Working with collections

A collection is a container used to organize analyses that relate to different departments, business processes, or data sets. Collections are the highest level of organization in the Results app.

Types of collections

• Standard collections Collections used to organize data imported from a source file or from an Analytics script. These collections are created directly in the Results app.
• Projects collections These collections typically store data and metadata that support features in Diligent One's Projects app. They look similar to standard collections, but may have certain features or limitations based on that collection's purpose. Diligent One generates these on its own, as needed, and you may not be able to alter or delete them through the Results app. For example:
  • Results uses collections to organize control performance or certification questionnaire responses for active projects. These collections are automatically created when you enable control performance or certifications in the Projects app. You can identify them by the View linked project hyperlink in the collection list.
• Special collections These collections typically store data and metadata that support other features in Diligent One and may have certain features or limitations based on that collection's purpose. Diligent One generates these on its own, as needed, and you may not be able to alter or delete them through the Results app. Depending on your role and permissions, you may not even see these collections. For example:
  • The Reference Collection contains Reference tables. Import custom data, such as a list of contacts, from an external source into these tables so people can reference it in Diligent One. We recommend using Robots to keep this table up to date.
• Archived collections Collections that are manually archived or that store control performance or certification questionnaire responses for archived or deleted projects. Control performance and certification collections are automatically archived when you archive or delete a project that has control performance or certifications enabled in the Projects app.

Permissions

Only Results Admins can create collections. Results Admins and Professional Managers can update and delete collections.

Create a collection

1. Open the Results app.
2. From the Results home page, click +Add collection.
3. Enter the following information:
   • Name Enter a meaningful title for the collection. The maximum characters is 255.
   • Description Optional. Enter a short description for the collection. You can select from different formatting options to style the text. The description text is displayed below the name of the collection on the Results home page and on the collection page.
4. Optional. Under Workflow, select the appropriate option from the list. For more information, see Creating workflows in the Results app.
5. Click Create collection.

Find and open a collection

To open a collection that is not archived:

1. Open the Results app.
2. Optional. Use the search bar to search the list of collections by title.
3. Click the collection you want to open.

To open a collection that has been archived:

1. Open the Results app.
2. In the lower-left corner, from the navigation side panel, click Collection archive.
3. Optional. Use the search bar to search the list of collections by title.
4. Click the collection you want to open.

Change a collection's settings

1. Open the Results app.
2. Optional. Use the search bar to search the list of collections by title.
3. Find the collection you want to change, click , and click Settings.
4. Complete any of the following:
   • To update the name of the collection, enter a new name in the Name text box. 
   • To update the description of the collection, enter any additional information about the collection in the Description text box. The description text is displayed below the name of the collection on the Results home page.
   • To apply a workflow to the collection, select the appropriate workflow from the list.
5. Click Save. A notification will appear letting you know that the collection has been successfully updated.

Delete a collection

When you delete a collection, all of the analyses and tables associated with the collection are permanently deleted.

1. Open the Results app.
2. Optional. Use the search bar to search the list of collections by title.
3. Find the collection you want to delete, click , and click Settings.
4. Click Delete collection. A dialog box with a warning message will appear asking you to confirm the deletion of the collection.

Caution

If you choose to delete a collection, all associated work (tables, triggers, metrics, and visualizations) will be permanently removed, and you will not be able to access or restore any of these items.

5. Click Delete in the confirmation dialog box. The collection will be deleted and removed from the list.

Archive a collection

After you are done with a collection, you can archive the collection and all of its contents in a read-only state. Archived collections are stored in the Collection archive and maintain the integrity of your data once your work is complete.

If you have a Professional Manager role, you can archive a collection from the Collection settings page. Once the collection is archived, it is removed from the home page and moved to the Collection archive. All data and configurations inside the archived collection become read-only.

What actions are available once a collection is archived?

If you have access to the collection, you can view the data that your role permits. There are only two other types of changes that can be made by users with a Professional Manager role:

• Managing user access to the archived collection
• Unarchiving the collection

What happens to the data in my archived collection?

Archived collections are protected in a read-only state. Once a collection is archived, no data can be added or changed. This includes exports from Analytics or Analytics Exchange.

Items from archived collections are not available in other apps like Storyboards, Strategy, or Projects. Any outstanding questionnaire links are disabled and all triggers stop running.

How to archive the collection

1. Open the Results app.
2. Optional. Use the search bar to search the list of collections by title.
3. Find the collection you want to archive, click , and click Settings.
4. On the Collection settings page, in the lower-right corner, click Archive. A dialog box with a warning message will appear asking you to confirm that you want to archive the collection.

Caution

If you choose to archive a collection, you are unable to edit or delete any data in the collection.

5. Click Archive. A notification will appear letting you know that the collection has been successfully archived.

Unarchive a collection

1. Open the Results app.
2. In the lower-left corner, from the navigation side panel, click Collection archive.
3. Optional. Use the search bar to search the list of collections by title.
4. Navigate to the collection you want to unarchive, click , and click Settings.
5. On the Collection settings page, in the lower-right corner, click Unarchive. The collection is returned to an editable state and a notification will appear letting you know that the collection has been successfully unarchived and any triggers will resume shortly.