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Understanding Collection types
Who is this article for?Users who want to learn more about Collections.
No special access or permissions are required.
Mail Manager lets you organise messages easily using Collections, which act like address books for Locations. Multiple Collections can be created to categorise Locations (e.g. Live Projects, Archived Projects, Sales, Finance) and shared within your organisation to keep everyone updated.
This article provides an overview of Collection types and advice on when to use them.
1. Collection types
There are two types of Collections: manual and discovered.
Manual Collections (or static Collections) need user input to update and are ideal for personal use or Locations that rarely change.
Discovered Collections use automation to stay updated, suitable for users accessing only certain Locations with consistent folder hierarchies.
Interested in discovered Collections?
Check out our Frequently asked questions about discovered Collections!
There’s no limit on Locations per Collection, but keep it under 5000 to maintain performance.
2. Collection features
Below is a list of features and how each aligns with the two types of Collections.
| Feature | Manual | Discovered |
|---|---|---|
| Change frequency | Rare | Frequent |
| Change author | Made by user or controlled centrally (Administrator) | Controlled centrally (automated) |
| Usage | Locations available to everyone | Locations limited by user access permissions |
| Folder hierarchy | Able to accommodate different folder hierarchy levels in the same collection | Folder hierarchy levels must be the same in the same collection |
| Deployment | Manually or centrally via Collections.txt | Central configuration and User preference options |
| Security | Collection and Location access dependent on user access permissions | Only Collections and Locations the user has access too will be available |
3. Manual Collection files
When working with Mail Manager, it's essential to understand how to manage permissions for manual collection files effectively. Unlike auto-discovered files, manual collection files require specific attention to ensure the correct permissions are set. This article provides a straightforward method to adjust these permissions.
3.1 Understanding permissions
Write permissions and indicators:
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No write permissions: When a collection file lacks write permissions, it is indicated by a padlock icon.
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Write permissions: If write permissions are granted, a tick icon is displayed.
3.2 Applying permissions
To replicate and adjust the permissions on a collection file, follow these simple steps:
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Access the Collection file: Navigate to the collection file you need to modify.
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Change permissions: Adjust the write permissions according to your requirements.
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No write permissions will display a padlock.
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Write permissions will display a tick.
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