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:
| Column | Meaning |
|---|---|
| Protocol ID | Unique identifier for the study |
| Sponsor | Sponsor organization name |
| Status | Ready, Uploading/Creating, or Has amendments |
| Documents | Number of PDFs in the collection |
| Document Types | Tags such as Protocol Document, Lab Manual |
| Actions | Manage collection 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. Review and upload updated PDFs as needed.
Manage a collection
Click Manage collection on a row to:
- View all documents and their types
- Upload additional PDFs
- Remove outdated documents (site admins only for deletions)
On narrow screens, scroll the table horizontally to reach all columns, including Actions.
Rename a collection (site administrators)
Site administrators and global administrators can rename a study collection’s Protocol ID from the Collections table:
- In the Protocol ID column, click the pencil icon on the row.
- Enter the new identifier and click Save, or Cancel to keep the current name.
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.
Switching sites (admins)
If you are a global admin with access to multiple sites, use the site selector in the Collections header to switch which site's collections you are viewing.
Best practices
- Keep document types accurate — citations display these labels to users.
- Upload amendments promptly — mark outdated protocol versions so staff know which content is current.
- One collection per protocol — avoid splitting the same protocol across multiple collections.
Related guides
- Restrict collection and document access — limit who can use a collection or specific documents (site administrators)