Managing collections

The Knowledge Collections page lists every knowledge collection you have access to. From here you can find an existing collection, create a new one, edit one, or open a collection to see what's inside it.

Browsing and searching

The list shows each collection with its name, the company it belongs to, its collection type, its language, and when it was created and last updated. To find what you're looking for:

• Search by typing into the search box at the top - it matches against the collection name, language, and collection type.
• Filter using the dropdowns in the collection type and language columns. You can pick more than one value, and each dropdown has its own search box for long lists.
• Sort by clicking a sortable column header (such as name or the created/updated dates). Click again to reverse the direction.
• Paginate with the controls at the bottom of the list, choosing how many collections to show per page.

Use Reset to clear all filters and search terms and return to the full list.

Opening a collection

Click any row to open that collection's details. The detail view shows:

• Overview - the company, collection type, and language.
• Files - every document in the collection, each with its name, type, and current processing status. You can copy all the file names to your clipboard with Copy names.
• Courses - the courses this collection is currently linked to.

From the detail view you can jump straight into editing with the Edit collection button.

Creating a collection

Click Create Collection at the top of the list to open the creation dialog, then fill in:

1. Name - a clear, descriptive name so the collection is easy to recognise later. Something like Product Docs - Acme Suite is more useful than Collection 1.
2. Collection type - choose the type that best describes the content. The type tells Menta what kind of material the collection holds. The available types are set up for your account; pick the closest fit.
3. Language - the language the documents are written in.
4. Company - the company the knowledge collection belongs to. This is your company, and it's filled in for you.
5. Course (optional) - optionally link this collection to a course when you create it. Leave this as None (optional) if you just want a standalone collection for now. If you do link a course here, that link is set at creation and can't be changed later from the collection edit view - so pick the right one if you use this field. A collection with no course linked isn't used by Adam in any course until it is linked.
6. Files - add at least one document. See Uploading files for accepted formats and requirements.

Click Create Collection to save. The collection is created and your files begin processing right away.

note

A new collection needs at least one file before it can be created. If the Create Collection button stays disabled, check that name, collection type, language, and company are filled in and that you've added at least one valid file. Course is optional.

Editing a collection

Open a collection and choose Edit collection, or use the edit action on the collection's row in the list. The edit dialog lets you:

• Update the name, collection type, and language.
• Add more files to the collection.
• Remove files using the trash icon beside an existing file.

The company can't be changed after a knowledge collection is created. If you linked a course when you created the collection, that course link also can't be changed from the collection edit view. If you need to move a collection to a different course, get in touch with your Menta contact.

Your changes are saved when you click Save Changes. If you haven't changed anything, the button stays disabled.

Removing a file

Click on the trash icon beside a file in the collection details or edit dialog to remove it. The file disappears from the collection immediately, so it is no longer available to courses that use that collection.

Behind the scenes, removal is a soft delete: Menta marks the file as deleted in the database but retains its data for 30 days. After that recovery period, the file is permanently deleted from the database and storage.

If you remove a file by mistake, contact the Menta team within the 30-day recovery period. There is no self-service restore option yet, but the Menta team can restore the file for you while it is still retained.

warning

After 30 days, a removed file cannot be restored. Upload the file again if you need it after the recovery period.

Next steps

A knowledge collection is only as useful as the documents in it. The next page covers how to get your files in and what makes a good upload: Uploading files.