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Managing collections

A collection is a group of tasks and inventory that share a task workflow. On partnerships, collections organize the tasks you track against the deal; in sales, they organize the products and inventory you sell. Each collection has its own set of task statuses, so different kinds of work can move through different steps.

Who can manage collections?

Collections are managed by Site Admins. A Site Admin with the Editor role can create, edit, delete, and reorder collections. Managers, Team Members, and Collaborators can see collections in use but cannot change them.

Where to find collections

Collections live under Settings. Open Settings from the left sidebar, then choose Collections. To add one, choose New Collection.

Collaborative or internal collections

Each collection is either Collaborative or Internal, and this controls who can see it.

  • Collaborative — turn on the Collaborative checkbox. As the setting explains: "If selected, tasks in this collection will be displayed to collaborators."
  • Internal — leave the checkbox off. Only your internal users (Site Admins, Managers, and Team Members) can see the collection. Collaborators cannot see an internal collection or its tasks, even on a partnership they're assigned to.

In the list, each collection shows a Collaborative or Internal badge so you can tell them apart at a glance.

The task statuses a collection uses

Every collection has its own set of task statuses, which define the workflow tasks in that collection move through. A collection must have at least one status.

A new collection starts with all of your task statuses assigned. To give a collection a different or shorter workflow, edit its Statuses and pick just the ones it should use. Because each collection keeps its own list, different collections can run different workflows.

For how the statuses themselves are set up, see Managing statuses.

Overriding a collection name on a partnership

On an individual partnership you can rename a collection just for that partnership, without changing it anywhere else — useful when one sponsor refers to a set of work by a different name than your workspace default.

How the override behaves:

  • It applies only to that partnership. The workspace collection, and every other partnership, keep the original name.
  • Collaborators on that partnership see the overridden name on their task list. They can't change it — only your internal users can.
  • The override appears only where the tasks are viewed within that partnership. In lists that gather tasks across partnerships — such as My Tasks or Reports > Tasks — the original workspace name is used. (If you manually filter one of those lists down to a single partnership, the override shows there too.)

How to override a collection name

You need to be an internal user (for example a Site Admin); collaborators can see the tab's result but not open it.

  1. Open the partnership.
  2. Choose the Edit icon (its tooltip reads Update Account), or Update Account from the actions dropdown. Either opens the account editor.
  3. Select the Collections tab, headed Rename Collections for This Partnership.
  4. By default the tab lists only the collections that have tasks on this partnership, each with a badge showing how many. To see the rest, choose Show All Collections.
  5. Type the new name over the collection's current name.
  6. Save.

The partnership's task list now groups those tasks under the new name. To remove an override, clear the name field and save — the collection returns to its workspace name.

Reordering collections

To change the order collections appear in filters and lists, drag a row up or down on the Settings > Collections list and drop it in its new position. The new order saves as soon as you drop it.

What happens when I archive a collection?

Archiving hides a collection while keeping its data. Edit the collection and turn on the Archived checkbox. As the setting notes: "Archived collections are not displayed in the application, but the data is retained for historical record."

Archiving a collection also reaches its sales inventory:

  • The collection's products are archived too. They drop out of inventory and product lists and can't be added to new deals or tasks.
  • Inventory that isn't in use is removed. Inventory already attached to a task or a deal line is kept.
  • The collection's tasks, deal lines, and status workflow are left as they are.

The collection stays on Settings > Collections with an Archived badge so you can find it again. Clearing the Archived checkbox brings the collection back into the app, but the products it archived stay archived until you un-archive each one — archiving a collection is not fully undone just by un-archiving the collection.

What happens if I delete a collection?

When you delete a collection, Trak offers a Transfer Collection option to move its contents somewhere else first.

  • If you transfer, the collection's products and tasks move to the collection you choose, and nothing is lost.
  • If you don't transfer, deleting the collection also deletes its products, along with their inventory and any deal lines.

A collection that still has tasks cannot be deleted outright — you have to transfer it so the tasks have somewhere to go. Trak stops you with the message "You can not delete a collection with tasks."