Collections

A collection is the concrete case: the file, the person, the supplier. It’s the container the documents actually arrive in.

Creating one

To create a collection you need to:

1. open «Flows» in the left-hand menu — it opens on the «Folders» tab;
2. press «New folder», at the top right in the title bar: a window opens in the centre;
3. write the name in the «Folder name» field — it’s the one you’ll search for in a year’s time, so write it in full;
4. if you want, link it right away to a company with «Link company», under the name: the list of clients opens, with a search box if there are more than five;
5. decide who manages it in the «Who can manage this collection» box (see below) and confirm.

Going in, and what’s inside

A click on the row opens the collection. Inside, until you’ve activated a flow, it’s empty; afterwards you find the folders of the areas and topics with the files that have arrived, browsable like a disk. The path sits above the list, and the little up arrow takes you back one level.

With the «Individual» mode of the activation, the collection fills up by itself with one subfolder per participant.

Changing or removing it

On the row, on the right, there’s the three-dots icon «Other actions». In the menu that opens:

• «Edit» — the «Edit folder» window opens: name, linked company and who manages it. If you change the company of a collection that’s already under way, who sees it changes too.
• «Delete» — the confirmation says «The folder and all its contents will be deleted.» It goes to the bin, from which it can be recovered. If it’s linked to Files the entry is greyed out and hovering over it you read «Linked to Kamzan Files: remove the link first to delete it».

On a phone: «Edit» isn’t there — changes are made from a computer.

Who can manage it

In the «Who can manage this collection» box — on creation and in «Edit» — the rule is written right underneath: «Managers see all collections. Responsibles only see assigned collections.»

They’re two different ways of working, not two levels of the same one: «Manager» for whoever has everything in hand, «Responsible» for whoever follows their own files and mustn’t stumble into other people’s. A manager who creates the collection is automatically in it.

Linking it to a company

With «Link company» the collection is tied to a client in the directory: the company name appears as a label next to the collection’s, you find it again from the client’s card, and the coordinators assigned to that company see it.

If you can’t find «New folder»

You need the «Gestione raccolte e richieste» privilege; with «Visualizza raccolte e richieste» alone, collections are read-only. With «Solo raccolte assegnate (Responsabile)» you only see your own, and you don’t create new ones. Ask whoever manages Flow’s users.

Questions this guide answers

• how do I create a collection
• what is a collection for
• how do I rename a collection
• who can see a collection
• how do I delete a collection