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A Project collection is a critical component of Motifray philosophy. This is the only medium through which you communicate with your clients and deliver the results of your project to them.
A collection contains files and documents you want to share with clients. In the context of the collection, customers view your work, comment on it and if you ask for it, finally approve the works. The history of communication with the customer is also stored exclusively in project collections.
In the project you can create as many collections as you want to. It is good practice though, to create the collection for defined work packages you want to share with clients. Each created collection may contain a well-defined package of works that the client expects to be performed within the project or its phase.
When creating a collection you add to it files and documents which comprise of the project results you want to share with clients. When the collection is ready, you can share it with users in your organization and external customer contacts for whom the project’s outcomes are delivered.
For collection files you share with customers, you can also initiate the approval process (approval requests). Approvals are optional but they might be useful when you want to get more formal feedback from your customer regarding the project’s outcomes.
In Motifray you create the collection in the context of a customer's project (Projects) or in your personal library (My Library). Both collection types (Project collection and My Library collection) work almost in the same way. The difference is such that only project collections can be shared with external clients. My Library collections (created in My Library) can only be shared with internal users in your organization (co-workers) and cannot be shared externally with clients. Project collection is the only way in Motifray to share project works with your clients.
You have created a new collection in the project but it doesn’t contain any files yet. Now, you can add files to the collection and next share it with other users in your organization and customer contacts. To learn how to add collection files go to the Add or Remove collection files section. To learn how to share a collection go to the Share a project collection with others section.
The collection description is an optional parameter. It is good practice though to add a description to all collections as it gives you, other users and customers more information about the context and purpose of the collection.
When a project collection is unlocked, users and customer contacts can actively work on it. New files can be added to the collection, users can comment on files, and customers can approve or reject files for which you asked for an approval.
When you want to finalize the customer interaction process for a given collection as well as freeze a current approval status or customers’ comments you can lock the collection. When locked, the collection is still available for all users it is shared with but in read only mode. No further approval or comments are allowed. The collection lock is a perfect tool when you want to complete the project outcome(s) (or its phase) in a given state.
You can also unlock the collection at any time and continue interacting with the client about the collection files.
Motifray workspace is designed to help you manage all your digital work and designs online but there might be a situation when you want to download collection files to your local device. No problem, you can download a project collection and its contents.
When sharing the project collection with others you give them access to the collection contents and let them comment on the collection files.
You can share a collection with:
When unsharing you revoke selected users' access to the collection and its files. You can unshare the collection with all, or selected users only.
If you do not need a collection anymore, you can delete it. After a collection is deleted, all of its files remain in their original locations in the project library. Physical copies of the colection files are not deleted.
It is good practice to keep all collections containing important project information throughout the projects lifecycle. Approvals, communication and comments are saved in the collection and can be referred to in the future when needed.
