Skip to main content

Build your first collection

What you'll learn​

A collection is the set of thesauri, templates, and entities that hold your content. We'll build a small one from scratch: a thesaurus, two templates linked by a relationship, and entities that carry a document. By the end of this tutorial, we'll have a working collection we can grow into a larger one.

Prerequisites​

  • A link to a live Uwazi instance
  • An admin username and password for that instance
note

Creating thesauri, templates, and relationship types needs an admin account. If you don't see the Settings menu, ask your instance manager for access.

Part 1: Create a thesaurus​

A thesaurus is a reusable list of options, such as a list of countries. We build it first, because a template field that offers a choice draws its options from a thesaurus that already exists.

  1. Go to Settings, then select Thesauri.

    The page lists the thesauri the instance already holds.

  2. Select Add thesaurus in the footer.

    An editor opens with an empty name field and an empty value table.

  3. Type a name in the Thesauri name field, such as Status.

    The name sits at the top of the table. Uwazi needs it before we save.

  4. Select Add item, then type a label such as Open.

    A new empty row appears, ready for the next label.

  5. Add one or two more labels, such as Closed and Under review.

    Each label fills its own row in the table.

  6. Select Save.

    A success message appears, and the web address updates with the new thesaurus's id.

Part 2: Create the first template​

A template defines a type of entity and the fields it carries. We'll make one and give it a field that uses the thesaurus from Part 1.

  1. Go to Settings, then select Templates, then Add template.

    The template editor opens with an empty property table.

  2. Pick a colour with the colour picker near the top.

    Uwazi shows this colour as a dot on the entity's cards.

  3. Type a name in the template name field, such as Case.

    Uwazi needs a name, and it marks a duplicate name with an inline error.

  4. Notice the three pinned rows at the top of the table: Title, Date added, and Date modified.

    These common fields stay on every template. We can't remove or reorder them.

  5. Select Add property in the footer.

    A configuration panel slides in from the right.

  6. Open the property type drop-down and select Select, then type a Label such as Status.

    A Thesaurus selector appears below the label, because a select field needs a thesaurus.

  7. Open the Thesaurus selector and pick the Status list from Part 1.

    The selector shows your chosen list. The field now offers those options on every Case entity.

  8. Select the Use as filter checkbox.

    This field will appear as a filter in the library sidebar.

  9. Select Add property, then Save.

    A success message appears, and the Case template joins the list.

Part 3: Connect a second template with a relationship​

We'll link two templates, so an entity of one can point at an entity of the other. First we name the connection, then we build the second template around it.

  1. Go to Settings, then select Relationship types, then Add relationship type.

    A side panel opens with a single Name field.

  2. Type a name that reads in the connection's direction, such as mentioned in, then select Save.

    The side panel closes, and the new type joins the list.

  3. Go to Settings, then Templates, then Add template. Give it a name such as Report and pick a colour.

    The editor opens, ready for properties.

  4. Select Add property, open the property type drop-down, and select Relationship. Type a Label such as Cases mentioned.

    Three relationship fields appear in the panel.

  5. Open the Relationship type selector and pick mentioned in.

    The selector shows your chosen type. This field now needs a target.

  6. Open the Entities selector and pick the Case template.

    An Inherit property selector appears, because we picked a specific template instead of leaving Any entity.

  7. Open the Inherit property selector and pick Status.

    The Report entity will now show each linked case's status, read-only, beside the link.

  8. Select Add property, then Save.

    A success message appears, and the Report template joins the list.

Part 4: Create entities and connect them​

Now we add real content: one Case entity with a document, one Report entity, and a link between them that pulls the inherited status across.

  1. Go to the Library and select Create entity in the footer.

    A side panel opens with a Title field and a Type drop-down.

  2. Type a title such as Case 001, then open the Type drop-down and select Case.

    The form grows to show the Case fields, including the Status field.

  3. Open the Status field and pick a value, such as Open.

    The field shows your choice. We'll watch this value travel to the Report later.

  4. In the Primary Documents section, select Add PDF and choose a PDF file.

    Uwazi stages the file, ready to upload when we save.

  5. Select Save.

    Uwazi uploads the PDF and starts processing it. The document appears in the panel, then turns into a readable inline PDF once Uwazi finishes.

  6. Select Create entity again. Title it Report 001 and set its Type to Report.

    The form shows the Report fields, including the Cases mentioned relationship field.

  7. In the Cases mentioned field, type Case 001 in the search box and select the entity from the results.

    The case joins the relationship field on the form.

  8. Select Save, then open the new Report 001 entity.

    The Cases mentioned field shows Case 001, and the inherited Status value Open sits beside it, read-only.

What you've done​

  • Built a thesaurus of fixed options
  • Created a template that offers those options as a field
  • Named a relationship and built a second template that uses it
  • Inherited a field from one template onto another
  • Created two entities, attached a document, and linked them together
tip

Open Case 001, change its Status to Closed, and save. Reopen Report 001 and notice the inherited status now reads Closed. Uwazi keeps the inherited value in step with its source. To show each case's first page on its library card, add a Preview property to the Case template.

Next steps​