> ## Documentation Index
> Fetch the complete documentation index at: https://docs.chamelio.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Collections
> Go beyond simple storage by grouping related documents and making them work for you.
Collections allow you to go beyond simple document storage by intelligently grouping related documents and making them work more effectively for your organization.
## Video Walkthrough
## What Are Collections?
Collections are smart groupings of contracts from your document center based on custom criteria you define. They provide a powerful way to organize and monitor specific sets of documents that share common characteristics or requirements.
* **"All Active Vendor MSAs"** - Track all master service agreements with vendors
* **"NDAs Expiring in the Next 90 Days"** - Monitor agreements needing renewal
* **"High-Value Contracts"** - Group contracts above certain financial thresholds
* **"Contracts by Department"** - Organize documents by business unit
## Key Features
Collections can update automatically based on contract cycles and new document uploads
Create collections based on any combination of extracted data fields and document properties
Control access with private, user-specific, or organization-wide sharing options
Extract additional data fields specific to documents in each collection
## Creating a Collection
Go to the **"Contracts"** page in your Chamelio workspace
Use the filtering options to select the documents you want to include in your collection:
* Filter by contract type, parties, dates, or any extracted data field
* Use multiple filters to create precise criteria
* Preview the results to ensure you're capturing the right documents
Once you're satisfied with your filtered results:
* Click **"Save to Collection"**
* Give your collection a descriptive name
* Add a description to help others understand its purpose
Ensure the **"is live"** toggle is activated for automatic updates. This means:
* New documents matching your criteria will be automatically added
* Documents that no longer match will be removed
* The collection stays current without manual intervention
## Privacy and Sharing Options
Configure who can access your collections:
**Private Collections**
* Only you can view and access the collection
* Ideal for personal document organization
* Cannot be seen by other users in your organization
**User-Specific Sharing**
* Share with selected individuals in your organization
* Specify exact users who should have access
* Useful for departmental or project-specific collections
**Organization Sharing**
* Available to all users in your organization
* Promotes collaboration and knowledge sharing
* Best for company-wide document categories
## Custom Columns
Enhance your collections with custom data fields that extract information specific to documents in that collection.
Custom columns allow you to create specialized data fields that may not be relevant organization-wide but are crucial for specific document groups.
### Creating Custom Columns
Within your collection, click **"Custom Columns"**
Provide a clear, descriptive name for your new data column
Select the appropriate format for your data:
* **Text**: For descriptive information or clauses
* **Date**: For deadlines, renewal dates, or milestones
* **Number**: For financial values, quantities, or scores
* **Boolean**: For yes/no or true/false conditions
Create a clear prompt that instructs the AI on what information to extract:
* Be specific about what you're looking for
* Include context about where the information might be found
* Specify the format you want the response in
### Advanced Tools
AI reviews and improves your extraction prompt for better accuracy and results
Test your prompt on sample documents before creating the column to ensure accuracy
Before creating a custom column, use the **Advanced** testing feature to evaluate AI-generated answers and refine your prompt for optimal results.
## Managing Collections
### Favorites and Organization
* **Star collections** to add them to your favorites in the sidebar
* Organize collections by priority and frequency of use
* Use descriptive names and descriptions for easy identification
### Monitoring and Maintenance
* Review live collections periodically to ensure criteria remain relevant
* Update filters as business needs change
* Monitor custom columns for accuracy and usefulness
## Related Features
Central hub for all your document data and extraction
Standardize documents within your collections
Track changes and activities within collections
Automate actions based on collection criteria