Viewing Collections of Records

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The Manage Collections feature allows users to view, subscribe, unsubscribe, and reorder collections in the left navigation pane, including search views and folders they create. Administrators define initial collections, but users can customize them, and certain functions, like "Address Books," are specific to the Contacts record type.

Use collections to access records without having to search for them.

view collection of records

You can define many collections for a single record type. In the graphic above, all of the links in the left pane, such as Companies, People, and Leigh's address book, are collections. Each collection can use a different combination of search criteria to present a different list of records.

By default, most record types have one or more of the following collections:

Recently Viewed—Displays up to 25 of the last records that you viewed, in reverse chronological sequence, over a period of 90 days. This link is always the first collection listed in the left pane, and you cannot delete this collection or change its order.
All <record type>—Displays all of the records of the selected type that you have the rights to view.
Recently Created—Displays a list of records of the selected type that were added to within the last 30 days.
Recently Modified—Displays a list of records of the selected type that were edited within the last 30 days.

Although Recently Viewed is the default collection, you can click another collection during your session and that collection will be remembered for the duration of the session. For example, if you leave a record type, do work in another area, and then later return to that record type, the collection you last used for that record type will be the one that appears now.

In addition to the collections listed above, some record types also have specific collections as follows:

Specific Collections by Record Type

Record Type	Specific Collection
Calendar	Upcoming—Displays a list of appointments that will occur 90 days from today's date.
Invoices	All Invoices Not Posted Approved Pending Rejected Failed
Projects	My Assigned—Displays a list of the projects to which you are assigned.
Tasks	My Pending Tasks My Overdue Tasks My Completed Tasks My Billed Tasks

Managing Collections

The collections that you see in the left navigation pane are initially determined by your system administrators, but you can also affect which ones are shown by subscribing or unsubscribing to collections.

Under Manage Collections, users can access the available search views, and folders they have created. This block comprises five label buttons with distinct functions, along with a table displaying the list of search views, and folders.

Note: The New Address Book button is only accessible within the Contacts object in TeamConnect.

On the Manage Collections page, you can do the following:

View the collections to which you currently subscribe
Unsubscribe from a collection
Subscribe to a collection
Reorder the sequence of collections

To open the Manage Collections page

In the left navigation pane, click the gear icon . Select the desired collection from the resulting menu.

Note: For the Contact record type, collections may also include "Address Books". For all other record types, the term "Collections" is used. Regardless of the term, managing collections is done in the same way for all record types.

To Manage Collections page

The following table will provide the information about the label functionalities and the table headers:

Name	Description
New Folder	This is used to create the new folders as per the user requirements.
Move	Clients can relocate the search view within a folder using this button. By default, this button is disabled..
Subscribe to Object Collections	Users can subscribe to the collections (search views) that are saved in the collections block.
Unsubscribe	Users can unsubscribe from search views that are not in use.
Order	This is used to arrange the position of the saved custom search in the table by giving a number as an order value.
Name	Name of the saved custom search
Allow Unsubscribe	Informs the users if they can unsubscribe the specific search view or not.
Description	An overview of the search view
Ownership	Displays who created the search view or address book.
Action Column	Displays buttons for Edit and Delete options

To subscribe to a collection

Click the link Subscribe to <record type > Collection.

To unsubscribe from a collection

Click the Remove check-box next to the collection that you want to delete, and then click Update.

To reorder the sequence of collections

Type sequence numbers into the Order field in each row. Collections with the smallest numbers will appear first in the left navigation pane. You cannot reorder the Recently Viewed collection—it will always appear before any other collections.
You cannot change the order of the Recently Viewed collection. It is always the first collection listed.
Click Update.

Manage Collections Page

View	Description
Subscribe to <record type> Collection	Click this link to open the Subscribe to Collections page. Select a collection on that page and click Subscribe.
Order	Specifies the order, starting with 0, that you want the collections to appear on the left side. Change the numbers in the text boxes to update the order.
Name	Displays the name of the collection. Click a link to open a collection.
Remove	Select a collection to remove it from your collections list.
Ownership	Specifies the owner of the collection.