Create and manage collections

A collection groups data sets together in order to share data with groups. This enables members of the group to create reports using that shared data. A data library can contain multiple collections, each configured to use data from a specific combination of data sets and each assigned to different groups. Having multiple collections can help you control who has access to specific information.

In addition to the data, a collection also includes all data model components associated with the data sets that have been added to the collection.

When a collection is shared with groups of users, group members have access to the data and data model components in the collection’s data sets. These users are able to view reports and dashboards that are based on data contained in the shared collection. Depending on their user role, they might also be able to create their own reports and dashboards based on the collection.

If a report is shared with a group, the data used to create that report must also be shared with that group. If it is not, the report will display no data.

Work with collections

You can work with collections using the tabs in the Data Library page’s Details panel or the available actions in the Actions drop-down field at the top of the Details panel.

NOTE   You must be the owner of the data library and the collection in order to perform these actions.

Create a collection

  1. Select Data Explorer > Data Library to display the Data Library page.
  2. In the Collections panel, click Create New Collection .

  3. Complete the Create Data Collection dialog box.

    • Required: You must enter a name for the collection and select data sets to belong to the collection.
    • Optional: You can enter a description of the collection and assign metadata tags to the collection (see Add metadata tags to data sets and collections).
  4. Click Create.

Share a collection

  1. In the Collections panel, select a collection.
  2. In the Details panel, select the Sharing tab or select Sharing from the Actions drop-down menu. A list of group names is displayed.
  3. Select the group with whom you want to share the collection.

  4. In the group’s Sharing column, click the drop-down menu and choose the desired level of sharing with the group.

    • None—The collection is not shared with the group (default).
    • Create reports—Members of the group can use the collection’s data to create reports.
    • Create reports & upload data—Members of the group can use the collection’s data to create reports, and they can upload new data to the data sets in the collection.

View the data sets included in the collection

  1. In the Collections panel, select a collection.
  2. In the Details panel, select the Data Sets tab. A list of the data sets that make up the collection is displayed.

Remove a data set from a collection

  1. In the Collections panel, select a collection.
  2. In the Details panel, select the Data Sets tab. A list of the data sets that make up the collection is displayed.
  3. Right-click the data set you want to remove from the collection, and choose Remove Data Set from the resulting menu.

View the reports that use data from the collection

  • In the Details panel, select the Used By tab. A list of the reports that use data from the collection is displayed.

Upload additional data to the collection

  • From the Actions drop-down menu, choose Upload Additional Data, or click the Upload Additional Data button. The data upload page is displayed. See Contribute data to a data set for more information.

View and edit collection details

  1. In the Details panel, select the Details tab.

  2. If there are notes, a rating, or tags already associated with the collection, they are displayed on the tab. If not, the fields are blank. You can add a note, rating, and tags if desired.

    • Enter a note in the Note pane, then click Add Note. Notes appear in the pane to the right with the date they were added.
    • Click 1–5 stars in the Rating section to rate the collection.
    • Add or edit tags to help identify and locate the collection. See Add metadata tags to data sets and collections for information on how to format tags.

Edit the collection

  1. From the Actions drop-down menu, choose Edit Collection Info. The Edit Data Collection window appears.

  2. Use this window to edit the collection details. You can:

  3. Click Save.

Delete a collection

  • From the Actions drop-down menu, choose Delete Collection.

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