Working with Collections

Email messages and attachments processed through EAS can optionally be associated with a collection before being deposited to the DRS. This section describes how to create, edit and delete a collection.

A collection identifies a group of related messages and attachments, usually organized around the personal or institutional creator/owner of the email. In HOLLIS, cataloging of archived email will most likely be at the collection level, as will delivery of this content to end-users. In DRS2 Web Admin, you can retrieve email content by collection name.

You create collections in EASi but they are stored and managed in DRS2 as collection objects. Once created, a collection is view-only in EASi and must be managed directly in Web Admin.

Creating a collection

The option to create a collection is available from the Collections choice on the EAS main menu. A collection consists of a title and other descriptive metadata fields. Consult the Metadata Reference appendix for definitions of these fields.

Within a single EASi (DRS) account, you can create as many separate collections as needed to group your content. You can create a collection at any point before your content is deposited to the DRS, including before your content is ingested into EASi.

Tip: Carefully check your new collection title and other fields for accuracy before saving the collection in EASi. Once created, a collection is view-only in EASi. It is possible to update collection object metadata in Web Admin, but the workflow is complex. See Updating collection metadata in Web Admin for more information.

How to create a new collection:

1. Select the Collections menu option and click the Create tab.

2. Fill in the collection form as needed. Required fields include: title, billing code, DRS load success email and DRS load failure email. See the Metadata Reference appendix for field definitions. 
   Note: The Primary name and Donor name fields are powered by Wordshack person and organization terms. These fields use the Wordshack search widget -- type all or part of a name and matching terms will display. To list all terms, enter an asterisk (*). The term must be defined in Wordshack first before it will appear in the Wordshack search widget.
   
   

3. Click Save to save these changes. At save, the new collection is added as a collection object to DRS2. The DRS ID and object URN of the collection object now display at the bottom of the collection record in EAS.