What is a collection?


Collections are Oneflow's way of organizing contracts and templates into relevant categories. Think of it like having different vaults into which you can put your contracts and resources.


Everything within a Collection is contained within that Collection and is not accessible to users without permissions. 


How do I use collections ?


Getting started is easy! When you register an account, we set things up for you. You will have one Collection by default and be ready to work. As your needs and teams expand, you can create new Collections and manage the permissions to each of them.


Create as many collections as you need to match your needs. Think of it as vaults where you would store your contracts. Not everyone should have access to all contracts? Create a Collection and only grant access to the authorised users. 


Below are a number of use cases to guide you :


Default setupImage : Default setup with 1 user and 1 collection


Note :

  • All new users invited to the account will be automatically added to the "oneflow-users" group. 


Adding users


Next step is to add a number of users to your account. Follow the steps here. All new users will be automatically added to the "oneflow-users" group and therefore receive the Contributor role to the "oneflow-collection. 


Image : Inviting users to the account



Note:

  • Administrators can rename Collections, including the default one.


Adding collections


If you want to separate contracts to prevent users to access them, it is time to create another Collection and grant access to the users who need access to the new Collection.



Image : Creating multiple Collections and separating access



Manage collections


Administrators can create Collections, grant and revoke access to groups and users. All of this is managed from the Collections module and Administrators can create up to 50 Collections per account. More information about creating and managing Collections is available here.


Collection roles


As explained above, Collections are a virtual vaults where contracts and templates are stored. Granting access to users is done through Member Roles. A Member Role (explained further here) indicates what permissions users have in a specific a Collection.