| Minimum Software Version | 8.18.10 |
| Solution(s) | Hearings ⨉ Cases International ✓ Cases US ✓ Institutions ⨉ Counsel ✓ |
What is a collection?
A Collection is a named group of documents that are conceptually related. Documents added to a Collection are linked virtually (via soft links) and remain in their original folders within the platform. A single document can be included in multiple Collections simultaneously without duplication.
Within a Collection, a document is referred to as a collection item, while the original file remains the source document in its folder. Collections allow users to create structured groupings—such as bundles or binders—without impacting the underlying document structure.
There are two main types of Collections: Unnumbered Collections and Numbered Collections, each suited to different organisational and jurisdictional requirements.
Types of Collections
Unnumbered Collections
- Provide a top‑level container for documents
- Optionally include a hierarchy of sub‑sections
- Documents are identified only by their source document properties
Example:
Grouping background correspondence and research papers for internal review.
Numbered Collections
- Add identifiers (“section numbers” and/or “document numbers”)
- Used to create formal bundles or binders
- Hierarchical numbering concatenates parent and child numbers
Example:
A hearing bundle organised as A/1/1, A/1/2, A/2/1.
Numbered Collection Configuration
Numbered Collections can be configured when created or later via Edit Collection, provided Number sections or documents is toggled ON.
Key Numbering Options
| Property | Applies to | Description |
|---|---|---|
| Collection number / delimiter | Collections | Primary identifier (numbers, letters, or mixed). Delimiter defines separation (e.g. /, .). |
| Number / delimiter | Sections | Identifier for individual sections (only if numbered individually). |
| Sections | Collections | Manual or sequential numbering (numeric, alphabetic, Roman). |
| Sub‑sections | Sections | Manual or sequential numbering inherited from parent section. |
| Documents | Collections & Sections | Unnumbered or sequential numbering for documents. |
| Inserted documents | Collections & Sections | Special numbering for documents added after numbering is locked. |
| Pages within documents | Collections & Sections | Restart page numbers per document or continue across documents. |
| Number sections individually | Sections | Allows each section to define its own numbering. |
| Include as part of parent sequence | Sections | Items numbered as if they were directly in the parent section. |
Collection‑Specific Metadata
Collections can apply metadata directly to collection items without modifying source documents:
- Assign one or more document types to a Collection
- Enter metadata values per collection item
- Collection‑level values override source document values
Example:
Assigning a “Bundle Role” field to collection items while retaining the original document metadata.
Annotations on Collection Items
- Annotations on source documents are not reflected on collection items
- Annotations made on collection itemscan be configured to:
- Apply to the source document, or
- Apply only within the Collection
This behaviour is controlled via the collection’s annotation settings.
Deleting Collection Items
- Removing a document from a Collection does not affect the source document
- Deleting a source documentcauses it to:
- Disappear from all Collections, or
- Appear as not available if referenced
Managing Access on Collections
Collection‑Level Access
- Access can be restricted to specific users or groups
- Set during Create Collection or via Set access
- Restricted collections show an eye icon
Sections inherit access from parents by default but can be overridden.
Editing Collection Access
- Click the three‑dot (⋯) menu on a collection or section
- Select Set access
- Add users or groups using the appropriate icons
- Remove access using the cross icon
Hovering over the eye icon displays who has access.
Access Control on Documents Within Collections
Scenario 1
- Source documents restricted
- Collection open to all
Result:
Users without document access see the document listed as not available.
Use case:
Confidential documents included for structural completeness.
Scenario 2
- Source documents and collection open
- Document restricted at collection level
Result:
Restricted users do not see the document in the Collection.
Use case:
Draft documents shared privately before wider release.