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Collections

The Collections app in SynergyOS is an optional module that allows you to create and manage custom data types and metadata beyond the default ones provided by the CRM app. It offers enhanced flexibility to tailor the platform to your organization's specific workflows and data management needs.

Overview​

While the CRM app includes predefined types like contacts, companies, and projects, the Collections app enables you to define additional types of folders and items with custom metadata fields. This customization allows you to manage specialized data types such as assets, tickets, contracts, or any other entities relevant to your business.

Key Features​

1. Custom Folder Types​

  • Definition of New Types: Create custom folder types with specific metadata fields.
  • Metadata Customization: Define fields such as dates, numbers, dropdown lists, or text entries relevant to the folder type.
  • Organization: Use custom folder types to categorize and manage data according to your business processes.

2. Custom Item Types​

  • Item Type Creation: Define new item types for files, documents, or records within folders.
  • Tailored Metadata: Add metadata fields specific to the item type, such as status, priority, or custom identifiers.
  • Integration: Items can be linked to folders, contacts, companies, or other entities within SynergyOS.

3. Enhanced Tagging and Metadata​

  • Multi-Dimensional Categorization: Apply multiple tags to items and folders for advanced categorization.
  • Tag Browsing: Access and browse all tags used within your organization through the left-hand navigation pane.
  • Metadata Inheritance: Custom metadata can be inherited from parent folders to maintain consistency.

4. Pipelines and Workflows​

  • Workflow Tracking: Apply pipelines to custom folder types to track stages and progress.
  • Customization: Design pipelines that fit various project types or business processes.

How It Works​

Creating Custom Folder Types​

  1. Access Collections Settings:
    • Go to Settings > Collections Configuration.
  2. Define a New Folder Type:
    • Click Add New Folder Type.
    • Enter the Type Name (e.g., "Assets", "Support Tickets").
    • Add Metadata Fields:
      • Define fields such as "Asset ID", "Purchase Date", "Warranty Expiry".
  3. Save the Folder Type.

Creating Custom Item Types​

  1. Define a New Item Type:
    • In Collections Configuration, select Item Types.
    • Click Add New Item Type.
    • Enter the Type Name (e.g., "Contract", "Invoice").
    • Add Metadata Fields:
      • Define fields like "Contract Value", "Effective Date", "Renewal Terms".
  2. Save the Item Type.

Using Custom Types​

  1. Create a New Folder or Item:
    • In the Collections tab, create a new folder or item.
    • Select the custom type you've defined.
  2. Enter Metadata:
    • Fill in the metadata fields as prompted.
  3. Organize and Manage:
    • Use the custom folders and items as part of your regular workflow.
    • Apply tags and link to other entities as needed.

Practical Examples​

Asset Management​

  • Scenario: An organization needs to track company assets like laptops and equipment.
  • Actions:
    • Create a custom folder type called "Assets".
    • Define metadata fields: "Asset ID", "Serial Number", "Purchase Date", "Assigned To".
    • Use the Assets folder type to organize and manage all company assets.
  • Benefits:
    • Centralized asset information.
    • Easy tracking of asset status and assignments.

Support Ticket System​

  • Scenario: Implementing an internal support ticket system.
  • Actions:
    • Define a custom item type called "Support Ticket".
    • Add metadata fields: "Ticket Number", "Priority", "Status", "Assigned Technician".
    • Create folders for different departments or issue types.
  • Benefits:
    • Streamlined issue tracking.
    • Improved response times and accountability.

Contract Management​

  • Scenario: Managing contracts with clients and vendors.
  • Actions:
    • Create an item type "Contract" with metadata: "Contract Value", "Expiration Date", "Renewal Options".
    • Store contracts in relevant company or project folders.
  • Benefits:
    • Enhanced visibility of contract terms.
    • Timely reminders for renewals or negotiations.

Benefits​

  • Customization: Tailor data types and metadata to fit your unique business needs.
  • Improved Organization: Organize data beyond default types for more precise management.
  • Enhanced Reporting: Utilize custom metadata for advanced reporting and analytics.
  • Workflow Optimization: Design workflows and pipelines specific to your processes.

Best Practices​

  • Plan Your Data Structure: Before creating custom types, plan how they fit into your organizational workflows.
  • Standardize Metadata: Ensure metadata fields are consistent and meaningful across similar types.
  • Train Users: Educate team members on how to use custom types and metadata effectively.
  • Regularly Review: Periodically assess custom types and metadata fields for relevance and effectiveness.

Frequently Asked Questions​

Q1: Do I need administrative rights to create custom types?​

A: Yes, only users with administrative privileges can create or modify custom folder and item types.

Q2: Can custom types be used in conjunction with default types?​

A: Absolutely. Custom types complement default types, and you can use both as needed within your organization.

Q3: How does metadata inheritance work with custom types?​

A: Custom metadata can be inherited from parent folders to child items, similar to default metadata. This ensures consistency across your data hierarchy.

Q4: Can I change the metadata fields of a custom type after creation?​

A: Yes, you can modify metadata fields, but be cautious as changes may affect existing items. It's recommended to plan carefully or consult with the team before making changes.

Conclusion​

The Collections app in SynergyOS empowers your organization to extend the platform's capabilities by creating and managing custom data types and metadata. This flexibility allows you to adapt SynergyOS to fit your specific business processes and data management requirements, enhancing efficiency and control.