How-to articles

Edit a Collection

How to Edit a Collection?

Once you’ve created a Collection, you can add collection-level metadata and customize resource metadata display from the Collections management page. Click the green “Edit” button on the Collection you wish to edit.

On the Edit Collection page, you’ll see five options for editing your collection: General Settings, Collection Description, Resource Description, Access Policies, and RSS/Podcast Settings.

General Settings
On the General Settings tab, you can edit the basic Collection information you entered when you through the Collections page (or add this information if you created the collection through Imports). You also have a few new options for the Collection that were not included when you created the Collection.
You can select whether the hero image on the Collection landing page for your Aviary site will display the banner image you provided or whether it will display a slider of featured Resources from the Collection (see below, the options):
You can select your "Preferred Default Tab" that will be open to users when they initially land on your Collection landing page (see above).
Aviary also provides a variety of configuration options for your Collection at the bottom of this General Settings page (see image below).
You can enable or disable the "Search this Resource" option that is available on Resource Detail pages for Resources in this Collection. If you have the feature enabled, you also get the option to customize the text that is displayed by default in the search box on the page. By default the box reads "Search this Resource", but you have the option to display any text you prefer.
You can disable the ability for users to get embed codes for Resources and Media Files in this Collection.
You can demand that a thin Audio Player is used for any Media Files in the Collection that are Audio (in this case the Video Player will still display for Video content in the Collection).
You can demand that "Auto Scroll" is enabled by default for Resources that have Transcripts in this Collection. Otherwise, by default, "Auto Scroll" is turned off and users have to select the checkbox to enable it when they view a Transcript on a Resource Detail Page.
Once you have made any of these changes, be sure to select the "Update" button at the bottom of the page to ensure your changes are saved.
Collection Description
On the Collection Description tab, you can add additional metadata about your collection. Click on the Sort Collection Fields button to drag and drop fields to display this information in your desired order on the Collection’s webpage. Click “Add More” to add multiple values for any field.
Click “Update” to save your work. (Note: collection-level metadata is not yet searchable in Aviary.)
Resource Description
On the Resource Description tab, you can customize and add metadata fields for your Collection’s Resources. From this tab, you can establish a customized template for the Resources in this Collection. The settings you define here will affect which descriptive fields are available for description and for visibility on the “Description” tab of the detail view of a Resource in this Collection.
You can drag and drop the fields below to reorder them into a sequence that you prefer. This will change the sequence in which the fields are displayed on the Resource Detail page.

Tombstone and Description Toggle
“Tombstone” fields are fixed metadata fields that will always be visible in the main view of the Resource Detail page, as well as in search results where the Resource is shown, and anywhere the Resource is listed publicly throughout the Aviary interface, except the Aviary home page. You can select up to three fields to be displayed as Tombstone fields for the Resources in this Collection. Title, Organization, and Collection are part of the Tombstone by default.
Description fields that have been enabled will appear in the “Description” tab of all the Resources in this Collection (when you have opted to make a field visible).

Preview Section
The Preview section changes as you edit the order and visibility of fields to show you how resource metadata will display in Aviary.
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Adding Custom Fields
You can assign custom metadata fields to your resources with the “Assign Field” button. You can create custom metadata fields in the Organization→Field Management section of the interface. There you will be able to select the data type (either “dropdown,” “date,” “text,” “tokens,” or “editor”) and add help text for any member users who will be using the field. You can also specify if the field is repeatable. Then you can assign it to any collection that you create.
Access Policies
Configure Access Requests
If you select the "Enable click-through functionality" box on this tab, users will be required to agree to collection access conditions before they are able to submit an access request. Once this functionality is enabled, when a registered user requests access to a restricted Resource in a Collection, they will be shown a check box that asks them to agree to the access conditions assigned to this Collection before they are allowed to submit the request. For this function to be fully enabled, select the "Enable click-through functionality" check box and add text to the "Conditions for access" section.
Once click-through functionality is enabled, you will also need to enter text in the "Configure Access Request Approval Email" field to configure an automated email that will be sent to users, granting them access to the Collection or a specific Resource that they have requested. In addition to entering the email text, you have the option to select the "Add resource link to email" box to include a direct link back to the specific resource they want to access. You may also select the "Add resource accessible details to email" box in order to include additional access details in the email specifying whether the user has been granted ongoing access or access for a fixed period of time. See for more detailed information about approving or denying specific access requests.
You also have the option to enable automated access request approvals for either the requested Resource or for the entire Collection by selecting the "Enable automated access request approvals for resources in this collection" check box and then filling out the desired access settings.

Global Access Restrictions
Global Access Restrictions allow broader access control to Collection administrators. By clicking to enable the IP Access List for Resources in the Collection (see image below), you limit access to the Collection to a defined IP address or range. Even users already assigned to a Permission Group that offers access to restricted or private content in the Collection will be restricted by their IP address when global access restrictions are configured for a given Collection, except those granted "Super View" permissions. See for more information about creating custom Permission Groups.
Your IP address list can be downloaded as a CSV for quick editing. A CSV with two columns "IP or IP Range" and "Label" can also be imported to re-populate the IP table. The Import CSV option will overwrite any content currently in the table.

RSS/Podcast Settings
To enable an RSS feed for all or selected Resources in your Collection, you can configure the feature on this RSS/Podcast Settings tab. See for more information on this functionality.

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