Getting Started with Collections

Collections help you organize related documents in Insight. Think of them as flexible folders—group books for a seasonal list, keep a series together, or collaborate with your team on a project.

Documents can be in more than one collection at once, and it’s simple to add and remove documents from a collection.

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Create a Collection

1. Click Collections in the left sidebar, or go to the collections section on your dashboard
2. Click New Collection
3. Enter a name for your collection
4. Choose who can see it:
   • My team — Everyone on your team can access it
   • Just me — Only you can see it
5. Click Create

That’s it—your collection is ready to use.

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Add Documents to a Collection

There are a few ways to add documents, depending on where you’re working.

From a document you’re viewing:

1. Click the blue Collections button (below the cover)
2. Check the collections you want to add it to
3. Done—it’s added immediately

From My Documents or search results:

1. Select documents using the checkboxes
2. Click Actions > Add to Collection
3. Choose a collection (or create a new one)

When uploading:

• During batch upload, select a collection to add all uploaded files to it automatically

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Remove Documents from a Collection

1. Open the collection
2. Select the documents you want to remove (use the checkboxes)
3. Click Actions > Remove from collection

The documents are removed from the collection but stay in Insight—they’re not deleted.

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Share a Collection with Your Team

When creating a collection:

• Choose My team for visibility, and everyone on your team can see it

For an existing collection:

1. Open the collection
2. Click Actions > Edit
3. Change visibility to My team
4. Click Save

To make a shared collection private again:

• Edit the collection and change visibility back to Just me

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Pin Your Favorite Collections

Pin collections you use often so they’re easy to find.

• In the Collections list, click the pin icon next to any collection
• Pinned collections appear at the top of your list and on your dashboard
• Click the pin icon again to unpin

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Find Your Collections

From the sidebar:

• Click Collections to see all your collections

From the dashboard:

• Your recent collections appear in the Collections section
• Use the quick links: My Collections, Team Collections, or Pinned Collections

Search for a collection:

• Use the search bar at the top of the Collections page
• Or click the alphabetical buttons (A-Z) to filter by name

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Open and View a Collection

1. Click a collection name to open it
2. You’ll see all the documents inside
3. Switch between grid view and list view using the icons
4. Sort by Date, Title, or Type

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Quick Reference

Task	How To
Create a collection	Collections > New Collection
Add a document	Open document > Collections button
Remove a document	Select in collection > Actions > Remove from collection
Share with team	Edit collection > Set visibility to My team
Pin a collection	Click pin icon in Collections list

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Going Further with Collections

Once you’re comfortable with the basics, here are more ways to work with collections.

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Chat with All Documents in a Collection

You can open AI Chat with every document in a collection loaded as sources:

1. Open the collection
2. Click Actions > AI Chat
3. A notebook opens with all documents ready to chat with
4. Ask questions across your entire collection

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Export Collection Data

Download metadata as a spreadsheet:

1. Open the collection
2. Click Actions > CSV export
3. A CSV file downloads with metadata for all documents

Generate a formatted report:

1. Open the collection
2. Click Actions > Export report
3. Select which fields to include
4. Choose Word or PDF format
5. Optionally add your logo and brand colors
6. Click Download Report

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Bulk Actions

Select multiple documents in a collection to act on them all at once:

1. Use checkboxes to select documents (or click Select All)
2. Click Actions to see available options:
   • Remove from collection
   • Add to collection (add to a different collection)
   • Download selected
   • Export report
   • Delete (permanently removes from Insight)

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Delete a Collection

1. In the Collections list, click the three dots menu on the collection
2. Choose one of these options:
   • Delete — Removes the collection but keeps all documents in Insight
   • Delete with all resources — Removes the collection AND permanently deletes all documents inside

Be careful with “Delete with all resources”—this cannot be undone.

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All Collection Actions

Click the Actions button (three dots) on any collection for the full menu:

Action	What It Does
View Details	Open the collection
Edit	Change name or visibility
Upload to this collection	Add new documents directly
Share	Share with specific users
View log	See activity history
AI Chat	Chat with all documents
CSV export	Download metadata spreadsheet
Export report	Generate Word or PDF report
Delete	Remove collection (keeps documents)
Delete with all resources	Remove collection and all documents

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Search Collections

Search collections are dynamic—they automatically include documents that match search criteria you define. When new documents are uploaded that match, they appear in the collection automatically.

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Create a Search Collection

1. Go to Search in the sidebar
2. Set up your search:
   • Enter search terms
   • Select resource types
   • Add filters (author, tags, keywords, etc.)
3. Click Run Search to see what matches
4. Click Actions > Save as Search Collection
5. Give it a name and choose visibility
6. Click Create

Your search collection appears in the Collections list with a “Search Collection” badge.

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Example Search Collections

Collection Name	What It Captures
All YA Novels	Every Teen & Young Adult Novel in your library
2027 Uploads	Everything uploaded this year
Priority Titles	Documents tagged “priority”
Needs Review	Documents tagged “needs-review”

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View or Edit the Search Criteria

1. Open the search collection
2. Click Actions > Edit
3. Click View Search to see the original criteria

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Convert to a Manual Collection

If you want to stop a search collection from updating automatically:

1. Open the search collection
2. Click Actions > Edit
3. Click Disconnect from Search
4. Click Save Changes

The collection keeps its current documents but won’t update anymore. You can then add or remove documents manually.

Note: This can’t be undone—you’d need to create a new search collection to get the dynamic behavior back.

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When to Use Each Type

Manual Collections	Search Collections
Curated selections	Auto-updating lists
Arbitrary groupings	Pattern-based groupings
Specific documents only	All documents matching criteria
Book series, project folders	“All novels,” “Priority titles,” “2027 uploads”

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Tips for Better Collections

Use clear names

• Good: “Spring 2027 Fiction”, “Smith Author Series”, “Frankfurt Rights”
• Avoid: “Misc”, “Stuff”, “New folder”

Combine tags with search collections

• Create tags like “priority” or “needs-review”
• Create search collections based on those tags
• Now just tagging a document adds it to the right collection automatically

Pin what you use most

• Pin your most-used collections for quick access from the dashboard

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Need Help?

Questions about collections? Email us at support@veristage.com.