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Manage collections

The Collections page lists every study collection your site has access to and lets you maintain the documents inside each one.

Collections table​

Each row shows:

ColumnMeaning
Protocol IDUnique identifier for the study
SponsorSponsor organization name
StatusReady, Uploading/Creating, Has amendments, or Failed
DocumentsNumber of current documents in the collection - a document you've amended still counts once, not twice
ActionsManage button

Status indicators​

  • Ready (green) - all documents are processed and available for chat.
  • Uploading / Creating (spinner) - files are still being ingested. Chat may not include new content until this completes.
  • Has amendments (clock icon) - some documents have newer versions available. Amend the outdated ones as needed.
  • Failed (red) - the upload didn't complete. Click Dismiss to clear the row, or Manage to see what went through and retry the rest.

Manage a collection​

Click Manage on a row to open the Manage collection dialog, with tabs for:

  • Documents - view all documents and their types, upload additional files; site admins can also amend, manage access, or delete existing documents
  • Knowledge Base - expert-verified Q&A pairs saved from chat for this collection (site admins can delete entries)
  • Collection Settings (site admins) - rename the collection and set collection or document access
  • Delete (site admins) - delete the entire collection

On narrow screens, scroll the table horizontally to reach all columns, including Actions.

Rename a collection (site administrators)​

Site administrators can rename a study collection's Protocol ID and sponsor name:

  1. Click Manage on the collection, then open the Collection Settings tab.
  2. Update the Protocol ID and/or Sponsor name fields.
  3. Click Save.

Renaming updates the collection everywhere it appears, including chat and artifacts linked to that protocol. Choose the final protocol ID carefully so staff and reports stay consistent.

The study collection picker​

Near the top of the sidebar, the Study collection dropdown shows which protocol you're currently working in and lets you switch. It scopes more than chat: Users (external contacts), Visits, and Artifacts all follow whichever collection is active there, so switching protocols there switches your view everywhere else in the app too.

Best practices​

  1. Keep document types accurate - citations display these labels to users.
  2. Upload amendments promptly - mark outdated protocol versions so staff know which content is current.
  3. One collection per protocol - avoid splitting the same protocol across multiple collections.