection):

In the Settings>Pages tab, a collection owner can edit the text that appears in the collection’s “Curation policy” tab and its “About” tab. Note: in the front end, text saved in the “About page” section will also appear in the main description area of the collection’s home page:

Back office view:

Frontend collection home page view:

Portfolios offer a way to create and highlight unique groupings of content within collections or sub-collections, based on filtering by specific search query strings.
Each portfolio must be part of a top-level “Portfolio tree,” and each collection or sub-collection can support multiple portfolio trees.
In order to add a new portfoliotree to a collection or subcollection, the collection owner (or system administrator) should navigate to the desired collection’s settings page in the back office:

If any portfolio trees already exist for this collection or sub-collection it will appear under the “Portfolio Trees” heading.
In order to create a new portfolio tree at the top level of the collection or sub-collection, the user should click the green “New portfolio tree” link. This will open a form for creating the top level portfolio tree (e.g., “Student Research Days” in the screen shot above).
To create the new top level portfolio tree, the user must fill out the “Title” field (the “Slug” field will be automatically populated), and then hit the save button:

In order to begin populating the portfolio tree with specific portfolios, the user can click the “View” button in the box associated with the new portfolio tree:

For a new portfolio tree, the user will see that no portfolios yet exist and can then create and populate the new portfolio itself by clicking the green “New portfolio” button under the name of the new portfolio tree:

The user will be presented with a blank form for the new portfolio, including fields for “Title,” “Slug,” “Search Query,” and “Order”:

The “search query” is a text string that filters content from the collection, depending on the metadata identified in the query. By default, the field contains an asterisk (*), which includes all records from the collection. In the following example, however, is an example of a query based on a specific keyword (using the system’s “subject.subject” metadata field with the keyword “student+research+day+2025”:

By clicking on the “Test query button at the bottom of the screen, the user can see whether their query has been properly formed and, if so, which records will appear in the portfolio (if you need help, your repository account manager will be happy to help you generate the queries you require):

Once the user clicks the “Save” button, the portfolio tree and portfolio should shortly appear on the frontend collection home page:

Display order of the portfolios within the portfolio tree can be set in the back office with the portfolio form’s “Order” field: